Is your business on the move? Congratulations on your new chapter! But before you settle in and toast to new beginnings, there's a crucial step you absolutely cannot overlook: updating your business address with the Internal Revenue Service (IRS). Failure to do so can lead to a cascade of problems, from missed tax notices and penalties to delays in refunds. Don't let administrative hiccups derail your business success!
This comprehensive guide will walk you through every single step of changing your business address with the IRS, ensuring a smooth transition and continued compliance. Let's get started!
How to Change Your Business Address with the IRS: A Step-by-Step Guide
Changing your business address with the IRS is typically a straightforward process, but it requires attention to detail to ensure all your records are updated correctly. Here's how to do it:
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| How To Change Business Address With Irs |
Step 1: Understand Why It's So Important (and Engage!)
Have you ever missed an important bill or notice because it went to an old address? Imagine that, but with the IRS. It's a much bigger headache! The IRS sends critical correspondence, including notices, forms, and even refund checks, to the address they have on file. If your address isn't current, you could:
- Miss important deadlines, leading to penalties and interest.
- Not receive crucial information about changes in tax law that affect your business.
- Experience delays in receiving refunds or other payments.
- Even face issues if the IRS attempts to contact you regarding an audit or compliance matter.
Taking the time to update your address promptly protects your business and keeps you in good standing with the tax authorities. So, let's make sure that doesn't happen!
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Step 2: Determine Your Business Entity Type
The method for changing your address can slightly vary depending on your business structure. While the primary method for most businesses is Form 8822-B, it's good to be aware of the nuances.
Sub-heading: Common Business Structures and How They're Affected:
- Sole Proprietorships: If you're a sole proprietor and your business address is the same as your personal address, changing your home mailing address (using Form 8822) will often suffice. However, if you have a separate business location or EIN, you'll need Form 8822-B.
- Partnerships, Corporations (S-Corp, C-Corp), LLCs (taxed as partnerships or corporations): For these entity types, you will almost certainly use Form 8822-B to change your business mailing address and/or location.
- LLCs (taxed as disregarded entities, i.e., single-member LLCs): If your single-member LLC is disregarded for tax purposes (meaning it's treated like a sole proprietorship), you might only need to update your personal address if your business and personal addresses are the same. However, if your LLC has an EIN and a separate business address, use Form 8822-B.
- Tax-Exempt Organizations: Tax-exempt organizations also use Form 8822-B.
Step 3: Choose Your Method of Notification
The IRS provides a few ways to update your business address. For most business address changes, Form 8822-B is the recommended and most reliable method.
Sub-heading: Primary Methods for Changing Your Business Address:
- Form 8822-B, Change of Address or Responsible Party — Business: This is the most common and preferred method for businesses to inform the IRS of a change to their mailing address, business location, or responsible party. We'll delve into this in detail in the next steps.
- Notifying the IRS through your tax return: While technically possible, relying solely on your next tax return to update your address isn't ideal. It can take a long time for the IRS to process your return, meaning your old address could be on file for an extended period. If you do this, ensure your new address is clearly and legibly written on the return.
- Written Statement: You can send a signed written statement to the IRS with your full business name, EIN, old address, and new address. However, using Form 8822-B is generally more efficient and ensures you provide all necessary information.
- Oral Notification (by phone): You can call the IRS Business & Specialty Tax Line at 800-829-4933 (Monday-Friday, 7 a.m. to 7 p.m. local time). Be prepared to verify your identity and business information. While this can be quick for simple changes, it's often best to follow up with a written method like Form 8822-B for a documented record.
- Through the U.S. Postal Service (USPS): While you should always notify the USPS of your change of address, this does not guarantee your address will be updated with the IRS. Not all post offices forward government checks, so direct notification to the IRS is still necessary.
Step 4: Obtain and Complete Form 8822-B
This is the cornerstone of changing your business address with the IRS.
Sub-heading: Getting Your Hands on Form 8822-B:
- Download from IRS.gov: The easiest way is to visit the IRS website (www.irs.gov) and search for "Form 8822-B." You can download the PDF and print it.
- Order by Mail: You can also order forms by mail from the IRS, but this will take longer.
Sub-heading: Filling Out Form 8822-B Step-by-Step:
- At the Top of the Form:
- Check the box if you are a tax-exempt organization. This is important for proper processing.
- Check all boxes this change affects. This usually includes "Business mailing address" and "Business location" if your physical address has also changed. If you are only changing your mailing address and not your physical location, only check the mailing address box. If you're changing the "responsible party," you'll check that box as well and provide the necessary details.
