How to correctly write a letter about changing details. Sample notification of change of bank details

A notification that an institution's payment information has changed is an important legal document (Article 165.1 of the Civil Code of the Russian Federation). However, the legislation does not provide for a unified sample letter about changing the details of an organization. The document is drawn up in any form. But when drawing up a notice, some rules should be taken into account. We will talk about these rules in more detail in the article.

When do you need to notify about a change in bank details?

When concluding any agreement, regardless of its content, companies are required to indicate their data: full name, legal and actual addresses, registration information (TIN, KPP, OKTMO, OGRN), for making payments, also payment information (name of bank, settlement and personal accounts, BIC and correspondent account).

In what cases is a sample information letter about changing details drawn up:

If an error has crept into this information, for example, a typo in the current account number or TIN.
During the validity period of the agreement, changes occurred in the registration data of the enterprise.
Payment information has been adjusted, for example, a government agency has changed its credit and banking company or the bank has changed its name.

Notify counterparties, business partners and clients about these changes.

Compose a letter correctly

We are preparing an up-to-date sample notification of changes in the organization’s bank details. The company's lawyers or an accounting employee should be responsible for preparing such a letter if there is no legal department on staff. The notification is prepared in any form, but the following mandatory data must be indicated:

The name of the sending company, its address and telephone number.
Similar information about the recipient company.
Information about the place and time of drawing up the document.
Written explanations of the current situation. Describe why the company's payment details were adjusted. For example, the reason may be the conclusion of a new agreement with a bank, a change of credit and banking company, a change in the current account number (a foreign currency or special account was specified).
New data and the date from which they become effective. For example, if the company switched to servicing a new credit company (or the bank changed its name), then provide new details.
Signatures of the responsible person and the head of the company, certified by a seal (if available). The chief accountant is not required to sign the letter, but the presence of the chief accountant’s mark will increase confidence in the information.

Form sample letter about changing the bank details of an organization

The letter can be written by hand or on the computer. It is acceptable to use the company's letterhead. Give the notice in person or send it by registered mail. Before sending, register the document in the outgoing documentation journal.

Sample information letter about changing bank details

If you are late with notification

Let's say the payment information has changed, but the prepared sample notification about the change in bank details has not been sent to the organization. What will happen in this situation:

Funds under an agreement with incorrect information may be seized by the bank until clarification. The clarification period is 5 days or more. Consequently, the institution will not receive payment on time.
The money will be returned to the sender, and the blame for the delay in the debt will lie with the organization with incorrect data in the agreement. In this case, it is impossible to impose penalties or fines.
Such problems with settlements under agreements and contracts have a negative impact on the business image of the company as a whole, therefore, counterparties may refuse further cooperation.

Letter No. 1

By this letter I inform you that as of today the postal and legal address of Stroy-Master LLC has been changed.

Current legal address: (new data)

Current postal address: (new data)

From today I ask you to indicate in all documents the new data of the company Stroy-Master LLC. If you previously filled out documents indicating your previous addresses, I would be very grateful if you would be understanding and correct them to our current data.

Before May 5, 2014, a new agreement will be sent to your email address for signing.

Sincerely,

Petr Ivanov.

Letter No. 2

Dear Viktor Alexandrovich,

Stroy-Master LLC notifies you of changes in the details of the bank that serves us.

Current current account – (new data).

I ask you to make all payments from today to the specified account.

Sincerely,

Petr Ivanov

Letter No. 3

Dear Viktor Alexandrovich,

With this letter I notify you of a change in the details of our organization. Starting today, I ask you to make payments using a new bank account:

(new data)

Sincerely,

The organization's details include information about the address of its location, OGRN, INN, KPP, bank account information and other similar information. Such data is usually provided in contracts concluded with counterparties. It is on the basis of this information that the company’s business partners reflect data on the party to the transaction in primary and other documents. For example, in payment orders, invoices, delivery notes. And it is extremely important to ensure that this information is up to date, i.e. promptly inform counterparties about changes in any of their details. After all, if, say, an organization changed its address, but did not inform its supplier about this, the invoices issued by it will contain outdated information about the buyer’s address. And this will become an obstacle to tax deductions. Or, for example, an organization, knowing the unstable position of its bank, decided to open a new account, but did not inform its buyer about the changes in time. And he, in turn, paid the debt under the contract to the problem bank. And the buyer will not be at fault here, and the debt to the supplier will be considered repaid. And it doesn’t matter that the supplier, for example, will not be able to get money from his account in a bankrupt bank.

