Businesses use Form 8822-B to update their mailing addresses, locations, and responsible party information with the US Internal Revenue Service (IRS). Maintaining accurate records with the IRS helps ensure your startup receives all official IRS communications in a timely manner and that your business meets its federal tax obligations.

Below, we'll discuss what Form 8822-B is used for, when businesses need to file it, who to designate as your responsible party, and potential consequences of not keeping your startup's information up-to-date with the IRS.

Key takeaways

• Businesses and other entities with an Employer Identification Number (EIN) on file can use Form 8822-B to update their mailing address, business location, or responsible party with the IRS.

• The person designated as the responsible party for your startup must have access to the business's funds and control, manage, or direct its day-to-day operations.

• Form 8822-B notifies the IRS only about changes to your business. You must update all applicable state, local, and business licence records separately.

• Failing to update your records with the IRS can affect tax compliance, resulting in financial penalties, delayed deals, and reduced valuations. However, there are no IRS penalties for not filing Form 8822-B, even when it's required.

What is Form 8822-B used for?

Businesses and other entities with an EIN must use Form 8822-B to update their mailing addresses, physical locations, and responsible party information with the IRS. Filing it also helps ensure the information the IRS has about your company is current and accurate.

When does a business file Form 8822-B?

Businesses typically file Form 8822-B in two scenarios:

• Change in address: If your startup's mailing address changes or you move the location of your headquarters, you can use Form 8822-B to update your business's address with the IRS. Filing Form 8822-B is voluntary for an address change, but you should keep your address current to avoid missing important notices sent by mail from the IRS.

• Change in EIN responsible party: If your company has an EIN, filing Form 8822-B is mandatory when the person designated as the responsible party for your EIN changes. You must report the change to the IRS within 60 days.

Informing the IRS about changes to your address or responsible party as soon as they occur helps ensure you receive IRS communications in a timely manner. Failing to update your record can delay the delivery of important information to your business and increase certain risks. For example, if the IRS sends notices to the wrong address or a person who's no longer the responsible party, sensitive financial and tax data about your startup might be exposed to unauthorised individuals.

Who counts as your EIN responsible party?

A responsible party is a person who serves as your business's main point of contact with the IRS. The IRS defines a responsible party as someone who controls, manages, or directs your business's day-to-day operations and has access to its funds and assets. They must also be authorised to make decisions for your startup and have a valid tax identification number (TIN). A person who is only authorised to perform limited formation tasks, such as registering the business with the state or filing articles of incorporation, but does not ultimately own or control the business, cannot serve as the responsible party.

Keeping responsible party information current with the IRS is necessary for tax compliance. It can also help reduce the risk of identity theft or fraud, especially after a founder exits or the business hires a new CEO.

How to complete and submit Form 8822-B

Each section of Form 8822-B requires different information about your business. Depending on the changes you're requesting, you might need to complete some or all of the following sections:

• Lines 1 – 3: Choose all parts of your business the change affects. Line 1 covers employment, excise, income, and other business returns. Line 2 covers employee plan returns. Line 3 covers your business location.

• Line 4: Enter your business's name and EIN.

• Lines 5–6: If you're updating your business's mailing address, list the old and new addresses.

• Line 7: Enter information about your new physical location if your business is relocating.

• Lines 8–9: List the necessary details about your business's responsible party if the information has changed.

• Line 10: An owner, officer, or authorised representative must sign and date the form before submission.

The IRS requires Form 8822-B to be sent to specific IRS mailing addresses based on your location and lists these mailing addresses on the form itself. You must mail the form to the appropriate address based on your business's previous address (if it has changed) or its current address if you're updating only your business's responsible party.

Because the form cannot be submitted electronically, you'll want to account for the time it takes to reach the IRS when a deadline is approaching. There's no fee to file Form 8822-B.

What are some Form 8822-B filing considerations for startups?

Change can happen quickly in the early days of a startup. You might hire a new CEO or principal officer, change your mailing address, or relocate your headquarters. Using Form 8822-B to update your business's records with the IRS helps ensure you don't miss important notices sent by mail.

Some changes might also mandate that you modify certain state and local records and business licences, in addition to your IRS record. Changes you make with the IRS don't automatically transfer to state and local agencies, and updating your state filings or registered agent doesn't alter federal records. You must notify each appropriate agency separately.

What happens if your IRS records are not updated?

If you fail to update your business's IRS records, official communications sent by mail – including notices, tax refunds, and audit correspondence – could be sent to an old address and you might not receive them.

For example, you might miss a notice of deficiency from the IRS, which informs you of a proposed change to the amount of taxes you owe. You could also miss a notice of demand for tax, which typically requires immediate payment to the IRS.

Missed IRS payments and deadlines interfere with your startup's ability to meet all of its federal tax obligations. This might result in financial penalties and could impact investor funding by delaying deals and reducing valuations. Repeated undeliverable mail can also flag your business for review with the IRS.

And if your business has an EIN, you must file Form 8822-B within 60 days of making changes to your registered party. However, there are no IRS penalties if you fail to file.

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FAQs about updating your business information with the IRS using Form 8822-B