A sole proprietor may need to change the trade name of their firm or even their personal name for various reasons. In either case, it is crucial to update these changes on the GST portal to ensure smooth business operations.

Keeping the GST records accurate and up-to-date not only streamlines compliance but also helps avoid potential legal or transactional issues. In this guide, we will walk you through the process of how to change the proprietor name in the GST portal. 

Understanding the Necessity for Change Proprietor Name in the GST Portal

Here are the circumstances under which a change in the name of the proprietor is permissible in the GST portal:

1. Change in the legal name of the proprietor
2. Rectifications in the proprietor’s name due to spelling or typing errors
3. Changes in name after marriage or divorce
4. Additional legal reasons

Reasons for Changing the Name of a Registered Sole Proprietorship

Here are the reasons for a name change for a sole proprietorship firm:

Rebranding

Businesses often consider rebranding for growth and enhanced customer reach. A rebranding of a sole proprietorship form will require a name change for the firm.

Business Expansion

Sole proprietorship firms might choose to expand their business to a wider market in multiple locations. To indicate the same to the stakeholders, the firm might need to rename itself.

Overlapping Name

Often, there can be two or more businesses with similar names. This might confuse the stakeholders, especially customers. Thus, to avoid misunderstanding and ensure clarity, proprietorship firms might need to change their name.

Personal Preference

The proprietor or owner of a sole proprietorship firm might be willing to change the trade name of the firm for personal reasons. Thus, he/she will have to update the changed name on the GST portal after acquiring legal documents reflecting the rectified name.

Important Documents for Name Change in Proprietorship

The following are the important documents that proprietors need for a name change:

• Proprietor’s Aadhar card
• PAN card of the proprietor
• Photo
• Digital sign
• Proof of address of the firm
• Bank account details
• Any other legal document proof, if required

Pre-Requisites for Changing Proprietor Name

Here are the prerequisites for changing the proprietor’s name:

• A legal document as proof of a change in name
• Availability of registration details on the GST portal with login credentials
• Availability of the latest Digital Signature Certificate (DSC) of the proprietor, if required

Steps to Change Proprietor’s Name

Follow the steps below to change proprietor’s name on the GST portal:

Step 1: Gathering Necessary Documents

As a sole proprietor, ensure you possess legal documents to prove the name change. The legal documents can include a government gazette notification, a passport, a rectified Aadhaar card, a marriage certificate or a government-issued official document that reflects the changed name.

Step 2: Logging into the GST Portal

Go to the official GST portal and log in using your user credentials.

Step 3: Navigating to the Edit Section

Find the ‘Services’ tab and choose ‘Registration’ followed by ‘Amendment of Registration Non-core fields’.

Step 4: Updating Proprietor’s Name

Under the ‘Amendment of Registration Non-core fields’, navigate to the ‘Proprietor’s Information’ option. Click on the pencil icon (beside the proprietor’s name) indicated for editing the name.

Fill in the new name in accordance with the supporting and relevant document or legal document. Further, upload the document as proof of name change.

Step 5: Verification and Submission

Once you complete the document upload and name edits, you need to verify the same for validation. You can either use DSC or EVC (Electronic Verification Code). In case you use the former, ensure it is updated in accordance with the new name. However, if you use the latter, you will receive a verification code on your mobile and email address, which you need to enter for validation.

Step 6: Acknowledgement and Processing

You will receive an ARN (Application Reference Number) once the submission process is completed. Further, you might receive a call from the GST officer if additional documents are needed. If the GST officer is satisfied with the GST documents provided, he/she will approve the request and changes will be reflected on the GST portal.

Step 7: Confirmation

You will be notified over a message on the registered mobile number and email address, confirming the changes on the portal. Once you receive the confirmation message, you can download the updated GST registration certificate from the portal. Navigate to the ‘Services’ option and find ‘User Services’ to download the updated certificate.

Conclusion

Sole proprietors considering a name change often look for results elaborating on how to change the proprietor name in the GST portal. The above steps indicate that it is a hassle-free and straightforward process for any proprietor. Thus, if you are a proprietor planning to change the name, ensure you follow the steps above and update the changed name on the GST portal for legal compliance.

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