Procedure to change registered office from one state to another state, Remember able things shifted Company

 Change of Registered office from one state to another state

For changing the registered office from one state to another, the company needs to amend the MOA.

A special resolution needs to be passed by the company for alteration in the MOA. This special resolution also needs to be filed to the ROC in Form MGT-14 within 30 days of passing the resolution.

For changing the Registered office from one state to another, the company needs to get the approval of the CG in form INC-23. Following documents are to be attached along with the application in form INC-23 for change of registered office from one state to another:

a copy of the memorandum and articles of association;

a copy of the notice convening the general meeting along with relevant Explanatory Statement;

a copy of the special resolution sanctioning the alteration by the members of the company;

a copy of the minutes of the general meeting at which the resolution authorizing such alteration was passed, giving details of the number of votes cast in favour or against the resolution;

an affidavit verifying the application;

the list of creditors and debenture holders entitled to object to the application;

an affidavit verifying the list of creditors;

the document relating to payment of application fee;

a copy of board resolution or Power of Attorney or the executed Vakalatnama, as the case may be.

The Central Government shall dispose of the application for change of registered office outside the state within a period of sixty days and before passing its order may satisfy itself that the alteration has the consent of the creditors, debenture-holders and other persons concerned with the company.

The approval of the CG shall be filed with the Registrars of both the states in which the old and the new registered office of the company are situated.

Registrar of the State where the registered office is being shifted to, shall register the change, and shall issue a fresh certificate of incorporation indicating the alteration.

Now shifting of registered office from one State to another State under the Companies Act, 1956, requires a petition to be filed with Regional Director, Ministry of Corporate Affairs with effect from 12-08-2012 and earlier the same was required to be made to Company Law Board. The procedure for making the petition under Section 13 of the Companies Act, 2013 is given below.

STEP 1. Hold a Board Meeting to consider the proposal and approve the notice of Extraordinary General meeting and authorise the CS or Director to move an application before RD to alter Clause II of Memorandum of Association within whose jurisdiction the registered office of the company (before change) is situated.

STEP 2. In the board meeting fix up the date, time, and place of the general meeting and approve the notices for this purpose, send the notices, hold the meeting and pass special resolutions.

STEP 3. In case of listed company the resolution should be made by postal ballot as per sec 110. Forward three copies of notice to the stock exchange where the shares of the company are listed. Forward to the stock exchange minutes of the Extra ordinary General Meeting.

STEP 4. Prepare the Minutes of Extraordinary General meeting/ General Meeting. Date of AGM / EGM should be same in the notice and minutes of the meeting

STEP 5. After taking the approval of the members, file a certified copy of the special resolution along with the explanatory statement in Form MGT-14 (Filling of Resolution and agreement to the registrar under section 117) with ROC.

Attachments:

Copy(s) of resolution(s) along with copy of explanatory statement under section 102 

Altered memorandum of association 

Altered articles of association

STEP 6. Publish a general notice in at least one regional language newspaper and one English language newspaper circulated in the area in which registered office of the company is situated clearly stating the substance of the petition. The notice shall state that any person whose interest is likely affected due to change may intimate to the Regional Director within 14 days of notice.

Advertisement can be published next date from the date of Extraordinary General Meeting. However if the daily is evening newspaper the same date of the Extraordinary General meeting it can be published.

STEP 7. Send individual notices to all creditors (including contingent creditors if any)/debenture holders of the company.

STEP 8. List of Creditors and Debentures should be any date before one month from the date of filing petition. Get no objection from the creditors and particularly from the Banks / financial institutions for change of registered office from one state to another state. A copy of the list of creditors and debenture holders shall be kept at the Registered Office of the company for inspection purpose.

STEP 9. After a gap of one month from the date of sending notices as above, file petition with the Regional Director, Ministry of Corporate Affairs. Previously the petition was required to be filed with Company law Board. Now Regional Directors have been delegated with these powers. The petition has to be filed with the Regional Director with the Regional Office of the Ministry of corporate Affairs in the jurisdiction where the existing registered office is situated.

File the petition in Form INC-23 and also submit a hard copy of the petition along with the enclosures to the Regional Director. The following are the enclosures.

Certificate of Incorporation

Latest Balance sheet and profit and loss account

Memorandum and Articles of Association

Notice of Extraordinary General meeting and explanatory statement

Minutes of Extraordinary General meeting

Certified copy of special resolution for shifting of registered office and for amending the Clause II of Memorandum of Association. 

