Generally, Vietnam welcomes foreign investment. At the same time, the country expects order and discipline. Vietnam corporate compliance is not only forms and stamps. It is daily practice. It shows respect for law, people, and the environment. For foreign owned companies, rules can feel complex and fast changing. From government’s angle, there are logics behind such.
In here, we discuss why the compliance rules exist from a government view, why companies struggle in practice, and how to handle the main areas in the right direction.
When stakeholders understand the purpose behind the rules, Vietnam corporate compliance rules becomes more practical and less stressful.
Why the Agencies in Vietnam Concerns
From the state’s view, compliance serves public goals. Taxes fund public infrastructure projects. Labor rules protect fair pay and safety. Environmental rules protect health and nature. Customs rules protect revenue and keep unsafe goods out. Foreign exchange rules keep money flows legal and stable. When companies follow these goals, trust rises between government and the enterprises and the growth is sustainable. With this in mind, Vietnam corporate compliance becomes normal business practice, not a one time project.
Investment Licensing and Reporting
Why it matters.
Foreign investors are issued Investment Registration Certificate (IRC), and Enterprise Registration Certificate (ERC) when they apply for project to invest and set up company in Vietnam. Authorities need an accurate picture of who you are, what you do, where you operate, and how much capital you commit. If your business changes, your licenses must change too. Treat this as core Vietnam corporate compliance.
When you must update IRC/ERC?
- New or additional business lines, products, or services.
- Change of head office, factory, or warehouse address.
- Change of company name or legal representative.
- Change of charter capital or ownership structure.
- Change of project timeline or investment objectives.
Procedure to adjust the IRC and ERC include:
- Internal decision. Prepare a board resolution that approves the change (scope, location, capital, timeline).
- Collect documents. Typical items include lease or land use files for new sites, draft charter amendments, updated list of members/shareholders, and proof of capital capacity (if increasing capital).
- File IRC amendment. Submit the application to the Department of Finance (Department of Planning and Investment in the past), or the industrial-zone management board, if applicable. Track the status on the investment portal.
- Receive amended IRC. Check that scope, address, capital, and timelines are correct.
- File ERC amendment. Update enterprise registration to align with the IRC: company name, business lines, charter capital, legal representative, head office.
- Publish enterprise info. Update the national business registration portal, company seal or specimen signatures if needed, and notify banks, tax office, customs, and partners.
- Ongoing reports. File quarterly and annual investment reports through the investment system. Keep copies with acknowledgment receipts. These reports are part of Vietnam corporate compliance.
Corporate Governance and Basic records
Why it matters.
Clean records help banks, tax, customs, and labor offices trust your documents. This is the principle of Vietnam corporate compliance.
Records you should always keep current.
- Charter and all amendments (latest consolidated version).
- Board and members’/shareholders’ resolutions.
- Register of members/shareholders and capital contributions.
- Specimen signatures, powers of attorney, and signatory matrix.
- List of company seals and digital signatures in use.
Procedure when leadership changes.
- Approve a resolution on the change (e.g., new legal representative).
- Amend ERC and publish the change on the business portal.
- Update tax authority, banks, customs, social insurance, and e-invoice accounts with new signatory information.
- Replace or revoke old powers of attorney and digital tokens.
- Keep a change log that lists what changed, the effective date, and where it was updated. This log proves ongoing Vietnam corporate compliance.
Tax and Transfer pricing
Why it matters.
Authorities want fair taxation and honest pricing among related parties. Clean process and plain documentation are central to Vietnam corporate compliance.
Routine tax procedures.
- Registration and onboarding: tax code activation, e-invoice registration, bank account notice.
- Periodic filings: VAT returns, withholding/PIT returns, social insurance.
- Year end: audited financial statements, corporate income tax finalization, and statutory reports.
- Retention: keep vouchers, contracts, bank statements, and e-invoice archives in an orderly structure.
Transfer pricing procedures.
- Identify related parties and intercompany transactions for services, royalties, goods, loans.
- Intercompany agreements: put the pricing and scope in writing; describe deliverables in plain language.
- Benefit test: keep evidence that services were actually provided in memos, reports, emails, meeting notes.
