Latest instructions for registering promotional activities

Instructions for registering promotional activities are important content to help traders present the accurate registration process according to current law. Complying with this procedure when implementing a promotional program will help traders avoid legal risks and ensure business operations. The article below provides a detailed guide on the latest steps for registering promotional activities.

When is it necessary to register promotional activities?

Promotional activities need to be registered in many specific cases. According to the provisions of Article 19 of Decree 81/2018/ND-CP, promotional programs must be registered and must be confirmed by a competent state management agency before implementing the promotional program in the following forms:

• Selling goods and providing services accompanied by participation in programs of chance where participation in the program is associated with the purchase of goods and services and winning prizes based on the luck of the participants according to the announced rules and prizes (promotional programs of chance) (Article 13 of Decree 81/2018/ND-CP).
• Other forms of promotion are approved by the state management agency in charge of commerce (Clause 9, Article 92 of the Law on Commercial 2005).

It is worth noting that the value of the promotion does not affect the registration. Whether the promotional value is 1 million VND or 100 million VND, traders must still register promotional activities with competent state management agencies before implementing.

Promotions of chance often include lucky draw programs, lucky draws, lucky spins, or similar forms. In practice, many traders are confused about when they need to register for promotions, leading to skipping promotion registration procedures, causing unnecessary legal risks.

Application dossier for registering promotional activities

Promotion registration documents need to be prepared fully and accurately. Clause 4, Article 19 of Decree 81/2018/ND-CP, amended and supplemented by Decree 128/2024/ND-CP, stipulates that registration documents for promotion programs must include the following components:

• 01 Register to implement the following promotional program Model number 02 Appendix issued together with this Decree;
• 01 Promotional program rules follow Model number 03 Appendix issued together with the Decree;
• Sample of proof of winning or detailed description of proof of winning.

In addition, the promotion registration content needs to fully show detailed information about the program according to Clause 5, Article 19 of Decree 81/2018/ND-CP.

Latest application forms required for registering promotional activities

Promotion registration forms need to comply with the standard form according to Decree 81/2018/ND-CP. Below, we would like to provide the latest application forms according to current legal regulations.

Registration form for promotion program

Application form for registration of promotion program according to Form No. 02, Appendix to Decree 81/2018/ND-CP.

Model number 02

REGISTER FOR PROMOTION

Dear: ………………………………………………

Name of trader: ………………………………………………………………………………………………………….

Head office address: ………………………………………………………………………………………………..

Phone: ………………………………… Fax:……………………..………………

Email: ………………………….………………………………………………………………

Tax code: …………………………………………………………………………………………………………..

Contact person:………………………………… Phone: ……………………………………….

Pursuant to the Law on Commercial, Decree No. 81/2018/ND-CP dated May 22, 2018 of the Government detailing the Law on Commercial on trade promotion activities, (name of trader) announces the promotion program as follows:

1. Name of promotional program: ………………………………………………………………………………….
2. Promotion period: ………………………………………………………………………………………………….
3. Promotional goods and services: ……………………………………………………………………

Quantity of goods and services (if any): ……………………………………………………………………..

4. Goods and services used for promotion: ……………………………………………………………….
5. Promotion area (scope): ………………………………………………………………………
6. Form of promotion: ………………………………………………………………………………………………….
7. Customers of the promotion program (promotion beneficiaries): …….
8. Total prize value: …………………………………………………………………
9. Names of traders jointly implementing the promotion, specific participation content and specific responsibilities of each merchant participating in the program (In cases where many traders coordinate to carry out a promotion program or a merchant providing promotional services conducts promotions for the goods and services of other traders as agreed).

Traders commit to resolve disputes and be responsible before the law for violations when implementing promotional programs (if any); At the same time, they must report the results of promotion implementation, store and be responsible for documents and reports related to the report in accordance with the provisions of law to serve the work of inspection, examination and supervision.

Promotional program rules attached.

