Form 15 – REG 749 – Change of Head Office in the Province – Extraprovincial

Jurisdiction: Country: Canada | Province or State: British Columbia

What is a Form 15 – REG 749 – Change of Head Office in the Province – Extraprovincial?

This form is a statutory filing with the British Columbia Corporate Registry. You use it to report a new head office address in British Columbia for an extraprovincial company. An extraprovincial company is formed in another jurisdiction but registered to carry on business in B.C. The form updates the public record so government and stakeholders can reach you in the province.

“Head office in the province” means your main business location in B.C. It is a physical civic address in the province. It is where you operate or manage B.C. activities. It is not your head office outside B.C. It is also not your attorney for service address, though those may be the same. Many companies list a delivery address and a separate mailing address. The delivery address must be a street address in B.C. The mailing address can be different and may be a P.O. Box.

Who typically uses this form?

Officers, directors, corporate secretaries, or authorized filing agents use it. Paralegals and law firms also file it for clients. You should use it if your extraprovincial company has moved its B.C. office. You also use it if only the mailing address has changed. If your attorney for service changed, that is a different filing. This form only covers the head office in B.C.

Why would you need this form?

Your B.C. office moves to a new city or location. Your suite number changes after a building re-numbering. You shift from a home office to a leased office. You add a new mail drop and want mail sent there. Any change that affects where you receive deliveries in B.C. should be filed. You must keep your B.C. head office address current on the registry. The registry and other parties rely on it.

Typical usage scenarios

• A federal corporation with a new Vancouver office.
• An Alberta corporation expands and relocates its B.C. base to Surrey.
• A manufacturer consolidates B.C. operations in Langley.
• A consulting firm moves from a co-working space to a private office.
• A company switches to a new P.O. Box for mail.

In each case, the public record must reflect the new B.C. head office details.

Filing this form keeps you compliant in B.C. It also reduces delivery issues. It helps avoid missed notices and fines. It ensures lenders, partners, and the public can find you. It also supports clean corporate records for due diligence. If you fail to update, you risk status issues with the registry.

When Would You Use a Form 15 – REG 749 – Change of Head Office in the Province – Extraprovincial?

You use this form any time your extraprovincial company changes its B.C. head office address. The trigger is a change to the physical delivery address in the province. You also use it if you update the mailing address while the delivery address stays the same. This applies whether the move is within the same building or across cities. It applies to planned moves and emergency relocations. It also applies if a municipality renumbers streets and your civic address changes.

Typical users

• Owners
• Directors
• Officers of extraprovincial companies
• Corporate managers and office administrators file it as part of move checklists.
• Law firms and corporate service providers file it as agents for clients.

Landlords do not file it, but may remind you to update records. If you hold licences or permits tied to an address, you should file the change. This is true even if your operations continue without interruption.

Use this form if you moved from a short-term coworking space to a dedicated office. Use it if you changed suites after a fit-out. Use it if your building’s name changed and Canada Post demands a new address format. Use it if you set a new P.O. Box for mail while keeping the same street address. Use it after any merger that consolidates B.C. operations at a new site. Do not wait for your next annual report. File the change as soon as the new address takes effect.

Legal Characteristics of the Form 15 – REG 749 – Change of Head Office in the Province – Extraprovincial

This filing is a statutory notice to the Registrar. It is not a contract between parties. It is legally binding on your company because the corporate statutes require accurate records. Once accepted, the new address becomes part of the official public record. Government agencies and the public may rely on that record. Courts and regulators treat the registry record as authoritative.

What ensures enforceability?

Enforceability stems from the governing corporate legislation and regulations. The Registrar has authority to require accurate and timely filings. The filing must be completed by an authorized person. That person certifies the information is true. False statements can attract penalties. Late or missing filings can lead to non-compliance status. Continued non-compliance can lead to loss of good standing. In serious cases, your B.C. registration can be cancelled.

Several legal considerations apply. First, the delivery address must be a physical civic address in British Columbia. A P.O. Box cannot be used for delivery. Second, the address should permit delivery during normal business hours. Third, you must keep the mailing address current if you use one. Fourth, this filing does not change your attorney for service. If your attorney’s address changes, file the separate attorney change. Fifth, file the head office change promptly after it takes effect. Do not rely on private notices to counterparties. The registry record is what regulators will check.

The form includes a certification clause. The signer confirms authority to file and accuracy of the information. The Registrar can reject incomplete or incorrect filings. The Registrar can also request corrections. Keep proof of the move in your records. A lease, licence, or occupancy letter helps if questions arise. You do not need to attach proof to the form, but you should retain it.

Finally, the filing affects where some stakeholders will send notices. Some parties will send notices to your head office in B.C. Others may send notices to your attorney for service. You should make sure both are current. Update both if needed using the proper processes. This reduces the risk of missed legal documents.

