Carrying out company address change procedures is not simply moving to a new workplace and replacing the old address with the new one. There are many tasks to handle, such as preparing documents, submitting them to the authorities for approval, notifying partners and customers, and updating the address on documents and signboards. Although the process may be somewhat complicated, KMC will guide you through the steps from A to Z.
Mandatory Legal Conditions for the New Company Headquarters Address
What are the basic conditions for the new headquarters address?
According to the Law on Enterprises 2020 (Article 42), a company’s headquarters must meet the following simple requirements:
- Located within the territory of Vietnam: It must be a real domestic address. Virtual addresses are not allowed unless you use a legally registered virtual office service.
- Defined by administrative boundaries: This means you must clearly state the house number, street, ward/commune, district, and province/city instead of vague descriptions like “near the market” or “by the river.”
- Have contact information: At a minimum, your company address must include a phone number. If possible, you should also have a fax or email for easier communication.
Can you move your headquarters to an apartment?
The company’s headquarters does not necessarily have to be where you work daily. However, since it is a place of business, you must comply with the law.
According to the Housing Law 2014 (Article 3), an apartment building is a structure of two or more stories with multiple apartments, shared corridors, staircases, and private/common ownership areas. There are two main types:
- Residential-only apartment buildings: Built entirely for residential purposes. Under Clause 11, Article 6 of the Housing Law 2014, businesses are not allowed to place their headquarters in this type of apartment because the law prohibits using apartments for non-residential purposes. If you insist, you may be fined or face issues during inspections.
- Mixed-use apartment buildings (residential and commercial): These allow business activities in designated commercial areas (often lower floors such as shophouses or commercial zones). Note that you may place your headquarters in the commercial section, but not in the residential section.
Which industries and goods are prohibited from operating in apartment buildings?
Even if your apartment building is mixed-use, you must also check whether your company’s business lines fall into the prohibited list. According to Decree 99/2015/ND-CP (Article 35), you are not allowed to operate in the commercial areas of a mixed-use apartment building if the activities involve:
- Explosive or flammable materials, or other hazardous industries (under fire prevention and firefighting laws).
- Nightclubs.
- Motor vehicle repair.
- Livestock slaughter.
- Services that cause environmental pollution such as noise or smoke.
- You may run restaurants, karaoke, or bars, but the apartment building must have proper soundproofing, fire exits, and comply with fire prevention and firefighting regulations.
Does the new address require a lease contract, or can it just be borrowed?
It is not mandatory to lease; you may borrow a property from relatives or friends as long as there are documents proving the right to use it. Both lease and loan agreements are civil contracts and do not require notarization, so a simple written agreement is acceptable. However, for safety when submitting the address change application, you should have a clear contract (lease or loan) to prove the right of use. Otherwise, the registration authority may reject your application.
Are You Changing Your Company Address Within the Same District or to a Different District/Province?
Changing the address within the same district
According to Article 47 of Decree 01/2021/ND-CP, if the new address is located within the same district, your tax authority does not change. Therefore, this case is relatively simple.
You only need to carry out the notification procedure with the Department of Planning and Investment (DPI) of the province/city; there is no need to notify the tax authority of the address change because the DPI’s database is already connected with the tax authority.
Note: Although you do not need to notify the tax authority about the new address, you are still required to update your address on e-invoices with the tax authority.
Changing the address to a different district or province
If the new address is in another district or even another province, things may get a bit more complicated, since it involves a change in the managing tax authority. In this case:
- You need to prepare a more complete set of documents, including notifications of changes for both the DPI and the tax authority (as you may have to transfer your tax code or adjust management information).
- The procedure will include additional steps such as checking and confirming any tax liabilities (if applicable), transferring tax records to the new tax authority, and updating information in the tax system.
Company Address Change Procedure
Documents to prepare
Notification of company address change
This document must clearly state the new company address, including house number, street name, ward/commune, district, and province/city accurately.
Resolution/Decision on address change
This type of document depends on the type of enterprise:
- For a one-member limited liability company (LLC) or sole proprietorship, it should be the decision of the owner.
- For a multi-member LLC or partnership, you need to prepare a resolution and a copy of the minutes of the members’ council meeting.
- For a joint-stock company, you need to prepare a resolution and a copy of the minutes of the general shareholders’ meeting.
Power of attorney
If you authorize another individual to submit the application and receive the result, a power of attorney is required, along with a notarized copy of the citizen ID card or passport of the authorized person.
Additional documents (if necessary)
If the new address is unclear (e.g., not an office building or a separate house), and may be mistaken for an apartment, you need to submit an additional copy of the lease agreement or a copy of the land use right certificate (red book) as required by the Business Registration Office.
Implementation process
According to regulations, enterprises must complete the notification of address change with the DPI within 10 days from the date of the decision on the change. The process consists of 3 simple steps:
Step 1: Prepare documents
First, ensure that you have prepared the full set of documents listed above, in accordance with your type of enterprise. The documents must also be prepared in the correct format and signed by the legal representative.
Step 2: Submit documents
You may choose one of the following two submission methods:
Online submission: Scan the entire set of documents into PDF files and submit them through the National Business Registration Portal or the public service website of the DPI in your province/city.
Direct submission: You may bring the documents to the One-Stop Department of the DPI where your company is headquartered.
Step 3: Receive the result
Within 3 working days, the Business Registration Office will review the documents:
If the documents are valid, you will receive a new business registration certificate with the updated address. At the same time, the change will be published on the National Business Registration Portal.
If the documents are invalid, you will receive a notification clearly stating the reasons. After reviewing, you must revise or supplement the documents as instructed. Once completed, resubmit the full application set and wait another 3 days to receive the result.
Depending on the province/city, you may either collect the new certificate directly at the One-Stop Department or register to receive it by post.
Tasks to Complete After Finalizing the Company Address Change Procedures
Update the address on e-invoices
Updating the address on e-invoices ensures legality and accuracy in transactions. To do this, prepare Form 01/ĐKTĐ-HĐĐT and submit it to the tax authority. At the same time, the company must contact the e-invoice service provider to update the new address in the software.
After 2 days, once the tax authority accepts the change, the company can continue issuing invoices as usual. While waiting for the update, you should temporarily suspend invoice issuance to avoid errors.
Notify the Social Insurance Authority of the address change
If your company participates in social insurance (SI), do not forget to notify them of the new address. You may submit the change notification directly or through the electronic SI software. This helps ensure the company updates employee SI records accurately and avoids complications in future procedures.
Notify customers, partners, and banks
This ensures that transactions are not interrupted. The company may notify them via email or by posting the information on social media.
Recreate and display the company signboard at the new headquarters
A company signboard is not only a matter of identification but also a legal requirement. If the old signboard contained the address, you need to create a new one.
Check and update other related information
Depending on the business’s activities, you may need to carry out additional tasks such as:
- Contacting the bank to change the company address on the business account.
- If the company holds additional licenses such as work permits or specialized business licenses, you must check whether address information needs to be updated.
- Updating the new address on the company’s website, business cards, and catalogues.
Before carrying out the company address change procedures, you must confirm the legal requirements, determine whether the address change involves moving to another district or province, and then prepare and submit the documents. If you find the above process complicated, you may use KMC’s company address change services. Our experienced experts, proficient in English, Vietnamese, and Japanese, will provide free professional consultation on the legal conditions for changing the company address right from the beginning, and then support you with preparing and submitting the documents.
