Sample Board Resolution for Change of Address in Company Bank Account

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Overview: A company must notify its bank whenever the office address on the account changes, so that statements, cheque books and correspondence reach the correct place. Banks accept such a change only against a board resolution that records the new address and names the person authorised to submit the request and the KYC documents. The board passes this resolution under Section 179 of the Companies Act, 2013, read with the RBI KYC norms that require account records to stay current.

CERTIFIED TRUE COPY OF THE RESOLUTION PASSED AT THE MEETING OF THE BOARD OF DIRECTORS OF ____________ [COMPANY NAME] HELD ON _______ [DATE] AT _______ [TIME] AT ________________ [MEETING VENUE / REGISTERED OFFICE ADDRESS]

RESOLVED THAT pursuant to Section 179 of the Companies Act, 2013 and the Articles of Association of the Company, and in line with the Know Your Customer norms of the Reserve Bank of India, the address of the Company recorded with ____________ [BANK NAME], ____________ [BRANCH] in respect of Account No. ____________ [ACCOUNT NUMBER] be and is hereby changed from ____________ [OLD ADDRESS] to ____________ [NEW ADDRESS] with effect from ____________ [EFFECTIVE DATE].

RESOLVED FURTHER THAT Mr./Ms. ____________ [AUTHORISED SIGNATORY NAME], ____________ [DESIGNATION] (DIN / PAN: ____________) be and is hereby authorised to intimate the said change of address to the Bank, to sign and submit the change of address request, the updated KYC documents, the new address proof and such other declarations, forms and letters as the Bank may require, and to do all acts necessary to give effect to the updation of the Company’s address in the records of the Bank.

RESOLVED FURTHER THAT the Company not having a common seal, the request letters, forms and documents given effect to under this resolution be signed by the authorised signatory named above, for and on behalf of the Company, and such signature shall bind the Company.

RESOLVED FURTHER THAT a certified true copy of this resolution be furnished to ____________ [BANK NAME] under the signature of any Director or the Company Secretary of the Company, and the Bank be and is hereby requested to act upon this resolution and update the address in its records accordingly.

RESOLVED FURTHER THAT this resolution shall remain in force until a fresh resolution modifying or rescinding it is passed by the Board and intimated to the Bank in writing.

Relevant Legal Provision

Section 179(1) of the Companies Act, 2013 vests the Board of Directors with the power to exercise all such powers, and to do all such acts and things, as the company is authorised to exercise and do, subject to the Articles of Association. Operating the company’s bank accounts, intimating a change of address and authorising a signatory to deal with the bank all fall within this general power and are exercised through a resolution of the Board. Where the Articles permit, the Board may delegate day-to-day banking to a named director or officer.

The Reserve Bank of India (Know Your Customer (KYC)) Directions, 2016 (Master Direction dated 25 February 2016, as amended) require regulated entities to keep customer records, including the address, up to date through ongoing due diligence. A change in the company’s address is treated as a change in KYC information, and the bank asks for a certified copy of the board resolution along with fresh address proof before it updates the account records.

Setindiabiz Services

At Setindiabiz, we draft board resolutions and handle the paperwork banks ask for when a company shifts and its account address needs updating. We prepare the certified true copy, the KYC form and the address-proof set, and coordinate the submission with your branch so the account keeps running without a break. If your registered office has also moved, we file the ROC intimation in the same run. Talk to us through our secretarial retainership plan.

FAQ’s

Do we really need a board resolution just to change the address in our bank account?

Yes. For a company, the bank does not accept a change of address on a plain request letter. It asks for a certified true copy of a board resolution that records the new address and names the person authorised to submit the request, because the account belongs to the company and not to any one director.

Is this the same as changing the registered office with the ROC?

No. These are two separate things. Changing the registered office is an MCA filing (Form INC-22, and MGT-14 where a special resolution is involved) under Section 12 of the Companies Act, 2013. The bank resolution only updates the address the bank holds. If your registered office has actually shifted, you need to complete both processes.

What documents does the bank ask for along with the resolution?

Usually, the bank requires a certified true copy of the board resolution, fresh address proof for the new address (such as a recent utility bill, rent agreement or ownership document), a KYC updation form, and in some cases updated KYC documents of the authorised signatory. The exact requirements may vary by bank, so it is advisable to confirm with your branch beforehand.

Who should we name as the authorised signatory?

Any director may be authorised, and most companies appoint a director who already operates the bank account. The authorised signatory signs the address change request and KYC documents, so it is best to choose someone who can visit the branch or complete the bank’s online verification process.

Does a change of bank address need shareholder approval or a special resolution?

No. This is a board matter under Section 179 of the Companies Act, 2013, so a board resolution is sufficient. Shareholder approval is not required, and no MGT-14 filing is necessary for this step.

We are a small private limited company with two directors. Do we still need a formal meeting?

Yes. The resolution may be passed at a board meeting with both directors present to satisfy quorum requirements. Although a change of bank address may also be approved by circulation under Section 175, banks generally prefer a certified copy of a resolution passed at a board meeting.

Our company has no common seal. Is the resolution still valid?

Yes. Since the Companies (Amendment) Act, 2015 made the common seal optional, the absence of a common seal does not affect the validity of the resolution. The authorised signatory can sign the bank documents on behalf of the company.

Can one resolution cover more than one bank account?

Yes. A single resolution may include multiple bank accounts by clearly mentioning each bank, branch and account number, while authorising the same signatory to complete the address update for all of them.

How soon should we intimate the bank after we move?

The bank should be informed as soon as possible after the address changes. Keeping the bank’s records updated helps ensure that cheque books, account statements and KYC communications reach the correct address, while also avoiding delays or compliance issues under RBI KYC norms.

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    Setindiabiz Editorial Team is a multidisciplinary collective of Chartered Accountants, Company Secretaries, and Advocates offering authoritative insights on India’s regulatory and business landscape. With decades of experience in compliance, taxation, and advisory, they empower entrepreneurs and enterprises to make informed decisions.