- Part I: Business Information
- Line 4: Business name and EIN. Enter your exact legal business name as it appears on your tax returns, and your Employer Identification Number (EIN).
- Line 5: Old mailing address. Provide your previous mailing address that the IRS currently has on file. Include street number, street name, room or suite number, city or town, state, and ZIP code. If it was a P.O. box, enter that. If it was a foreign address, provide the foreign country name, province/county, and postal code.
- Line 6: New mailing address. Enter your new mailing address. Be sure to include any apartment, room, or suite number. If it's a P.O. box, use that. If a foreign address, provide the full details.
- Line 7: New business location (if applicable). If your physical business location has also changed (e.g., your office or storefront), enter the new physical address here. If only your mailing address has changed, leave this blank or indicate "N/A."
- Line 8 & 9: New responsible party's name and SSN, ITIN, or EIN (if applicable). If you are changing the "responsible party" for your business, fill in their name and their Social Security Number (SSN), Individual Taxpayer Identification Number (ITIN), or Employer Identification Number (EIN). The responsible party is the individual or entity who controls, manages, or directs the applicant entity and the disposition of its funds and assets.
- Part II: Signature
- Line 10: Signature. This is critical. The form must be signed by an authorized individual for the business. This could be an officer of a corporation, a general partner of a partnership, an LLC member-manager, a fiduciary, or an authorized representative. Make sure the signature is legible and dated.
- Daytime telephone number: It's a good idea to provide a daytime telephone number in case the IRS has questions.
Sub-heading: Important Considerations When Filling Out Form 8822-B:
- Accuracy is Key: Double-check every single entry. A small typo can cause significant delays.
- Type or Print Legibly: If you're filling out the form by hand, use black ink and print clearly.
- Do NOT Attach to Your Tax Return: Form 8822-B is a standalone form and should be mailed separately.
- Power of Attorney (Form 2848): If someone is signing on behalf of the business (e.g., an accountant or attorney), they must attach a copy of their Form 2848, Power of Attorney and Declaration of Representative. The IRS will not process an address change from an unauthorized third party.
Step 5: Determine Where to File Your Form 8822-B
The mailing address for Form 8822-B depends on the old mailing address of your business. This is a common point of confusion, so pay close attention.
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Sub-heading: Finding the Correct Mailing Address:
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Refer to the Form 8822-B Instructions: The instructions for Form 8822-B will have a table that specifies the correct mailing address based on your previous business address.
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General Guidelines (always verify with current instructions):
- Many states (e.g., Connecticut, Delaware, District of Columbia, Georgia, Illinois, Indiana, Kentucky, Maine, Maryland, Massachusetts, Michigan, New Hampshire, New Jersey, New York, North Carolina, Ohio, Pennsylvania, Rhode Island, South Carolina, Vermont, Virginia, West Virginia, Wisconsin)
generally mail to: Department of the Treasury Internal Revenue Service Center Kansas City, MO 64999-0023 - Other states (e.g., Alabama, Alaska, Arizona, Arkansas, California, Colorado, Florida, Hawaii, Idaho, Iowa, Kansas, Louisiana, Minnesota, Mississippi, Missouri, Montana, Nebraska, Nevada, New Mexico, North Dakota,
Oklahoma, Oregon, South Dakota, Tennessee, Texas, Utah, Washington, Wyoming) generally mail to: Department of the Treasury Internal Revenue Service Center Ogden, UT 84201-0023 - If you were located outside the United States previously, the instructions will also specify the correct address (often Ogden, UT).
Always verify the exact mailing address with the most current Form 8822-B instructions on IRS.gov before mailing.
- Many states (e.g., Connecticut, Delaware, District of Columbia, Georgia, Illinois, Indiana, Kentucky, Maine, Maryland, Massachusetts, Michigan, New Hampshire, New Jersey, New York, North Carolina, Ohio, Pennsylvania, Rhode Island, South Carolina, Vermont, Virginia, West Virginia, Wisconsin)
Step 6: Mail Your Form 8822-B and Keep Records
Once you've completed Form 8822-B and identified the correct mailing address, it's time to send it off.
Sub-heading: Mailing Best Practices:
- Mail by USPS: Form 8822-B cannot be submitted online. It must be sent through postal mail.
- Consider Certified Mail with Return Receipt: For your peace of mind and as proof of mailing, consider sending your Form 8822-B via certified mail with a return receipt requested. This provides a record that the IRS received your form.
