Key Takeaways
- Trade names must be updated in GST records when changed to maintain legal compliance.
- You can amend your trade name online through the GST portal by following specific steps and uploading required documents.
- Approval for the trade name change typically takes 15–20 days after application submission.
- An offline method is available by submitting Form GST REG-14 at the GST authority office.
- Accurate form filling and correct document submission are crucial to avoid application rejection.
Businesses often need to change their trade name for various purposes. However, updating the same in the unified official GST portal is essential for GST-registered taxpayers or businesses to continue seamless operations. However, some might need assistance with the process of changing names on the GST portal and in the GST certificate.
Here is how to change the trade name in the GST portal and certificate, online and offline.
What Is A Trade Name in GST?
A trade name is a name by which a company is known among its stakeholders for business and legal purposes. Rebranding, mergers and acquisitions of smaller companies by larger companies are some of the instances that necessitate a change in the name of a company.
In such a circumstance, businesses need to update their changed name in the legal documents. Goods and services tax registration is one of the important areas in which business owners need to update the changed name.
How to Change Trade Name in the GST Portal?
Here are the steps to change the name in the GST portal:
Step 1: Arrange all the necessary documents and GST registration details that the GST authorities demand. This includes your GST registration certificate and documents reflecting the changed business name, such as board resolution, partnership deed or certificate of incorporation (based on the constitution of business).
Further, ensure you have the address proof and identity proof of the authorised signatory.
Step 2: Go to the official GST portal and log in using the login credentials.
Step 3: Look for the ‘Services’ tab and navigate to the ‘Amendment of Registration Core Fields’ tab in the drop-down menu. Further, choose ‘Business Details’ under the amendment in core fields option.
Step 4: Find the edit option to correct your company’s name and fill in the new name. Notably, this is the only applicable option to change or rectify the name of your business on the GST portal.
Step 5: Upload relevant documents and supporting documents as proof of name change for your business.
Step 6: Review the details before you submit the application. Further, complete verification (online verification which is a mandatory verification) by entering the OTP (one-time password) you receive on your mobile or email address, to complete the progress.
Steps for Amending Trade Name in the GST Registration Certificate
Amending the name in the GST registration certificate is seamless. You need to follow the steps mentioned above to change the name on the GST portal first. Further, you need to follow the steps below:
Step 1: Wait for Approval for Amendment
Once you submit the name amendment request on the GST portal, the GST authorities will approve and process it. You can track the application status on the GST common portal.
Step 2: Download Updated Certificate
As you receive the approval from the GST authorities, download the updated GST registration certificate for future reference.
Step 3: Update Business Records
Ensure you update the changed name in all legal documents like invoices, letterheads and other documents. This will ensure legal compliance followed by adherence to tax laws while avoiding adverse legal implications.
Thus, you can follow the steps mentioned above to change the name in the GST registration certificate.
How Long Will It Take Once I Submit My Amendment Application?
Even though the time frame to change the name on the GST registration certificate varies between businesses, it usually takes around 15 to 20 days for the details to be updated. Additionally, you can change the name more than once if required without having to change the GST identification number (GSTIN). You will not have to pay any fee for changing the trade name on the GST portal or GST certificate.
Offline Method for Changing Trade Name
Here are the steps to change the name offline:
Step 1: Collect form GST REG-14 from the GST authority office or download the same from the GST website.
Step 2: Fill in form GST REG-14, and attach the required supporting documents as mandated by the GST officer. If the form is complete and the documents are appropriate, the GST authorities will approve the offline application for a name change.
Step 3: If the jurisdictional tax official is dissatisfied with the application, he/she will notify in form GST REG-03. You have to reply to the notification using form GST REG-04 within 7 days from the date of issuing the notification. If the responsible officer is further dissatisfied, he/she will reject the application in form GST REG-05.
Conclusion
To answer how to change the trade name in GST, you can use either the online method or the offline method. While the online method can help you change the name of your business from your convenient place, the offline method will mandate you to visit the relevant authority office.
Choose the method of name change that suits you best, whether through the GST portal or by visiting the tax authority office. However, ensure you fill in all the details accurately in the forms. Further, submit and upload documents correctly to avoid rejection of the name change application.
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FAQs
What documents are required to change the trade name on the GST portal?
You’ll need your GST registration certificate and official documents reflecting the new business name, such as a board resolution, partnership deed, or new certificate of incorporation. Additionally, provide address proof and identity proof of the authorized signatory.
How long does it take for the trade name change to be approved after submitting the amendment application?
Approval typically takes about 15 to 20 days after you submit the amendment application. You can track the status on the GST portal. Timely and accurate submission of all required documents helps avoid delays.
Can I change my trade name multiple times without altering my GSTIN, and is there a fee involved?
Yes, you can change your trade name multiple times without changing your GST Identification Number (GSTIN). There is no fee for changing the trade name on the GST portal or updating your GST registration certificate.
What is the procedure for changing the trade name offline, and what if my application is initially rejected?
Obtain Form GST REG-14 from the GST office or download it. Fill it out accurately and attach the required documents. If the GST officer needs more information, they’ll notify you via Form GST REG-03, and you’ll have seven days to respond with Form GST REG-04. If issues persist, your application may be rejected using Form GST REG-05.
What steps should I take after my trade name change is approved by the GST authorities?
Download the updated GST registration certificate from the GST portal. Update your new trade name on all business documents like invoices and letterheads to ensure legal compliance and consistency across all official materials.
