Sample notification of change of organization details. Information letter about changing details

For each organization there is a certain set of information called “details”, without which it cannot carry out any operations. They must be contained in any letter, agreement, payment order or other document to recognize its validity. If such data changes, the company is obliged to send its counterparties a corresponding letter about the change of details.

Mandatory information

Details are the data that each company receives upon registration. They are indicated in the Constituent Documents and are a prerequisite for committing various kinds operations. like this background information must contain all documents compiled by this organization. In case of any adjustments, she must immediately send her partners a letter about changing the details.

Upon registration, each enterprise is assigned:

  • taxpayer identification number (TIN);
  • legal address in accordance with registration;
  • main state registration number (OGRN);
  • physical address (specific location);
  • postal address (the place where correspondence should be received);
  • code of the reason for registering it (KPP);
  • information about the authorized bank through which it carries out all settlement transactions;
  • bank identification code of the payer's bank (BIC);
  • current and correspondent accounts.

If at least one of these data changes, the company must immediately notify its debtors and counterparties. A delay can lead to quite serious consequences. The company must send a letter to them about changing the details.

Rules for drawing up a document

There are no trifles in business correspondence. Especially if it concerns such important things as details. Various situations can happen in life: a change of management, an authorized bank or one of the existing addresses. The enterprise is obliged to inform those with whom it directly cooperates about any of these cases. This is even noted in the Russian Civil Code. A letter about changing details must have a certain uniform style. Such a document, as a rule, is a statement in a certain sequence of the following information:

  1. Name of the organization to which it is sent.
  2. Full name of the head.
  3. New and old details.
  4. The reason that prompted the company to make such changes.
  5. Additional information.
  6. Date of preparation of this document.
  7. Signature of the head of the company.

Information can be sent by mail with mandatory notification. This must be done in advance so that the data does not become outdated during delivery. In some cases, it is recommended to use electronic mailings or transmit information via fax.

Change of address

Some organizations do not have their own premises and are forced to rent them by concluding appropriate agreements. But sometimes there is a need to change your location. In this case, an uninformed client may end up in difficult situation. To prevent this from happening, you need to write a letter about changing the organization’s details and send it to all existing partners.

First of all, this concerns counterparties and creditors, since the company is in certain contractual relations with them. Such a letter is usually written on company letterhead. As a last resort, you can use an A4 sheet, placing a corner stamp on it in the upper left part. First, the so-called header is drawn up. It is located in the upper right corner and represents information about who this message is being sent to. Next comes the title of the document (“Information letter” or “About change of details”). After this, the main text contains necessary information. The document ends with the signature of the manager and is certified with a round seal.

Changing payment details

If a company changes its bank or at least one of its existing accounts, it must also inform all interested parties about such actions. In this case, a letter about a change in bank details is drawn up in the form of a notification. It can be addressed to a separate counterparty or be a single document, which will be called “Notice of change in bank details.”

The design rules remain the same. True, it is better to compose the text in the following sequence:

  1. The reason for making changes, indicating the number, date and title of the document on the basis of which this is being done.
  2. The specific date from which changes will be made.
  3. Information about new details.
  4. Learn more about next steps. Here it should be noted whether all previously concluded agreements remain in force.

Such information must be reported several days before it occurs. Please note that delivery of such a letter will take some time. In addition, the partner will also need to make the appropriate changes.

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Some of the most important elements business correspondence is a letter about changing details. The need to write such a letter and send it out mass appears if changes have been made to the constituent documents of the enterprise.

A prerequisite for concluding an agreement with any company is the details of the enterprise. In this regard, when changing details, it is simply necessary to inform all counterparties, creditors and other partners about this. Moreover, this obligation is spelled out in the laws of Russia, and failure to fulfill it threatens with many troubles. The letter about changing details is drawn up in the same style and has an identical appearance regardless of the type of activity of the counterparties. The letter must be legally certified.

