To change who can sign on your business bank account, you send the bank a change of authorised signatory letter backed by the right authority document — a board resolution for a company, a resolution or consent of partners for an LLP or firm — plus KYC documents for the new signatory. The letter should say clearly who is being added, who is being removed, what powers each person holds, and from when. For exporters, it matters beyond cheques: the person who signs your monthly EDF should be someone the bank recognises.
Key takeaways
- The letter alone isn't enough; banks normally want an authority document such as a board resolution.
- Name every change explicitly: additions, deletions and any change in signing powers or limits.
- Include KYC documents and specimen signatures for new signatories, as your bank requires.
- Update the signatory before the next EDF so the declaration in Part 4 is signed by a recognised person.
- Ask your bank for its own format first — many banks have a standard form for signatory changes.
When you need to change signatories
| Trigger | What changes | Notes |
|---|---|---|
| Director resigns or joins | Remove or add signatory | Also update company records with the registrar as applicable |
| Partner retires from a firm or LLP | Remove signatory; possibly add another | Partner consent or resolution needed |
| Finance head changes | Add new person, remove old | Often affects net banking and trade access too |
| Change in signing rules | e.g. "any one" to "any two jointly" | Requires fresh authority |
| Limits change | e.g. signing up to ₹10 lakh alone, above jointly | Set out clearly in the resolution |
Signatory changes often get left until a cheque bounces or a bank refuses an instruction. For exporters, a common trigger is an EDF returned because the person who signed Part 4 isn't on the bank's records.
What the bank will usually ask for
Every bank publishes its own requirements, so treat this as a checklist to confirm, not a definitive list:
- Request letter on letterhead, signed by existing authorised signatories.
- Authority document: certified copy of the board resolution (company), resolution or consent of designated partners (LLP), or letter signed by all partners (partnership firm).
- KYC of new signatory: PAN, proof of identity and address, photograph.
- Specimen signature card for the new signatory.
- Updated list of directors/partners, where relevant.
If the bank needs a resolution format, our board resolution for bank account generator gives you a starting point.
Sample letter format
[Company letterhead]
Date: [DD Month YYYY]
To The Branch Manager [Bank name], [Branch address]
Subject: Change in authorised signatories — current account no. [XXXX] — [Company name]
Dear Sir/Madam,
Pursuant to the resolution passed by the Board of Directors at its meeting held on [date], a certified copy of which is enclosed, we request you to update the authorised signatories for the above account as follows, with effect from [date]:
Signatories to be deleted: 1. [Name], [Designation]
Signatories to be added: 1. [Name], [Designation], PAN [XXXX]
Mode of operation: [e.g. "Any one of the authorised signatories singly up to ₹10,00,000; above that, any two jointly."]
The above changes apply to all instructions on the account, including cheques, fund transfers, net banking, foreign exchange and export documentation such as Export Declaration Forms (EDFs).
We enclose KYC documents and specimen signatures of the new signatory. Kindly confirm once the changes are effected.
Yours faithfully,
[Name], [Designation] — Existing authorised signatory [Name], [Designation] — Existing authorised signatory
Enclosures: certified board resolution; KYC documents; specimen signature card
Our signatory change letter generator fills this format from your details. For a partnership or LLP, replace the board resolution reference with the partners' resolution or consent.
Why exporters should update signatories promptly
The EDF ends with Part 4, the declaration by the exporter, which needs a date, signature and name. Your AD bank compares that signature with the people it knows can act for your business. If a departed director signs, or a new finance head signs before being added, the bank may return the form or ask for authority.
That creates real problems: a returned EDF near the deadline (30 days from the end of the invoice month) can turn into a late filing. And when banks hold an inward credit until the EDF arrives, a signature problem can also delay money.
Example: Brightpath Analytics Pvt Ltd's CFO resigned on 31 October 2026. The new CFO signed the October EDF on 20 November, but Brightpath hadn't updated its signatories. The bank returned the form. Brightpath sent a director's signature instead, met the 30 November deadline with three days to spare, and filed the signatory change the next week. A month earlier, the same change would have avoided the scramble. Our guide on signing the EDF covers who can sign and in what form.
Other places to update at the same time
When a signatory changes, the bank account is only one record. Make a short list:
| Record | Why |
|---|---|
| Net banking and trade-portal user access | Old users should lose access; new users need it |
| Mobile number and email registered for alerts | Use our mobile/email update letter if needed |
| Authority letters given to staff | Revoke or reissue |
| DGFT and GST portal access | If the departing person was the registered contact |
| EDF template | Update the signatory name in your EDF generator |
This is general information, not legal or tax advice. Company-law filings for director changes are separate from bank requirements; ask your company secretary or CA.
Frequently asked questions
Is a board resolution required to change the authorised signatory?
For a company, banks normally ask for a certified copy of a board resolution authorising the change. LLPs and partnership firms provide a partners' resolution or consent instead. Check your bank's exact requirements.
Who should sign the change of signatory letter?
Existing authorised signatories, in line with the account's current mode of operation. If no existing signatory is available, ask the bank how to proceed — it will usually want stronger proof of authority.
Can a new signatory sign the EDF before the bank updates its records?
It's risky. The bank compares the Part 4 signature with its records and may return the form. Use an existing signatory until the change is confirmed.
What documents does the new signatory need to provide?
Typically PAN, proof of identity and address, a photograph and a specimen signature, plus any bank-specific forms. Your bank's published requirements are the final word.
How long does a signatory change take?
It varies by bank and branch. Ask when you submit, and get written confirmation once the change is effective so you know when the new signatory can act.
Bottom line
A signatory change is a short letter plus the right authority document — but doing it late can derail your next EDF. Generate the letter with the signatory change tool and update your bank records before the next filing.
This guide is general information for Indian businesses, not legal or tax advice. Rules and bank processes change — confirm specifics with your AD bank or chartered accountant.