After establishment, changing the name or address of the business, it is required to engrave and use a new seal. However, to make the business seal legally effective, it is necessary to make a notice of the seal sample announcement. According to current regulations, the announcement of the seal sample must be done online. This article will provide detailed and complete instructions on the entire profile and process for you.

1. Documents and procedures to prepare for posting notice of company seal sample

Depending on the type of business, choose 1 of the 2 following file forms and this file must have the signature and seal of the company’s legal representative.

• Form 1: Appendix II.8 – Notice on the use of enterprise seal samples according to Circular 20/2015/TT – BKHĐT dated December 1, 2015 – The form below is for newly established enterprises –

FREE DOWNLOAD  Notice of sample seal for newly established enterprises

• Form 2: Appendix II.9 – Notice of change of seal model/number of seals

of enterprises according to Circular 20/2015/TT – BKHĐT dated December 1, 2015 – The form below is used for enterprises to change business registration contents such as: Changing address to another district, changing company name –

FREE DOWNLOAD  Notice of sample seal for businesses changing information

2. Instructions for the process of posting sample seal notifications online

The process of registering a business online is regulated in Decree No. 78/2015/ND-CP dated September 14, 2015 of the Government on business registration, specifically as follows:

Thing	Content
Article 35	Register business online
Article 36	Valid online business registration profile
Article 37	Procedures for registering a business online using a public digital signature
Article 38	Procedures for registering a business using a Business Registration Account
Article 39	Handling violations, complaints and resolving disputes related to public digital signatures and Business registration accounts

This document is prepared to guide the process of notifying sample seals electronically on the National Business Registration Portal.

PROCEDURE FOR NOTIFYING SEAL SAMPLES VIA ELECTRONIC NETWORK

1. Register  an account to  access the National Business Registration  Information Portal 

Step 1:  Enter the address  http://dangkyquamang.dkkd.gov.vn  on the Web browser bar and press the [Enter] button on the keyboard to access the electronic information page (website) of the online business registration application.

Step 2: Create an account, specifically: 

–        At the login window, click [ Create new account ]  ( Image 1 ) ;

Figure 1: Login screen

–        Enter information about creating an account in the  “Login details”  section ( Image 2 ) ;

Figure 2: New account creation screen

Note:

–    Password must contain at least 8 characters, including 1 special character and 1 number.

–    For example, special characters like: $!*-_

–    Example valid password: abcd_123

–       Enter the registrant’s personal information including: Personal information (Figure 3); Contact address; Residential address; Contact details (Figure 4);

Figure 3: Personal information display screen

Figure 4: Screen displaying information about address and detailed contact information

–        Enter the  Captcha  code  and  click [ Register ] to send an account registration request  ( Image 5 ) ;

Figure 5: Account registration request screen

–        The system displays a notification that an account activation email has been sent to the email address registered by the applicant/registrant. At the same time, the system automatically sends an activation email  to the registered address of the applicant/registrant to activate the account (Figure 6).

Figure 6: Successful account creation screen

Step 3:

–       Log in to the registered email address, open the account activation email that the System sent -> Click on the account activation link and complete the account registration process (Image 7);

Figure 7: Account activation email

–       In case of successful activation, the System displays a message that the account has been successfully activated (Figure 8).

Figure 8: Successful account activation screen

Note : In case the System notifies that the account has not been successfully activated, the applicant/registrant needs to continue logging in as usual. If you still cannot log in, please contact the email hotro@brr.vn for instructions or contact the phone number: 0438489912, SML: 303 or 304.

II. Register  a  business registration account or assign a public digital signature to the account

– If submitting the application using  a Business Registration Account , the person signing to authenticate the application must be granted a Business Registration Account.

–  If submitting the application using  a Public Digital Signature , the person signing the application must have the Public Digital Signature assigned to the Account.

2.1. Register  for  a business registration  account 

2.1.1.  Steps to register  a  business registration  account 

–  The applicant/registrant performs the following steps to be granted a business registration account:

Step 1 : Create a regular account ( Follow the instructions in section 2.1.1 of this document );

Step 2 : Log in to the regular account created in Step 1;

Step 3 : On the toolbar, select “Manage personal information”, select  [  Request  Business  Registration Account ]  ( Image  9 )  or  [Change personal information]  ->  click the  [ Request  Business  Registration  Account ]  button ( Error ! Reference source not found . ) ;

Figure 9: Business Registration Account Request

Step 4 : Select ” I agree to the terms and conditions to be assigned a  Business Registration Account with the Business Registration Office ”  ( Image 10 );

