Planning ahead is crucial

Whether you’re relocating, your lease is coming to an end, you’re expanding or downsizing, merging with another agency, or simply updating your contact information, there are several important steps you need to take in order to ensure a smooth transition when changing your insurance agency’s business address.

Following these steps won’t only help you avoid any disruptions in your operations, but will also ensure you stay in compliance with any specific legal regulations or requirements. This, in turn, will allow you to keep focusing on your most important business activities. 

Without further ado, here are seven things you’ll want to do as soon as possible.

1. Update Your Business Records

You’ll need to update all relevant records, including legal documents, licenses, permits, and registrations. This may also include your articles of incorporation, business registrations with government agencies, and any applicable professional licenses.

2. Notify the IRS

You’ll also need to notify the IRS by filing Form 8822-B, as well as any state tax agencies. This will ensure all tax-related documentation continues to reach you at your new address.

3. Notify State Tax Agencies

If you have employees, you have State Employer Tax IDs. It's paramount that you inform these agencies of the changes you make to your business's domicile, as new tax implications may arise from this move. 

4. Notify Regulatory Authorities & Insurance Carriers

Inform the regulatory authorities in your jurisdiction about the change in address in order to ensure compliance with legal requirements and maintain your agency’s good standing. You’ll also want to notify all insurance carriers that you work with about your new business address to ensure continued communication and successful business relationships.

5. Notify the USPS

Notifying the USPS will ensure that your mail is forwarded to your new business address promptly. Simply visit the USPS website to complete a Change of Address (COA) form; this will allow you to set up a mail forwarding service with your local post office to ensure that any mail sent to your old address reaches you at your new location.

6. Let Clients and Customers Know

Inform existing clients and customers about the address change via email, postal mail, your website, social media, and/or any other communication platforms you use. Provide clear instructions on how they should contact you going forward.

7. Update Your Website, Online Presence, Listings & Directories

Update your business address on online directories, search engines, review platforms, and any other sites where your agency’s information is listed, like Google My Business, Yelp, and industry-specific directories. Also update your agency’s website, as well as any other online profiles, platforms, social media accounts, and other business listings.

8. Notify Service Providers

Last but not least, don’t forget to inform your service providers about the change. This could include your management system providers, IT support, website hosting companies, accounting services, and any other vendors or partners who provide essential services to your agency.

Other odds and ends include updating your contact information on all marketing materials, mailing lists, and physical signage.

Get Access to This Expert Insight–and More

At Club Capital, we make sure you’re always on top of all legal and regulatory requirements, whether you’re changing your business address, filing taxes, or handling your finances. Our team of licensed tax professionals and expert financial advisors ensure you're always on top of your game so you can continue with business as usual.

Learn how Club Capital can help your agency stay in the legal clear so you can continue operating your business successfully. Schedule a demo today.