How to change the legal address of a company in Kyiv

Changing the legal address is a procedure that sooner or later most Kyiv-based companies face. Moving to a new office, the expiration of a lease, or optimizing business processes—all of these require the official re-registration of the company’s location. The legal address is a key identifier of the company for government authorities, banks, and business partners, so keeping it up to date is of utmost importance. Although the re-registration process may seem complex, it actually follows a clear set of steps, which we will examine in detail in this article.

When is it necessary to change the legal address?

The legal address (or location) is the official address of the company entered in the Unified State Register of Legal Entities, Individual Entrepreneurs, and Public Organizations (USR). It is at this address that the state and business partners conduct official communication with the company.

The need to change it arises in several cases:

• Actual office relocation. The most common reason. The company finds a more convenient, spacious, or cost-effective space for its operations.
• Lease expiration. If it is impossible or impractical to extend the lease at the current address, a new location must be found, and the address must be re-registered accordingly.
• Registration at the founder’s or director’s home address. Often, businesses are initially registered at a home address, but as the company grows, there is a need for a real office space.
• Legal or partner requirements. Sometimes, to obtain certain licenses or to cooperate with major partners, it is necessary to have an office in a specific district or building.

Ignoring the need to update information in the register on time can lead to negative consequences, such as fines from tax authorities, problems with receiving correspondence, and even the blocking of bank accounts.

Step-by-step guide to changing the address for an LLC

The procedure for limited liability companies (LLCs) is more multi-stage than for individual entrepreneurs and requires careful preparation of documents.

Step 1: Decision-making and document preparation

The first step is the official approval of the decision to change the location.

• Holding a general meeting of participants. The decision to change the legal address is made by the company’s highest governing body—the general meeting of participants.
• Drafting the minutes. The results of the meeting are recorded in the minutes. The old and new addresses are specified, and a new version of the charter is approved if the address was directly indicated in it. Signatures on the minutes must be notarized.
• Preparing a new version of the charter. If your charter contains information about the location, a new version must be prepared and approved. If only the city (e.g., “Kyiv”) is mentioned and not the full address, no changes to the charter are required, which significantly simplifies the procedure.

Step 2: State registration of changes

After preparing all necessary documents, they must be submitted to the state registrar. This can be done in several ways:

• Through the Administrative Services Center (ASC).
• At an accredited notary.
• Online via the “Diia” portal (requires an electronic digital signature).

The package of documents for the registrar includes:

• A completed application for state registration of changes (Form 2).
• Minutes of the general meeting of participants with notarized signatures.
• A new version of the charter (if changes were made), also with notarized signatures of the participants.
• Receipt of payment of the administrative fee.
• Power of attorney, if the documents are submitted by an authorized person.

The registrar enters the changes in the USR within 24 hours of receiving the documents (excluding weekends and holidays). After that, you will receive an extract from the USR with the updated information.