The letter about changing details contains a lot of very important information:

1. Name of the organization to which this letter is sent
2. To whom is this letter sent directly (position, surname, first name and patronymic of the responsible person)
3. legal and postal addresses 9, the old one is indicated first, and then the new one)
4. the text of the letter itself, for the sake of which this is all started (to put it simply, the reason for changing the company’s details is most often its new address)
5. Also, the letter must necessarily indicate the date of drawing up the letter itself, as well as the exact date when the agreement to the contract will be sent, in which new details would be registered
6. The signature of the person who compiled and sent this letter must be present - this should never be forgotten, so that later you can ask that person.

The text of the letter must indicate that changing the company’s details does not cancel or change the rights and obligations of both parties; it is also necessary to indicate from what date the old details are considered no longer valid.
A letter about changing details is written independently. There is no special form or template. Sent most often by personnel such as managers, accountants and the like by email because it is the most convenient way. The sooner the details are changed, the sooner you need to report this so as not to bring trouble on yourself, because everyone knows that the tax code of the Russian Federation is characterized by cruelty.

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Form of letter about details

COMPANY'S FORM

Ministry of Education and Science

Russian Federation

Director of the Accounting Department

accounting - chief accountant

T.V. ANTONOVA

Dear Tatyana Viktorovna!

We provide you with the following information about the details of the organization:

1. Numbers of government contracts (agreements) concluded between the Contractor (Subsidy Recipient) and the Ministry of Education and Science of Russia

2. TIN/KPP of the organization and the date of its assignment

3. OGRN of the organization and the date of its assignment

4. Full name of the organization (must correspond to the name in the Charter and Certificate of entry into the Unified State Register legal entities)

5. Abbreviated name of the organization (must correspond to one of the short names in the Charter and the Certificate of entry into the Unified State Register of Legal Entities, and accepted in payment documents as the name of the organization of the recipient of funds)

6. Postal address

7. Legal address in accordance with the Russian Federation Address Classifier (KLADR)

9. Name of the bank (by BIC)

10. Name of bank branch (if any)

11. Bank branch number (if any)

12. Current account

13. Bank correspondent account (if any)

14. OKOPF – mandatory

15. OKVED (All-Russian Classifier of Types of Economic Activities (main))

16. OKDP (All-Russian Classifier of Types of Economic Activities, Products and Services (7 digits))

17. OKPD (All-Russian classifier of products by type economic activity(format xx.xx.xx.xxx))

19. For organizations served by territorial bodies of the federal treasury:

19.1. TOFK code

19.2. Short name TOFK

19.3. Personal account of the organization in TOFK to receive funds for executed orders of the Ministry

EXPLANATION TEXT. DELETE AFTER COMPLETING THIS ITEM.

[Budget and autonomous institutions, Recipients of subsidies under agreements within the framework of program activities 1.1.,1.2.,1.3.,1.4.,2.1. and 2.2., who have opened personal accounts with the FC bodies, indicate respectively 20 and 30 personal accounts used to account for the financial support of the state task for the provision of public services (performance of work)];

[Autonomous institutions that have open accounts with commercial banks, may indicate details of an account opened with a commercial bank.]

[Budgetary and autonomous institutions, Recipients of subsidies under agreements within the framework of program activities 3.1.1. and 3.1.2, who have opened personal accounts with the FC bodies, indicate, respectively, 21 and 31 personal accounts used to account for funds with targeted subsidies];

[Autonomous institutions may indicate details of accounts opened with financial and credit organizations. Transfer of funds to these accounts in accordance with norm 174-FZ of November 3, 2006 is possible only when reporting on the costs actually incurred by the organization to perform the work. ( ADVANCE IS NOT POSSIBLE)].

20. Departmental subordination

20.1. Department code for the Ministry of Finance (074- Ministry of Education and Science)

20.2. OKOGU code

21. Head of the organization: Full name, telephone, E-Mail, document basis for granting authority

22. Chief accountant: Full name, telephone, E-Mail, document basis for granting authority

23. Last name First name Patronymic and E-Mail of the person responsible for information interaction with the Department accounting(management of organization details and other interaction processes)

Head of the organization signature Full name

Chief Accountant signature Full name

Form of letter regarding the list of authorized representatives

COMPANY'S FORM
to CEO

FGBNU "Directorate of Scientific and Technical Progress"

Petrov A. N.