- Benchmarking: check that margins are reasonable for your functions and risks.
- Documentation set: prepare and store local file and group reports.
- Annual declarations: include related party disclosures with year end returns.
- Attention required: if margins are off target, record year end adjustments with clear explanations.
These will help strengthen Vietnam corporate compliance.
Customs and Trade
Why it matters.
Correct declarations protect revenue and product safety. Customs is a frontline part of Vietnam corporate compliance for importers and exporters.
Before importing or exporting.
- HS code plan: build an internal HS database for your top SKUs. Keep a short note explaining why each code fits the product.
- Origin mapping: know which trade agreements apply and how you will prove origin with supplier declarations, and manufacturing records.
- Valuation method: document how you determine transaction value and any adjustments
- Licenses: check if your goods need prior approvals for example, special product safety, energy standards, or special permits.
At the time of clearance.
- Prepare contracts, invoices, packing lists, and transportation documents.
- Ensure the broker uses the correct HS, origin, and valuation on the declaration.
- Keep certificates of origin and conformity ready to present.
- Retain all documents for post-clearance checks.
After clearance and for manufacturers.
- Post-clearance audit readiness: maintain a folder system by SKU and by shipment month.
- For processing/production: control raw material consumption norms, bill of materials, and inventory reports; reconcile imports, production, and exports.
Labor, Work Permits, and Social Insurance
Why it matters.
Authorities protect the local labor market and want social funds paid correctly and sufficiently. Labor compliance is people focused Vietnam corporate compliance.
Expatriate work permit procedure
- Position need approval: explain why the role requires a foreign expert including title, duties, location, duration.
- Work permit application: submit education, experience letters, health check, and criminal records as required.
- Visa/TRC process: after the work permit or in parallel, process visa or temporary residence card.
- Labor contract: sign a contract that matches the approved role and location.
- On the job changes: if the role, location, or employer entity changes, review whether a new permit or amendment is required.
Domestic labor procedures.
- Use written employment contracts with clear titles, wages, and work sites.
- If you have a larger workforce, register internal work rules and keep a salary scale and payroll records.
- Submit semi annual and annual labor reports where required.
Social insurance procedures.
- Register the company and each eligible employee with social insurance.
- File monthly contributions on time; keep payroll, attendance, and contribution proofs aligned.
- Coordinate HR, payroll, and accounting so filings match payments. This alignment is visible Vietnam corporate compliance.
Environment: Permits, Wastewater, and Hazardous waste
Why it matters.
Environmental rules protect public health and the reputation of industrial zones. Consistent practice shows serious Vietnam corporate compliance.
Permits and monitoring.
- Obtain the environmental permits that fit your activities, for example, wastewater discharge or emissions, if applicable.
- Keep periodic monitoring reports (water, air, noise) on file.
- Record incidents and corrective actions in a simple log.
Hazardous waste procedures.
- Classify and label each waste stream; use correct containers and signage in the storage area.
- Contract only licensed collectors for your specific waste types.
- Use transfer documents/manifests for each pickup and file them chronologically.
- Keep capacity and storage time within permitted limits; do not mix incompatible wastes.
- Train plant staff on handling, and emergency steps.
Fire safety.
- Maintain approvals and acceptance records for fire safety systems.
- Keep inspection and maintenance logs for equipment and safety gear.
These items are often reviewed together with environmental files in Vietnam corporate compliance checks.
Foreign Exchange and Capital Flows
Why it matters.
Clean money trails support financial stability and anti money laundering aims. This is a central pillar of Vietnam corporate compliance for FDI companies.
Accounts and equity flows.
- Open a direct investment capital account (DICA). Use this account for all equity contributions, share transfers involving foreign investors, and profit remittance.
- Keep a separate operating account for day-to-day revenues and expenses.
- Contribute capital through the DICA according to the approved schedule for instance 90 days since the establishment of the company; keep bank confirmations and member/shareholder register updates.
Foreign loans.
- Review whether the loan needs registration or notification based on its tenor and terms.
- File the registration (or change registration) within the time window if required.
- Service the loan through the correct account and keep repayment schedules, interest calculations, and bank advices.
- File periodical reports if the rules require them.