Timely informing counterparties about changes in their details is of particular importance. It is no coincidence that contracts often provide for the counterparty’s obligation to notify the opposite party of changes in its details within a reasonable time.

Information letter for changing details: sample

As a rule, the organization’s details are contained in the client’s card, which the company sends to its counterparties upon request. Accordingly, if the details change, you can send an updated version of such a card.

But you can also send a notification letter to your counterparties about changes in details. If necessary, the fact of sending such a letter can be documented. For example, by sending information by registered mail with return receipt requested or by marking receipt when delivering the letter in person.

The organization determines the form of the letter independently. It indicates the information that is subject to change, as well as the date from which such changes are to be applied. Such a letter can be addressed either to a specific counterparty (then its name is indicated in the header) or to an indefinite number of persons.

For an information letter about changing an organization’s bank details, we provide a sample of how to fill it out.

Letter about changing details– a document that is drawn up when changing the name of an organization, postal or legal address, bank details, replacing a director, etc. Such a letter refers to official business correspondence and is actively used in document flow between companies.

Who should I write to about changing details?

This message is used to inform partners/clients/customers/creditors, as well as interested government agencies and regulatory authorities about the changes that have occurred.

An important clarification: today there is no need to report changes in bank details to the territorial tax service in writing, because this function was transferred to banks.

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As for the other counterparties of the enterprise, in relation to them the letter is not voluntary, but mandatory, since the need to notify about a change of details is always reflected in the written contractual relationship between the parties. The most important thing is to do this in a timely manner, even better in advance, so that during practical interaction no unpleasant incidents arise, such as sending important documents to the previous address or transferring funds to old accounts.

Who writes a letter about changing the organization’s details

Typically, the preparation of such letters is carried out by a legal adviser or secretary of the organization, as well as managers and employees of structural divisions who have direct contact with counterparties. But regardless of whose functions this responsibility falls, it is important that the employee has an understanding of the basic rules for composing business letters.

Compilation rules

The letter does not have a strict, mandatory, unified template, so it can be written in free form, taking into account the needs and objectives of the sender. However, you still need to adhere to some norms and standards.

At the beginning of the letter, it is necessary to indicate the sender and addressee, and if we are talking about the addressee, you should enter not only the name of the company, but also the position of a specific employee.
Next comes the informational part of the message. Here you need to convey to the recipient a message about the change in details, indicate new ones, and also state requests related to the changes made.

The tone of the letter should be polite, not too dry, but in no case cheeky. It is necessary to follow a business style and carefully monitor compliance with the rules of the Russian language, especially in terms of vocabulary, grammar and punctuation.

A letter about changing details can be written either by hand or printed on a computer, but in any case, it must contain a “living” signature of the head of the sending organization or another authorized person. It is not necessary to put a stamp on the document, because Since 2016, legal entities have the right not to put stamps on paper documentation.

You can write a letter

on a regular standard A4 sheet of paper
or on the organization’s letterhead.

The last option is preferable, because it gives the document solidity and indicates the official nature of the message.

The letter may have as many copies as required to notify all interested parties. Each sent message must be recorded in the outgoing registration log, so that in case of disagreements with the counterparty, the sender has information about the date the message was sent.

An example of writing a letter about changing the details of an organization

Filling out the header of the letter

At the top of the message, the sender is first indicated, that is, it is entered
- full name of the organization (in accordance with registration papers),
- address and telephone number for contact.
Then enter information about the recipient:
- its name
- and a specific person to whom the address is directly made (position, surname, first name and patronymic).
After this, the date of compilation of the letter and its number according to internal document flow are indicated.
Below in the middle of the line is written the name of the document.