Step 5 : Select and upload personal identification documents: Click the [ Browse ] button to search for personal identification documents  à  Click the [ Upload ] button to upload the document  ( Figure 10 );

Figure 10: Screen for entering required information for Business Registration Account

Step 6 : Fill in the information of the personal identification document, including: Type of personal identification document, Personal identification number, Date of issue, Place of issue, Expiry date (Figure 11);
Step 7: Click the [Confirm] to send the request (Figure 11);

Figure 11: Screen displaying information about Personal Identification Documents and [Confirm] Button

Step 8 : To check the status of the Business Registration Account after it is accepted, select  [ Change personal information] and Business Registration Account Information  will be displayed ( Figure 12 ).

Figure 12: Screen displaying information about Business Registration Account

2.1.2.  Conditions for being granted a  Business Registration  Account

1. Business registration accounts submitted via the National Business Registration Portal are activated when they fully meet the following requirements:

1. Users must fully and accurately declare required information;
2. The user must submit an electronic copy of a valid personal identification document when registering for an account;
3. An individual shall not register more than one Business Registration Account.
4. The declaration of registration information for a Business Registration Account is considered complete and accurate when the user declares all required information and this information must be exactly as the information displayed in the electronic copy of the attached Personal Identification Document.

The required user information includes: Full name; Gender; Date of birth; Nationality; Ethnicity; Contact address; Permanent address; Email; Phone number; Type of personal identification document; Number of personal identification document; Date of issue; Place of issue.

3. Personal identification documents used to register a Business Registration Account include:
4. a)  Valid identity card;
5. b)  Valid Vietnamese passport;
6. c)   Valid foreign passport.
7. Electronic copy of a valid personal identification document is an electronic copy created by scanning or taking a photo of the original paper copy, which must ensure that the information displayed is clear, complete, and accurate as the original paper copy, with no signs of cutting,  blurring  , or missing part of the information.
8. After activating or refusing to activate the Business Registration Account  ,  the Business Registration Support Center will send a notification via email to the user.

2.2. Connect  public digital signature  to account

2.2.1.  Information about public digital signature  providers 

Currently, 9 public digital signature service providers in Vietnam have integrated with the National Business Registration Portal, therefore, online business registration will be possible if the applicant/registrant uses the digital signatures of these 6 providers, including:

1. Vietnam Posts and Telecommunications Group (VNPT-CA)
2. Nacencomm Card Technology Joint Stock Company (CA2)
3. BKAV Joint Stock Company (BKAV-CA)
4. Viettel Military Telecommunications Group (VIETTEL-CA)
5. FPT Information System Joint Stock Company (FPT- CA  ) 
6. CK Technology and Communication Joint Stock Company (CK-CA)
7. New-Telecom Joint Stock Company (NEWTEL-CA)
8. Safe Certificate Joint Stock Company (SAFE-CA)
9. Vina Digital Signature Joint Stock Company (Smartsign)

 

2.2.2.  Conditions for assigning CKSCC to an account

–    Install/Update Java (Latest Version)

–    Connect Digital Signature to computer

–    Connect Digital Signature to Account

2.2.3.  Instructions for installing Java for   digital signing

• Step 1 : Install Java at:  https://www.java.com/en/download/
• Step 2 : Go to  Start  (bottom corner of the screen) Select  Control Panel => Java
• Step 3 : Select  “Security”
• Step 4 : Select  Edit Site List
• Step 5 : Select  Add
• Step 6 : Enter the link  https://dangkyquamang.dkkd.gov.vn into the blank box  and click the  “Add” button
• Step 7 : Click Apply  => Proceed to assign digital signature to account

2.2.4.  Steps to connect digital signature to regular account to access National Business Registration  Portal 

The applicant/registrant performs the following steps to connect the digital signature provided by one of the six digital signature providers to the regular account created in section 2.1.1:

Step 1 : Create a regular account;

Step 2 : Log in to the regular account created in Step 1;

Step 3 : On the toolbar, select  [Change personal information]  ( Figure 13 )  or select  [Connect digital signature to account]  ( Figure 13 );

Figure 13: Request to connect digital signature to account

Step 4 : Plug the USB token of the registered digital signature into the computer’s USB socket;

Step 5 : Click the  [Download]  button in the information field  “Public digital signature”  ( Figure 14 )  or “CA”  ( Figure 15 )  and  the program will run automatically to search for public digital signature;

Figure 14: Connecting digital signature to account

Figure 15: Screen to connect digital signature to account

Step 6 : Click the[ Confirm Selected ] button to select the digital signature you want to connect to the account  ( Figure 16 );

Figure 16: Screen to connect digital signature to account

Step 7 : Enter the PIN code of the USB token  ( Figure 17 );

Figure 17: PIN entry screen

Step 8 : Click the [Close] button after the screen displays a notification that the signature has been successfully added (Figure 18) -> The system will automatically upload user data from the USB token to the system;

Figure 18: Screen notifying successful signature addition

Step 9 : Click the  [Add]  button to attach a public digital signature to the regular account  ( Figure 19 ).

