Secretarial services for foreign representative offices in Vietnam

In the context of economic integration, the situation of attracting investment capital from foreign companies into Vietnam is increasing. Therefore, the need to establish a representative office in Vietnam of FDI enterprises is becoming more popular than ever. Representative offices not only help businesses have a presence in Vietnam but are also an important bridge to reach customers, partners and potential markets. With a deep understanding of the provisions of Vietnamese law, the requirements that customers must comply with, the service of foreign representative office clerk will help your business reduce a lot of administrative work which requires both human resources, time and money to help customers wholeheartedly towards the core purpose of business and increase profits.

The concept of a foreign representative office in Vietnam

A foreign representative office in Vietnam is a form of operation of foreign companies, businesses and organizations in Vietnam. The representative office conducts the business of manufacturing or providing services to generate profits, which acts as a bridge between the foreign parent company and the Vietnamese market

Setting up a foreign representative office in Vietnam is a process by which a foreign company establishes a dependent unit in Vietnam. To establish a representative office, FDI foreign companies need to apply for an operating license at a Vietnamese state management agency. After obtaining the license, the company needs to complete the legal conditions and facilities. At the same time, recruit personnel to ensure that the representative office can operate in Vietnam.

Procedures for setting up a foreign representative office in Vietnam

Step 1: Organize the dossier

• Identity card certified by the head of the representative office
• Detailed information about the representative office: name, address and phone number
• Business registration certificate of the company

Step 2: Draft the dossier

• After having all the information, Viet An Tax Agent will draft a dossier to help the business
• Within one day, the complete dossier will be sent to the customer for signature and seal

Step 3: Submit documents and announce the establishment

• The dossier shall be submitted at the Business Registration Office of the province or city where the office is intended to be located
• Payment of fees and disclosure of office information on the National Enterprise Portal

Step 4: Get an operating license

• The business registration authority will consider the validity of the dossier within 03 working days from the date of receipt of the dossier
• If the dossier is satisfactory, the Registry will issue a certificate of operation registration to the branch or representative office
• In case the dossier is invalid, the agency will notify in writing, clearly stating the contents that need to be amended and supplemented

Step 5: Engrave the seal (optional)

The representative office needs to engrave its official seal and conduct operations.

Some specific jobs of secretarial services for foreign representative offices in Vietnam

Carrying out procedures for registration of foreign representative offices in Vietnam

• Carrying out procedures for establishing companies, branches, representative offices, and business locations
• Carrying out procedures for changing the registration of companies, branches, representative offices, and business locations
• Carrying out procedures related to the registration of seals, tax identification numbers, business accounts at banks, and tax information changes

Drafting documents related to the progress of capital contribution

Progress of capital contribution of shareholders/members in the enterprise (such as Certificate of capital contribution/share ownership) after establishment or when there is a change in capital.

Meeting Secretary

Perform preparatory work (such as notifying and sending notice of meetings, drafting meeting agendas, meeting contents) and participating in meetings as a secretary to draft meeting minutes and resolutions in meetings of the General Meeting of Shareholders, the Board of Directors, etc  Members and the Board of Directors at the request of the enterprise

Report

Participate in drafting/finalizing and submitting compulsory periodic reports of enterprises (including foreign enterprises established under the Law on Enterprises) to State agencies, including: reports related to investment (domestic or outgoing), reports related to foreign workers; Monitor and send reminder notifications to businesses when the deadline for submitting reports is due

Translation and notarization of documents

Translation of documents from Vietnamese to English and vice versa; copying and notarizing administrative documents of enterprises at competent agencies

Retention and management of internal documents of the enterprise

Including legal documents of enterprises, subsidiaries, member units or affiliates, branches, representative offices, business locations, seals, charters, internal management regulations, meeting minutes, resolutions, shareholder registers (member registers), diplomas, etc  certificates, licenses, prospectuses (for securities companies), reports of the Control Board, conclusions of inspection agencies, conclusions of auditing organizations, accounting books, accounting vouchers, financial statements, letters and other administrative documents of enterprises

Organize and plan work

Detailed reports to the management of the enterprise upon request; monitor and send reminders to the Board of Directors about meeting schedules and work schedules

Provision of legal documents

Assist in searching for information, legal documents and updating legal documents in specific or general fields.

Other jobs

• Assistance in finding and renting locations and managing customer registered locations
• Other administrative tasks, according to the specific requirements of the enterprise.

If you have any difficulties or questions related to tax accounting services for the representative office of foreign traders, please contact Viet An Tax Agent for the most specific advice.