Look Office: A Step-by-step Guide To Company Office Relocation Procedures

A Step-by-step Guide To Company Office Relocation Procedures - lookoffice.vn

Moving an office (Relocation) is not just about finding a new location and then moving over. At the same time, you need to complete several legal procedures to ensure that the company’s business activities comply with the laws of the State.

STEPS FOR TRANSFER OF COMPANY OFFICE (OFFICE RELOCATION)

Step 1. Submit the declaration to the tax office

When you change your business address, you should first declare it to the tax office that currently manages your business.
Regarding the dossier, Circular 80/2012/TT-BTC stipulates that the main dossier consists of a declaration form made according to form 08-DK-TCT, filled in manually with information about the change of address. But usually, Tax Departments often require businesses to submit 3 complete sets of documents as follows:

Minutes of the meeting on the transfer of headquarters
Decide to change the business address of the company
Notice of change of business address
Declaration for adjustment of tax registration according to form 08-DK-TCT
Copy of the company’s current business registration certificate
The report on the use of invoices at the tax office
Depending on the agency, a referral may be required for applicants

Step 2. Get the result from the tax authority

About 8 days after applying, you will receive the return result from the tax office (form 09-MST).
The results will inform the tax declaration and payment status of the business. At this point, your business needs to make the necessary declarations and fulfill all tax obligations.

Step 3. Submit an application to the business registration office about the change of company address

The next step that is extremely important when moving a company’s office (office relocation) is to convert the information in the business registration file.
The dossier includes:

Minutes of the meeting on the transfer of headquarters
Decide to change the business address of the company
Notice of change of business address, tax registration information
New business location documents proving the conditions of use (purchase/lease agreement)
Form 09-MST previously returned by the tax authority
Copy of old business registration license
Power of attorney for the person submitting the application

Once you have prepared all the documents, go to the business registration office of the Department of Planning and Investment of the district where you initially registered to edit your information.

Step 4. Re-register information with the tax office at the place of transfer (if different from province/city)

Within 10 days of being granted a business license based on a new location, the business needs to go to the new local tax office to re-register. Profile includes:

– Declaration 09-MST
– Certified copy of new business registration certificate.

This step is only for businesses moving company offices between provinces and cities. If only moving the headquarters within the district, the district of the province or city can be ignored.

Step 5. Apply for a new seal

Usually, the seal will have business address information. Therefore, when moving office, this address also changes, so you need to register to change the seal.

Moving in the same district: May not need to be engraved
Transfer to another district or district in the same locality: apply to the police where the old seal was issued for change.
Moving to another province or city: Complete the procedures for the return of the seal at the police station where the old seal was issued to you, and at the same time submit an application for stamp issuance at the new local police office. Documents to be prepared include:

+ A copy of the new business registration license with the address changed
+ Related papers certifying the registration of seal sample (old)
+ Letter of introduction to receive the seal

SOME OTHER NOTES IN THE PROCEDURES FOR TRANSFER OF COMPANY OFFICE (OFFICE RELOCATION)

The administrative procedure for moving the company’s office is quite complicated and requires many types of documents, so businesses need to prepare carefully and fully, to avoid omissions, it takes time to supplement, amend, and delay operations.
For a smooth transition, don’t forget to learn How to Plan a Scientific Office Move to Make sure there are no errors.
When moving offices, it is necessary to post bulletins announcing the change on the website, send documents, fax or email to important partners and customers, specifying the start date of operation at the new office. Please refer to the company’s office relocation notice form
Besides administrative procedures, it is also important to note some feng shui procedures when moving offices so that everything goes smoothly and has a lot of luck. For example: See the auspicious day to move office, prepare a vow to move office, do a ceremony to move into a new office, …

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