Figure 19: Screen to add signature to account

–       The system displays a message that the signature has been successfully attached. The signature information will be displayed in the account’s public digital signature list. The user can add another signature to the account following the same process (Figure 20).

Figure 20: Screen after the signature is successfully attached to the account

III. Create a sample seal notification file

STT	Steps to create an online registration profile
Step 1	Select Application Method
Step 2	Select online registration type
Step 3	–    Search for businesses/units to register changes –    Select the type of registration change: Notification of sample seal
Step 4	Select the type of document to submit online
Step 5	Confirm registration information

Step 1:  Choose the application method  (Image 21)

–        Depending on each specific case, the applicant/registrant chooses one of the following methods:

• Use Business  Registration Account​ ​ ​​ ​ ​​
• Use public digital  signature

Figure 21: Screen to select application submission method

Figure 22: Comparison of submitting documents using a Business Registration Account and a public digital signature 

Step 2:  Select registration form  (Image 23)

–    Select registration form:  Register to establish or change a business/affiliated unit;

–    Press the [ Next ] button to continue registration or  [Back]  to return to the previous screen.

Figure 23: Screen to select registration form

Step 3:

1. Search for a business/affiliated unit to register for changes

Figure 24: Search for a business or subsidiary

Note:

–    Just enter the business code or internal code in the System to search (no need to enter both types of codes)

–    If creating a notification file for a business seal sample: enter the business code

–    If creating a notification file for the sample seal of a branch/representative office/business location: enter the code of the branch/representative office/business location (do not enter the code of the enterprise)

2. Select the type of registration change

Figure 25: Select the type of change registration: Sample seal notification 

Step 4:  Select documents to attach to the profile  (Image 26)

–        Select the type of attached document or hold Ctrl and select to select multiple document types at the same time  . Click the  [Select]  button to add the document to the list;

–        Press  [Next]  button to continue registration or  [Back]  to return to the previous screen;

Figure 26: Screen for selecting types of attached documents

–        Press  [OK]  to confirm the types of attached documents or  [Cancel]  to return to re-select the attached documents ( Figure 27 ).

Figure 27: Attachment confirmation screen

Note:

–     Only select documents that are SUBMITTED with the seal sample notification (there is no document type called “Seal sample notification”).

–    Uploading the required documents to the System will be done in the next step.

Step 5:  Information waiting for confirmation  (Image 28):

–        The screen will display the information the user has filled in about the business type and information about the corresponding attached documents.

–        Press the  [Start]  button to continue registration or  [Return]  to return to the previous screen à  The profile status changes to “ Saved ”.

Figure 28: Registration information confirmation screen

1. Declare information in the online seal notification file

2.1.   Enter the Stamp Template information block

–    Enter information about the seal sample, including: Notification type, effective date, number of seals, Notes (if any).

Figure 29: Stamp sample information block

Note:

–    Businesses need to choose one of the following types of notifications:

+ Notice of seal sample use (notice of new seal sample)

+ Notice of change of seal sample

+ Notice of cancellation of seal sample

–    Download sample stamp notification:

Note:

–     Enterprises upload 01 file of seal sample notification. In case the enterprise’s seal sample notification consists of many pages, the enterprise needs to scan and combine them into 1 pdf file to upload to the System. The System does not support uploading multiple seal sample notification files.

2.2.   Fill in the Signer information block

Designate a person to sign the business registration dossier :

–        The applicant/registrant shall assign the signatory name to the business registration dossier according to regulations. The signatory must use a public digital signature or business registration account to sign the business registration dossier;

–        The applicant/registrant selects the information block [ Signer/confirmer ];

Figure 30: Signer/Verifier information block

–        In the “ Search email ” field: Enter the email of the individual responsible for signing the business registration file and press the [ Search ] button ->  The system automatically fills in the information about the Full name of the individual responsible for signing the file. Information about the Full name and email of the individual responsible for signing the file cannot be edited;

–        To find information about the individual responsible for signing the business registration dossier by email address, the email address must:

• Already registered at the regular account registration step;
• The regular account must be in “active” status and connected to a public digital signature or Business Registration Account (corresponding to the submission method of the application being prepared ).

