Changing address locations is about more than just remembering to pack everything and hiring the right movers, especially if you’re a startup. You also need to be sure that all the relevant people, documents, and organizations are notified about your new change of address.
Since updating your change of address is a process, it is better to start preparing on time to avoid potential inconveniences, like unpaid bills and penalties.
We’ve provided an extended list of people and organizations that need to be informed about your new change of address in the below checklist.
1. Financial Institutions
It is important to update your new address to your bank, credit/debit cards, and lenders.
Notifying your bank of your move is very important, because they will need to verify your new billing address. Let your bank know a week in advance, so that your billing address will be verified within your first week of moving in. You can visit the bank in person, call their customer service, or use your bank’s online service to notify them. Don’t forget that you’ll need to change your billing address with any services that use that bank account.
It’s important to update credit/debit cards a week in advance. In order to keep your expenses and billing on track it is important to update the credit card address correctly.
If you’ve taken out loans, inform the relevant institution(s) about the date when you’ll make the move and give them your new address a week before.
2. Government Organizations
The following government organizations need to be informed about your new address.
United States Postal Service
You want to let the United States Postal Service know that your address is changing about two weeks before you move to your new location.
If you are using the USPS online change of address service (which may not always be available, depending on your address type), it will usually take about two weeks for your mail to start trickling into the new location.
Two weeks’ lead time will allow you to prepare to forward any mail sent to your old address to your new one.
As a business, you should let both the federal IRS and your state’s tax agency know your address is changing two weeks before your move so that your tax information stays current. The IRS lets you make this change online with this form. Check your state’s department of revenue website to find how to notify them of your change of address.
If you have registered an LLC or corporation update your change of address on all necessary documents, such as your Statement of Information.
You should let the DMV know that you changed address within a month of moving into your new location. You will need proof that you live at your new address, so that you can update your driver’s license. Check each individual state’s DMV site for a list of required documents needed when applying for a new state license.
Updating your contact information with insurance companies will help you keep your coverage up to date at your new location.
Health, Dental, Vision, Life, Car Insurance
You should notify your provider/s that you are relocating two weeks before you move. Get in touch with your car insurance provider and confirm that they operate in the city or state to which you’re moving. Also, update your address with any health, dental, vision, and life insurance providers.
You should let your home or renter’s insurance provider know about your address change about a month before you move.
Try to find out as soon as possible what types of utilities you’ll be responsible for in your new place of residence. By doing so, you’ll avoid service lapses.
Phone, Cable, and Internet
Set a cancellation date and set up a new service with the new address and move-in date. Don’t forget to update the billing with the new address.
Gas and Electric
These are important to address immediately because if you don’t, you run the risk of moving into your new residence without any electricity or heating. You should let your gas and electric companies know that your address is changing a week before you make your move.
Even if you’re a renter, you may be responsible for sewer, water, and recycling/garbage disposal fees. Make sure to set up billing for whatever you must pay at your new address.
Tip: You should schedule your utilities to be shut off at the end of the day at your current residence and activated the next morning (the day of your move) at your new location.
5. Online and Subscription Services
Remember to update your billing and mailing addresses online for any subscription services with repeating payments.
If you run an e-commerce store, such as Shopify, it is important to update your change of address. Your address is used on your merchant and payment pages and for your banking accounts, as well as other website information on your Shopify store. The most important reason to update your address is to be able to accept product returns from customers.
Update your billing address for services like PayPal and apps like Venmo if you use these platforms to accept payment from customers.
This category includes tools such as MailChimp, Survey Monkey, Instapage, and HubSpot. Access your account online with these services and make the necessary change of address updates.
Apart from updating your change of address with organizations and companies, don’t forget to notify key people in your personal and professional life about your new change of address.
Friends and Family
Since moving usually isn’t a last-minute decision, you should let people know one month in advance. This will ensure that any mail or packages they intend to send to you will be delivered to your new address. A mass email is a handy way to let people know about your change of address.
It’s recommended to notify clients as early as possible, as some clients won’t pay enough attention to invoices to notice that you have moved. This can be the most painful part in relocating, as it may take months to get all your clients to update their records to take into account your new address. In the meantime, your cashflow will fluctuate.
This is one reason why we recommend using a separate mailbox to receive client checks and invoices. With VirtualPostMail, changing your mailing address in your clients’ records will never be an issue when you move office locations.
If you have business partners or investors, it’s a good idea to let your team know where they can reach you at least at weeks in advance of your move, if not earlier.
If you rely on experts to help manage your finances, then it’s important to notify them about the change of address so they can contact you quickly about your business. Typically this step includes contacting the following professionals:
- Financial Advisor
Finally, be sure that you’ve updated your return address labels, business cards, and don’t forget to update the address information on your website and other public domains.
Moving to a new location doesn’t need to be stressful.
By following this extensive change of address checklist you will make sure that you’ve made all the necessary arrangements. As a result, you’ll not only avoid unnecessary fees and penalties, but you will be able to smoothly continue your professional and private life in a new location.
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