Change phone number, website, email on ERC in Vietnam

Enterprises are responsible for updating and fully supplementing missing information in the business registration dossier when changing the business registration content, including information: phone number, mailing address, electronic information (email), and electronic information page (website) of the enterprise. Changing the phone number, email, and website on ERC (Enterprise Registration Certificate) is not a complicated procedure, but is extremely necessary to ensure your business operations always run smoothly. Viet An Law would like to provide a guide article on change phone number, website, email on ERC in Vietnam according to current corporate law regulations.

What does an ERC (Enterprise Registration Certificate) include?

According to the provisions of Article 28 of the Enterprise Law 2020, the ERC includes the following main contents:

• Business name and business code;
• Address of the enterprise’s headquarters;
• Phone number, email, website;
• Charter capital for companies, investment capital for private enterprises.
• Information about the owner;
• Full name, contact address, nationality, and legal document number of individual for legal representatives of limited liability companies and joint stock companies; for general members of a partnership; for business owners of private enterprises. Full name, contact address, nationality, legal document number of individual for individual members; name, business code, and head office address of the organizational member for a limited liability company.

Therefore, when an ERC changes its phone number, website, or email, it means changing the information on the Enterprise Registration Certificate.

What procedures must be followed when a business changes its phone number, website, or email?

Changing phone numbers, websites, and emails is subject to updating and supplementing information in the business registration dossier according to Article 63 of Decree 01/2021/ND-CP as follows:

“In case update or addition of information to the application for enterprise registration leads to changes in the enterprise registration certificate but does not fall into the cases prescribed in Articles 47 through 55 of this Decree, the enterprise shall send a notification of updated/added information to the Business Registration Office of the province where it is headquartered. When receiving the notification, the Business Registration Office shall examine the validity of the received documents and issue an enterprise registration certificate to the enterprise.

Thus, when an enterprise changes the phone number, website, or contact email on the Enterprise Registration Certificate, the enterprise must send a notice requesting to update and supplement business registration information to the Business Registration Office where the enterprise is headquartered.

Besides, under the provisions of Clause 1, Article 63 of Decree 01/2021/ND-CP, adding the business’s phone number information in the business registration dossier is mandatory. In case the enterprise does not add information about the business’s phone number, the registration dossier to change the business registration content is considered invalid. On the other hand, other information such as email, fax, and website is not required, businesses only need to add it when needed.

Documents need to be prepared when registering to change phone number, website, email

• Notice on supplementing and updating business registration information according to Appendix II-5 of Circular 01/2021/TT-BKHCN.
• Business commitment letter (if any).
• Power of Attorney for Viet An Law to carry out the procedure.

Note on Notice on supplementing and updating business registration information: this notice must include the changed content, commitment, and signature of the legal representative. In case the Court or Arbitration appoints a person to carry out business registration procedures, the designated person will sign directly on the notice.

In what cases is it not allowed to change business registration information?

Changes requirement will not be recorded in the following cases:

• Enterprises that have been notified by the business registration office about their violations are subject to a decision to revoke their ERC or revoke their business registration.
• The enterprise is in the process of dissolution according to the dissolution decision of the previously registered enterprise.
• At the request of the enforcement agency, the Court or the Investigation Agency, the Deputy Head of the Investigation Agency, the Head, and the Investigator as prescribed in the Criminal Procedure Code.
• The enterprise is legally “no longer doing business” at its registered business address.

Procedures to change phone number, website, email on ERC in Vietnam

Notification of additional updates to phone numbers, websites, and emails is often done along with content changes that need to be notified or registered according to law. Therefore, the procedures are similar to the procedures for notification or registration of changes in business registration.

Some notes when performing procedures to change phone number, website, email on ERC in Vietnam

Which phone number should we choose to register?

The business phone number is the basis for tax authorities, business registration agencies, and organizations and individuals to contact customers. Therefore, businesses need to choose several machines that operate continuously and permanently. However, due to security and privacy, businesses should set up a separate desktop number for the company, or a separate mobile number for business purposes only.

For newly established businesses, if your business has not yet prepared a registration phone number, you can use the personal mobile number of the representative who established the business to facilitate the exchange process and carry out the establishment procedures. Then, you should follow the procedures to update and add phone numbers as instructed above or contact Viet An Law for the best support.

Is it mandatory to have a website and email on the Enterprise Registration Certificate?

Unlike phone numbers, websites and emails are not required to be displayed on the content of the ERC. However, for convenience in business operations, displaying this information is necessary.

Regarding state fees

According to Clause 3, Article 63 of Decree 01/2021/ND-CP, changing or supplementing information changes the content of the ERC in terms of phone number, fax number, email, website, and address. of businesses must pay state fees.

According to Circular 47/2019/TT-BTC, the business registration fee is 50,000 VND/time.

Regarding the time limit for carrying out the procedure

The time limit for processing procedures to change phone numbers and emails on business registration is 03 working days from the date the agency receives all valid documents.

Publish the business content when changing the certificate

It is necessary to publish a notice when changing the content on the ERC. The publication of business registration content requires payment of a prescribed fee of 100,000 VND/time. Posting the gazette on the information portal creates conditions for the community and related parties to know about important changes in the enterprise’s business operations.

Above is all the regulatory information about changing phone numbers, website, emails on ERC in Vietnam. For all related questions regarding foreign company registration, please contact Viet An Law for the best support!