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Legal Change of Office Form

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LEGAL CHANGE OF OFFICE FORM

This Legal Change of Office Form is made and entered into as of Effective Date: by and between Company Name: , an entity of type: , with current principal office located at: (the "Company"), and Other Party Name: , an entity of type: , with principal office located at: (the "Counterparty").

RECITALS

WHEREAS, the Company and the Counterparty are parties to one or more agreements and have each heretofore designated a principal office and notice address for receipt of notices and deliveries; and

WHEREAS, the Company seeks to effect a change in the location of its principal office and desires to update the records and notice addresses of the parties in respect of existing agreements as provided herein; and

WHEREAS, the parties wish to record and confirm the new office and notice addresses and the operational effect, if any, of such change.

NOW THEREFORE, in consideration of the mutual covenants and agreements set forth below, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows:

1. CHANGE OF PRINCIPAL OFFICE

1.1 Effective as of the Effective Date set forth above, the Company's principal place of business and address for its office records shall be changed to:

1.2 The Company represents that the new office specified above shall be the location for physical records and the principal place of business for corporate, management and administrative purposes, unless otherwise indicated in writing by the Company.

2. NOTICE ADDRESSES

2.1 For the purpose of receipt of notices, demands and other communications under any agreement between the parties, the parties designate the following notice addresses, which shall supersede any previously designated notice addresses only to the extent expressly indicated:

2.2 Notices delivered in accordance with the notice provisions of any existing agreement shall be effective when delivered in accordance with such agreement. Where no method is specified, notice by certified mail or recognized overnight courier to the addresses set forth above shall be effective upon receipt.

3. APPLICABILITY TO AGREEMENTS

3.1 Unless otherwise agreed in writing, the change of office and notice address identified herein shall apply to all existing agreements and obligations between the parties .

3.2 Except as expressly modified by this Form, no change in office shall be construed to amend, waive or otherwise modify any rights, remedies or obligations of the parties under any existing agreement unless such amendment is expressly set forth in a separate written amendment executed by the parties.

4. REPRESENTATIONS AND AUTHORITY

4.1 Each party represents and warrants that it has full corporate or organizational power and authority to enter into this Form and to perform its obligations hereunder, and that the individual signing below is duly authorized to execute this Form on behalf of such party.

5. MISCELLANEOUS

Governing Law. This Form shall be governed by and construed in accordance with the laws of the jurisdiction selected by the parties:

Entire Agreement. This Form constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior oral or written communications, representations, or understandings with respect to the subject matter contained herein, solely to the extent this Form amends notice or office location provisions.

Severability. If any provision of this Form is held to be invalid, illegal or unenforceable by a court of competent jurisdiction, the remaining provisions shall remain in full force and effect and shall be construed so as to effectuate the parties' intent to the fullest extent permitted by law.

Amendments and Waiver. Any amendment or waiver of any provision of this Form must be in writing and signed by both parties. No waiver of a breach of any provision shall be deemed a waiver of any subsequent breach.

Counterparts. This Form may be executed in counterparts, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument. Facsimile, scanned or electronic signatures shall be acceptable and binding for all purposes.

CERTIFICATION

The undersigned certifies under penalty of perjury that they are authorized to execute this Legal Change of Office Form on behalf of the party identified and that the statements and information provided in this Form are true, complete and accurate to the best of their knowledge.

Company:

By:

Date:

Counterparty:

By:

Date:

Enter text✕

What the Legal Change of Office Form Is and When It’s Used

A Legal Change of Office Form documents an official change to an organization’s primary or registered office address, mailing address for service of process, or the physical location where records are maintained. It is commonly filed with a state filing agency (Secretary of State or similar), attached to corporate minutes, or retained as part of entity records. The form creates a clear record of the new office location, notifies counterparties and regulators where required, and often triggers updates to regulatory registrations, licensure, tax accounts, and public filings.

Why Completing a Legal Change of Office Form Matters

Updating the official office address preserves service-of-process accuracy, ensures regulatory notices reach the entity, and prevents missed deadlines or penalties tied to outdated contact information. Properly completed forms support corporate governance and maintain the chain of record evidence needed for audits, licensing, and compliance.

Why Completing a Legal Change of Office Form Matters

Who Typically Prepares and Signs This Form

Organizations and designated officers typically prepare and file Legal Change of Office Forms to keep official records current.

  • Corporate Secretary or General Counsel — prepares filings, certifies board approvals, and ensures state filing requirements are met.
  • Registered Agent or Compliance Officer — updates service-of-process addresses and confirms delivery acceptance.
  • Small Business Owner or Managing Member — files changes for LLCs, partnerships, or sole proprietorships when formal approval thresholds are met.

The person who completes the form should have authority under corporate bylaws, operating agreement, or state law to make or certify the change.

