Most of the things in this world constantly change, as well as the address of an employee or an individual. With this, appropriate forms must be used to inform other parties who will be affected by the movement of an individual from one address to another. Specifically, this type of situation will require the individual to complete a change of address form.
Change of Name Address Form in DOC
Change of Address & Contact Details Form
What Is a Change of Address Form?
A change of address form is used by the human resource department of a company as part of their documentation protocol and system that will update their employee records and information. The form must be filled out by an employee who has recently moved to another residential location. On the other hand, change of address forms can also be used by the company management as well for reasons that relate to informing the authorities for their new business office addresses. you may also see Sample DMV Address Change Forms.
Change in Registered Address Notice Form
Varieties of Change of Address Forms
The varieties of change of address forms differ on who the user will be and where the document must be submitted upon completion of the form. Below are some of the common varieties that companies and business organizations use:
1. Company Change of Registered Office Address Form
This variety of change of address form is intended to be filled in and submitted by the company management to inform the authorities that the company’s registered address has been changed recently. The change form contains the document or form number and a set of instructions as well as an introduction to how and why the form is essential to be completed by the company.
The first section collects the company’s general information such as their name and company number. The second section will be the area where the company’s representative will have to disclose the details of their new location including their office building name, street address and number, town and county name, and the location’s postcode. The third section is allotted for the signature of the company’s representative who is completing the form on behalf of the company’s organization and management.
An accompanying sheet is also enclosed with the change of address form which is for gathering the representative’s information and a checklist area that enlists the items to be remembered and acknowledged by the representative when completing the form. you may also see Sample Registration Forms.
Company Change of Registered Office Address Form
2. Employee Change of Address Form
This form variety has a simpler layout and format compared to other change of address forms since it is only a single-page document. The form can be acquired by any employee from the human resource department of the company wherein he will be able to report and update his employee information records.
Information to be disclosed in this form includes the employee’s name, identification number, new address, new contact information, dependents and spouse details, and the date of when the employee will begin staying at his newly claimed residential address. Even if the form only has a few fields to be completed by the employee, it is a useful document that limits its focus on the significant information and not on some data that are no longer necessary for the employee information update. you may also see Sample Employee Address Forms.
Employee Change of Address Form
3. Former Employee Address Change Request Form
There are some companies who prefer to keep their former employees in touch regardless if the employee is already hired by another company in the industry. This is why former employee address change request forms are prepared and used by companies who value their alumni employees, especially those who stayed in their organization for a decade or more. With a former employee address change request form, the employee will be requesting the company to have his information updated in order for the company to continuously send out notice forms, even brochures, to the employee regarding their employment status and updates.
The former company employee must fill in his full legal name, employee number and Social Security number along with his previous and new addresses. An authorization form is also incorporated in the form which is for indicating that the employee fully authorizes the company to use his information in updating his records in the company’s database systems. Additionally, the date of when the employee signed and submitted the form should also be stated as well.
Former Employee Address Change Request Form
4. New Employee Change of Address Request Form
When hiring new employees in the company, the management must ensure that they have all the relevant information of the new hires ranging from the results of the company’s background check information procedure up to the educational attainments or records of the employee.
Moreover, a new employee change of address request form is also needed by the company since this document will be used for knowing where the formal letters and earnings statement will be sent periodically. With the form, the employee will be able to indicate what his intentions or purposes of using the form are whether he is submitting the form as part of his initial submission or if he is using the form to mainly inform the company of his new mailing address.
New Employee Change of Address Request Form
Benefits of Using Change of Address Forms
The most common benefit that most companies will obtain as they use the change of address forms for their employees is that it allows them to be knowledgeable of where they can send documents and legal forms relative to the recipient’s employment status. Also, by having the updated addresses, companies will be able to use the provided information for emergency incidents especially if an employee needs to be sent home or if one of the employee’s family member needs to be contacted and informed about the employee’s situation.
Another benefit of using the change of address forms is that it allows companies to have a standardized procedure for updating data and information rather than immediately scanning the records to change an entry since the statements on the form must primarily be verified before it will be approved and integrated into the records. The form also helps some companies in acknowledging the hardships that their employees will be having as a result of the new address and the process of moving things from the old house to the other.
HR Address Change Notice Form
Who Else Are Users of Change of Address Forms?
Business companies and organizations are not the only users and the only entities who prepare change of address forms but also other groups and associations who value the importance of updated information:
1. The state government tax authorities
By having a change of address form ready, the tax authorities of the government will be able to update their data and be able to determine which address will be used for sending the revenue reports and tax forms of a taxpayer. Aside from the tax authorities, the court will also be needing an updated address and contact information of their petitioners and all individuals who are involved in a case to be resolved.
2. Banks and financial agencies
Borrowers of large lumps of cash and credit from banks as well as from financial lenders must make sure that they are receiving sample notice and documents with regards to their financial status. This can only be done by updating the information periodically through completing a type of change of address form that banks create for their borrowers and account holders. Additionally, companies who are also affiliated with banks and financial providers must also use the form if they will be opening a new office and will use the finances provided to sustain the new company office’s business venture.
3. Postal service
The purpose of a state’s postal service in using change of address forms is to be certain of where the letters and all papers will be sent or returned as part of their delivery services. However, this form is often used only for those recipients and senders who are deemed as regulars in receiving the delivery offers of the postal service carrier.
4. Household service providers
A household service provider can be the man who is hired or have signed a contract agreement to conduct maintenance services in an individual’s household or the company whose main business is providing water and electrical supply to the citizens of a county. For these service providers, it is important that they know where to send the bill statements for each of their customers. This is why the change of address forms are significant to be filled out by a customer who had recently moved out of his old home and will still want the expertise of the service provider.
Inactive Employee Change of Address Form
Change of Address Application Form
Change of Ownership Address Form
Regardless of who are the entities using the form, they must keep in mind that it must only be filled in with accurate and exact information especially when it comes to disclosing the date of when the user will be staying at his new address. Moreover, companies and organizations can also demand other documents such as identification cards and paperwork to prove that the user of the form is indeed the actual individual who provided the former address and owner of the information that he is trying to request for an update. you may also see Change Form Template.
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