Procedures for extension of the license for establishment of representative offices of foreign traders in Viet Nam

Foreign traders that satisfy the conditions prescribed in Article 7 of Decree No. 07/2016/ND-CP are permitted to establish representative offices in Vietnam (“Representative Offices”) and shall be granted a License for Establishment. The License for Establishment of a Representative Office of a foreign trader in Vietnam (“Representative Office Establishment License”) is issued with a validity period of no more than five (05) years from the date of issuance, and may be extended multiple times, provided that the foreign trader continues to comply with applicable legal requirements and does not fall within any case of license revocation. 

1. Procedures for extension of the Representative Office Establishment License: 

1.1. Competent authorities: 

  • The Departments of Industry and Trade of provinces and centrally run cities where the Representative Office is located shall be competent to extend the Representative Office Establishment License in cases where the establishment/extension of such License is not otherwise regulated by specialized legal instruments. 
  • The Management Boards of industrial zones, export processing zones, economic zones, and hi-tech zones shall be competent to extend the Representative Office Establishment License for Representative Offices located within such zones, where the establishment of the Representative Office is not regulated by specialized legal instruments. 

1.2. Extension fee: VND 1,500,000

1.3. Application dossier:

The application dossier for extension of the Representative Office Establishment License consists of one (01) set of the following documents: 

  • An application for extension of the Representative Office Establishment License in the form prescribed by the Ministry of Industry and Trade, duly signed by an authorized representative of the foreign trader; 
  • A copy of the business registration certificate or an equivalent document of the foreign trader; 
  • A copy of the audited financial statements, or a document certifying the fulfillment of tax or financial obligations in the most recent fiscal year, or an equivalent document issued or certified by a competent authority of the country where the foreign trader is established, evidencing the existence and operation of the foreign trader in the most recent fiscal year;
  • A copy of the issued Representative Office Establishment License. 

1.4. Procedures: 

  • Step 1: The foreign trader submits the application dossier for extension of the Representative Office Establishment License to the competent authority. Submission may be made directly, by post, or online (where applicable).
  • Step 2: Within three (03) working days from the date of receipt of the dossier, the competent authority shall examine the dossier and request supplementation if the dossier is incomplete or invalid (such request for supplementation shall be made only once during the dossier processing). 
  • Step 3: Within five (05) working days from the date of receipt of a complete and valid dossier, the competent authority shall grant the extension of the Representative Office Establishment License. In case of refusal, a written notice clearly stating the reasons must be issued. 
  • Note: Where the extension of the Representative Office Establishment License is not regulated by specialized legal instruments, the competent authority shall seek opinions from the relevant line ministry within three (03) working days from the date of receipt of a complete and valid dossier. Within five (05) working days from receipt of the competent authority’s request, the line ministry shall issue a written response indicating its approval or disapproval of the extension. Within five (05) working days from receipt of the line ministry’s opinion, the competent authority shall decide to grant or refuse the extension of the Representative Office Establishment License. In case of refusal, a written notice stating the reasons must be issued. 

2. Notes on the extension of the Representative Office Establishment License: 

First, foreign traders should submit the application for extension of the Representative Office Establishment License at least thirty (30) days prior to the expiry date of the License. If the Representative Office continues its operation after the License has expired without being extended, it may be subject to an administrative fine ranging from VND 60,000,000 to VND 100,000,000.

Second, the Representative Office Establishment License may be extended for a period of no more than five (05) years. However, where the business registration certificate or an equivalent document of the foreign trader specifies an operation term, the License may only be extended up to the expiry date of such business registration certificate. 

Third, notes on the form of documents included in the extension dossier: 

  • For the copy of the business registration certificate or equivalent document of the foreign trader: it must be translated into Vietnamese and consular legalized or certified by a Vietnamese diplomatic mission or consular authority overseas in accordance with Vietnamese law. 
  • For the copy of audited financial statements, tax or financial obligation confirmation, or equivalent documents evidencing the existence and operation of the foreign trader in the most recent fiscal year: it must be translated into Vietnamese and notarized in accordance with Vietnamese law. 

Accordingly, foreign traders should pay attention to the dossier submission deadlines and arrange a reasonable timeline to prepare the required documents in the proper form. 

The extension of the Representative Office Establishment License is a mandatory procedure to ensure lawful operation in Vietnam. Therefore, foreign traders should proactively monitor the validity period of the License and prepare the extension dossier in compliance with applicable regulations in order to avoid potential administrative sanctions. 

 Related posts

  1. Some notes on applying for a work permit for the chief of a representative office under the form of an intra-corporate transfer 
  2. Important notes on changing the head of a representative office of a foreign trader in Viet Nam

Disclaimers:

This article is for general information purposes only and is not intended to provide any legal advice for any particular case. The legal provisions referenced in the content are in effect at the time of publication but may have expired at the time you read the content. We therefore advise that you always consult a professional consultant before applying any content.

For issues related to the content or intellectual property rights of the article, please email cs@apolatlegal.vn.

Apolat Legal is a law firm in Vietnam with experience and capacity to provide consulting services related to Business and Investment and contact our team of lawyers in Vietnam via email info@apolatlegal.com.



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