–        The applicant/registrant enters information about the Title of the individual responsible for signing the application in the “ Title ” information field ( Figure 31 );

Figure 31: Title of the signatory

–        The applicant/registrant presses the [ Select ] button to request the individual responsible for signing the application to sign the application ( Figure 31 ). Information about the individual responsible for signing the application is updated in the list:  List of people signing the application  ( Figure 30 );

–        The system will automatically send notification emails to the registered email addresses of the individuals responsible for signing the documents.

Note :

–       At this step, if the applicant/registrant wants to remove the name of an individual from the list of individuals who need to sign the application, select the [Delete] button corresponding to that individual in the list, confirm the removal of the name of the individual who needs to sign the application andthis individual’s name will be removed from the list.

Figure 32: Remove signer from list

–        If the applicant/registrant chooses to submit the application using a public digital signature -> all  individuals   signing the application must sign the application using a public digital signature (The system does not allow individuals with  a business  registration account to sign this  application).

–        If the applicant/registrant chooses to submit the application using  the Business Registration Account -> all individuals who  digitally   sign the application must sign the application using  the Business  Registration  Account (   The system does not allow individuals with  public digital signatures to sign this application  ) . 

2.3. Fill in the Contact information block

The applicant/registrant fills in the applicant information to receive information about the application processing status.

2.4. Check profile information

–        Click the [ Check information ] button to check if the information to be entered is complete and correct as required ( Figure 33 );

Figure 33: Screen displaying the file processing function buttons

–        The system will display error warnings if the entered information is incomplete or incorrect  (Figure 34 );

Figure 34: Error warning display screen

–        In case of error warning: check the error warning line ->  The system will automatically switch to the screen with the error information field  (Figure 34 );

–        After fixing the error, press the [ Close KT information report ] button to close the error warnings ( Figure 33 );

–        Click the [ Check information ] button to check the profile information again ( Figure 33 ):

• If there are no more error warnings, continue with the next steps;
• If the error warning persists, repeat the above steps.

–        Click the [ Preview ] button to display the Draft Certificate ( Figure 33 );

1. Download electronic documents attached to the sample seal notification file

–    When submitting an electronic registration application, users need to upload  all  required documents according to the regulations on application components (same as paper application).

–    Requirements for attached documents being electronic documents:

• Created online or scanned from paper documents
• Available in “.doc” or “.pdf” format
• Accurately and completely represent the content of the paper document (signed according to regulations)
• The name of the electronic document must correspond to the name of the document type in the paper file.
• Capacity not exceeding 15Mb

How to download attachments

–        Click on each attached document and proceed to download the documents according to the corresponding categories.

–        The system accepts both types of attachments:

• Regular scanned attachments (with required signatures);
• Attached documents have full digital signatures as prescribed in electronic form.

Figure 35: Download attachments

1. Prepare documents

–   After filling in all the information of the profile, click the [ Prepare ] button ;  

– Enter the confirmation code displayed on the screen. The name of the Business Registration Office that will receive the application is displayed below the confirmation code and in an uneditable form. If the application is still missing information according to regulations. The system will display a red warning. The applicant/registrant must edit and prepare the application again. The system automatically selects the Business Registration Office to process the application based on the province/city of the registered business headquarters address at the information entry step.

–   If the profile has complete information according to regulations, enter the “confirmation signature string” and press the [Confirm] button to complete the profile preparation step.

Figure 36: Enter confirmation code

–   The system generates a reference code for the file in the following format: OD-xxxxxxx/xx, for example: OD- 0000377/13. The file is transferred to the status “Prepared” information (Figure 37).

Figure 37: Prepared documents

VII. Digital signature/Authentication of business registration documents via electronic  network 

–       The designation of the digital signatory/identifier of the business registration dossier is done at the step of declaring information in the online business registration dossier, as instructed in the above section.

–       To proceed with digital signature/authentication of business registration documents, the individual responsible for signing the documents opens the documents that need to be signed, presses the [Digital signature/Authenticate with business registration account] to proceed with digital signature/authentication (Figure 38).