How to Fill Out a Form 15 – REG 749 – Change of Head Office in the Province – Extraprovincial

1) Confirm you are filing for the right entity type

Make sure the company is an extraprovincial company registered in B.C. This means it was formed under another jurisdiction’s law. Examples include a federal corporation or another province’s corporation. If you are a B.C. company, this is not your form. If you are changing your attorney for service, this is not the right filing.

2) Gather the required information

• The B.C. corporate number assigned to your extraprovincial company.
• The full legal name of the company as shown on the B.C. register.
• The current B.C. head office delivery address on record.
• The new B.C. head office delivery address (street address).
• The new mailing address, if different from the delivery address.
• The effective date of the change.
• The name, title, phone, and email of the authorized certifier.

Confirm that the new delivery address is a physical address in B.C. Include unit or suite numbers. Confirm the postal code. Avoid P.O. Boxes for the delivery address. You may use a P.O. Box for the mailing address.

3) Prepare the address details carefully

Use standard Canada Post formatting. Include civic number, street, city, and postal code. Add “Unit” or “Suite” if applicable. Ensure the municipality name matches local usage. If the building has a range of addresses, confirm your assigned suite. If using a rural address, include legal land description if required. If your mailing address is different, enter that separately.

4) Choose the effective date

Enter the date the new address takes effect. This is the date you began operating or receiving mail there. Do not predate a move you have not made. If the move is staged, use the date you can receive deliveries. The registry records will show this date. It should match your internal move records.

5) Complete the company identification section

Enter the corporate number exactly. Enter the full legal name as it appears on the registry. Avoid trade names or abbreviations not in the legal name. If your name changed recently, ensure that change is already filed. The system matches your number and legal name.

6) Complete the head office in the province section

Enter the new delivery address in B.C. This must be a street address. Enter the mailing address if different from delivery. If same, confirm that choice as required. Do not leave required fields blank. If a field does not apply, indicate “N/A” only if permitted.

7) Review the certification section (the “clauses” you agree to)

Read the certification statements. You will confirm you are authorized to file. You will confirm the information is true and complete. You acknowledge that false statements carry consequences. This certification is your legal declaration. Ensure your internal authority is documented. A resolution or delegation helps, though it is not filed.

8) Identify the parties and signatory

The “party” to the filing is the extraprovincial company. The signing person is an officer, director, or authorized agent. An attorney for service may sign if authorized. Enter the signer’s name and title. Provide a direct phone and email for follow-up. Do not use a generic email if you cannot monitor it.

9) Sign the form

If filing online, the system captures an electronic signature or certification. If filing on paper, sign in ink. Print your name and title under the signature line. Date the signature. Ensure the signature date is on or after the effective date. Keep the signed original for your records if you submit a scan.

10) Attach schedules only if required

This filing is usually a single page. Schedules are rarely required. Do not attach a lease or map unless requested. If you must explain unusual address details, use an attachment. Label any attachment clearly. Reference the company number and the section it supports.

11) Pay the filing fee

A filing fee applies. You may also pay a service fee if using an agent. Have your payment method ready. If you file online, payment is processed at submission. If filing by paper, follow the payment instructions on the form.

12) Submit and obtain confirmation

Submit the filing. Save the confirmation or receipt. Download or print the filed copy. The registry updates are often immediate for online filings. Paper filings take longer. Check the company’s summary to confirm the new address appears. If it does not, contact the registry with your receipt details.

13) Update your corporate records and stakeholders

Place a copy of the filed form in your minute book. Update internal records and letterhead. Update banking, insurance, and licensing records. Notify your landlord and utilities as needed. Confirm your municipal licences reflect the new address. If you use a registered agent, inform them too.

Common mistakes

• Do not use an out-of-province address for delivery.
• Do not list only a P.O. Box for delivery.
• Do not miss unit or suite numbers.
• Do not use nicknames or trade names.
• Do not wait until your annual report to file.
• Do not assume mail forwarding will capture legal notices.

If the filing is rejected

• Corrections are common and easy to fix.
• Read the rejection note carefully.
• Correct the address format or missing fields.
• Re-submit with the same effective date.
• Keep your move evidence in case the registry requests it.
• If you cannot resolve an issue, seek help from a filing professional.

Real-world examples

• Your Alberta corporation is registered in B.C. Your B.C. operations move from 123 Main Street, Vancouver, to 456 Oak Avenue, Surrey. You complete this form with the new Surrey address as the delivery address. You keep the same P.O. Box in Vancouver for mail, so you list that as the mailing address. You sign as Vice President, Operations. You file online the day the move completes. The registry updates the record within minutes. Your bank and insurer accept the filed copy as proof of address change.
• Your federal corporation keeps the same physical office. You change your mailing address to a new P.O. Box. You file this form with only the mailing address updated. Your delivery address remains unchanged. You sign as Corporate Secretary. The registry shows the new mailing address on your company’s profile.

