When going with a change of registered office in Malta, it is crucial to ensure your business continues receiving official notices, tax correspondence, and legal documents at the correct address. Whether your company is expanding, restructuring, or switching to a new corporate service provider, the Malta Business Registry (MBR) requires timely notification of any address change.

In this guide, we outline everything you need to know to change the registered office of your Maltese company, including the legal requirements, approval procedures, and best practices to stay compliant.

Key Highlights:

  • Learn how to change the registered office of your Maltese company while maintaining full compliance.
  • Understand the legal process under the Companies Act (Cap. 386) for board-approved or shareholder-approved address changes.
  • Discover the types of registered office changes in Malta.
  • Follow a clear, step-by-step guide to prepare resolutions, file Form Q, and notify authorities.
  • Avoid penalties and ensure smooth compliance by updating all corporate records, bank details, and regulatory filings after address relocation.

Why Companies Change Their Registered Office?

Some common reasons for a change include:

  • Relocation or Expansion: Companies may shift to a new commercial space, expand to business districts, or move closer to clients or workforce hubs.
  • Changing the Registered Agent / Corporate Service Provider: When businesses switch to a different firm for corporate administration, they must submit a registered office amendment in Malta to reflect the new service address.
  • Cost Optimization: Some companies move to virtual or shared office facilities to reduce operational expenses while maintaining compliance.
  • Administrative or Strategic Reorganization: Internal restructuring, mergers, or changes in management may require updating the registered office to align records with operational activity.

Understanding the Registered Office Requirement in Malta

Every company incorporated in Malta must maintain a registered office. This is the official address recorded in the MBR and serves as the primary point of contact for government authorities, regulatory bodies, and courts. 

The legal basis for this requirement is outlined under the Companies Act (Chapter 386 of the Laws of Malta), which states that every company must at all times have a registered office and must notify the Registrar if that address changes. 

Who Can Approve the Change of Registered Office?

Under the Companies Act, the approval mechanism for a company’s change of registered office within Malta is expressly stipulated.

Who Can Approve:

  • The Board of Directors (i.e., the directors of the company) can approve the change of registered office via a board resolution.
  • This means that unless the company’s memorandum or articles provide otherwise, shareholder approval is not required for a change of registered office.
  • The company secretary (if appointed) or directors are responsible for notifying the Registrar post-resolution.

Types of Registered Office Changes in Malta

Below are the main types of registered office changes recognized in Malta:

1. Change Within the Same Locality

This is the most common and straightforward type of registered office change.

  • It involves relocating the company’s registered office to a different address within the same town or locality.
  • Such changes can be approved by the board of directors without requiring shareholder approval.

2. Change to a Different Locality Within Malta

This type of change occurs when a company moves its registered office from one town or city to another.

  • The procedure remains the same. A board resolution is sufficient, and the Registrar must be notified within 14 days.
  • However, if the company’s memorandum specifies the locality of the registered office (not just the address), the memorandum must be updated to reflect the new locality.

3. Change Involving Amendments to the Company’s Memorandum

If the company’s memorandum explicitly states the registered office address or locality, any modification to that information constitutes a change to the memorandum of association.

  • In such cases, the change must be approved by shareholders via an extraordinary resolution.
  • The updated memorandum and notice of change must then be filed with the Registrar for registration.

4. Change in Registered Office for Overseas Companies

Foreign or overseas companies operating in Malta through a branch or place of business are also required to notify the Registrar of any address change. These companies must submit a return detailing the new address of their principal place of business or branch within 14 days.

Step-by-Step Process to Change the Registered Office in Malta

Below is a clear, step-by-step guide for a change of registered office:

Step 1: Pass the board/shareholder resolution

Hold a board meeting (or obtain written board consent) and pass a formal resolution approving the amendment. Keep the signed resolution with the company’s statutory records. If the company’s Memorandum & Articles of Association require shareholder approval for address changes, convene the shareholders and record the shareholders’ resolution.

Step 2: Prepare and file the notice of change with the MBR

Complete Form Q (or the online equivalent via the ROC/MBR portal) and attach the board/shareholder resolution. Submit the form and any supporting documents to the MBR.

Step 3: Submit updated address documents and proof of right to use the address

Attach proof that the company may use the new address (e.g., lease agreement, tenancy letter, letter from the corporate service provider, or virtual office agreement). If the change involves a new company secretary, director changes, or other related officer updates, complete the relevant MBR forms.

