Procedures for changing the head office address of a one-member limited liability company

Procedures for changing the head office address of a one-member limited liability company helps businesses update legal information promptly, avoid administrative sanctions and ensure rights in business transactions. Correct implementation of the prescribed process also creates favorable conditions for tax management, declaration and receiving notifications from state agencies, contributing to maintaining stable and transparent operations for businesses.

Conditions for the head office address of a one-member limited liability company

Choosing a reasonable headquarters is not only convenient for the company’s business operations but also helps the business have long-term stability. According to the provisions of Article 42 of the Law on Enterprise 2020, the head office of an enterprise must meet the following conditions:

• Head office is a contact address located in the territory of Vietnam;
• Address must be clearly identified according to administrative unit;
• Address needs to provide a phone number, fax number, and email (if any).

In addition, when choosing a location for its headquarters, businesses should note:

• According to Point c, Clause 8, Article 3 of the Law on Housing 2023, businesses are not allowed to use apartments or dormitories for residential purposes only as company headquarters. This regulation is intended to ensure fire safety, order and security, and protect the daily rights of residents;
• Businesses can locate in spaces with business or commercial functions such as officetel apartments or shophouses;
• When registering a company address, businesses need to provide documents clearly proving that the registered location is not in an area used only for residential purposes.

Thus, when choosing to change the headquarters to a new location, the enterprise needs to meet the conditions to be able to carry out the procedure to change the headquarters address of the limited liability company.

>>>See more: Register for changing the head office address of a partnership.

Procedures for changing the head office address of a one-member limited liability company

Pursuant to Article 47 of Decree 01/2021/ND-CP, the company must complete 02 procedures including tax finalization procedures, notification of transfer to tax administration agency (if any) with the tax agency and procedures for registering change of head office address with the business registration agency, specifically as follows:

With tax authorities

In case of registering to change the head office address to a district, province, or centrally-run city other than where the head office is located, leading to a change in the management tax authority, the enterprise must carry out procedures with the tax authority related to the change of location as prescribed in Clause 2, Article 10 of Circular 86/2024/TT-BTC of the Ministry of Finance dated December 23, 2024:

1. Agency receiving documents: The tax department where the company moves to
2. Documents need to be prepared:

• Declaration for adjusting and supplementing tax registration information according to Form 08-MST, Appendix II issued with Circular 86/2024/TT-BTC of the Ministry of Finance dated December 23, 2024;
• Owner’s decision to change company address;
• Notarized copy of Business Registration Certificate;
• Authorization document (if the legal representative does not directly submit the application).

3. Result: After completing tax obligations, the tax department will issue a notice of relocation of tax administration according to Form 36/TB-DKT Appendix 2 Circular 86/2024/TT-BTC of the Ministry of Finance on December 23, 2024.

Note:

• Enterprises must settle outstanding tax obligations;
• Submit all tax declarations and report on the use of the most recent quarterly invoice with digital signature;
• The legal representative can authorize another person to perform work with the tax authority, but must have a written authorization to perform specific procedures and present it when performing the work.

With business registration agency

After completing tax finalization procedures and notifying the change of location to the tax administration agency, the enterprise continues to carry out the procedures to register a change in headquarters address and announce changes in business registration content at the competent authority as follows:

Step 1: After completing procedures with the tax authority and receiving Notice of the company’s relocation, the enterprise shall register to change the headquarters address at the business registration agency.

1. Components of application for registration of change of head office address:

• Notice of change in business registration content (form Appendix II-1 issued with Circular 01/2021/TT-BKHDT of the Ministry of Planning and Investment issued on March 16, 2021);
• Decision of the company owner to change the company headquarters address;
• Authorization document for the person to submit the application and receive the results if not the legal representative (notarization or authentication required);
• Valid copy of one of the personal identification documents of the person authorized to carry out the procedure (if any): For Vietnamese citizens: Valid citizen identification card or Vietnamese passport; For foreigners: Foreign passport or valid document replacing a valid foreign passport.

2. Application location:

• Business Registration Office – Department of Planning and Investment (now Department of Finance) where the company is registered (in cases where the province/city is not changed);
• Business Registration Office – Department of Planning and Investment where the new headquarters is intended to be located (in case of moving the headquarters address to another province or centrally run city).

Step 2: Receiving and processing documents:

After receiving the application, the Business Registration Office issues a Receipt and arranges to return the results to the applicant.

