IR401 Appoint an Executive Office Holder — Inland Revenue

What is IR401 Appoint an Executive Office Holder?

Companies, trusts, partnerships, estates, schools, clubs and other organisations can't log in to Inland Revenue themselves. Someone has to do it for them. The IR401 appoints an Executive Office Holder: a person inside the organisation who can make enquiries, receive statements, act with financial authority, and register for and manage the organisation's myIR account.

The Executive Office Holder is not a tax agent. For a company, trust or partnership it can be anyone the organisation appoints, such as a wages clerk. For a club, society or school it must be someone in an official leadership role, such as the chairperson, treasurer or secretary, and documents supporting their position must be attached. A valid owner with delegated authority signs the form: a director, a trustee, a partner, an executor, a school principal or board chair, or the head of the governing body.

FileIt fills Inland Revenue's own IR401 PDF from a guided form. First names and surnames go in the right halves of the shared name boxes, 8-digit IRD numbers start in the second box, and names with macrons print correctly. The completed form is saved in your FileIt vault, ready for the owner to sign.

Who needs to fill out IR401 Appoint an Executive Office Holder?

• Companies, trusts and partnerships that want a staff member to manage their tax affairs and myIR account.
• Clubs, societies and schools appointing their chairperson, treasurer or secretary to deal with Inland Revenue.
• Executors and administrators of estates that need someone to act with Inland Revenue.
• Body corporates and other organisations setting up access to myIR for the first time.

When to use IR401 Appoint an Executive Office Holder

• When an organisation needs someone to register for and manage its myIR account.
• When a new treasurer, secretary or finance manager takes over an organisation's tax matters.
• When the person who used to deal with Inland Revenue leaves and a replacement is needed.
• Before calling Inland Revenue about an organisation's account, so the caller has authority to discuss it.

What you need before you start

• The organisation's name and IRD number.
• The Executive Office Holder's name, IRD number, phone number, date of birth, street address and current position.
• The owner's name, IRD number, phone number, street address and position.
• For a club, society or school, documents supporting the Executive Office Holder's position.
• The owner's signature. For a trust without delegated authority, every trustee signs.

What’s on IR401 Appoint an Executive Office Holder

The 2022 edition has 2 pages. FileIt asks for it in 3 parts, and it is signed by Owner (director, trustee, partner or similar):

1. Business / organisation informationOwner (director, trustee, partner or similar)
2. Executive Office HolderOwner (director, trustee, partner or similar)
3. OwnerOwner (director, trustee, partner or similar)

How to fill out IR401 Appoint an Executive Office Holder, step by step

1 Organisation

Enter the organisation's name and IRD number. FileIt starts an 8-digit IRD number in the second box, as the form asks.

2 Executive Office Holder

Give the person's first names and surname, IRD number, phone number, date of birth, street address (not a PO Box or Private Bag) and the position they hold, for example Chief Financial Officer.

3 Owner

Give the details of the owner who is making the appointment: their name, IRD number, phone number, street address and position, such as director or partner.

4 Sign and send

The owner signs to confirm they have delegated authority to make the appointment. Send the form with any supporting documents as a web message in myIR, or post it.

Common mistakes to avoid

• Using the IR401 to appoint a tax agent. An Executive Office Holder is a different role.
• Leaving out supporting documents for a club, society or school appointment.
• Giving a PO Box or Private Bag as the Executive Office Holder's street address.
• Having the form signed by someone who isn't a valid owner, or by one trustee who has no delegated authority from the others.
• Writing an 8-digit IRD number from the first box.

After you fill it out

Have the owner sign the form.

Attach any supporting documents and send everything as a web message in myIR, or post it to Inland Revenue, PO Box 39010, Wellington Mail Centre, Lower Hutt 5045.

Allow about 10 working days for myIR applications or 15 for posted ones.

The organisation is still responsible for filing returns and paying tax on time.

FileIt keeps the completed PDF in your vault with the organisation's records.

IR401 Appoint an Executive Office Holder: frequently asked questions

Official sources

• Blank form (PDF), published by Inland Revenue (Te Tari Taake): https://www.ird.govt.nz/-/media/project/ir/home/documents/forms-and-guides/ir400---ir499/ir401/ir401-2022.pdf
• Official instructions and guidance: https://www.ird.govt.nz/managing-my-tax/getting-someone-to-act-on-my-behalf/executive-office-holders/appoint-an-executive-office-holder-to-act-on-my-behalf
• Edition shown on this page: IR401 November 2022 (checked 2026-10-19).

FileIt is not affiliated with or endorsed by Inland Revenue (Te Tari Taake) or any government. This page explains the form in general terms and is not legal, tax or immigration advice. Always read the official instructions, and check that you are using the edition the recipient accepts. Page last reviewed 2026-10-19.

Related forms

All New Zealand forms · Every form FileIt can fill