“Golden experience” to avoid errors when submitting business registration application online

More and more individuals and organizations choose to submit business registration applications online to save time, costs and be proactive in preparation. However, the rate of returned applications or additional requests remains quite high due to many repeated errors. Below, GT Law has compiled the Business registration error popularize, analyze the causes, and share practical experience help you Minimize risks when submitting business registration applications online, especially in the context of comprehensive digital transformation in Vietnam.

Fill in incorrect/extra/missing basic information

• Incorrect/incomplete information about business name.
  Many people use business names that violate regulations, overlap with registered businesses, use prohibited words or cause confusion with other organizations.
• Wrong head office address.
  The declared address is unclear, not under legal use, using the address of an apartment building that is not permitted for business or an address that does not actually exist.
• Incorrect business declaration.
  Choosing an unpopular industry, missing industry codes, or an industry that is not suitable for business goals/operational practices.

 Solution

• Carefully look up legal regulations on business naming and refer to the National Business Registration Portal before finalizing the name.
• Double check the address title documents (proper title or lease).
• Compare Vietnam's economic sector code system to ensure accuracy, look up and update the correct sector code.

The application is not complete or does not have the correct components according to regulations.

• Missing digital signature or missing electronic authentication when submitting online.
• The legal representative's ID card/CCCD is invalid: Blurred, not notarized, expired.
• Copies of legal documents that do not meet requirements: Scans are illegible, missing pages, have unclear marks or show signs of editing.
• Not fully downloading and attaching all component documents: Missing documents such as company charter, list of members/shareholders, investment license (if there is foreign capital), address lease contract.

 Solution

• Keep your personal documents up to date, using high quality, legal scans or notarized copies.
• Prepare complete documents according to regulations for each type of business.
• Number and check the document list before sending the electronic file to avoid omissions.

Technical error when operating on the online registration system

• The registration website cannot be accessed or the login fails.
• Error when signing or authenticating with digital signature/digital account: Some businesses do not have or have not registered the correct online signing account, resulting in the inability to complete the application submission.
• File upload error: Scanned file is too large, incorrect format, or has file error, affecting the application review process.
• Error due to incompatible web browser, system "hang" or lost network connection while submitting application.

 Solution

• Make sure your device has stable Internet access, use the recommended browser (Chrome, Firefox latest version).
• Register and test your digital signature account or digital authentication account before going live.
• Check the file format carefully (PDF, less than 5MB) and split it into smaller files for multi-page scanned documents.
• Submit your application during business hours for technical support if needed.

Not understanding the process, lack of practical experience

• Not carefully studying the instructions or ignoring feedback notifications for editing and supplementing documents from the Department of Planning and Investment.
• Failure to remember the fee payment deadline will result in your application being automatically rejected due to overdue.
• Lack of review of records leads to minor errors such as incorrect personal information, incorrect occupation, missing contact information, etc.
• Do not proactively ask or consult a legal expert when new problems arise.

 Solution

• Monitor response emails from the business registration authority and promptly process additional and edited information as required.
• Actively save fee payment schedule and track application status on the system.
• Contact an experienced lawyer, consultant or legal service to review your application before submitting it, especially if it involves foreign elements or conditional business lines.

Experience in shortening processing time and avoiding application rejection

• Before entering information into the system, you should prepare a hard copy of the file for comparison when performing electronic operations.
• Carefully read all the guidance documents of the Department of Planning and Investment where you intend to register and make sure you have updated the latest regulations.
• Carefully check all the files you intend to submit (full name, profession, address, signature, document number, date of issue, expiration date, etc.) to ensure that no information is missed.
• Save confirmation screens/documents after submitting the application for comparison/reply when errors arise.
• Use the services of a lawyer, legal expert or reputable business registration service for advice and review before clicking the "submit application" button.
• Proactively contact the hotline/online support portal if a system technical error occurs for timely handling.

➡️Submitting business registration documents online brings many benefits, but also requires individuals and businesses to proactively learn about legal regulations, pay attention to the process, prepare carefully and pay attention to every detail of the documents as well as the technical system. Identifying common business registration errors, equipping yourself with practical business registration experience and cooperating with legal consultants will help your business registration application be approved quickly, saving time and costs, and starting your business smoothly.

⭐If you need detailed support on drafting, reviewing documents or correcting errors when submitting online business registration documents, please contact us. Contact GT Law today!
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