- Keep a Copy: Make a copy of the completed and signed Form 8822-B for your business records.
- Note the Date: Record the date you mailed the form.
Step 7: Allow Processing Time and Verify
The IRS doesn't update addresses instantly. Be patient, but also be proactive in verifying the change.
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Sub-heading: What to Expect After Mailing:
- Processing Time: Generally, it takes 4 to 6 weeks for the IRS to process a change of address request.
- Confirmation Notice: The IRS may send a confirmation notice (such as Notice 148A or 148B) to both your old and new addresses once the change has been processed. This is your official notification.
- Check Your Online Account (if applicable): If your business has an online IRS account, you may be able to check if your address has been updated there.
- What if it takes longer than 6 weeks? If you haven't received confirmation or seen the update within 60 days, you can mail a copy of your Form 8822-B and write "Second Request" on it.
Step 8: Update Other Relevant Business Information
Changing your address with the IRS is crucial, but it's just one piece of the puzzle. You'll likely need to update your address with other entities as well.
Sub-heading: Other Important Address Updates:
- State Tax Agencies: Your state's Department of Revenue or equivalent agency.
- Local Taxing Authorities: City or county tax departments.
- US Postal Service (USPS): File a change of address with the post office to ensure mail forwarding.
- Business Licenses and Permits: Any professional licenses, business permits, or certifications you hold.
- Banks and Financial Institutions: Your business bank accounts, credit cards, and loan providers.
- Vendors and Suppliers: Anyone you do business with regularly.
- Customers: Especially for billing and communication.
- Utility Companies: Electricity, water, gas, internet, etc.
- Insurance Providers: Business liability, property, and other insurance policies.
- Payroll Services: If you use an external payroll provider.
- Registered Agent (for LLCs/Corporations): If your registered agent's address needs to change or if your registered agent service needs to be updated with your new business address.
- Website and Marketing Materials: Update your contact information on your website, business cards, letterhead, and any other marketing collateral.
By following these steps, you can ensure a smooth and compliant business address change with the IRS and all other necessary entities, allowing you to focus on your business's continued growth and success!
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10 Related FAQ Questions
How to obtain a blank Form 8822-B?
You can easily obtain a blank Form 8822-B by visiting the official IRS website (www.irs.gov) and searching for "Form 8822-B" in their search bar. It's available for direct download as a PDF.
How to know if my business address has been updated with the IRS?
The IRS may send a confirmation notice (like Notice 148A or 148B) to both your old and new addresses. You can also contact the IRS Business & Specialty Tax Line at 800-829-4933, or if you have an online IRS business account, check there for updates.
How to change my business address if I'm a sole proprietor without an EIN?
If your sole proprietorship doesn't have an EIN and you use your Social Security Number (SSN) for tax purposes, you would typically use Form 8822, Change of Address (for individual, gift, estate, or generation-skipping transfer tax returns), as your business address is considered your home address. However, if you have a separate business location, you should consider using Form 8822-B.
How to file Form 8822-B online?
Currently, Form 8822-B cannot be filed online. It must be printed, completed, and mailed via the U.S. Postal Service to the appropriate IRS address.
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How to find the correct mailing address for Form 8822-B?
The correct mailing address for Form 8822-B depends on your old business address. You must refer to the "Where To File" section in the official instructions for the most current Form 8822-B on IRS.gov.
How to change the "responsible party" for my business with the IRS?
You can change the "responsible party" for your business using Form 8822-B, by checking the appropriate box and providing the new responsible party's name and identification number (SSN, ITIN, or EIN) in lines 8 and 9 of the form.
How to get proof that I sent my address change to the IRS?
To get proof of mailing, send Form 8822-B via Certified Mail with Return Receipt Requested through the U.S. Postal Service. This provides a dated receipt and confirmation of delivery.
How to ensure my tax documents are sent to my new address promptly?
The most reliable way is to file Form 8822-B as soon as possible after your address change. While filing your next tax return with the new address can eventually update records, it's not immediate.
How to avoid penalties for not updating my business address?
Although there isn't a specific penalty for not filing Form 8822-B, failing to update your address can lead to missed IRS correspondence, which could result in penalties for late filing, late payment, or other non-compliance issues due to a lack of notice.
How to handle a business address change if my business entity type also changed?
If your business entity type changed (e.g., from sole proprietorship to LLC), you may need to apply for a new EIN, and thus a new Form SS-4. It's best to consult with a tax professional or the IRS directly in such complex situations, as this is more than just an address change.
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