Change business registration in Hoang Mai Ward, Hanoi City

If your business is headquartered in Hoang Mai ward, you must have known about the information on mergers and adjustments of administrative boundaries according to the city’s new policy. The name of the ward has changed, leading to information related to the address of the head office no longer consistent with reality. If you are wondering whether it is mandatory to change your business registration, Viet An Law would like to answer your questions through the article below.

In case it is necessary to change business registration in Hoang Mai Ward

Clause 1, Article 30 of the Law on Enterprises 2020 stipulates the basic information contents that an enterprise is required to register with a competent state agency. These contents are classified into groups including:

• Basic information group: Includes the name of the enterprise (must comply with the regulations on naming, non-duplication) and the enterprise number (which is the unique business number, and also the tax code).
• Group of information about legal location: Address of the head office of the enterprise in the territory of Vietnam must not be located in a building or apartment building without the function of leasing an office.
• Group of information about legal representatives: Legal representatives (for limited liability companies and joint-stock companies), general partners (for partnerships), and business owners (for private enterprises).
• Group of information on ownership structure (for limited liability companies): The law requires the declaration of information of all members, including members who are individuals (full name, address, etc.) and members who are organizations (name, enterprise code and address of the head office of that organization).
• Group of information on capital structure: Enterprises must register the initial capital structure, which is expressed in the form of charter capital (for types of companies) or investment capital (for private enterprises).

The right to register on behalf of business registration will be restricted in the following cases:

• The enterprise has received a notice of violation in case of revocation of the Business Registration Certificate (IRC), or has issued an official decision on the revocation of the Business Registration Certificate.
• The enterprise is in the process of implementing dissolution procedures according to the approved decision.
• Enterprises are being subject to measures to prevent or suspend changes at a written request from competent state agencies such as courts, judgment enforcement agencies, or police agencies.

For cases to change business registration due to merger of administrative boundaries

Different from changes in normal business registration contents (such as changes in capital, representatives, etc.), the change of address due to the merger of administrative boundaries is specified in detail in Official Letter 4370/BTC-DNTN in 2025. According to the spirit of the official letter, the procedure for updating the address is determined to be not mandatory.

• Regarding the legality of old papers: Enterprises, business households, and cooperatives are allowed to continue using the issued Registration Certificate and these papers still maintain their legal validity.
• Regarding the responsibilities of state agencies: The business registration authority is strictly prohibited from requiring enterprises to carry out procedures for changing address due to merger.

Enterprises can choose to update this information when needed, or to optimize procedures, they can be combined to do so simultaneously in future registrations to change other contents.

Change business registration on a case-by-case basis in Hoang Mai Ward

Enterprises can choose to update the address due to the administrative merger or combine it with other changes.

Case 1: Only the address is updated due to the change of administrative boundaries

• Documents to be prepared:
  • An application for registration of content changes (Form No. 12, Circular 68/2025/TT-BTC).
  • Power of attorney (if the applicant is not the legal representative).
• Fees: Exemption from fees for disclosure of enterprise registration contents.

Case 2: Updating the address in combination with other contents

If the enterprise combines the update of the address with other changes (e.g., capital increase, change of representative, industry, etc.), the dossier needs to be supplemented with the following categories of documents:

• Preparation documents:
  • Decision of the Owner (1TV COMPANY LIMITED.), Decision of the Board of Members (2TV COMPANY LIMITED. or more), or Decision of the General Meeting of Shareholders/Board of Directors (Joint Stock Company).
  • Application/Notice of change of enterprise registration contents (Form No. 12, Circular 68/2025/TT-BTC).
  • List of beneficiary owners (Form No. 10, Circular 68/2025/TT-BTC).
  • When increasing charter capital: Minutes of the meeting on the capital increase and papers certifying the completion of capital contribution.
  • When changing the legal representative: Decision on change of the legal representative and relevant documents (if arising from the transfer such as the LC/Record of liquidation of the LC).
  • When changing the address to a different tax authority: You need to complete the tax closing procedure at the old tax authority.
• Fee: 100,000 VND (Fee for disclosure of business registration contents).

Since Decree 168/2025/ND-CP came into effect, the declaration of “Beneficial Owner” is a mandatory obligation when establishing a new or changing business registration. A beneficial owner is defined as an individual who meets one of the following criteria:

• That individual owns (directly or indirectly through another organization) from 25% of the charter capital or 25% of the total voting shares of the enterprise.
• That individual holds the de facto control over important decisions of the business, such as the right to appoint/dismiss a majority of senior leaders (BOD, Director), the right to amend the charter, or the right to dispose of the restructuring or dissolution of the company.

Submission and processing of dossiers to change business registration in Hoang Mai Ward

• Submission of documents: Enterprises submit online documents through the National Public Service Portal on Business Registration at the address: https://dangkyquamang.dkkd.gov.vn/online/Forms/APP/Agenda.aspx?h=cb64
• Processing and Receiving Results:
  • The time limit for processing a normal dossier is 03 working days from the date of receipt of a valid dossier.
  • Note: Currently, in Hanoi, the business registration authority is implementing the issuance of an electronic version of the Business Registration Certificate with a digital signature instead of a hard paper copy as before.

Some companies in Hoang Mai ward before merging administrative boundaries

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