In the process of development and expansion, the change business address is a common and necessary need. This can come from many reasons such as expanding scale, looking for a more favorable business environment, or simply optimizing operating costs. Changing address not only affects internal operations but also impacts transactions, contracts and relationships with customers and partners.
Therefore, updating new address information correctly and promptly is extremely important to ensure continuity and stability in business operations. This not only helps maintain the reputation and professionalism of the business but also ensures compliance with legal regulations, avoiding unwanted risks and legal consequences.
Cases of changing business address
1. Change address within the same province/city
Legal regulations:
According to the provisions of the Enterprise Law 2020 and Decree 01/2021/ND-CP on business registration, changing the address within the same province/city does not require a change in the tax code, but it is necessary to update the new address information on the Business Registration Certificate.
Steps to follow:
Step 1: Prepare documents
- Notice of change in business registration content (according to form Appendix II-1 Circular 01/2021/TT-BKHĐT).
- Decision and minutes of meeting of the Board of Members/Board of Directors on change of address (for LLCs and joint stock companies).
- Valid copy of Land Use Rights Certificate or office lease contract at new address (if required).
Step 2: Submit application
- Submit application directly to the Business Registration Office of the Department of Planning and Investment where the enterprise has its headquarters.
- Or submit your application online via the National Business Registration Portal (https://dangkykinhdoanh.gov.vn).
Step 3: Process and receive results
- The Business Registration Office will check and process the application within 3 working days.
- If the application is valid, the enterprise will receive a Certificate of Business Registration with the new address.
2. Change address to another province/city
Legal regulations:
According to the provisions of the Enterprise Law 2020 and Decree 01/2021/ND-CP, changing the business address to another province/city requires the business to change the tax code and update the information on the Business Registration Certificate.
Steps to follow:
Step 1: Prepare documents
- Notice of change in business registration content (according to form Appendix II-1 Circular 01/2021/TT-BKHĐT).
- Decision and minutes of meeting of the Board of Members/Board of Directors on change of address (for LLCs and joint stock companies).
- Valid copy of Land Use Rights Certificate or office lease contract at new address (if required).
- Current tax settlement records at the tax office.
Step 2: Submit application
- Submit the application for change of address to the Business Registration Office of the Department of Planning and Investment where the business intends to move to.
- Submit the application for transfer to the tax authority at the Tax Department where the enterprise's old headquarters is located.
Step 3: Process and receive results
- The Business Registration Office where the business intends to move will process the application within 3-5 working days.
- The tax authority where the enterprise's old headquarters is located will finalize the tax and transfer the tax records to the new tax authority.
- After completing the procedures at the tax authority, the enterprise will receive a Certificate of Business Registration with a new address and new tax code.
By complying with legal regulations and fully implementing the above steps, businesses will ensure that the change of address is smooth and legal, helping to maintain business continuity and efficiency.
Process and procedures for changing business address
1. Prepare documents
Required documents:
- Business registration certificate: Notarized copy or original for comparison.
- Board of Directors' Decision (if any): For joint stock companies or LLCs with two or more members, a decision of the board of directors or board of members on the change of address is required.
- Minutes of the board of directors meeting (if any): Minutes of the board of directors or board of members meeting recording the decision to change address.
- Application form for change of address: According to Appendix II-1 issued with Circular 01/2021/TT-BKHĐT.
Notes when preparing documents:
- Accurate information: Make sure all information on the documents is accurate and matches the information previously registered.
- Notarization and certified copies: Documents such as Business Registration Certificate should be notarized or certified copies to ensure legality.
- Prepare thoroughly: Double check to ensure your application is complete before submitting.
2. Submit application for change of address
Where to submit application:
- Department of Planning and Investment: Submit application at the Business Registration Office of the Department of Planning and Investment where the enterprise has its headquarters.
How to apply:
- In person: Submit application directly to the Business Registration Office.
- By post: Send documents by post to the Business Registration Office.
- Online: Submit application online via the National Business Registration Portal (https://dangkykinhdoanh.gov.vn).
Processing time:
- Processing time: Normally, the Department of Planning and Investment will process the application within 3-5 working days from the date of receiving complete and valid application.
