How To Set Up A Representative Office In Vietnam 2026

Setting up a representative office in Vietnam is a practical option for foreign companies that want to explore the market before opening a full company.

A representative office can conduct market research, connect with local partners and promote the parent company’s business. However, it cannot sell products, issue VAT invoices or generate direct revenue in Vietnam.

This guide explains the requirements, documents, procedure, timeline, cost and office options for setting up a representative office in Vietnam in 2026.

What Is A Representative Office In Vietnam?

A representative office in Vietnam is a legal presence of a foreign company. It is used for liaison activities, market research and business promotion, not for direct commercial trading.

Under Decree No. 07/2016/ND-CP, representative offices of foreign traders are regulated in terms of establishment, operation, rights and obligations in Vietnam. 

A representative office is suitable when a foreign company wants to:

• Study the Vietnam market.
• Contact local partners and clients.
• Promote the parent company’s business.
• Support communication with the head office.
• Prepare for future investment in Vietnam.

What can a representative office do?

A representative office can support non-revenue activities for the parent company.

Common activities include:

• Market research.
• Business promotion.
• Partner coordination.
• Client liaison.
• Local communication.
• Reporting business opportunities to the parent company.

This structure is often used as the first step before establishing a foreign-owned company in Vietnam.

Virtual Office for Foreign Companies in Vietnam: Legal Guide & FDI Setup 2026

What can a representative office not do?

A representative office cannot operate like a trading company.

If your company wants to sell, invoice and earn revenue in Vietnam, a foreign-owned company may be more suitable.

Who Can Set Up A Representative Office In Vietnam?

A foreign trader can set up a representative office in Vietnam if it meets the legal conditions under Vietnamese law.

The main conditions are stated in Article 7 of Decree No. 07/2016/ND-CP. The foreign trader must be legally established overseas, have operated for at least one year and have proposed activities that comply with Vietnam’s international commitments. 

Main eligibility requirements

To set up a representative office in Vietnam, the parent company should meet these conditions:

• It is legally established overseas.
• It has operated for at least 01 year.
• If its business registration has an expiry date, the remaining term must be at least 01 year.
• The representative office’s activities comply with Vietnam’s international commitments.
• Special sectors may require approval from the relevant ministry.

Newly established foreign companies usually need to wait until they have completed at least one year of operation.

When should you choose a representative office?

A representative office is suitable when the company wants to enter Vietnam carefully before making a larger investment.

A representative office is best for market entry. A company is better when you are ready to trade and generate revenue.

What Documents Are Required To Set Up A Representative Office?

The application normally includes the license form, parent company documents, appointment letter, financial proof, Chief Representative’s ID/passport and office location documents.

Article 10 of Decree No. 07/2016/ND-CP provides the main documents required for a representative office establishment license. 

Required documents checklist

The foreign trader should prepare one application dossier, including:

• Application form for a representative office establishment license.
• Copy of the parent company’s business registration certificate.
• Document appointing the Head of the Representative Office.
• Audited financial statements or proof of tax/financial obligations for the latest fiscal year.
• Passport or ID of the Head of the Representative Office.
• Office lease agreement, memorandum of understanding or proof of the right to use the office location.

The office address is an important part of the application. It should be clear, properly documented and suitable for official communication.

Which documents need translation or legalization?

Foreign documents should be prepared carefully before submission.

In most cases:

• Foreign-language documents need Vietnamese translation and certification.
• Parent company registration documents may need consular legalization.
• Company name, address and signer information must be consistent.

Small errors in translation, company name or document validity can delay the licensing process.

How To Set Up A Representative Office In Vietnam Step By Step?

To set up a representative office in Vietnam, the foreign company should check eligibility, choose a compliant office address, prepare documents, submit the application and complete post-license setup.

The procedure is not too complicated. The most time-consuming part is usually preparing foreign documents.

Step 1: Check legal eligibility

Start by checking whether the parent company meets the legal conditions.

You should review:

• Date of incorporation.
• Business registration validity.
• Business lines of the parent company.
• Proposed activities in Vietnam.
• Special approval requirements, if any.

This step helps avoid preparing an application that may be rejected later.