(Trader name) commits to the above registration content and is fully responsible before the law.

>>> CLICK DOWNLOAD NOW: LATEST PROMOTION PROGRAM REGISTRATION FORM.

Promotion program rules form

Application form for promotion program regulations according to Form No. 03, Appendix to Decree 81/2018/ND-CP.

Model number 03

PROMOTION PROGRAM RULES
(Attached to official dispatch No. ……… dated……. /… /20…of………. )

1. Name of promotion program: ……………………………………………………………………………..
2. Promotional goods and services: ………………………………………………………………………..

Quantity of goods and services (if any) ……………………………………………………………………..

3. Promotion period: ………………………………………………………………………………………………….
4. Promotion area (scope): ………………………………………………………………………
5. Form of promotion (specify promotion of chance or other form): …………………………………………………………………………………………………………………………
6. Customers of the promotion program (promotion beneficiaries): …………………………………………………………………………………………………………………………

Specify who can participate and who cannot participate in the promotion program (applies or does not apply to employees of the business, agents, distributors, advertisers, printers serving the promotion program, minors, children…):

7. Prize structure:

Total prize value compared to total value of promotional goods.

8. Detailed content and rules of the promotion program:

8.1 Conditions, methods, and specific procedures that customers must follow to participate in the promotion program:

8.2 Time and method of issuing evidence to determine winning prizes

– In case of release with goods: Clearly state attachment, attachment, placement inside goods or other methods:

– In case of release without goods: Clearly state the time and method of implementation (send directly, send by post, text message… to the customer).

8.3 Regulations on evidence to determine winning prizes

– Specific description of the evidence to determine winning and the validity of the evidence to determine winning;

– Total number of evidence to determine winning prizes (scratch coupons, lottery tickets, bottle caps, can rings, prize codes…) issued: ………………………………………………………………..

8.4 Time, location and method of determining prizes:

– Time to determine the winning prize: ……………………………………………………………………..

– Location to determine winning prize: ……………………………………………………………………..

– How to determine the winning prize (clearly describe the method of drawing, drawing, spinning, scratching, opening the lid, opening the ring… for each type of prize).

8.5 Prize winning announcement:

– Time limit and method (in person, by post, text message…) of prize notification content to customers:

– Or time limit and method of receiving winning notification from customers: ….

8.6 Time, place, method and procedures for awarding prizes

– Award location: …………………………………………………………………………………………….

– Method of awarding prizes: ……………………………………………………………………………………………

– Prize awarding procedure: …………………………………………………………………………………………….

– Deadline for awarding: ………………………………………………………………………………

– Responsibilities of winning customers for expenses incurred when receiving prizes and irregular income tax.

9. Focal point to answer customer questions about issues related to promotional programs (contact person, phone…).
10. Responsibility for information disclosure:

– Regulations on the responsibilities of traders in publicly announcing detailed content of promotional program rules (in the media or at promotional locations or attached to promotional products…)

– Regulations on traders’ responsibilities in announcing winning results (at promotional locations or on media or on traders’ websites): …………………………………………………….

11. Other regulations (if any): ………………………………………………………………………………

>>> CLICK DOWNLOAD NOW: PROMOTION PROGRAM RULES FORM.

Instructions on procedures for registering promotional activities

When registering promotional activities, traders need to follow the steps in the registration process. This process is designed to ensure transparency and legality of the promotion.

Specifically, when registering promotional activities, traders need to follow the following steps:

Step 1: Determine the state agency competent to receive the application.

According to the provisions of Clause 2, Article 19 of Decree 81/2018/ND-CP, traders need to submit documents to:

• Department of Industry and Trade – for promotional programs of chance carried out in a province or centrally run city.
• Ministry of Industry and Trade – for promotional programs of chance carried out in 2 or more centrally-affiliated provinces and cities and promotional programs in other forms.