Profit remittance.
- Complete year end tax finalization and any financial obligations first.
- Approve a board resolution on profit distribution or repatriation.
- Prepare a remittance documents i.e. audited financials, tax proofs, bank forms and instruct the bank to remit via the DICA.
- Keep copies of SWIFT messages and bank advices as part of Vietnam corporate compliance.
Step-by-Step Guide for Business Owners
Step 1: Understand the purpose.
Train internally. Teams follow rules better when they know the why. This supports Vietnam corporate compliance across all functions.
Step 2: Map your obligations.
List the seven areas including licensing, governance, tax or transfer pricing, customs, labor, environment, and foreign exchange or capital flows. Note key deadlines, permits, and approvals.
Step 3: Assign one owner per area.
Name a person for each area. Keep a short description of their tasks and who can act when they are away. Clear ownership strengthens Vietnam corporate compliance.
Step 4: Create a calendar.
Put reporting dates, permit renewals, and payment deadlines on one calendar. Review it briefly in weekly or bi weekly meetings.
Step 5 Keep evidence tidy.
Store approvals, filings, and explanations in one structured folder. Use clear file names and last updated dates. This makes Vietnam corporate compliance easy to follow.
Step 6: Focus on real activity.
Check that what is written in licenses, contracts, and transfer pricing files matches how the business actually operates.
Step 7: Prepare for changes early.
Before opening a new site, changing scope, or adjusting capital, review licensing, tax, customs, labor, and foreign exchange activities together.
Step 8: Run a brief internal review each quarter.
Make sure filings are on time, permits are valid and documents match reality. Regular reviews keep Vietnam corporate compliance healthy.
Step 9: Train new managers.
Give a short onboarding on rules that affect their teams to helps them handle Vietnam corporate compliance with confidence.
Step 10: Communicate respectfully with authorities.
Answer requests clearly and completely. If a mistake happened, explain the fix and how you will prevent it. This builds trust in your Vietnam corporate compliance.
FAQs
Is Vietnam corporate compliance only a legal task?
No. Finance, HR, Operations, Logistics, and Plant teams all play roles. Legal coordinates, but day to day work happens in the business.
When should we start Vietnam corporate compliance?
Start at company setup. If not, start now. Do a simple gap check, then fix the highest risk items first.
How much detail do auditors expect?
Enough to show intent, traceability, and timeliness. Clear checklists, approvals, and evidence are better than long manuals.
What triggers audits despite strong Vietnam corporate compliance?
Chronic losses, unusual margins, HS inconsistencies, missing manifests, off channel capital flows, or late filings.
Can we remit profits before tax finalization?
No. Finish tax obligations first, then prepare a clean remittance request through the DICA channel.
Do job titles have to match work permits exactly?
They should match in substance. If duties change, review permits early to avoid mismatch.
How do we manage hazardous waste under Vietnam corporate compliance?
Label storage, keep transfer notes, use licensed contractors, and keep lab reports. Recheck vendor licenses regularly.
Our company grows fast. How do we keep licenses current?
File updates before or soon after the change.
What language should we use in documents?
Vietnamese.
What if different agencies ask for different things?
Ask for written requests. Provide what each law requires. Keep a record of what you submitted and when. Consistency helps your Vietnam corporate compliance efforts.
Remember, corporate compliance is ongoing and one needs to follow regularly.
Conclusion
Vietnam wants investment that creates value and good jobs. Investors want clarity, predictability and stability. If a foreign-owned company keeps steady habits across the above seven areas from licensing, to governance, tax and transfer pricing, customs, labor, environment, and foreign exchange, then Vietnam corporate compliance becomes a normal routine. It protects the business, supports the community, and helps the company operate in a clear, professional way.
About ANT Lawyers, a Law Firm in Vietnam
We help clients overcome cultural barriers and achieve their strategic and financial outcomes, while ensuring the best interest rate protection, risk mitigation and regulatory compliance. ANT lawyers has lawyers in Ho Chi Minh city, Hanoi, and Danang, and will help customers in doing business in Vietnam.
Source: https://antlawyers.vn/update/vietnam-corporate-compliance-7-acts.html