Step 4: Notify tax authorities, VAT office, banks, and other stakeholders

  • Tax / VAT: Notify the Commissioner for Revenue (CFR) / VAT office of the new registered address so tax correspondence and VAT certificates reflect the correct address. 
  • Banks: Inform the company’s bank(s) and provide them with a copy of the board resolution and the MBR confirmation (or submission receipt). 
  • Clients, suppliers, auditors, insurers, and regulators: Send formal notices (email/letter) attaching proof of the MBR filing and resolution.
  • Update public-facing records: Update the company website, letterhead, contracts, and statutory registers to reflect the change of registered address in Malta.

Step 5: Confirm registration and retain records

After submission, obtain MBR confirmation (a filing receipt or the updated entry on the public register). Keep the MBR acknowledgement and the board/shareholder resolution in the statutory books. These form the primary evidence of compliance with company address change filing requirements in Malta.

Documents Required for Address Change

Here are some typical documents required for a change of registered business office in Malta:

  • Board Resolution Approving the Change
  • Completed Notice of Change Form (Form Q)
  • Proof of Right to Use the New Address
    • Lease agreement
    • Sub-lease permission letter (if applicable)
    • Virtual office / corporate service address agreement
    • Landlord or provider confirmation letter
  • Identification Documents for Authorized Signatory / Director
  • Updated Statutory Records

Regulatory Authorities to Notify

Some key authorities to notify after a company address change in Malta:

  • MBR: The primary step is filing the amendment using Form Q to officially update the public corporate register.
  • CFR: The company must update its registered address for income tax, corporate tax, and VAT correspondence. 
  • JobsPlus (if the company employs staff): Employers registered with JobsPlus must update their corporate details to ensure employee records, payroll compliance, and employment reporting.
  • Banks and Financial Institutions: Banks require official documentation to update corporate mandates and maintain compliance with Anti-Money Laundering (AML) requirements.
  • Regulatory or Licensing Authorities (only if applicable): For regulated businesses (e.g., gaming, financial services, healthcare, professional licensing), regulators such as the Malta Financial Services Authority (MFSA) may require a separate notification.

Updating Business Stationery and Digital Assets

Updating your address across all platforms reinforces trust, maintains brand consistency, and ensures compliance with professional and legal communication standards.

You must update your new address on:

  • Printed Stationery:
    • Company letterheads and stationery templates
    • Official contracts and agreements
    • Invoices, receipts, and purchase orders
    • Business cards and brochures
  • Digital Assets:
    • Website footer and contact page to reflect the change of the registered business office in Malta
    • Email signatures for all employees
    • Digital invoice templates and accounting software address fields
    • Company profiles on business directories
  • Online Business Profiles:
    • Google Business Profile (so customers see the correct map pin and contact details)
    • LinkedIn Company Page and other corporate social profiles
    • Domain WHOIS Records (if publicly displayed; especially relevant for regulated sectors)
  • Industry or Regulatory Listings (where applicable): If your business is regulated (finance, gaming, healthcare, legal, transport, etc.), update address details in any regulatory portals or disclosure statements.

Penalties or Legal Consequences of Not Updating the Registered Office

If a company fails to file a change when relocating, it may face financial penalties and administrative consequences. For this reason, timely compliance with filing requirements is essential.

  • Administrative Fines: The MBR may impose administrative penalties for failure to notify the Registrar when changing address.
  • Missed Legal or Court Notices: If official documents are sent to the outdated registered office, they are legally deemed delivered, which may result in:
    • Missed tax deadlines or compliance filings
    • Enforcement actions or interest charges
  • Risk of Non-Compliance Status in Public Records: Failure to complete an amendment can result in the company being marked as non-compliant in the public register, potentially affecting:
    • Banking relationships
    • Licensing renewals
    • Supplier and investor due diligence checks
  • Possibility of Strike-Off / Deregistration Proceedings: The Registrar may take action to strike off a company from the register if the business no longer appears to maintain a valid registered office or is not fulfilling statutory obligations.

Best Practices When Changing Your Registered Office

To ensure a smooth and compliant transition when updating your company’s registered office, consider the following best practices:

  • Maintain a Clear Documentation Trail: Keep organized records of all resolutions, filings, acknowledgments from authorities, and proof of new address.
  • Cross-Check Filing Deadlines and Legal Requirements: Each jurisdiction has specific timelines for notifying the business registry and tax departments. Delays may result in penalties, so verify deadlines before initiating the change.
  • Keep Both Addresses Active During the Transition Period: Maintain mail forwarding or continued access to the previous address for at least several weeks. This ensures that no important legal notices, banking alerts, or government correspondence are missed during the transition.
  • Notify All Key Stakeholders Early: Inform banks, suppliers, clients, regulatory authorities, and business partners promptly to prevent service disruptions and ensure updated records.
  • Update Internal and External Communications: Revise all business stationery, signatures, invoices, contracts, and online listings (website, Google Business, directories) to reflect the new registered office address.