3. Get results and updates
Receive new Business Registration Certificate:
- After the application is processed, the business will receive a Business Registration Certificate with the new address.
Update new address information on related documents and papers:
- Update information: Change the new address on documents such as invoices, contracts, and other legal documents of the business.
- Internal system: Update new address information in the enterprise's internal management system.
Notice of change of address to agencies, partners and customers:
- Management agencies: Notify relevant state management agencies such as tax and social insurance agencies of the change of address.
- Partners and Customers: Send formal notice of change of address to partners, customers and suppliers to ensure uninterrupted communication.
Notes when changing business address
1. Impact on tax codes and tax obligations
Impact on tax code:
- Changing address within the same province/city: Does not change the tax code of the enterprise. However, the enterprise needs to update information with the local tax authority.
- Changing address to another province/city: The tax code will change due to the change of tax authority. The enterprise must carry out tax finalization procedures at the old tax authority and register a new tax code at the tax authority where the new headquarters is located.
Tax obligations:
- Tax reporting and payment: Businesses must fulfill their tax obligations at their old address before moving to their new address. This includes filing and paying taxes in full.
- Tax finalization: If changing address to another province/city, the enterprise needs to carry out tax finalization procedures at the old tax authority before moving to the new tax authority.
2. Impact on contracts and business transactions
Update contract information:
- Partner Notification: Businesses need to notify partners of address changes to update information in current and upcoming contracts.
- Contract Amendment: If the contract requires a correct business address, the contract will need to be amended to reflect the new address.
Business Transactions:
- Communication: Ensure that partners, customers, and suppliers are informed of the change to avoid disruption in business transactions.
- System Update: Update new address in all business management systems to ensure correct contact information.
3. Note on updating new addresses on technology platforms, websites, and corporate emails
Corporate website and email:
- Update information: Make sure the new address is updated on the business's official website and in all email communications.
- Public announcement: Post a notice of address change on the website's homepage and send an email notification to the entire list of customers and partners.
Technology platform:
- CRM System: Update new addresses in the customer relationship management (CRM) system to ensure accurate information in all transactions.
- Social Media: Announce and update new address on business social media accounts such as Facebook, LinkedIn, Twitter, etc.
- Apps and software: If your business has a mobile app or related software, you need to update your new address on these platforms.
Ensuring consistency:
- Synchronize information: Ensure that all relevant business platforms and documents are in sync and consistently represent the new address to avoid confusion and maintain professionalism.
These notes help businesses ensure that the address change process goes smoothly, without causing disruption and maintaining stability in business operations.
Conclude:
Summary of process and procedures for changing business address:
Changing a business address is an important and complex process that requires attention to detail and compliance with legal regulations. The process includes preparing necessary documents such as the Business Registration Certificate, the Board of Directors' resolution, the Board of Directors' meeting minutes, and the address change application form. The business then submits the application to the Department of Planning and Investment in person, by post, or online. After receiving the new Business Registration Certificate, the business needs to update the new address information on related documents and papers and notify agencies, partners, and customers.
Things to remember to ensure the address change process goes smoothly and efficiently:
- Prepare complete and accurate documents: Make sure all necessary documents are notarized and information is accurate.
- Submit application to the correct place: Submit application to the Department of Planning and Investment where the business is headquartered or where it intends to move to.
- Track the processing: Contact and track the progress of the application processing to promptly supplement and modify if required by the authorities.
- Update information: After receiving the results, promptly update the new address on all documents, papers, management systems and notify all relevant parties.
Encourage businesses to comply with regulations to avoid legal risks:
Changing the business address must be done in accordance with the procedures and regulations of the law to ensure legality and avoid legal risks. Businesses must fully comply with tax regulations, contracts and notification requirements to authorities and partners. This not only helps businesses maintain their reputation and trust from partners and customers, but also avoids unwanted legal consequences, ensuring continuous and stable business operations.
By following the above steps and keeping in mind the important points, businesses will be able to carry out the change of address smoothly and effectively, while maintaining stability and sustainable development in business operations.
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