If your company changes its legal name, the Tax Service, the IRS, and all other tax agencies must be notified in order to update the information in their records. By updating your company's legal name changes and notifying the appropriate agencies, you will avoid delays in posting your deposits and filings on the agency records.
Some agencies may require a new Power of Attorney or Tax Information Authorization Form that lists your company's new legal name. Consult with your Tax Service Representative regarding this requirement.
Changing your company's legal name with the IRS
Complete the following steps to change your company's legal name with the IRS:
1. Prepare a written request.
On your company letterhead, include your company's current legal name, new legal name, and FEIN Federal Employer Identification Number in your written request. Make sure that an "authorized official" of your company signs the request. If available, include a copy of the original letter issued by the IRS confirming your current legal name and assigned FEIN. If the original letter is not available, please note it in your letter. The IRS will contact you if they require any additional documentation.
2. Mail the request and attachments to your local IRS office.
Make copies of the letter and all attachments for your files before sending them to your local IRS office.
3. Review the documents you receive from the IRS.
Review all filing forms, notices, or other correspondence you receive to ensure they reflect the name change. If the change has not been made within 60 days of your written request, send a follow-up request to the IRS.
If your request was submitted during the year-end period (December - January), allow an additional 30 days. The IRS closes their Business Masterfile for maintenance for two weeks each January.
Changing your company's legal name with state and local agencies
Complete the following steps to change your company's legal name with state and local agencies:
1. Contact the appropriate state/local agency.
Contact the state and local agencies to obtain the necessary forms. You can refer to the Agency Web Site Listing in the Reference section. If you prefer, your Tax Service Representative can provide you with agency phone numbers and addresses.
2. Complete and return the necessary forms.
Make copies of the forms and any attachments for your files before sending the originals to the state and local agencies.
3. Review any correspondence from these agencies.
Review all correspondence you receive to ensure they reflect the name change. If the change has not been made within 60 days, contact the appropriate agencies to follow up on your request.
Changing your company's legal name with the tax service
Complete the following steps to change your company's legal name with the Tax Service.
1. Prepare a written request.
On your company letterhead, include your company's current legal name, new legal name and your signature in the request.
2. Include documents to support the change.
You must include a copy of a preprinted federal tax return, agency notice, or IRS correspondence reflecting the new legal name
3. Complete a new Tax Information Authorization form.
This will reflect the new name on the form.
4. Mail or fax your letter, form and attachments to your account representative at the Tax Service.
The Tax Service will update your Client Master File and electronically transfer the new legal name to your payroll master file.