Latest regulations on document retention of an enterprise in Vietnam

Latest regulations on document retention of an enterprise in Vietnam (Internet image)

Regarding this matter, LawNet would like to answer as follows:

1. Latest regulations on document retention of an enterprise

The latest regulations on document retention of an enterprise according to Article 11 of the Law on Enterprise 2020 are as follows:

- An enterprise, depending on its type of business, shall retain the following documents:

+ The charter, internal rules and regulations; the member/partner/shareholder register;

+ The certificate of Industrial property rights; the certificate of registration of product/service quality; other licenses and certificates;

+ Documents proving the enterprise’s ownership of its assets;

+ Votes, vote counting records, minutes of meetings of the Board of Members/Partners, General Meeting of Shareholders, Board of Directors; the enterprise’s decisions;

+ The prospectus for offering or listing securities;

+ Reports of the Board of Controllers, verdicts of inspecting authorities and audit organizations;

+ Accounting books, accounting records and annual financial statements.

- The documents mentioned in Clause 1 of Article 11 of the Law on Enterprise 2020 shall be retained at the enterprise’s headquarters or another location specified in the enterprise’s charter for a period of time prescribed by law.

2. Regulations on the enterprise’s legal representative in Vietnam

Regulations on the enterprise’s legal representative in Vietnam according to Article 12 of the Law on Enterprise 2020 are as follows:

- The enterprise’s legal representative is the person that, on behalf of the enterprise, exercises and performs the rights and obligations derived from the enterprise’s transactions, acts as the plaintiff, defendant or person with relevant interests and duties before in court, arbitration, and performs other rights and obligations prescribed by law.

- A limited liability company or joint stock company may have one or more than one legal representative. The enterprise’s charter shall specify the quantity, position, rights and obligations of its legal representatives. In case there are more than one legal representative, the charter shall specify the rights and obligations of each of them.

Otherwise, each of the legal representatives shall fully representative the enterprise and take joint responsibility for any damage to the enterprise as prescribed by civil laws and relevant laws.

- An enterprise shall have at least one legal representative residing in Vietnam. Whenever this representative leaves Vietnam, he/she has to authorize another Vietnamese resident, in writing, to act as the legal representative, in which case the authorizing person is still responsible for the authorized person’s performance.

- In case the authorizing person has not returned to Vietnam when the letter of authorization mentioned in (3) expires and does not have any further actions:

+ In case the enterprise is a sole proprietorship, the authorized person shall continue acting as the enterprise’s legal representative until the authorizing person returns;

+ In case the enterprise is a limited liability company, joint stock company or partnership, the authorized person shall continue acting as the enterprise’s legal representative until the authorizing person returns or until the enterprise’s owner, Board of Members/Partners or Board of Directors designates another legal representative.

- In case the only legal representative of an enterprise she is not present in Vietnam for more than 30 days without authorizing another person to act as the enterprise’s legal representative, or is dead, missing, facing criminal prosecution, kept in temporary detention, serving an imprisonment sentence, serving an administrative penalty in a correctional institution or rehabilitation center, has limited legal capacity or is incapacitated, has difficulty controlling his/her own behaviors, is banned by the court from holding certain positions or doing certain works, the enterprise’s owner, Board of Members/Partners or Board of Directors shall appoint another legal representative, except for the cases specified in Clause 6 of Article 12 of the Law on Enterprise 2020.

- In a two-member limited liability company, if the member who is the company’s legal representative is  dead, missing, facing criminal prosecution, kept in temporary detention, serving an imprisonment sentence, serving an administrative penalty in a correctional institution or rehabilitation center, making getaway; has limited legal capacity or is incapacitated, has difficulty controlling his/her own behaviors, is banned by the court from holding certain positions or doing certain works, the other member shall obviously assume the position of the company’s legal representative until the Board of Members issues a new decision on the company’s legal representative.

- The court and other proceeding authorities are entitled to appoint the legal representative who participates in proceedings as prescribed by law.

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