Change business registration in Vinh Hung Ward, Hanoi City

According to the policy of arranging and consolidating the city’s administrative units, Vinh Hung ward has been established and operated under the new organizational structure after the merger. This event marked an important change in the state management in the locality. On the side of the business community, enterprises need to carry out procedures for changing business registration to update the head office address information to ensure absolute synchronization between the legal information of the enterprise and the national data system. However, the number of businesses that need to carry out this procedure is quite large, leading to an overload of documents. In order to support businesses in Vinh Hung ward to understand the procedures for changing business registration, Viet An Law would like to guide customers through the article below.

In case of having to carry out procedures for changing business registration in Vinh Hung Ward

Clause 1, Article 30 of the Law on Enterprises 2020 has clearly stipulated the basic contents constituting an enterprise registration dossier, including: name, code, address of the head office, information on legal representative, members and charter capital. The enterprise has the right to carry out the procedures for registering changes when this information is no longer appropriate. However, this right will be limited in some special cases. Accordingly, for enterprises, the authorities will refuse to change the business registration content if the enterprise is falling into one of the following situations:

• Regarding legal status: The enterprise has received a notice from the Business Registration Office about the violation subject to the revocation of the Business Registration Certificate or has issued an official decision on the revocation of the Business Registration Certificate.
• Regarding the status of operation: The enterprise has approved the decision to dissolve and is in the stage of implementing legal procedures to terminate the operation.
• Regarding the intervention of judicial agencies: Enterprises are being subject to measures to prevent or suspend changes at the written request of competent state agencies such as courts, judgment enforcement agencies, or police agencies.

In order to create favorable conditions for businesses, Official Letter 4370/BTC-DNTN in 2025 guides the main contents as follows:

• All Registration Certificates (enterprises, branches, business households, cooperatives, etc.) that have been issued before still maintain their legal validity and are allowed to continue to be used.
• The business registration authority is not allowed to require the enterprise to carry out the procedures for change.

Thus, the change of business registration due to the merger of administrative boundaries depends on the enterprise, allowing them to do so when there is a need or combine the implementation simultaneously with other registration of content changes in the future.

Some companies in the old area of Vinh Hung Ward

Dossier to change business registration in Vinh Hung Ward

In order to carry out procedures for changing business registration, enterprises are obliged to prepare and submit a set of dossiers to the Business Registration Authority (now the Business Registration and Corporate Finance Office of the Department of Finance of Hanoi City). This dossier includes basic documents and other documents depending on the specific changes:

Basic Document Category

• Written record of the Decision of the enterprise on changes in enterprise registration contents:
  • For a Single-Member Limited Liability Company: Decision of the Company Owner.
  • For a limited liability company with multiple-member: Decision of the Members’ Council.
  • For joint-stock companies: Decision of the General Meeting of Shareholders or Decision of the Board of Directors (depending on the competence to decide on changes in accordance with the provisions of the Law on Enterprises and the company’s Charter).
• An application for registration of changes to the contents of the Certificate of Enterprise Registration (used when the changed contents change the information on the Certificate) OR the Notice of change of enterprise registration contents (used when the changed contents do not change the information on the Certificate) according to Form No. 12 issued together with Circular 68/2025/TT-BTC.
• Enterprises are obliged to declare the list of beneficiary owners according to Form No. 10 issued together with Circular 68/2025/TT-BTC.

Regarding beneficial owners, according to the current law on business registration, one of the important obligations that enterprises must perform is to declare information about “beneficial owners”. This obligation applies when the enterprise carries out new establishment procedures or when registering changes to the enterprise registration contents. The concept of “Beneficial owner” is specified in detail in Article 17, Decree 168/2025/ND-CP on enterprise registration. An individual is identified as a beneficial owner if one of the following criteria is met:

• An individual who directly or indirectly owns 25% or more of the charter capital or owns 25% or more of the total voting shares of that enterprise. Clause 2 of Article 17 also mentions that “indirect owner” is an individual who owns 25% (charter capital or voting shares) as stated through the ownership of one or more other organizations.
• Even if the 25% ownership level is not reached, an individual is still considered a beneficial owner if the individual has substantial control over the passage of at least one of the following material business decisions:
  • Appointing, dismissing or dismissing the majority or all of the members of the Board of Directors, the Chairman of the Board of Directors, the Chairman of the Board of Members;
  • Appointment, dismissal or dismissal of the legal representative, director or general director of the enterprise;
  • To decide on the amendment and supplementation of the enterprise’s charter;
  • Deciding on issues related to changes in the organizational structure of the company’s management;
  • Decide on issues of reorganization or dissolution of enterprises.

Other Document Category

Depending on each case of change, businesses need to provide more relevant documents. For example, some common cases such as

• In case of change of legal representative: If the change of representative occurs simultaneously with the transfer of contributed capital or shares, the dossier needs to be supplemented with documents proving the transfer, for example: Transfer contract and Record of contract liquidation (if any).
• In case of change of head office address (other than that of the tax authority): If the enterprise moves its head office to a district, district or city in another province, leading to the change of the tax authority directly managing it, the enterprise is required to complete the procedures for finalizing tax obligations at the former managing tax authority and carry out the procedures for transferring the tax authority before submitting the dossier change of address at the Business Registration Authority.
• In case of registration of charter capital increase: The dossier needs to be supplemented with the Minutes of the meeting (of the Board of members) on the approval of the decision on capital increase. At the same time, it is necessary to have documents certifying the fulfillment of the capital contribution obligations of members/shareholders for the additional capital as prescribed.

Submission and processing of dossiers to change business registration in Vinh Hung Ward

About the method of submission

Currently, the procedure for changing the content of business registration is encouraged and carried out mainly through online methods to ensure convenience.

Enterprises submit the prepared legal documents (as stated in the above sections) through the National Business Registration Portal.

• Access Path: https://dangkyquamang.dkkd.gov.vn/online/Default.aspx
• To complete the online application, the applicant needs to use a public digital signature (USB Token) or Business Registration Account to verify the legality of the electronic dossier.

About the processing and receiving results

After the dossier is successfully submitted electronically, the Business Registration Authority will receive and process it according to the following process:

• Time limit for processing dossiers: According to regulations, the time limit for processing dossiers is usually 03 (three) working days. This time is counted from the date the Business Registration Authority receives a valid and complete dossier submitted during office hours.
• Fees:
  • Cases of fee exemption: If the enterprise only carries out the procedures for updating and changing the address of the head office due to the change of administrative boundaries (without changing any other contents), the enterprise will be exempt from the fee for disclosure of enterprise registration contents.
  • In case of payment of fees: If the enterprise combines the update of the address due to the change of administrative boundaries with the registration of changes in other contents (for example, change of company name, increase/decrease of charter capital, change of legal representative, etc.), the enterprise is still obliged to pay the fee for announcing the change of enterprise registration contents according to the current regulations.
• Return of results: Currently, in Hanoi, the online return of results (i.e. digital signatures) is being carried out.

Above are some advice of Viet An Law on changing business registration in the newly merged Vinh Hung ward. If you have any questions about this service or legal issues related to business operations, please contact us immediately for timely assistance.