Dear Andrey Nikolaevich!

We inform you of the list of persons authorized to carry out work on the preparation and receipt from the Federal State Budgetary Institution “Directorate of Scientific and Technical Progress” of materials related to the conclusion and execution of government contract (agreement) No. ________________.

FULL NAME. representatives, position, contact phone number, e-mail.

Head of the organization signature Full name

The organization's details include information about the address of its location, OGRN, INN, KPP, bank account information and other similar information. Such data is usually provided in contracts concluded with counterparties. It is on the basis of this information that the company’s business partners reflect data on the party to the transaction in primary and other documents. For example, in payment orders, invoices, delivery notes. And it is extremely important to ensure that this information is up to date, i.e. promptly inform counterparties about changes in any of their details. After all, if, say, an organization changed its address, but did not inform its supplier about this, the invoices issued by it will contain outdated information about the buyer’s address. And this will become an obstacle for tax deduction. Or, for example, an organization, knowing the unstable position of its bank, decided to open a new account, but did not inform its buyer about the changes in time. And he, in turn, paid the debt under the contract to the problem bank. And the buyer will not be at fault here, and the debt to the supplier will be considered repaid. And it doesn’t matter that the supplier, for example, will not be able to get money from his account in a bankrupt bank.

Timely informing counterparties about changes in their details is of particular importance. It is no coincidence that contracts often provide for the counterparty’s obligation to notify the opposite party of changes in its details within a reasonable time.

Information letter for changing details: sample

As a rule, the organization’s details are contained in the client’s card, which the company sends to its counterparties upon request. Accordingly, if the details change, you can send an updated version of such a card.

But you can also send a notification letter to your counterparties about changes in details. If necessary, the fact of sending such a letter can be documented. For example, by sending information by registered mail with acknowledgment of delivery or by marking receipt when delivering the letter in person.

The organization determines the form of the letter independently. It indicates the information that is subject to change, as well as the date from which such changes are to be applied. Such a letter can be addressed either to a specific counterparty (then its name is indicated in the header) or to an indefinite number of persons.

For an information letter about changing an organization’s bank details, we provide a sample of how to fill it out.

Letter #1:

Dear Ivan Ivanovich ,

I hereby notify you that the legal and postal addresses of [organization name] have changed since [date].

Legal address: [new address].

Postal address: [new address].

I ask you to indicate the above changes in the details of [name of organization] in all documents. If the documents were drawn up after [date] using the old details, I kindly ask you to be understanding and redo them.

Before [date] an additional agreement to the contract will be sent to you for signing.

Sincerely,

Petr Petrov

Letter #2:

Dear Ivan Ivanovich ,

Letter about changing details

If the organization's details change after all changes are reflected in the constituent documents, the company's lawyer must draw up a letter and send it to the addresses of all known counterparties and creditors. The letter must be printed on the company's letterhead in any form.

The Civil Code of the Russian Federation requires notification of changes in details, which is always reflected when drawing up contracts. The need to draw up a letter about changing details is dictated, first of all, by the fact that every contract obliges to notify either party of significant changes in the terms of the agreement, and changing details is precisely such a condition.

In a letter, it is best not to present the information dryly, but to address the specific person by name in a form, and only after that formulate the meaning itself. The letter must end with the signature of the authorized executive body on whose behalf the letter was drawn up.

Download a sample letter about changing details (Size: 27.0 KiB | Downloads: 12,073)

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Notification of changes in bank details of LLC "ES-prom"

Due to the change of the servicing bank, changes occurred in bank details LLC "ES-prom" We ask you to make payments on invoices and existing agreements with the company LLC "ES-prom" to a current account in the Branch of "Gazprombank" (OJSC) Samara.

Dear partners!

LLC "ES-prom" informs its counterparties about changes in the company's bank details. In connection with the transition to settlement and cash services in the Samara branch of Gazprombank (OJSC), from December 4, 2013, we ask you to make payments on invoices and existing agreements with the company ES-prom LLC using the following details:

Seminars

Changing bank details.