Practical tips

• File the change as soon as the move is firm.
• Coordinate the filing with your move checklist.
• Make sure someone can accept deliveries at the new location.
• If there will be downtime, file once you can receive mail there.
• Keep a calendar reminder to check the registry profile after filing.
• Save the filed copy to a shared legal folder for audit and due diligence.

Scope limits

• This form does not change your legal name.
• It does not change your home jurisdiction.
• It does not appoint or change your attorney for service.
• It does not update directors or officers.
• It covers only the head office in the province and, if applicable, mailing details. Use the appropriate filings for other changes.

By following these steps, you will complete the filing correctly. You will keep your extraprovincial company compliant in British Columbia. You will avoid missed notices and delivery issues. You will also keep your corporate records clean for lenders, regulators, and buyers.

Legal Terms You Might Encounter

• Extraprovincial society: Your organization is formed outside British Columbia but registered to operate in the province. This form updates the “head office in the province” for that extraprovincial registration.
• Head office in the province: This is the primary BC location where you keep records available in the province and receive official notices for the society in BC. You use Form 15 to change that location within BC.
• Delivery address: The physical, street address in BC where people can deliver documents by hand or courier during business hours. You cannot list a PO Box here. Form 15 requires this if the head office moves.
• Mailing address: The address where you want mail sent. This can be a PO Box. If your mailing address changes with the move, update it in the form as well.
• Address for service: The address where the society can be legally served with documents in BC. For societies, this function is usually covered by the head office delivery address in the province. Ensure it is accurate and staffed.
• Authorized signatory: The person with authority to sign the form on behalf of the society. This is often a director or an officer. The registry may reject the filing if an unauthorized person signs.
• Registration number: The unique number assigned to your extraprovincial society in BC. You include it on the form so the registry links the change to the correct record.
• Effective date: The date the new head office takes effect. If the form allows you to state an effective date, make sure it matches your actual move date and internal resolution.
• Directors’ resolution: A written record showing the board approved the head office move. The form does not necessarily attach it, but you should keep it in your records in case you need to prove authority for the change.
• Corporate records book: The central record of your governing documents, minutes, and filings. After filing Form 15, update this book with the new address and proof of filing.

FAQs

Do you have to file if only the mailing address changes?

Yes. If your mailing address changes, you should update it so official mail reaches you. If the delivery address stays the same, you still report the mailing address change on the form if the form allows both fields. Keep both addresses current.

Do you have to keep the head office in British Columbia?

Yes. The head office in the province must be a British Columbia address. If you no longer maintain a BC head office, your status as an extraprovincial society in BC may be affected. Keep an active BC delivery address where you can accept documents in person.

Can you use a PO Box for the head office?

You can use a PO Box for the mailing address, not for the delivery address. The delivery address must be a physical location in BC where someone can deliver documents during business hours. If you only have a PO Box, add a physical delivery location.

Who can sign Form 15?

A director or authorized officer typically signs. Confirm who has authority under your bylaws or a directors’ resolution. The form may require the signer to state their title. If you are unsure, have the board pass a resolution naming the signatory.

When should you file the change?

File the change as soon as you know the new address and the date it takes effect. If possible, file on or before the effective date so service and mail do not go to the old address. Do not wait until after you move to submit the form.

Can you set a future effective date on the form?

If the form provides a field for “effective date,” you can use it to set a future date that aligns with your move. If the form does not provide such a field, submit the filing on the day the change happens. Keep proof of the actual move date in your records.

How do you correct a mistake after filing?

If you made a typo or used the wrong unit number, file another change to update the address to the correct details. If you discover the issue immediately, contact the registry to confirm the fastest correction method. Keep a copy of both filings in your records.

Is there a fee to file Form 15?

Yes, filing fees apply. Check the current fee before submitting. If you submit a correction, that filing may also carry a fee. Budget for both if timing is tight and you expect potential changes.

How long does processing take?

Online filings usually update faster than paper submissions. If you have a deadline or need proof of the new address quickly, file online if available. Keep the registry confirmation for your records and for third parties who need proof.

Do you need a board resolution?

Best practice is to have a directors’ resolution approving the move and authorizing the signatory. Your bylaws may require one. Even if not required with the form, keep it in your records book to support the filing.

Checklist: Before, During, and After the Form 15 – REG 749 – Change of Head Office in the Province – Extraprovincial

Before signing

• Confirm the exact new delivery address. Include unit or suite number, building name, and buzzer code if relevant.
• Verify the address is within British Columbia and is a physical location open during business hours.
• Decide the mailing address. If you use a PO Box for mail, gather that information too.
• Align the effective date with your lease start, possession date, or occupancy certificate.
• Prepare a directors’ resolution authorizing the address change and the signing officer.
• Confirm the legal name and BC registration number as shown on your registry profile.
• Gather the signer’s full name and title as it will appear on the form.
• Check your bylaws for any notice or approval requirements tied to address changes.
• Set mail forwarding from the old address and schedule a date to update signage.
• Note any funders, banks, insurers, or government programs that require prompt notice.

