A registered office mail handover should cover physical letters, scanned copies and urgent notices, as well as the address update itself. Agree who will collect the last items at the outgoing address and who will act on new correspondence. A successful Bizfile address change does not, by itself, prove that all letters sent to the old office have reached the director.

Hands signing a document at an office desk
Illustrative photograph by Pavel Danilyuk.

Agree a practical changeover date

Coordinate the new office arrangement, the company’s decision to change address and the filing work. ACRA’s guidance requires registered office address or office-hour changes to be updated within 14 days. Do not treat a mail-forwarding arrangement as a substitute for an accurate registered office record. Check the new provider’s actual collection and notification arrangements before relying on them.

Take an outgoing-mail inventory

Ask for a list of uncollected originals and any scans awaiting acknowledgement. Identify the sender, date received, scan location and whether the item needs action. Separate ordinary marketing mail from correspondence that appears time-sensitive. Do not assume a scan means that a director has read or acted on the letter.

Allocate the last collection

  1. Name the person authorised to collect the originals.
  2. Agree a collection date and obtain a receipt or handover list.
  3. Confirm how later arrivals will be logged and reported.
  4. Record when the outgoing service stops accepting or forwarding mail.
  5. Test the notification channel used by the new provider.

Keep the outgoing provider’s confirmation with the new arrangement.

Handle urgent correspondence explicitly

If a demand, regulatory notice or court-related document appears in the handover, preserve the envelope, scan and receipt information. Escalate it immediately to the director and the appropriate adviser. This checklist does not determine legal service or extend a response deadline. Moving address should not become a reason to leave an important letter unanswered.

Update the contacts that matter

After the corporate address update, review bank, tax, supplier and customer records separately. Each organisation may use its own correspondence address and update process. ACRA’s receipt does not confirm those other records have changed. Keep a short tracker showing the organisation, action owner and completed confirmation instead of a single tick marked “address changed”.

A useful completion pack

The final pack should include the address decision, filing acknowledgement, outgoing collection list, new service confirmation and unresolved correspondence. Read registered office requirements and address changes, changing company secretary and company recordkeeping alongside this operational checklist.

Official guidance: ACRA registered office updates.

Help with your company records

For corporate secretarial support, contact Raffles Corporate Services at [email protected] or WhatsApp +65 8501 7133. Tell us which records or transactions need attention so we can discuss the relevant next steps.