We present to your attention a reminder in case your company decides to change banks. The most difficult thing when changing a bank is to notify the tax office and funds in a timely manner about changes in bank details. You will make your life much easier if, without waiting for a notification from the credit institution, you check with the bank employees whether a new current account has been opened. By sending messages to funds and the Federal Tax Service in a timely manner, you will avoid claims from them and fines.

1. It is necessary to prepare documents to open a new current account. If your company decides to change its servicing bank, it is better to open a new account before the old one is closed. All that is needed for this is to prepare a package of documents and conclude an agreement with the bank. The list of all required papers is specified in Chapter 4 of Bank of Russia Instruction No. 28-I dated September 14, 2006.

Documents required to open a current account

  • Certificate of state registration.
  • Constituent documents.
  • Licenses if they affect the company’s ability to enter into a banking service agreement.
  • Card with sample signatures and seal imprint.
  • Documents confirming the authority of the persons indicated in the sample signature card.
  • Documents confirming the powers of the sole executive body of the organization.
  • Certificate of registration in tax office.

    • Almost all documents can be submitted in the form of copies. They can be certified by yourself, or a bank employee will do it. In any case, you will need to have the original documents with you. The bank may ask you to notarize some documents.

    You need to prepare a card with sample signatures yourself. For this document, the established form is provided in Appendix No. 1 to Instruction No. 28-I.

    In addition, the bank may require you to fill out a questionnaire drawn up in accordance with the requirements of the Regulations of the Central Bank of the Russian Federation dated August 19, 2004 No. 262-P. And additional documents, for example, an extract from the Unified State Register of Legal Entities.

    2. The next thing you will need to do is report the new account to the tax office and funds.

    The tax office and funds must be notified about the new current account. This must be done within seven working days (subclause 1, clause 2, article 23 Tax Code RF and clause 3 of Art. 28 Federal Law dated July 24, 2009 No. 212-FZ). It is better to bring the notices in two copies so that one of them remains with you. On the second, an inspector or fund employee will mark that you provided the notification. Messages can also be sent to with a valuable letter with a description of the attachment.

    How to notify tax authorities. The inspectorate must be notified by special form No. S-09-1. It was approved by order of the Federal Tax Service of Russia dated June 9, 2011 No. ММВ-7-6/362@. The same order establishes the electronic format of the message. If the company is late with the established deadline, it faces a fine of 5,000 rubles. (Article 118 of the Tax Code of the Russian Federation). The director or other employee responsible for this may be fined from 1,000 to 2,000 rubles. (Article 15.4 of the RF Code on administrative offenses).

    You only need to notify the tax office at the location of your company about the new account. Thus, there is no need to send notifications about opening an account to the inspectorate where the branch is registered. The largest taxpayers also need to send messages about opening accounts to the Federal Tax Service at their location. And not at the place of registration as the largest taxpayers.

    However, this raises the question: from what point should the seven-day period for notifying the inspectorate be counted - from the moment of opening an account or receiving a notification from the bank? There is no consensus on this matter. And tax authorities often try to fine companies for violating the deadline. For example, if more than seven days pass from the opening date to the day the company receives a message from the bank.

    Although, in most cases, judges still side with the companies. Thus, the Presidium of the Supreme Arbitration Court of the Russian Federation, in resolution No. 3018/10 dated July 20, 2010, recognized the inspectors’ point of view as unlawful and indicated: the seven-day period cannot be calculated earlier than the company receives official confirmation from the bank.

    To prevent a dispute with inspectors from reaching court, it is still better to insure yourself in advance. To do this, after the agreement with the bank is signed, you need to call there and find out if the account is open. And if the account is open, then send a corresponding notification to the Federal Tax Service.

    How to notify the Pension Fund. The recommended form that should be used to report a new account to the Pension Fund of the Russian Federation is available on the department’s website www. pfrf.ru in the section “For employers/Payment of insurance premiums and submission of reports/Reporting and the procedure for its submission/Recommended sample documents.” The pension fund even offers two forms to contribution payers. One for reporting the opening or closing of an account, the other in case individual account details have changed.

