An information letter is a document whose purpose is official use, since it contains information of an official nature. The number of paragraphs in the text of the letter can vary, from several lines to several sections, or its essence can be stated on more than one page.
Drafting
According to the rules of office work, the head of the organization or institution puts the signature on the document. In some cases mass mailing information letter (to a certain number of business partners or customers), the text may not contain the handwritten signature of the head of the enterprise.
There are standard forms this document, which may be advisory in nature, or reflect various kinds of proposals. official letter from important information may be sent in order to familiarize the addressee with the changes and innovations that have occurred within the framework of legislative framework and regulations for various purposes.
If additional documents are attached to the letter (certificates, instructions, regulations etc.), then the note should mention the name of each of the applications and the number of pages present in it.
The rules for issuing an information letter are identical to the rules regarding the principles for issuing any business correspondence.
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A sample letter about changing the details of an organization is a legally significant message that is designed to notify counterparties of significant changes that occurred at the enterprise: for example, about moving to another bank or changing the legal form. In such cases, the payment details of the company change. So that such changes do not lead to the collapse economic activity, it is necessary to notify counterparties about them in a timely manner.
Change Letter bank details refers to legally significant messages, the definition of which is given in Article 165.1 of the Civil Code of the Russian Federation. However unified form for this type business correspondence does not exist. Therefore, they are compiled in an arbitrary form. However, there are practical guidelines for writing such business letters- we used them when compiling a sample notification of a change in bank details.
Who needs to be notified about changes?
When concluding various agreements with enterprises and entrepreneurs, payment data are indicated, according to which it is necessary to transfer any funds. If this information changes, the company must notify:
- business partners;
- suppliers;
- clients;
- customers;
- other counterparties.
At the same time, there is no need to send a sample notification of a change in the bank details of the organization to the tax service, since the bank itself will transfer the necessary information to the department.
Sample letter of information about changing the bank details of the organization
Authorized employees of the company, usually employees of the legal department, are responsible for preparing the notice. Despite the fact that the document is drawn up in free form, it must contain the following information:
- name, address, telephone number of the sender's company;
- name of the company and authorized person of the addressee;
- date and place of drawing up the document;
- text describing the essence of the changes and the measures that are recommended to be taken in connection with them;
- the date from which the old information ceases to be valid;
- new payment details;
- date of signing the document, full name, position, signature of the responsible person of the sender.
The document can be issued on a standard A4 sheet or company letterhead. The text can be written by hand or typed, it is not necessary to certify with a seal. A sample letter on changing the bank details of the organization is presented below.
To protect the company from possible conflicts with partners, it is best to use registered mail with a notification, as well as record the fact of sending in the log of outgoing correspondence.
Sample notification about changing the details of the organization
In some cases, the company may change other characteristics, for example:
- Company name;
- organizational and legal form (Let's say an LLC is transformed into a JSC);
In this case, notification must also be sent.
Sample information letter on change of details
In some cases, counterparties will have to sign and supplementary agreement.
What happens if you do not notify counterparties
If in as soon as possible do not notify counterparties of the change in payment data, they will not be able to ensure the timely transfer of the necessary payments. Moreover, the recipient of the transfers will not be able to demand the payment of penalties and fines, since the fault for the delay will lie with him. This means that going to court on this issue will not lead to its positive decision.
In case of any change in bank data, the company should inform counterparties about it. If you do not do this, the bank may not credit your current account cash from buyers and customers or the money will go to the inactive. In the best case, you will have to wait a long time for their return to the payer, and then transfer them again. And when the license is revoked, the money can be lost and it will be very difficult to return it even in court.
The information notice is written in any form. It should indicate the reason for the change in the current account and the servicing bank, the date from which they should be applied, and also indicate the new ones. In order for the counterparty to take into account all the adjustments correctly, the notification should reflect:
- Business name;
- the name and address details of the recipient of the letter;
- number and date of the contract with the counterparty;
- new payment information.
Sample letter to change the bank details of the organization
Sample information notice
Change of name or legal form
When changing the name or legal form of the company, it is also necessary to notify counterparties. Indeed, in this situation, the following payment data of the enterprise may change:
- only organizational and legal form (for example, when changing the form of OJSC to JSC or PJSC in accordance with federal law dated 05.05.2014 No. 99);
- Business name;
- TIN (for example, when changing the legal form from CJSC to LLC).
Since these company data are significant for crediting and debiting funds from the organization’s current account by the bank, it is also important to immediately notify counterparties of their change. It is advisable to attach to the notice a record sheet in the Unified State Register of Legal Entities issued by the Federal Tax Service.
Bank details may change at the initiative of the account holder or for reasons beyond his control. For example, account numbers change when changes are made to the maintenance rules accounting banking institutions or for technical reasons.
If the current account number has changed at the initiative of the bank, the taxpayer is not obliged to inform the tax authority about this. If there was a termination of the agreement on servicing a bank account or a new treaty, the company must notify tax office. This obligation is provided for in Article 32 Tax Code RF. The taxpayer must notify the tax service in writing of the opening and closing of bank settlement accounts within 7 days from the date of opening or closing. A sample notification of a change in bank details for the tax authorities has mandatory form, approved by the order of the Federal Tax Service of April 21, 2009 No.
Changing the details of bank accounts does not require agreement by all parties of contractual obligations and amendments to the contract. It is enough for the enterprise to properly notify its counterparties. If the creditor has not notified the debtors about the changes in the details, then the debtor has the right to make payments to the previous accounts that are known to him. In this case, all difficulties associated with such payment must be resolved by the creditor. He will not be able to require the debtor to pay the debt to a new account if the money does not arrive, and to levy sanctions for late payment. When changing account details it is recommended to communicate updated data to counterparties and regulatory authorities as soon as possible.
