Change of Company Email Address — Announcement Letter Format
When your company changes its official email address, a short announcement / intimation letter to clients, vendors, banks and authorities keeps communication uninterrupted and avoids missed invoices or notices. This guide gives you a ready-to-use format and a checklist of where to update the new email.
Why announce an email change formally
Your official email is the contact point for invoices, statements, statutory notices and OTP-based approvals. If it changes and you do not intimate stakeholders, important mail can bounce or go unseen. A brief written announcement on company letterhead creates a clear record of the change and its effective date.
Company email address change — announcement letter format
Date: [DD/MM/YYYY]
Subject: Change in our official email address
Dear Sir/Madam,
Please be informed that the official email address of [Company Name] Private Limited has changed with effect from [DD/MM/YYYY]:
Old email: [[email protected]]
New email: [[email protected]]Kindly update your records and direct all future correspondence, invoices and communication to the new email address. All other details — our name, CIN, GSTIN, PAN, phone and address — remain unchanged. We request you to acknowledge this update.
Thanking you,
For [Company Name] Private Limited
[Name], [Designation]
Where to update the new email
- Clients, vendors and business partners (this announcement).
- Banks — for statements and transaction alerts.
- MCA — the company’s contact email gets updated through your filings; keep it current so ROC correspondence reaches you.
- GST, Income-tax (TAN/PAN), professional tax and licences — update the registered email/contact so OTPs and notices arrive correctly.
- Website, invoices, letterheads, email signatures and social profiles.
Frequently asked questions
Do I need to inform the MCA about an email change?
Keep the company’s contact email current in your MCA records/filings so statutory correspondence reaches you; it is updated through your regular filings rather than a standalone form in most cases.
Does changing the email affect the company’s legal identity?
No. It is only a contact detail — the CIN, PAN, GSTIN and legal status are unaffected.
Should I inform the bank about a new email?
Yes, so account statements, alerts and transaction OTPs continue to reach the correct address.
Updating company details? TAXAJ keeps your MCA, GST and other registrations current. Update your company records with TAXAJ →
Related guides: Change of company address letter to bank · Company name change letter format · Change registered address