    How to notify the FSS of the Russian Federation. The form of notification to social security is given in the letter of the Federal Social Insurance Fund of the Russian Federation dated December 28, 2009 No. 02-10/05-13656. If the company notified the funds about the new account late, the responsible employee may be fined from 1,000 to 2,000 rubles. (Article 15.33 of the Code of the Russian Federation on Administrative Offenses). Also, fund employees can fine the organization under Article 48 of Federal Law No. 212-FZ for 50 rubles. as for failure to provide documents.

    3. Next step- transfer money from the old account to the new one.

    There are probably funds left in an account that you no longer plan to use. Therefore, in advance, even before it closes, transfer the remaining money using the new details. If the contract is terminated, the bank will in any case return the remaining money to you either through the cash register or transfer it to another current account. But keep in mind that this will not happen immediately: bank employees are given seven days after closing the account for this procedure.

    4. Then you should close the account that you no longer need. If you decide to close your current account, you need to terminate the agreement with the bank. You can do this at any time (Article 859 of the Civil Code of the Russian Federation). All it takes is a simple statement on your part.

    When closing your current account, do not forget to hand over all unused funds to the bank. check books with the remaining unused checks and counterfoils (clause 8.4 of Instruction No. 28-I).

    The bank is obliged to close the account even if you have outstanding payment documents (clause 8.5 of Instruction No. 28-I). Even if these are demands from the tax office or bailiffs. In such a situation, the bank will send the payment documents back to the collectors, indicating the reason why the money cannot be withdrawn.

    If there are no funds in the account and you have not carried out any transactions on it for two years, then the bank can close it unilaterally (clause 1.1 of Article 859 of the Civil Code of the Russian Federation). The same is possible in a situation where there are not enough funds in your account for the commissions that the bank agreement provides for. In this case, the bank will send you a notification asking you to deposit the missing amount. And if you do not deposit it within a month, the court has the right to close the account at the request of the bank (clause 2 of Article 859 of the Civil Code of the Russian Federation).

    5. After this, you must again notify the tax office and funds about the closure of the account. It is necessary to send notifications to the Federal Tax Service and extra-budgetary funds within seven days, since the law obliges them to be informed about the closure of current accounts. All forms of documents are identical to those described above (when it came to opening an account). If the company forgot to notify the tax office (funds) about closing the account or did so too late, then the penalties for this are the same as in the situation with opening an account.

    6. Now all that remains is to communicate new data to counterparties. It is important not to forget to notify counterparties of new bank details. Otherwise, the company risks not receiving payment on time. You can inform about a new account using a letter in which you indicate all the new data on the current account.

    Letter about changing details

    A letter about changing details is a document that is one of the types of business correspondence at an enterprise. The need to write this document arises if changes are made to the constituent documents of the enterprise.

    The details of the enterprise are a mandatory condition of the concluded contract. In this regard, it is necessary to inform all counterparties and creditors regarding their change. This obligation regarding informing counterparties is provided for by the Civil Code of the Russian Federation.

    A letter about changing details is drawn up in the same form for all counterparties, as well as creditors of the enterprise, regardless of their activities and forms of ownership. The document must be legally certified.

    A letter about changing details requires displaying the following information:

  • name of the organization (according to constituent documents), to which the letter is sent
  • position, as well as the last name, first name and patronymic of the person to whom the letter is directly addressed
  • legal address (old, new)
  • postal address (old, new)
  • the text of the letter informing about changes in the details, as well as the reasons that led to these changes (as a rule, the reason is a change in the location of the enterprise)
  • the date when the company plans to send an additional agreement to the contract in which new details will be registered
  • date of this letter
  • signature of the person who sent the letter about changing details.

    • It is advisable to mention in the text of the letter that changing the details in no case entails a change in the rights and obligations of the parties or other provisions of the previously concluded agreement. Also make a note about the invalidity of the old details from a specific date. This information serves as a precaution against possible disagreements between counterparties.

    The letter about changing details does not have a specialized writing form. Due to this, this document drawn up on the company's letterhead, either in writing or in in electronic format. In this case, an arbitrary form of writing is used in formal business style. The document can be delivered to counterparties in the form postal letter(preferably with a receipt), fax or email.



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