Filling out the body of the letter about changing details

First, the recipient is informed of the fact that the details have changed and it is indicated which data has been changed. The date from which the previous details lost their meaning is also entered here.
Then, you should indicate all the requests the sender has regarding past and future documents regarding the changed data.
At the end, the letter must be signed, with a transcript of the signature and an indication of the position of the signatory.

How to send a letter

Since details are the most important part of official documentation, it is advisable to send letters about all changes associated with them in “natural” form. This makes it possible to reliably bring information about new details to the attention of counterparties, especially if you send these messages by registered mail with return receipt requested.

As a last resort, you can combine different sending options: for example, combine an email or fax message with sending via Russian Post. On the one hand, this will allow partners to be notified of changes as quickly as possible, and on the other hand, it will provide the sender with evidence that the corresponding letter was sent to them in a timely manner and received by the addressee.

When a company stops using the services of its previous bank and opens an account in a new one, it is obliged to warn counterparties. The company's partners and clients are sent a letter about changing the organization's bank details; download a sample of such a letter in the appendix.

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When concluding an agreement, both parties to the transaction indicate information about themselves, in particular, banking information. This is necessary for non-cash settlements with the counterparty. The agreement also states in which case the participant in the transaction must send a notification of a change in bank details. So, when changing the bank, a notification about the change of details is sent to the company’s business partners and clients, as well as to government agencies. To correctly draw up a document, use a sample letter about changing the bank details of an organization.

A letter about changing bank details is sent to all counterparties of the company

Notification of a change in bank details is a legally significant message. The rules apply to this document. A letter about changing bank details is sent to the address of the location of the counterparty’s executive body. When sending, you must retain evidence that the company sent the notice. If the company records outgoing correspondence, the letter must be registered in a journal.

An information letter about changing bank details is sent to:

business partners of the company,
clients,
suppliers,
to customers,
other contractors of the company.

The company must notify counterparties of changes in details. In particular, this information must be sent to government agencies for which it is necessary. However, the tax office is notified of the changes by the bank, and not by the company itself.

42 useful documents for a company lawyer

A sample letter about changing bank details will help you draw up the notice correctly.

The preparation of a letter about changing bank details is carried out by employees who are responsible in the company for sending legally significant correspondence. Typically, such documents are prepared by the legal department. But such responsibilities can also be entrusted to the company’s clerks, etc. In order not to miss anything, you can use a sample of how to write a letter about changing bank details.

Provide the required information in the notification of changes in bank details

The letter about changing bank details does not have a single approved form. The document is drawn up in free form. However, there is information that must be present in the text (see sample notice of change of bank details):

Name the recipient of the message. They write not only the name of the counterparty, but also the person in charge, list the name and position. Usually the notification is addressed to the head of the counterparty organization. But there may be another person to whom the letter should be sent. The counterparty indicates such a person in the contract or specifically informs about it.

Note the date and place where the document was drawn up.
Please provide the name of your organization.
Tell us what the changes are and on the basis of what document they are being made. Since this letter is about changing bank details, it is necessary to accurately indicate the new details. Explain what the recipient of the letter should do about the changes. Also indicate the date from which the previous details will no longer be valid.
Mark the date the letter was signed and indicate the responsible person on whose behalf the letter is being sent. The document must contain his signature. For example, in the sample notification of a change in bank details, the organization indicated the general director of the sending company.

Notifying counterparties about changes in bank details is the company’s responsibility; a copy of the document will need to be sent to each counterparty.

Without a letter about changing bank details, you cannot demand a penalty for non-payment

If the company does not promptly notify about the change in bank details, it will not be able to win in court a dispute over payment that the counterparty transferred to an inactive account. For example, if the counterparty paid the due amount on time, but transferred it in accordance with the previous details, the company does not have the right to demand a penalty or other penalties for late execution. Since she did not properly notify that the funds should be sent to a new account, the debtor's obligation is considered fulfilled.

Therefore, the company needs to send a letter to its counterparties about changing the organization’s bank details, a sample of which can be used. Download a sample notification of a change in bank details and notify business partners and clients in a timely manner.

Attached files

Sample information letter about changing the bank details of an organization.doc