During signing

• Verify the society’s exact legal name and BC registration number match registry records.
• Confirm the new delivery address is complete and correct. Don’t omit the unit number.
• Check that the mailing address field, if different, is accurate and current.
• If the form includes an effective date, confirm it matches your internal approval and move plan.
• Ensure the signer states their correct title (e.g., Director, President, Secretary).
• Review the form for consistency between addresses, postal codes, and city names.
• Confirm any attachments or schedules required by the form.
• Double-check signatures and dates are in the correct boxes. Use dark ink if filing on paper.

After signing

• File the form with the registry using the channel you chose (online or paper).
• Pay the filing fee and obtain proof of payment if available.
• Save a copy of the filed form and the registry confirmation or receipt.
• Update your corporate records book with the new address, the filed form, and the directors’ resolution.
• Notify stakeholders: directors, officers, bookkeeping and audit teams, legal counsel, staff.
• Update your letterhead, website, email footers, and any standing contracts or forms.
• Notify banks, insurers, grantors, and key partners that rely on your address.
• Update addresses with tax authorities and any licensing or regulatory bodies.
• Change utility accounts, security monitoring, and courier pickup and delivery instructions.
• Set up or confirm mail forwarding and test delivery to the new location.
• Post updated address on your premises if required by policy or bylaws.

Common Mistakes to Avoid

• Using a PO Box as the delivery address. Don’t list a PO Box for the physical address. The registry can reject the filing. Even if accepted by mistake, service may fail, putting you at risk for missed notices.
• Forgetting the unit or suite number. Missing unit numbers cause misdelivery and confusion. You may miss legal documents or time-sensitive mail. Always include the full civic address.
• Mismatched effective date and move date. If you set an effective date that does not match reality, mail and service may go to the wrong address. Align the effective date with the actual move and internal resolution.
• Wrong legal name or registration number. Typos can delay processing or misapply the change to another entity’s record. Cross-check against your registry profile before signing.
• No internal approval or signatory authority. If the signer lacks authority, the filing can be challenged. Keep a board resolution authorizing both the move and the signatory.
• Not updating stakeholders after filing. If you fail to notify banks, insurers, funders, or regulators, payments or notices may go astray. This can delay funding, void coverage, or trigger compliance issues.

What to Do After Filling Out the Form

File the form promptly. Submit it through your chosen channel and pay the fee. If you need the change to appear quickly on your public record, file online if available. Keep the confirmation.

Record the change internally. Update your records book with:

• The signed form
• Registry confirmation or receipt
• Directors’ resolution authorizing the move
• Notes on the effective date and any conditions

Confirm the public record. After filing, check your registry profile to ensure the new head office address displays correctly. If it does not, contact the registry or file a correction.

Update operational materials. Refresh your address on:

• Letterhead, invoice templates, and receipts
• Website contact page and privacy policy notices
• Email signatures and auto-responders
• Marketing materials and forms provided to clients, members, or donors

Notify key third parties. Send the new address to:

• Banks, payment processors, and merchant accounts
• Insurers and brokers
• Auditors, accountants, and payroll providers
• Granting agencies and government programs
• Landlord at the old location (for forwarding) and new landlord (for compliance)
• Courier accounts and mailroom services

Align compliance registrations. Update your address with:

• Tax authorities for mail and account notices
• Licensing or permitting bodies that require current location data
• Any sector regulator that uses your head office for notices

Manage the move logistics.

• Set mail forwarding from the old address for a reasonable overlap period. Place door signage with the new address if visitors still arrive at the old site. Update security system contacts and emergency response lists.

Plan for corrections if needed.

• If you spot an error on the filed form, submit a new change as soon as possible. Keep both filings and notes explaining the correction. Notify critical partners if the error could affect deliveries.

Retain evidence of the move.

• Keep your new lease, occupancy evidence, and any correspondence confirming the date you took possession. This helps prove the effective date if it is ever questioned.

Reconfirm after the first month.

• Review returned mail, courier experiences, and registry records 30 days after the move. Fix gaps, update contacts that still use the old address, and verify that deliveries arrive during business hours.

Coordinate with your home jurisdiction.

• If your home jurisdiction requires you to keep a corresponding head office or registered office record, update that record too. Keep copies of all filings in both jurisdictions.

Prepare for audits and due diligence.

• Many funders and banks check the head office address. Keep your documentation organized so you can quickly provide proof of the current BC head office.