Notify company headquarters address change in Vietnam

Summary: In Vietnam, businesses are required to notify the government when they change their company headquarters’ address. Failing to do so can lead to penalties and delays in business operations. This article outlines the process and legal requirements to ensure compliance with regulations when you need to notify company headquarters address change.

Understanding the Need to Notify Company Headquarters Address Change

In Vietnam, businesses are obligated to update the authorities about any changes to their official headquarters address. This process is crucial as the headquarters is the legal point of contact for a business, and any official communications will be sent there. If the address change is not officially registered, the company may miss important communications and face legal challenges.

Legal Framework for Address Change Notification

The obligation to notify company headquarters address change is governed by the Law on Enterprises, specifically the Decree No. 47/2021/ND-CP, which provides details on procedures for businesses operating in Vietnam. According to this decree, any change in company information, including headquarters address, must be updated in the National Business Registration System (NBRS)​:contentReference[oaicite:0]{index=0}​:contentReference[oaicite:1]{index=1}.

Documents Required for Notifying Headquarters Address Change

To successfully notify the change of a company’s headquarters, the following documents are typically required:

• A completed and signed change request form.
• A copy of the company’s current business registration certificate.
• Proof of the new headquarters address, such as a lease agreement or ownership papers.

Once these documents are gathered, they must be submitted to the appropriate local authority or through the online system provided by the Ministry of Planning and Investment​:contentReference[oaicite:2]{index=2}.

Step-by-Step Guide to Notifying a Headquarters Address Change

To ensure a smooth process when you notify company headquarters address change, follow these steps:

1. Prepare the Necessary Documents

Ensure that you have the required documents as listed above. Having accurate and complete paperwork will help avoid delays in the process.

2. Submit the Notification Online or In-Person

Businesses can either submit their request online via the National Business Registration Portal or submit it physically to the Business Registration Office in the area where the new headquarters is located​:contentReference[oaicite:3]{index=3}​:contentReference[oaicite:4]{index=4}. For online submission, the company representative must have a valid digital signature, which is required to authenticate the documents.

3. Processing Time

After submission, the relevant authority will process the notification within three to five working days. During this period, the new address will be updated in the National Business Registration System​:contentReference[oaicite:5]{index=5}.

4. Receive the Updated Business Registration Certificate

Upon approval, the company will receive a new business registration certificate reflecting the updated headquarters address. This document should be carefully stored as it is proof of the company’s compliance with registration laws.

Penalties for Not Notifying Headquarters Address Change

Businesses that fail to notify company headquarters address change in a timely manner can face significant penalties. These include fines ranging from 5,000,000 to 15,000,000 VND, depending on the length of delay and the nature of the violation​:contentReference[oaicite:6]{index=6}​:contentReference[oaicite:7]{index=7}. Additionally, failure to notify can result in complications with tax authorities, leading to potential audits and other legal issues.

Tips for a Smooth Address Change Notification

• Ensure that the new headquarters address complies with zoning laws and business location requirements in Vietnam.
• Always double-check that the documentation is complete and accurate before submission.
• Keep a close watch on the processing status through the National Business Registration Portal to avoid unnecessary delays.

Special Considerations for Foreign-Owned Enterprises

Foreign-owned companies in Vietnam must follow additional procedures when notifying a headquarters address change. These include obtaining an investment license update along with the standard business registration update​:contentReference[oaicite:8]{index=8}. The Ministry of Planning and Investment oversees foreign investments and requires extra scrutiny to ensure compliance with Vietnam’s foreign investment laws​:contentReference[oaicite:9]{index=9}.

Conclusion

Notifying a company headquarters address change is an essential legal requirement for any business operating in Vietnam. Ensuring compliance with this process helps businesses avoid fines, legal complications, and interruptions in communication with government authorities. By following the outlined steps and submitting accurate documentation, businesses can seamlessly update their headquarters address and continue operations without disruptions.

For further assistance with company registration changes, you can explore more services provided by Unilaw Corporate Lawyers or read more about Unilaw’s expertise.

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