Notify Company Contact Info Change in Vietnam

Summary: Notify company contact info change is an essential requirement for businesses in Vietnam to remain compliant with the law. Failing to update contact details such as a company’s headquarters, email address, or phone number may lead to penalties. In this guide, we outline the steps and legal procedures companies must follow to ensure their contact details are up-to-date and compliant with current regulations.

Why It’s Important to Notify Company Contact Info Change

In Vietnam, it is mandatory for businesses to update their registered information, including their contact details, whenever there are changes. These updates help authorities maintain accurate business records and ensure that businesses can be easily reached for legal and administrative matters. According to Decree No. 01/2021/ND-CP, any company must notify company contact info change to the business registration office within a specified time frame.

Legal Framework for Notifying Contact Info Changes

Under the Enterprise Law of 2020 and Decree No. 47/2021/ND-CP, businesses are required to inform the relevant authorities when there is any change in their company’s contact information. These regulations ensure that all legal communications and governmental correspondence are directed to the correct addresses. Failure to comply with these regulations can result in administrative fines or delays in processing important legal documents.

Key Information to Update

When businesses are required to notify company contact info change, the following details must be updated:

• Headquarters Address: The physical location of the company’s head office.
• Telephone Number: A working telephone number for official communication.
• Email Address: The official email address that the company uses for receiving legal and administrative notices.
• Website Address: If applicable, the company’s official website address.

Steps to Notify Company Contact Info Change

The process of updating contact details involves several steps, and it’s important to adhere to the legal procedures to avoid penalties.

1. Prepare Required Documents

The first step in notifying company contact info change is to gather the necessary documents. These documents may include:

• A completed business information change form (Mẫu II-4).
• A decision from the company’s owner or the board of members approving the change of contact information.
• Amended charter (if applicable).

2. Submit Notification via National Business Registration Portal

All notifications must be submitted electronically via the National Business Registration Portal (dangkykinhdoanh.gov.vn). Businesses will need to log in and submit their documentation for approval. This online submission allows for a streamlined process, reducing the need for physical documentation.

3. Pay Administrative Fees

After submission, businesses will be required to pay a fee for processing the change in information. This fee can also be paid online through the portal. The amount varies depending on the type of business and the nature of the changes being made.

4. Receive Confirmation

Once the changes are processed, the business will receive a confirmation from the Business Registration Office. This confirmation serves as proof that the business’s contact information has been officially updated in the National Business Registration Database.

Penalties for Failure to Notify Company Contact Info Change

Failing to notify company contact info change within the required time frame can result in fines and other penalties. Under Article 34 of Decree No. 50/2016/ND-CP, businesses that do not report changes within the stipulated period can be fined from VND 5 million to VND 10 million, depending on the severity of the delay.

Time Frame for Notification

According to the law, businesses are required to notify any change in their contact details within 10 days of the change. If a business fails to submit their updated information within this period, they risk facing administrative penalties and possible disruptions in communication with legal and governmental bodies.

Tips for a Smooth Notification Process

Here are some tips to ensure that your company’s notification of contact info change goes smoothly:

• Prepare Documents in Advance: Make sure all necessary documents are in order before submitting them to the registration portal.
• Submit on Time: Always submit changes within the 10-day window to avoid penalties.
• Use Electronic Signatures: When submitting documents electronically, ensure that they are signed using a certified digital signature.
• Keep Records: Maintain copies of all submissions and receipts for administrative purposes.

Conclusion

It is vital for companies to notify company contact info change to the relevant authorities in Vietnam promptly. By following the legal procedures outlined in this article, businesses can ensure they remain compliant and avoid penalties. Keeping your company’s contact information up-to-date is not only a legal requirement but also essential for maintaining smooth operations and communication with governmental and legal bodies.

For more information on legal requirements for businesses in Vietnam, visit the Unilaw Firm or check out their blog for related case laws.

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