Core Elements of a Professional Legal Change of Office Form

A complete form contains identifying details, the old and new office addresses, effective date, authorizing signature and title, filing instructions, and any required notary or witness blocks. Including a short reasons section and attachments (e.g., board minutes) reduces follow-up.

Entity Identification

Full legal name, entity type, state of formation, and registration number to avoid ambiguity.

Old and New Address

Complete street address, city, state, ZIP; specify whether change applies to registered, mailing, or physical office.

Effective Date

Date the change takes effect; impacts statutory notice obligations and recordkeeping start.

Authority and Approval

Reference to board resolution, meeting minutes, or member consent authorizing the change.

Signature Block

Name, printed title, signature, and date from an authorized officer or registered agent.

Notary or Witness

Notarization or witness lines when state law or internal policy requires additional authentication.

Required Data Points to Include

Legal Name: Full registered entity name
Entity Type: Corporation, LLC, LP, nonprofit, etc.
State of Formation: State where entity is organized
Registration ID: Secretary of State file number
New Office Address: Street, city, state, ZIP
Effective Date: MM/DD/YYYY

Step-by-Step: Filling Out and Filing the Form

Follow these primary steps to complete and file a Legal Change of Office Form in most U.S. jurisdictions.

  • 01
    Prepare Supporting Approval: Obtain board minutes or member consent authorizing the address change
  • 02
    Complete the Form: Enter entity details, old and new addresses, effective date, and signer information
  • 03
    Authenticate If Required: Have the document notarized or witnessed where state law or internal policy mandates
  • 04
    File With Agency: Submit to the Secretary of State or appropriate filing office and retain proof

Where to File and How the Routing Works

Filing paths differ by the type of office change and the entity; choose the correct destination to avoid rejections.

  • Secretary of State: Primary filing for registered office or principal business address changes
  • Registered Agent: Update registered agent records and service-of-process information
  • Local Licenses: Notify municipal or county licensing authorities when local permits or occupational licenses exist
  • Internal Records: Attach board resolution and update corporate minute book and compliance logs

Configuring an Online Workflow for This Form

Set up a simple digital workflow to capture approvals, signatures, and to route the filed copy to stakeholders.

Field Configuration
Signer Roles Officer | Registered agent
Authentication Email link | SMS code | optional KBA
Attachments Board minutes | resolution PDF
Delivery Send copies to legal, finance, and registered agent

Digital Signing and Submission: Platform Needs

Use an e-signature platform that supports audit trails, secure storage, and the integrations your organization requires.

  • Integrations: Salesforce | NetSuite | Google Workspace | Microsoft 365
  • File Formats: PDF and DOCX supported
  • Security: AES-256 at rest, TLS 1.2/1.3 in transit

Ensure the chosen platform supports the authentication level your state requires for e-signatures and provides an immutable audit trail for compliance.

Typical Timelines and Processing Expectations

Expect processing times to vary by state and filing method; expedited services are often available for an additional fee.

Standard Processing:

3–10 business days in most states

Expedited Filing:

Same-day or 24–48 hour options in many jurisdictions

Mail Delivery:

Allow extra days for USPS or courier routing

Agency Rejection:

Typical 1–2 week review including deficiency notices

Record Update:

Public record reflects change upon acceptance and filing

Key Milestones from Decision to Filed Record

A sequential view helps coordinate approvals, signatures, and filing deadlines.

01

Board Approval

Obtain resolution authorizing the change and document approval

02

Form Completion

Fill form fields and attach supporting minutes or consents

03

Signature and Notarization

Sign by authorized party and notarize if required

04

Filing and Confirmation

Submit to the agency and retain acceptance or filing receipt

Common Mistakes to Avoid

  • Using an informal or shortened entity name that does not match formation records, which often causes rejections.
  • Failing to attach an authorizing board resolution or member consent when the form requires proof of approval.
  • Entering an effective date inconsistent with supporting documents, creating ambiguity for obligations and notices.
  • Neglecting to notify licensed professionals or local permit authorities, which can lead to compliance and licensure issues.

Risks and Penalties for Incorrect or Late Updates

Service-of-Process Risk: Missed legal notices
Filing Rejection: Agency will require correction and resubmission
Regulatory Penalty: Fines or administrative sanctions
License Impact: Local license suspension or revocation
Contractual Consequences: Breach notifications or missed notices
Record Integrity: Weakened audit trail for audits or litigation

eSignature Pricing Snapshot for Filing and Signing

Platform pricing and features vary; signNow is listed first for comparison. Verify plan details with each vendor before purchase.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

FAQs and Troubleshooting for the Legal Change of Office Form

Answers to frequent questions can prevent common rejections and help you choose the correct filing path.


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