Copy of advertisement made in English daily and regional newspaper 

Certificate from the statutory auditor certifying the list of creditors 

Certified true copy of receipt evidencing proof of dispatch of notice to chief Secretary of the State concerned by speed post or by courier or by personal delivery 

Affidavit by the directors of the company regarding creditors and list of creditors Affidavit verifying the petition

Affidavit providing dispatch service and publication of notice 

Memorandum of Appearance or Vakkalat nama 

Board resolution authorizing company secretary / Chartered Accountant or advocate 

Board resolution authorizing the director to submit the petition 

Form MGT-14 along with paid challan 

A copy of Form INC- 23 along with challan

The petition along with the enclosure should be serially numbered. And scanned copy of the petition is filed in Form INC- 23 and a hard copy of the petition is submitted to the concerned Regional Director office. There is no filing fees by way of demand draft required to be enclosed with the petition as the filing fees are paid while filing Form  INC- 23 with Regional Director Office.

STEP 10. An affidavit verifying the petition on a non judicial stamp paper Rs. 20 which is notarized shall be attached. Three affidavits are to be given along with the petition. One affidavit is verifying the petition; one affidavit is verifying publication of notice and finally one affidavit verifying the creditors. Where the first two affidavits shall be given by one director, the third affidavit verifying the creditors shall be given by two directors of the company.

In case, if one of the directors is residing in foreign country, he shall give the affidavit from abroad after getting it notarized there.

STEP 11. Petition should not be prepared in the letter head.

STEP 12. File a copy of the notice along with a petition to the Chief Secretary to the Government of the State where the registered office of the company is situated or to the Administrator/Lt. Governor of the Union Territory where the registered office is situated in the Union Territory.

STEP 13. A hearing may take place at the Regional Director office and it should be represented by the company or practicing professional or advocate. The creditors, if any and the representatives of the company may also represent and are heard before making any order.

STEP 14.  The RD, on satisfaction, may pass the order on or without hearing the matter.

STEP 15. After receiving the Regional Director order for shifting the registered office, the company is required to file certified copy of the order with the ROC along with Form No. INC- 28 within one month of receipt of certified copy along with the printed copy of the altered memorandum of association. Only when Form INC-23 is approved, Form INC- 28 could be filed.

STEP 16. File Form No. INC- 22 with the new ROC for the situation of the registered office Within 15 days of change.

STEP 17. Make alteration in the MOA with respect to the state in every copy of Memorandum.

STEP 18. Notify the change of registered office in newspaper (optional).

STEP 19. Each stationery, banner, signboard, bills, invoice etc. should show the new address and necessary advice should be sent to shareholders, debenture holders, and other concerned parties.

Here are 9 things to remember moving to a new location.

1. Change Your Physical Address Online

This means Google Places, Yelp, Chamber of Commerce information, Bing Places, Yahoo Local, AngiesList, HealthGrades, and more will need to be updated.

This is pretty time intensive, but must be done. Imagine incorrect address and phone numbers sending potential customers to an empty storefront – that's lost revenue!

When you start sharing your new address, make sure you're using the "normalized" address that Google, the post office, and other address entities recognize. Here's a great tool for finding your new address in its correct form (hat tip to Darren Shaw from Whitespark.ca).

2. Try to Keep Your Phone Number

If you are forced to get a new number because you changed towns, be sure you can keep your old number and have it forward to the new number. This can help redirect customers to your new location.

3. Inform the Government

The government needs to know you moved as well - update your name, address, phone and other pertinent information with the licensing and taxing entities in your state.

4. Update Your Address on Every Piece of Marketing You Have

Your website, email marketing templates, email signature, business cards, and be sure you let your marketing company know you've moved

5. Update Your Paid Search Campaigns

If you're running paid advertising campaigns and you're focusing on a local market - your physical address needs to be updated in your targeting or location extensions. Wrong addresses send customers to incorrect locations - that can be a painful loss for the business to absorb.

6. Tell Community Partners and Friends That You've Moved

If the bike shop down the street sent folks waiting for tire repair up to your coffee shop - be sure you let them know you're now two blocks away instead of one.

7. Update Citations

Beyond the local directory listings, it's worth changing as many local citation websites as possible to the new address or phone number.

Start by searching for your old address and making a note of any page in the top 20. Those are the places you need to change first.

Keeping those local citations up to date as you move is incredibly important. Inconsistent phone numbers across numerous websites can effect your local ranking. You can learn more about managing your local data and download a great checklist at LocalU.org.

8. Don't Forget Social Media!

Addresses on Facebook, Twitter, etc., need to be changed.

9. Automatic Payments

Here's one you probably didn't think of – any website that auto-charges your business credit card will be calling because your charges will not go through once you update the address at your credit card company or bank.

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