Figure 38: Sign/Authentication on the file

–        In case the file uses a public digital signature, the individual responsible for signing the file must perform the following steps:

• InserttheUSN token into  the USB socket of  your computer ;
• Select the confirmation button“I hereby certify the truthfulness, accuracy and integrity of the registration form and attached documents” ;
• Click the [Confirm] button -> The computer will automatically run the program to identify the public digital signature and the applicant/registrant will choose the public digital signature used to sign the application;
• Click the [ Sign  /Authentication with Business Registration Account] button ;
• Enter PIN code; When the system notifies that the digital signature is successful, press the [Close] button.
• When the system notifies that the digital signature is successful, press the [Close] button.

–        In case the application uses a Business Registration Account, the individual responsible for signing the application must follow these steps  (Figure 39):

• Select the confirmation button“I hereby guarantee the honesty, accuracy and integrity of the registration profile and attached documents” ->  The login name section has been pre-set, the signer only needs to enter the password of the regular account that has been created;
• Press the [  Confirm] button .

Figure 39: Confirming digital signature using Business Registration Account

–        The  file is in the “Registration” status  , the applicant/registrant can view information about the file signing status by selecting the information block  [Signer/Confirmation]  (Figure 40 ).

Figure 40: List of signatories

–        When the application has all the signatures, the application status will change to “Signed” . If an error is detected in assigning the name of the person responsible for signing the application, the applicant/registrant can change the information about the person responsible for signing the application -> Click the [Cancel signing the application] button and redo the step of signing the application from the beginning.

Note : The applicant/registrant can only submit the application when all individuals responsible for signing the application have signed the application.

VIII. Submit application to the  Business Registration  Office

Figure 41: Click the button to submit the application to the Business Registration Office

Complete the online application and submission process

–        After the applicant/registrant completes the submission, the business registration dossier is transferred to the status “Submitting” and automatically received on the National Business Registration Information System and transferred to the account of the corresponding Business Registration Office for processing. The dossier will be transferred to the status “Sent” if successfully received on the National Business Registration Information System (Figure 42: Status of the dossier after submission to the Business Registration Office).

Figure 42: Status of the application after submission to the Business Registration Office

–        When the application is successfully submitted, the System displays 02 printed copies on the applicant/registrant’s account.

• The Profile Preview includes the information of the submitted profile -> Click [ Preview ] ->  [ Initialize]  to create this printout.
• Receipt -> Click the [ Print ] button to view and print the Receipt.

1. Tracking the status of application processing

–        Once the profile is saved on the online business registration application, the applicant/registrant can search for the profile at any time.

–        After logging  into  theiraccount ,the applicant/registrant selects“List ofregistration files”-> Search for files according to available criteria such as business name; business code; file reference number (Figure 43:) .

Figure 43: List of online registration files

– In the list of records, users can see the processing status of registered records.

Figure 44: Profile list and profile status screen

Figure 45: Diagram of steps for processing business registration dossiers

Documents received when registering a business online

Applicants/registrants can also view documents related to the application: Receipt of online application; Notice of request for additional documents; Full information of online application and application submission status; Application processing status corresponding to each application in the List of registration documents.

Figure 46: List of documents received when registering online

X.   Amend and  supplement documents  in  case documents need to  be amended  or  supplemented

–  After the application has been submitted online, the Business Registration Office will review and process the application submitted by the enterprise. In case the Business Registration Office requests the enterprise to amend or supplement the application, the applicant/registrant will receive the registered email.

–  When logging into their account, the applicant/registrant can view the Notice of request for additional information from the Business Registration Office for that application (Figure 47: ).

Figure 47: Print screen of Notice requesting additional documents

–   The applicant /registrant accesses the Online System,  checks and corrects  the application  as required  ,  prepares  and re -signs  the application  ( similar to the steps taken when submitting the application for the first time) . 

– The amended and supplemented dossier does not require payment of business registration fee, so the applicant/registrant does not have to make the payment step. The dossier will be automatically received into the National Business Registration Information System after the dossier is signed.

Figure 48: Steps to submit revised and supplemented documents

1. Get results

–   After  the  application has been submitted online  , theBusiness Registration Office will reviewandprocessthe application submitted by the enterprise . In case the online application is valid, the applicant willreceive anotification email atthe registered email address. For the application for notification of the seal sample, the enterprise not needtosubmit apaper application to the Business Registration Office.

–   Enterprises access the National Business Registration Portal to look up the posted business seal sample.

3. Time to receive notification of sample stamp results

If the application is valid, within 03 working days, the Company Seal Sample will be announced on the National Information Portal, the Enterprise will receive a notification via email about the Department’s approval of the application.

Note: If a business opens a bank account, it needs to print a notice of approval of the seal sample sent by the department in the email so that the bank can agree to open an account for the business.