Features of registration of letters on change of requisites
When opening another current account, it is enough for the company to send an information letter to its partners about the change in bank details. In some cases, for example, when the amounts of transactions are very large, it is possible to draw up an additional agreement to the main contract in order to be sure that the counterparty is aware of the changes, however, this is not necessary. The execution of an additional agreement is mandatory only if such an obligation is prescribed in the main contract. A letter about the change of details is sent to partners in case of changes in such data:
- company name;
- company code;
- settlement account;
- name of the bank;
- MFI bank code.
This document is being compiled individually for each situation. The legislation does not provide for a specific form of the document, however, a sample letter on changing the organization's bank details has elements that are mandatory for all cases.
- The letter is drawn up on company letterhead, the date of compilation and the outgoing number must be indicated.
- The addressee is indicated - the name of the counterparty company.
- It is advisable to personally contact each of the partners, for which the surname, name, patronymic and the title of the position of the head are written.
- Next, the text of the letter is drawn up indicating the new relevant data and explaining the reasons for their change.
- It is also advisable to note in the text that changing bank details does not affect partnerships, does not change or cancel the obligations of the parties and indicate the date from which the old bank account ceases to operate.
- At the end, a signature is put, the position and surname, name, patronymic of the person who signed the notification is indicated.
The letter can be delivered personally or sent by mail with notification. Since the letter is a one-sided document, the supplier must have confirmation that the buyer received it. If it is handed over personally or through the office of the counterparty, then it is necessary to provide that a mark on the receipt of the letter is affixed on the second copy.
According to the data specified in the contract, the customer transfers funds for the obligations fulfilled by the contractor, sends correspondence, checks the validity of documents. If inconsistencies are found and there is no notification of innovations, the problems will arise first of all with the supplier. The fact is that, from a legal point of view, the buyer is doing everything right, which means that he is not responsible for the non-receipt of money and papers by the final addressee.
Therefore, the supplier is obliged to inform the customer of any changes in his data as soon as possible by sending the appropriate document.
What about props
Let's analyze what main data you need to specify when compiling a sample letter about changing the organization's bank details. Separate general and banking information. The first group of information includes:
- Name;
- TIN and KPP;
- OGRN;
- location;
- mailing address;
- leader information.
Payment data is the following list:
- checking account;
- Name of the bank;
- correspondent account.
Sample letter for changing bank details
How to compose a letter
There is no unified form in Law No. 44-FZ. However, you should pay attention to a number of features.
It is desirable to draw up a sample information letter on changing the bank details of the organization on the letterhead of the organization. In this case, the correspondence will be more formal, in contrast to a simple A4 sheet.
The form itself states the following:
- Name of the recipient, full name and position of the responsible person.
- Document's name.
- The city in which the document was drawn up, date and outgoing number (if any).
- Message about new data.
- The date from which the changes take effect.
- Additional Information.
- Signature of the supplier's manager, seal (if available).
Letter form to fill out
How to write a notice
You can download our sample notification of changes in bank details from the links below or develop your own. To do this, specify:
- the reason for the change of details. For example, that you close an account and open a new one;
- the day the old account closed;
- the day the new account is opened;
- the date from which payments must be made according to current information;
- information about the new account (name of the bank, its BIC, account number and correspondent account in the bank).
The head of the company or a person authorized by him by proxy can sign a sample notification of a change in the bank details of an organization.
Download the form for notification of changes in bank details
Download a completed sample notification of a change of details
How to notify the customer about changes
After the contractor has become aware of the start date of the new information, he draws up a sample notification about changing the bank details of the organization.
You can hand it over to the customer in person or use the mail service. In order to promptly notify the buyer, you can additionally send him a copy to in electronic format. However, the form of the document that is defined in the state contract (for example, written) will be considered valid.
Receipt of a message to such an address indicates the receipt of the message by the counterparty himself, until he proves otherwise.
When sending a notification, check whether the contract has agreed on the exclusive address of the counterparty for sending legally significant messages. This may include an email address. If the address is agreed, then send a notification to it. An exception is if you know (should know) that it is unreliable (paragraph 64 of the Decree of the Plenum of the Armed Forces of the Russian Federation of June 23, 2015 No. 25).
If the contract does not specify such an address, send a notice to the address indicated:
- in the Unified State Register of Legal Entities, if the counterparty is entity;
- in the USRIP, if the counterparty is an individual entrepreneur.
If the notification is delivered to this address, it is considered received, even if the person is not located there (clause 3, article 54, clause 3, article 23 of the Civil Code of the Russian Federation).
When sending an additional agreement, follow the same rules as for sending a notice. However, if an email address is agreed in the contract as the exclusive address for sending legally significant messages, you will still have to send the counterparty by courier or mail a draft supplementary agreement signed by you. On the email in this case, we recommend that you send a notification of a change in bank details and indicate that you have prepared, signed and sent an additional agreement to the contract by courier (mail) to the counterparty's address.
The contractor must make sure that the buyer has accepted this document. This can be done by asking the addressee for an incoming number and date, or a receipt for receipt. Otherwise, during the notification delivery period, he may transfer money to your old current account.
When you can do without a letter about changing details
Even at the stage of applying for participation in public procurement the potential supplier is obliged to provide general and banking information. This is necessary to draw up a contract after the auction. Accordingly, if the organization during the preparation of the tender is in the process of changing any of the above data, then it should indicate the new data in the application. Moreover, such information will become available to the customer only after opening the envelopes (opening access to electronic documents) when it is no longer possible to make changes. It should be remembered that before the deadline for submitting competitive, auction applications, the participant may withdraw the proposal, make adjustments and submit it again.
In the case when the application has already been submitted, the participant won the tender and the need to change the details arose at the stage of concluding a contract, instead of a notification, a