Updating Your Company's Address After Geographic Changes in Vietnam

Maintaining accurate company information is not just a matter of internal organization; it is a legal obligation under Vietnamese law. An up-to-date company address ensures compliance with licensing, tax, and operational requirements. Failure to act promptly can lead to penalties, disruptions in operations, or invalidation of business licenses. This article provides a comprehensive guide to updating your company's address in the event of geographic changes, offering insights into the current administrative landscape and detailing the legal steps required to remain compliant.

1. Geographic Reorganization in Vietnam: Current Landscape (2025)

Vietnam continues to refine its administrative divisions to optimize governance and economic management. Recent changes have included the merging of rural districts into urban zones, the creation of new administrative units, and reclassifications of certain areas to reflect their growing economic importance. Lately, the National Assembly has approved the plan to convert Thua Thien-Hue into centrally-run city that makes Hue becomes Vietnam's sixth centrally governed city. Besides, effective from 01 January 2025, most of cities and provinces in Vietnam will have significant change at their district level. 

These changes, while beneficial for long-term planning of the country, often require businesses to reassess their compliance obligations. If your company's registered address falls within a newly redefined area, you may need to update your records with various authorities to align with the new administrative boundaries.

2. Legal Obligations for Updating Company Addresses

Under the Enterprise Law 2020 and associated regulations, companies are required to update their business registration details, including their address, whenever there is a significant change. Non-compliance can result in administrative sanctions, tax and invoicing issues, and complications with contractual obligations. It is critical to report address changes to the relevant authorities within the prescribed timelines, typically within 10 working days from the date of the change.

3. Step-by-Step Process to Update a Company's Address

Step 1: Amend the Enterprise Registration Certificate (ERC)

The first step in the process is to amend your company’s BRC with the Department of Planning and Investment (DPI) in your new jurisdiction. To do this, you will need to submit an application that includes:

• A completed application form for address change;

• The company’s revised charter (for company record);

Step 2: Amend the Investment Registration Certificate (IRC) (if applicable)

For companies having the IRC, it is also required to the competent authority of the new address. This step can be proceeded in parallel with step 1. 

Step 3: Amend Licenses and Sub-licenses

If your company holds specialized licenses, such as permits for manufacturing, trading, business licenses for some specific activities, these will also need to be updated. Notify the issuing authorities and provide proof of the address change to ensure that all licenses remain valid.

Step 4: Post update

• Display a new signboard: it is required to display a new signboard with updated address at the head office of the company. The signboard should include at least the company name, tax identification number, and company address. 

• Engrave new stamp of your company: if the stamp of your company includes geographic information that has been changed, it is a must to engrave a new stamp for alignment with company’s documentation. 

• Update to company’s invoicing system: the change will lead to the update of the new address on company’s invoicing system to ensure the new invoices issued to clients/customers are with the new address. 

• Notify the bank, vendors, partners and other third parties: this includes communicating the address change to all relevant stakeholders and update your address on official documents such as invoices, contracts, and websites to avoid confusion or potential disputes.

Updating your company’s address in response to geographic changes is a critical process that requires careful planning and adherence to legal requirements. By following the steps outlined above and addressing key considerations, businesses can ensure compliance while minimizing disruption. For companies navigating this process, seeking professional advice from legal and tax experts can be invaluable in managing complexities and ensuring a smooth transition. Staying proactive in addressing geographic changes not only safeguards your operations but also reinforces your commitment to legal and operational excellence.