The Business Registration Office checks the validity of the application within 03 working days:

• If the dossier is complete and valid, the Business Registration Office will issue a Business Registration Certificate with the new address.
• In case the dossier is not valid, the Business Registration Office will notify the content that needs to be amended or supplemented for the enterprise to implement. The time for amendments and supplements is usually 60 days from the date of initial submission.

Businesses will receive results within 03 working days from the date the Business Registration Authority receives the valid dossier.

Above is the entire process of changing the headquarters address of a limited liability company that you need to pay attention to so that the address change process can take place quickly.

>>>See more: The latest notice of change of head office address form.

Time limit for changing the head office address of a one-member limited liability company

The time limit for resolving procedures for changing the head office address of a one-member limited liability company is specifically stipulated as follows:

1. For procedures at the tax authority according to Clause 2, Article 11 of Circular 86/2024/TT-BTC of the Ministry of Finance dated December 23, 2024:

• Within 05 (five) working days from the date the tax authority announces the inspection records and conclusions (for documents subject to inspection at the taxpayer’s headquarters);
• Within 07 (seven) working days from the date of receipt of the company’s documents (for documents that are not subject to inspection at the company’s headquarters).

2. For procedures at the business registration agency: Within 03 (three) working days from receipt of complete and valid documents according to Clause 3, Article 30 of the Law on Enterprises 2020.

Thus, the total time to carry out the procedure to change the headquarters address of a one-member limited liability company usually lasts from 10 to 15 working days, depending on whether the business has outstanding tax obligations or not and the time to supplement documents as requested by the authorities.

>>>See more: Process and procedures for changing the headquarters address of a Joint Stock Company from A-Z.

Consulting service for changing the head office address of a one-member limited liability company at Long Phan Consulting Company

Consulting service for changing the head office address of a one-member limited liability company at Long Phan Consulting Company provides comprehensive solutions for businesses to carry out the process of changing the headquarters address effectively and legally. Specific services include:

• Consulting on legal conditions on the location of the head office of a one-member limited liability company;
• Draft documents to change head office address in accordance with regulations;
• Authorized representative of the enterprise carries out procedures with tax authorities and business registration authorities;
• Monitor the progress of processing documents and update information for businesses;
• Support in resolving problems that arise during the implementation of procedures.

With solid expertise and a dedicated, thoughtful service attitude, Long Phan Consulting Company will be a reliable companion, helping you feel secure and achieve the desired results.

Some frequently asked questions about changing the head office address of a one-member limited liability company

We would like to provide you with some common questions related to the procedure for changing the head office address of a one-member limited liability company.  Please refer!

Are there any different procedures when moving a company headquarters to another province or centrally run city?

Yes, moving your headquarters to another province or centrally-run city requires you to complete tax procedures with your current tax authority, then register your new address with the Department of Planning and Investment of the province/city where you move. This often includes the additional step of transferring tax administration.

How does a change of company address affect existing contracts and business relationships?

You will need to notify all contractual partners, customers and business partners about the change of address. This may include formally amending existing contracts and updating company information on invoices and other official documents.

In addition to the business registration certificate, are there any other licenses or certificates that may need updating due to a change of address?

Depending on your business, operating licenses, certificates of business eligibility or sub-licenses related to a specific business address may need to be updated with the relevant licensing authorities.

Is a digital signature required at any stage of the change of address process?

Although not always required, digital signatures may be required when filing online with tax authorities and business registration authorities, simplifying the electronic filing process.

What are the typical costs associated with changing a company’s headquarters address?

Costs may include administrative fees paid to the Department of Planning and Investment, notary fees if some documents require notarization, and there may be service fees if you hire a legal consulting firm.

In what situations can the processing time for a change of address be extended compared to the standard time?

Delays may occur if there are outstanding tax obligations that need to be fully resolved, if submitted documents are incomplete or need to be amended, or due to processing times at relevant state agencies.

Above are some questions surrounding the procedure for changing the headquarters address of a limited liability company. We hope that the above answers have partly answered your questions about this issue and helped you feel more confident when performing this procedure. Thank you!

Conclude

The procedure for changing the head office address of a one-member limited liability company requires many steps and compliance with strict legal regulations. Contact Long Phan Consulting Company immediately via the hotline 1900636389 to be supported by a team of experts to carry out this procedure quickly, accurately and most effectively.