Changing the headquarters address to a different district: Procedures and notes

Changing the headquarters address to another district is what businesses need to do when moving their business location to another district. This procedure includes steps related to notifying changes to tax authorities, updating business registration information and making other necessary changes to ensure business activities take place legally at the new location. The article below will provide specific information about the documents and procedures for changing the headquarters address to a different district.

Procedures for notifying the tax authority about changing the headquarters address when relocating to a different district

According to Clause 2, Article 36 of the Law on Tax Administration 2019, when changing the headquarters to a different district or district, resulting in a change of tax administration agency, the enterprise needs to carry out procedures to notify the change to the tax administration agency (also known as tax closing for district transfer) within 10 days from the date of the change information. To carry out this procedure, it is necessary to prepare documents including:

• Declaration for adjustment and supplementation of tax registration information form number 08-MST issued together with Circular 105/2020/TT-BTC.
• Certified copy of business registration certificate.
• Authorization document for the person submitting the application in case the submitter is not the legal representative.
• Minutes of meeting/decision on changing business registration to move headquarters to another district.

After completing the dossier, the enterprise submits the dossier to the directly managing tax authority (the tax authority of the place of relocation) to carry out tax procedures before registering to change the headquarters address. After receiving the notice of the taxpayer’s relocation, form No. 09-MST issued with Circular 105/2020/TT-BTC from the tax authority of the place of relocation, the enterprise can register a change of headquarters address at the business registration agency in accordance with the law on business registration.

Procedures for changing the headquarters address to a different district

Changing the main address is carried out according to the provisions of Article 47 of Decree 01/2021/ND-CP. Specifically as follows

File

Documents for changing the headquarters address to a different district include:

• Notice of change in business registration content signed by the legal representative of the enterprise;
• Resolutions and decisions of the company owner for one-member limited liability companies; Resolutions, decisions and copies of meeting minutes of the Board of Members for limited liability companies with two or more members, partnerships, and of the General Meeting of Shareholders for joint stock companies on the transfer of the enterprise’s headquarters address.
• Authorization document to carry out procedures to change the head office and a copy of the authorized person’s legal documents (if authorized).

Implementation procedures

Enterprises can carry out procedures for changing the headquarters address to a different district in the following forms:

Register in person or via postal service

The enterprise submits a registration application to change the business registration content to the Business Registration Office where the new headquarters is located.

The business registration agency issues a receipt, checks the validity of the dossier and issues a business registration certificate. In case the dossier is not valid, notify in writing the content that needs to be amended or supplemented within 03 working days from the date of receipt of the dossier.

Register electronically using public digital signatures

• The applicant declares information, downloads electronic documents, signs to authenticate documents and pays fees and charges on the National Business Registration Portal (https://dangkykinhdoanh.gov.vn)
• After completion, the applicant receives a receipt for the business registration application electronically.
• In case the application meets the conditions, the Business Registration Authority shall issue business registration and notify the enterprise of the issuance of business registration. In case the dossier does not meet the conditions, send a notice via electronic information network to the enterprise to request amendments and supplements to the dossier.

Register electronically using your Business Registration Account

The applicant uses the Business Registration Account to declare information, download electronic documents and authenticate the business registration application via the electronic information network and pay business registration fees and charges according to the process on the national business registration portal (https://dangkykinhdoanh.gov.vn)

In case of authorization, the authorization document requires contact information of the authorizer for authentication.

After completion, the applicant receives a receipt for the business registration application electronically.

The business registration agency issues business registration and notifies the business if the application is eligible. In case the dossier does not meet the conditions, the business registration agency will send a notice via electronic information network to the enterprise to request amendments and supplements to the dossier.

>>> See more: Register to Change Head Office Address of Private Enterprise.

Announcement of business registration content

The request for publication of business registration content is made at the time the enterprise submits its business registration application.

>>> See more: Procedures for registering a change in the address of the enterprise’s headquarters.

Procedures after changing the headquarters address to a new district

After completing the procedure to change the headquarters address, the enterprise needs to carry out the following procedures:

1. Re-engrave the legal entity seal: The old seal often has information about the old district, so it is necessary to re-engrave the new seal.
2. Hang the company sign at the new headquarters: This is a mandatory requirement. If not done, the business may have its tax code locked and be subject to administrative fines.
3. Change company address on electronic invoice: Declare and submit form 01/DKTĐ-HDĐT Appendix IA issued with Decree 123/2020/ND-CP for tax authorities in the new district.
4. Procedures at the old and new district social insurance agencies:

• In the old district: Report a reduction in social insurance for all employees and pay all outstanding social insurance money.
• In the new district: Apply for a new unit code and carry out procedures for reporting an increase in social insurance for employees.

5. Update bank account information: Contact the bank to update the company address.

Consulting services and guidance on changing the headquarters address to another district

Long Phan Consulting Company provides comprehensive consulting and guidance services on procedures for changing the headquarters address to a different district, including:

• Consulting on legal regulations on changing the company’s headquarters address.
• Consulting on tax issues arising in case of changing the company’s headquarters address.
• Guide Customers to prepare necessary documents.
• Drafting documents to change the company’s headquarters address for customers.
• Representing customers to work and submit documents at competent state agencies.
• Receive results and hand them over to customers.
• Consulting on issues that arise after completing procedures to change the company’s headquarters address.

Frequently asked questions about changing the headquarters address to different districts

You can refer to the frequently asked questions below:

What is the time limit for an enterprise to notify a change in tax management authority when changing its headquarters to a different district?

Enterprises need to notify the change to the tax management authority within 10 days from the date the change information arises.

What does the notification file for change of tax management authority include?

Documents include: Declaration for adjusting and supplementing tax registration information, form No. 08-MST, certified copy of Business Registration Certificate, authorization document (if any), meeting minutes/decision on changing business registration to move headquarters to another district.

What are the forms of application for change of head office address?

Businesses can submit directly, via postal service or electronically using a public digital signature or Business Registration Account.

After changing the headquarters address, does a business need to re-engrave its seal?

Yes, businesses need to re-engrave the new legal entity seal with new headquarters address information.

Are businesses required to hang company signs at their new headquarters?

Yes, hanging company signs is a mandatory requirement.

What do businesses need to do with electronic invoices after changing their address?

Enterprises need to declare and submit form 01/DKTĐ-HDĐT to the tax authority in the new district.

Conclude

Changing the headquarters address to a different district requires businesses to clearly understand the processes and procedures. Preparing complete documents and following the correct steps helps businesses save time, costs, and avoid violating the law. For detailed advice and support in implementing procedures, please contact the hotline: 0906735386.