Are you an executive of a foreign-invested enterprise (FDI), particularly a Japanese company, seeking to establish a presence in the Vietnamese market? Do you need to set up a representative office in Vietnam but are concerned about legal issues and required procedures? Let KMC experts accompany and support you throughout the entire process of establishing a representative office. With our team of experienced lawyers and specialists, we will guide you through the standard procedure and provide assistance with all necessary legal formalities.
In the following section, KMC will provide you with a detailed guide on establishing a representative office. This article—based on official sources from the National Public Service Portal and practical implementation experience—serves as a reliable reference for you.

What is a Representative Office?

According to Clause 2, Article 44 of the 2020 Law on Enterprises, a representative office is a dependent unit of an enterprise, tasked with representing the enterprise’s interests by authorization and protecting such interests. A representative office does not engage in the enterprise’s business activities.

Notes on Naming a Representative Office:

  • The name of a representative office must be written using letters in the Vietnamese alphabet, the letters F, J, Z, W, numbers, and symbols.
  • The name of the representative office must include the name of the enterprise accompanied by the phrase “Representative Office.”
  • The name of the representative office must be displayed at its head office. On transaction documents, files, and publications issued by the representative office, its name must be printed or written in a font size smaller than the Vietnamese name of the enterprise.

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Step-by-Step Guide to Establishing a Representative Office (From A to Z)

Required Documents for Establishing a Representative Office

To register the establishment of a representative office, an enterprise must first prepare a complete application dossier, which includes the following documents:

  • Notification of registration for operation of the representative office (in the prescribed form).
  • A certified copy or consularly legalized copy of the enterprise’s Decision on the establishment of the representative office.
  • A certified copy or consularly legalized copy of the enterprise’s Certificate of Business Registration (or equivalent document).
  • Power of Attorney appointing the Head of the Representative Office.
  • A certified copy or consularly legalized copy of documents proving the legal status of the person signing the above documents.
  • A valid copy of legal identification documents of the Head of the Representative Office (passport or national ID card/citizen ID card).

Note: For foreign-invested enterprises, certain documents must be consularly legalized at the Vietnamese Embassy/Consulate abroad and translated into Vietnamese with notarized certification.

Procedure for Establishing a Representative Office

The process for establishing a representative office includes the following main steps:

  1. Submission of Application

Submit the application dossier to the Business Registration Office – Department of Planning and Investment of the province/city where the representative office will be located.
There are three ways to submit the dossier:

  • Option 1: Direct submission at the Business Registration Office – Department of Planning and Investment.
  • Option 2: Submission via Vietnam Post (VNPost).
  • Option 3: Online submission through the National Business Registration Portal using a business registration account or a digital signature.

  1.  Receipt & Processing
    The Business Registration Office (under the Department of Planning and Investment) receives and reviews the application dossier. The official processing time is 03 working days from the date of receipt of a valid dossier.

    Step 3: Results
    Within 03 working days, the Business Registration Office – Department of Planning and Investment will review the dossier and provide results:

    • If the dossier is valid: The Business Registration Office will issue the Certificate of Operation Registration for the representative office.
    • If the dossier is invalid: The Business Registration Office will issue a written notice specifying the required amendments or supplements, after which the enterprise may resubmit the dossier.

Post-Registration Tasks for a Representative Office

After being granted the Certificate of Operation for the representative office, the enterprise must complete the following steps to ensure the office operates legally:

  • Seal carving for the Representative Office: The seal must display both the name of the parent company and the representative office in Vietnamese or a foreign language. After carving, the seal specimen must be notified on the National Business Registration Portal.
  • Signboard placement at the office headquarters: The signboard must clearly state the name of the representative office in Vietnamese and in a foreign language (if any).
  • Taxpayer account registration (Tax Identification Number) and payment of license tax: Although not engaged in business activities, the representative office is still required to pay annual license tax at the prescribed rate. The latest deadline for submission is January 30 each year.
  • Notification of VAT calculation method: The representative office must notify the tax authority of its VAT calculation method (usually the direct method).
  • Labor registration and social insurance participation: If the representative office employs staff (including the Head of the Representative Office), it must register employees, enroll them in social insurance, unemployment insurance, and mandatory health insurance in accordance with regulations.
  • Bank account opening and registration for e-tax payment: The representative office must open a bank account in Vietnam under its name and register with the tax authority for electronic tax payment.

KMC’s Full-Service Package for Establishing a Representative Office – The Solution for FDI Enterprises

Understanding the complex legal barriers and difficulties faced by FDI enterprises, especially Japanese companies, KMC provides comprehensive consulting and support services for establishing representative offices. Our professional services help enterprises quickly complete the registration process in full compliance with the latest Vietnamese legal regulations.

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With over 15 years of experience and a team of highly skilled lawyers and experts, KMC has been a trusted partner for many FDI enterprises—particularly Japanese companies—not only in establishing representative offices but also in providing legal consulting for production, business, and operational matters.

Our Commitment:

  • 100% accurate legal consultation, with emphasis on specific provisions applicable to foreign investors.
  • Complete support in drafting and preparing all application documents, ensuring legal validity and a high approval rate.
  • Fast processing time—completion within 3 to 6 working days upon receipt of all required documents from the client.
  • Full support for all post-establishment formalities as listed above (seal carving, signboard placement, tax registration, social insurance, etc.), enabling enterprises to operate immediately with peace of mind.

Instead of spending excessive time, effort, and budget on research, brand development, and market expansion, be a smart manager—contact KMC today. Our experienced experts will accompany and provide you with a complete service package, including:

  • Consulting on the establishment of a representative office
  • Supporting the preparation of a complete application dossier
  • Acting on behalf of the enterprise to handle all required legal procedures
  • Assisting with post-establishment procedures for the representative office

For the fastest and most professional support, enterprises are invited to contact our hotline at 081 489 4789 to receive expert consultation and accurate guidance from KMC.