Changing individual entrepreneur data: stages and methods of re-registration

In case of any changes in personal data (surname, address, place of registration, etc.), a Sole Proprietor must first notify the following institutions:

• Pension Fund,

• Tax Service,

• State Registrar.

If this is not done in time, the tax authorities may detect a violation during an inspection and decide to cancel the taxpayer's registration. To avoid this and unnecessary fines, it is necessary to notify government institutions within 20 days from the date of the personal data change.

Updating the Unified State Register

If the data changes, the entrepreneur must update it in the Unified State Register. The accounting system must always have up-to-date information about the entrepreneur, their legal status, and activities. This ensures smooth and uninterrupted business operations.

To make changes, an application must be submitted. The document can be provided in person or sent by mail. It must be submitted to the state registrar at the entrepreneur's place of registration. Along with the application, the following documents must be provided:

• a document confirming the payment of the administrative fee — 0.3 of the subsistence minimum for able-bodied persons;

• a document confirming the changes, such as a new address or surname.

 If the Sole Proprietor has an authorized representative who will submit the application on their behalf, a notarized copy of the relevant document is also required.

Within 24 hours of receiving the documents, the updated data will be entered into the Unified State Register.

Updating Sole Proprietor Data in the Single Taxpayer Register

Article 299 of the Tax Code of Ukraine regulates the procedure for changing a Sole Proprietor’s data in the single taxpayer register. To update their information, the Sole Proprietor must contact the tax authorities at their place of registration. The application can be submitted in person or through a legal representative.

The Tax Service updates the entrepreneur's data in the following cases:

• change of business name, surname, first name, patronymic, passport series and number: the application must be submitted within a month of such changes;

• change of business registration address, business activities, or trading location: the application must be submitted to the tax office no later than the 20th of the month following such changes;

• change of tax group: the tax office must be notified at least 15 days before the start of the quarter in which the new rate will apply.

The Tax Service updates all changes in the register on the day of receiving the application.

The service is free of charge. Processing time: one business day.

Updating Sole Proprietor Data via Diia

Any data related to a sole proprietor can be updated online through the Diia portal.

Key service details:

• Registration on the website — no more than 2 minutes;

• Updating necessary registers — up to 10 minutes;

• Service fee for changing activity codes (KVED) or contact information — free of charge;

• Service fee for changing the registration address, place of business, or full name — subject to a fee, administrative charge — 230 UAH.

One of the main advantages of using the Diia platform is the ability to update data without contacting the state registrar.

Steps to obtain the service:

1. Log in to the website and access your personal account.

2. Fill out a short online application form for the service.

3. Sign the application using an electronic signature.

4. Once signed, the tax authorities will be automatically notified.

5. Diia will submit the application to the Unified State Register (USR): if the application includes a change in the taxation system, the relevant government agency will forward this information to the tax office at the sole proprietor’s registration location.

6. Check the application status in your personal account under the "Services" section.

Updating Personal Data via CNAP

Through CNAP, you can update passport details or the taxpayer identification number. Visit any branch and submit an application for administrative services.

If you need to update your taxpayer number, bring a copy of the certificate confirming the change.

If updating passport details, provide a copy of the first page of the document.

If you are unable to visit CNAP in person, you can send the application by mail. However, in this case, the signature on the document must be notarized.

An extract confirming changes in personal or registration data can be obtained through the Diia website. This document holds the same legal validity as a paper version, allowing you to print and use it as needed.

What to Do If Your Registered Address Changes?

 When changing the registered address, a Sole Proprietor must update all personal and accounting documents. To do this, follow these steps:

1. Contact the state registrar and submit an application. This can also be done through the Diia portal in your personal account.

2. Pay an administrative fee of 0.1 of the subsistence minimum set for able-bodied individuals.

3. Obtain a new extract from the state register. If the application was submitted directly through the electronic portal, the extract will be automatically sent to your personal account.

4. Submit an application to the tax office to opt for the simplified taxation system. The document must indicate the change of tax address. The application can also be submitted online through the electronic cabinet in Diia or on the Tax Service website. There is no need to notify the Pension Fund separately. Sole Proprietors in groups 1 and 2 must submit the application by the 20th of the month following the changes.

5. Obtain a new extract from the taxpayer register. To do this, visit the tax office at the new registration address.

Updating License Data Due to Registration Changes

When changing registration data, a Sole Proprietor must contact the licensing authority to update the necessary information.

This requirement is regulated by Law №481. According to it, a Sole Proprietor must submit an application to the authority that issued the license within one month from the date of the change. The institution reviews the request and issues an updated license on a new form within three business days. If the Sole Proprietor fails to apply to the licensing authority within the set period, this may be grounds for canceling the current permit.

Re-registration of ECR/pECR When Changing a Sole Proprietor's Name or Address

Ministry of Finance Order №317 specifies the procedure for re-registering an ECR/pECR if a Sole Proprietor has changed personal or registration data.

To do this, complete Form 1-pECR and mark it as «Re-registration». The application is submitted to the tax office at the new place of record in case of a change in the business registration address.

Changing an Electronic Signature

If a Sole Proprietor changes their surname, they must update their electronic signature (KES). To do this, submit a request to an organization providing trusted electronic services. You can select a provider from the list available on the Electronic Registry Website.

Next, follow these steps:

• Visit the Unified State Register of Declarations Website.

• Use the function «I changed KES along with passport data».

• Enter your email and send a request for a recovery code.

• Receive an email with instructions for replacing the KES.

• Follow the link in the email from the Unified State Register of Declarations.

• Select a trusted electronic service provider.

• Update your KES.

Along with the electronic signature, the Sole Proprietor will receive a new certificate.

Finally, inform your partners and counterparties about changes in personal and registration data. It is also necessary to update this information in contracts to continue providing services and conducting business without interruptions.