What to Consider When Moving Your Registered Office Internationally?

Relocating your registered office to another country involves more than just updating your business address. It requires careful review of legal, tax, and regulatory obligations in both the current and destination jurisdictions. Companies should evaluate the following considerations before proceeding:

  • Corporate Law and Regulatory Requirements: Different countries have distinct rules on company domicile, governance structures, and statutory filings. Some jurisdictions require full corporate re-registration, while others allow cross-border re-domiciliation. Verify whether your company type is eligible for international relocation under local company acts.
  • Tax Implications and Residency Status: Moving your registered office may change the tax residency of the entity. This can affect corporate income tax liabilities, withholding taxes, VAT registration, and transfer pricing obligations. It is critical to assess tax treaties, permanent establishment risks, and exit tax considerations when shifting from one jurisdiction to another.
  • Licensing and Permits: Certain industries, such as finance, insurance, pharmaceuticals, and logistics, may require new licenses in the destination country. Ensure sector-specific regulators are notified and approvals are obtained to maintain uninterrupted operations.
  • Banking and Financial Compliance: International address changes may require updating KYC records, bank mandates, and authorized signatories. Some banks may request additional due diligence or supporting documents before accepting the new registered address.
  • Employee and Operational Impact: If relocating the office affects staff location or payroll, companies may need to review labor laws, social security contributions, and employment contracts to remain compliant.
  • Stakeholder and Contract Notifications: Business partners, clients, vendors, and government agencies must be notified of the change. Certain contracts may require amendment if the company’s jurisdiction changes.

How Commenda Simplifies Your Registered Office Change

Changing your registered office can involve multiple filings, document updates, and compliance checks, especially when the the change affects tax, regulatory, and corporate records. Commenda streamlines this entire process using a structured, compliance-first approach designed to ensure accuracy and efficiency across jurisdictions.

  • Automated Document Preparation: Commenda prepares all required board resolutions, notices, and updated company records, minimizing administrative work for your team.
  • Jurisdiction-Specific Expertise: Whether you are processing a change of registered address, shifting to another city, or handling a cross-border move, Commenda ensures filings comply with local corporate laws and filing requirements.
  • End-to-End Regulatory Notifications: Commenda manages notifications to the MBR, tax authorities, financial institutions, and other stakeholders so no required party is overlooked.
  • Accuracy and Compliance Review: Every update is verified for consistency across legal, financial, and operational records, reducing the risk of errors or regulatory penalties.
  • Smooth Transition Management: Commenda coordinates timelines and documentation to prevent communication disruptions, ensuring the company continues to receive official correspondence at the right location.

Commenda handles every detail, ensuring your business remains compliant at every stage of the transition. Book a demo today to begin. 

FAQs

1. What is a company registered office and why is it required in Malta?

A registered office is the officially recorded address of a company where all legal notices, government correspondence, and compliance documents are delivered. 

2. Can I use my home address as the registered office in Malta?

Yes, a private residence can be used, provided the company obtains consent from the property owner and the address meets local compliance requirements. However, many businesses prefer using a professional registered office service to ensure privacy and operational continuity.

3. How long does it take to change the registered office address in Malta?

A change of registered address in Malta typically takes 1–5 business days once the required documents are filed with the Malta Business Registry. Processing times may vary depending on documentation accuracy.

4. Do I need to inform the tax authority when I change my registered office address?

Yes. After filing the registered office amendment in Malta with the MBR, companies must also notify the Commissioner for Tax and Customs (CFR) to ensure tax correspondence is redirected.

5. What documents are required to change the registered office address for a company?

Typical documentation includes:

  • Board resolution approving the address change
  • Completed MBR change form (Form K)
  • Proof of new address (rental agreement, utility bill, or landlord consent)
  • Updated Memorandum & Articles (if applicable)

6. Can a company move its registered office from one city to another or from one jurisdiction to another in Malta?

Yes. A change of registered business office is permitted, whether it is within the same locality or to another part of Malta. For cross-border redomiciliation, specific legal and tax requirements apply under the Companies Act (Continuation of Companies Regulations).

7. What happens if I do not update my company’s registered office address within the legal timeframe?

Failure to maintain an accurate business address may result in:

  • Regulatory penalties
  • Missed tax or compliance notices
  • Risk of administrative action by the Malta Business Registry

In severe cases, non-compliance can affect the company’s good standing or annual return filings.

8. How can Commenda help with changing my company’s registered office in Malta?

Commenda manages the full compliance process, including document preparation, regulator filings, and stakeholder notifications. This ensures company address change filing requirements in Malta are met without errors or delays.