Step 2: Submit application

Documents are submitted in one of the following three ways, complying with Clause 3, Article 19 of Decree 81/2018/ND-CP:

• Submit 01 registration application via postal service to the competent state management agency;
• Submit 01 registration dossier directly at the headquarters of the competent state management agency;
• Use the online public service system provided by a competent state management agency (through the online information portal of the Ministry of Industry and Trade or the public service portal of the Department of Industry and Trade).

Step 3: Process documents

• After completing the procedures, within 05 days from the date of receipt of the application, the competent state management agency will review and respond to confirm or disconfirm the registration for the promotion program.
• In case of non-confirmation, the management agency must clearly state the reason according to the provisions of law.

Thus, traders need to carry out procedures for registering promotional activities according to instructions to minimize legal risks.

Consulting and guidance services for registering promotional activities at Long Phan Consulting Company

Promotion registration consulting service at Long Phan Consulting Company provides professional solutions for traders who need to register promotional activities. With a team of experienced experts in commercial law and promotion regulations, we will assist customers in completing promotion registration procedures effectively.

Consulting services for registering promotional activities by Long Phan Consulting Company include:

• Consulting on determining the type of promotion that needs to be registered;
• Support in preparing complete and accurate promotion registration documents;
• Drafting registration applications and promotion program rules;
• Representatives of traders submit documents to competent state management agencies;
• Monitor application processing progress and coordinate explanations and additional documents when necessary;
• Receive results and advice on next steps after confirmation.

Above are some items that Long Phan Consulting Company provides to you when you use consulting services and instructions for registering promotional activities. The above service items may change depending on your specific requirements and circumstances. Please contact us immediately for detailed advice on in-depth business support service packages.

Promotional registration frequently asked questions

Below are some frequently asked questions, please refer to:

What other types of promotions require official approval?

In addition to lucky promotions, other forms of sales incentives that may require government authorization include conditional discounts not directly related to the purchase, loyalty programs with specific reward mechanisms beyond simple discounts, or any unique promotional campaigns that trade regulators deem necessary to monitor.

Are there any fees associated with the promotion registration process?

The article does not explicitly mention any official fees or charges levied by state agencies for the submission and processing of promotional registration applications. You should consult the Department of Industry and Trade of your province/central city or the Ministry of Industry and Trade for the most up-to-date information on potential fees.

How long does the entire application process typically take from submission to final confirmation?

The prescribed time limit is five working days for the competent authority to confirm receipt of the application and approve or reject the registration. However, the total time from initial submission to final confirmation may vary depending on the completeness of the submitted documents and the workload of the reviewing agency.

What are the consequences if we ignore registration for a mandatory promotion?

Failure to register a mandatory promotional activity may result in administrative penalties, including fines, possible suspension of the promotional program and other legal consequences according to current regulations on violations in commercial promotion activities.

What is the process to modify or cancel a previously registered promotion?

Modification or cancellation of a registered promotion usually requires the submission of written notice or formal request to the relevant regulatory authority. This document should clearly explain the proposed changes or reasons for cancellation and may be subject to review and approval.

What documents and information need to be kept after the promotion ends?

After the promotion ends, the organizer is obliged to retain all records and documents related to the promotion. This includes confirmation of registration, program terms and conditions, evidence of awards awarded, participation records and final results reports submitted to the authorities, all retained for a specified period of time for potential audits or investigations.

Are there any differences in promotion regulations between different provinces and cities in Vietnam?

Although the primary regulatory framework is established at the national level, provincial or municipal regulatory agencies may issue additional guidance or interpretations. The local Department of Industry and Trade where the promotion is conducted should be consulted to determine any specific local regulations.

Conclude

Instructions for registering promotional activities need to be followed in accordance with the law to avoid legal risks and ensure traders’ business operations. If you need more information or support in registering for promotional activities, please contact Long Phan Consulting Company via the hotline 1900636389 for detailed advice and timely support for upcoming promotional programs.