Procedures for changing a company’s address involve several steps and documents, and it’s important for businesses to understand these requirements. Let’s go through the process of changing a company’s address and the necessary paperwork.
1. Documents required for changing a company’s address
Changing the company’s address to a different district, ward, or province
Changing the company’s address to a different district, ward, or province
- 1. Change of address notification, clearly stating: Full name, business registration number, tax code; intended new address; Full name and signature of legal representative
- 1. Amended company charter (copy)
- List of authorized representatives, list of shareholders (for joint-stock companies), list of limited partners (for limited partnerships), list of members (for multi-member LLCs), or list of owners (for single-member LLCs)
- 1. Decision of the owner (for single-member LLCs), decision of the General Meeting of Shareholders (for joint-stock companies), decision of the Members’ Council (for multi-member LLCs), or decision of the general partners (for limited partnerships)
- 1. Original minutes of the meeting regarding the change of company address
For further reference:
Changing the company’s address within the same district, ward, or province
Changing the company’s address within the same district, ward, or province
- 1. Change of address notification, clearly stating: Full name, business registration number, tax code; intended new address; Full name and signature of legal representative
- 1. Decision of the owner (for single-member LLCs), decision of the Members’ Council (for multi-member LLCs), decision of the general partners (for limited partnerships), or decision of the General Meeting of Shareholders (for joint-stock companies) regarding the change of company address
- 1. Original minutes of the meeting regarding the change of company address
- 1. Original Tax Office letter (form 09) agreeing to the change of district (applicable when changing address to a different district/ward)
2. Latest procedure for changing a company’s address
Tax finalization when changing address to a different district/ward/province/city
Companies changing their address to a different district or province must submit Form 8 to the managing tax authority to complete the “tax finalization” procedure for the old district/ward/province, and request a letter of permission to move to the new district/ward/province/city.
This process usually takes about 5 to 10 working days from the date of registration. Companies that are changing their address within the same district/ward can skip this step.
Prepare the documents for changing the company’s address
After finalizing taxes and obtaining the permission letter from the tax office for the new address, the company will prepare the necessary documents to change its business registration, indicating the change of address.
Once the documents are ready, the company can submit them online (soft copies) through the website dangkykinhdoanh.gov.vn. If the documents are found to be valid, the company will then proceed to submit hard copies to the registration authority.
Submit the documents for changing the company’s head office to the Business Registration Office
The Business Registration Office will receive and review the submitted documents to ensure their validity before approving and issuing a certificate of address change.
The Business Registration Office verifies the validity of the documents for changing the address
Once the company’s documents are verified as valid, they will proceed to submit the hard copies at the Department of Planning and Investment to obtain the updated business registration certificate.
3. Frequently Asked Questions about changing a company’s address
What are the tax procedures when changing a company’s address?
According to Clause 2, Article 8 of Decree 83/2013/ND-CP and Clause 1, Article 40 of Decree 78/2015/ND-CP, companies are required to complete all procedures with the tax authority and request a refund of overpaid taxes, unclaimed value-added tax credits, etc., before registering a change of address.
Companies must complete all tax procedures before registering a change of address
In the case of changing the company’s address within the same province or centrally-controlled city, the step of working with the managing tax authority can be skipped.
However, when changing the address to a different province or city, in addition to completing the procedures with the tax authority, the company must also prepare documents to change tax registration information, which are then submitted to the tax authorities of both the previous and new locations.
Documents for changing tax registration information at the previous location
- 1. Declaration form 08-MST as stipulated in Circular 95/2016/TT-BTC
- 1. Copy of the business license with updated address issued by the competent authority (if the applicant is an economic organization, household, or individual)
- Other documents depending on specific cases
Changing tax registration information at the previous location
Documents for changing tax registration information at the new location
For businesses, the change of tax registration information will be handled by the Business Registration Office according to Decree 78/2015/ND-CP. For other entities such as economic organizations, households, or individuals, the following documents are required:
- 1. Notification of relocation using form 09-MST as stipulated in Circular 95/2016/TT-BTC
- 1. Copy of the business license with updated address issued by the competent authority
- Other documents depending on specific cases
Where to submit the documents for changing the company’s address?
Changing tax registration information at the new location
Companies will submit the application for changing the company’s business registration (soft copies) through the National Public Service Portal at https://dangkykinhdoanh.gov.vn.
Upon receiving a validity notification, the company will submit the hard copies of the application to the Business Registration Office where the company was previously registered.
What are the penalties for failing to notify a change of company address?
Clause 2, Article 32 of the Enterprise Law clearly states that companies have a responsibility to notify in writing any change of address to the Business Registration Authority within 10 days.
Failing to notify a change of company address within the specified time frame will result in administrative fines
If the company fails to meet this deadline, it will be subject to administrative fines according to Decree 50/2016/ND-CP, ranging from VND 500,000 to VND 5,000,000, depending on the delay:
- Fines of VND 500,000 to VND 1,000,000 for delays of 1-30 days
- Fines of VND 1,000,000 to VND 2,000,000 for delays of 31-90 days
- Fines of VND 2,000,000 to VND 5,000,000 for delays of over 90 days
The above information outlines the process and requirements for changing a company’s address. Hopefully, this article has provided valuable and interesting insights.
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