The steps to follow depend on two factors:
whether your articles of association specify the full address of the head office or only the region,
whether the move takes place within the same region or not.
Case | Articles specify | Move | Decision | Notary |
1 | Region only | Same region | Director alone | No |
2 | Region only | Different region | Director alone (GM if language change) | Yes |
3 | Full address | Same or different region | Director alone (GM if change of region AND language) | Yes |
✅ 1. Decision
Decision by the director alone
What to do:
Draft a director's decision (minutes) stating the new address (see the template at the end of this article).
Date and sign the document.
Case 1: this decision is sufficient — no further formalities relating to the articles of association are required.
Cases 2 and 3: this decision must then be recorded by a notary, as it involves an amendment to the articles of association (see section 2).
If an extraordinary general meeting is required
What to do:
The decision can no longer be taken by the director alone — it must be taken at an extraordinary general meeting.
Enhanced formalities apply, including the translation of the articles of association.
It is recommended to consult a notary in advance to clarify the exact procedure.
✅ 2. Amendment of the articles of association and notary involvement (applicable in cases 2 and 3 only)
The notary drafts the amending deed and handles filing with the clerk's office of the business court.
💡 In Case 3, this is a good opportunity to update the articles so that they only mention the region (rather than the full address), making any future move within that same region much simpler.
✅ 3. Publication in the Belgian Official Gazette and update of the CBE
Case 1: you can handle this yourself (online, via e-greffe.be), or ask an accredited business counter for help. Publication costs amount to €171.70 excl. VAT from 1 March 2026 to 28 February 2027.
Cases 2 and 3: the notary files the amending deed with the clerk's office of the business court, which triggers the publication. The notary's fees are added to the publication costs (rates vary from one firm to another — ask your notary directly).
In all three cases, the address is then automatically updated in the Crossroads Bank for Enterprises once the publication has been completed, with no further action required on your part.
✅ 4. Notify your partners and update your documents
The same applies in all three cases. Update your address on:
Invoices
Website
Letterheads
Bank
Insurance policies
Clients and suppliers
FPS Finance (via Intervat — form 604B)