Step 2: Choose a compliant office address

A representative office needs a clear office location in Vietnam.

The address should have:

• A valid lease agreement or equivalent document.
• A clear building and unit address.
• Mail receiving capability.
• A professional area for partner meetings.
• Nameplate placement when required.

Foreign companies should avoid informal addresses that cannot support licensing or daily operation.

Step 3: Prepare and legalize documents

After choosing the address, prepare the application dossier.

The parent company should collect documents from its home country first. Then the documents can be translated, certified and legalized where required.

Before submission, check:

• Parent company name.
• Registered address.
• Legal representative.
• Chief Representative information.
• Document dates.
• Signatures and seals.

A small mismatch can lead to a request for correction.

Step 4: Submit the application and receive the license

The foreign trader may submit the dossier directly, by post or online if applicable, to the licensing agency where the representative office is planned to be located. 

The licensing agency checks the dossier within 03 working days. If the dossier is complete and valid, the license is generally granted within 07 working days. If refused, the agency must issue a written explanation. 

In some special sectors, the licensing agency may need to consult the relevant ministry. This can extend the timeline.

Step 5: Complete post-license setup

After receiving the license, the representative office should complete its basic operation setup.

This may include:

• Displaying the office nameplate.
• Setting up mail handling.
• Arranging reception support.
• Preparing workspace for the Chief Representative.
• Managing employment and tax-related obligations.
• Tracking annual reporting deadlines.

This stage helps the office operate properly after licensing.

How Long Does It Take To Set Up A Representative Office In Vietnam?

The legal review may take around 07 working days after a valid application is submitted. However, the full process can take longer because of document preparation, translation, legalization and office leasing.

Foreign companies should prepare overseas documents early. This is often the stage that causes the longest delay.

How Much Does It Cost To Open A Representative Office In Vietnam?

The cost includes the state licensing fee, translation, legalization, office address, consulting support and operating expenses.

Under Circular No. 143/2016/TT-BTC, the fee for a new representative office establishment license is VND 3,000,000. The fee for re-issuance, modification or renewal is VND 1,500,000. 

Main cost items

The total cost depends on document volume, legalization requirements, service scope and office type.

Can a virtual office be used for a representative office?

A virtual office may be considered if the address is clear, properly documented and suitable for licensing.

However, not every virtual office is appropriate for a representative office. Foreign companies should check the lease documents, address conditions and support services before submission.

Replus provides office-related services such as business address, mail handling, reception, meeting areas, company name display and internet access. 

What Should You Do After Getting The Representative Office License?

After receiving the license, the representative office should organize its workplace, manage compliance and submit required reports.

Representative offices must send annual operation reports before January 30 of the following year to the licensing agency. 

Post-license checklist

After the license is issued, prepare these tasks:

• Put up the representative office nameplate.
• Set up the workplace and reception process.
• Arrange mail and document handling.
• Store the license and legal documents safely.
• Manage the Chief Representative’s authorization.
• Check labor, tax and work permit issues if hiring staff.
• Submit annual reports on time.
• Update the license if there are changes.

A representative office should operate within its licensed scope. It should not perform direct revenue-generating activities.

Why Choose Replus For Your Representative Office Address In Vietnam?

Replus provides flexible office solutions for foreign companies that need a professional address, reception support, mail handling, meeting rooms and workspace options in Vietnam.

A representative office does not always need a large traditional office at the beginning. Many foreign companies only need a reliable address, a professional meeting area and daily office support.

Replus office solutions for foreign companies

Replus also offers coworking and private office solutions with workspace facilities, administrative support, reception, mail handling and meeting rooms. 

Need a compliant office address before setting up your representative office in Vietnam? Contact Replus for location advice, workspace options and operational support.

Conclusion

Setting up a representative office in Vietnam is a useful first step for foreign companies entering the market. It allows the parent company to research opportunities, build relationships and manage local communication without opening a full trading company.

To set up smoothly, prepare the right documents, choose a compliant office address and complete post-license obligations on time.

Replus can support your market entry with flexible office address, coworking, private office and meeting room solutions in Vietnam. Contact Replus to find the right workspace for your representative office setup.