As public service systems continue to synchronize data and transition their login methods, enterprises carrying out online administrative procedures may be required to use an organizational e-identification account.
For enterprises whose legal representative is a foreign national, the organizational e-identification process includes an important additional step: the foreign legal representative must first complete Level 2 personal e-identification before the enterprise can proceed with registering an organizational e-identification account.
This is a step that enterprises should proactively review and prepare for in advance, especially businesses that frequently handle procedures related to visas, work permits, temporary residence cards, entry sponsorship, or other applications for foreign nationals in Vietnam.
Why Should Enterprises with a Foreign Legal Representative Pay Attention?
Under the organizational e-identification process, the legal representative or an authorized person must use a Level 2 e-identification account to log in and submit the request for an organizational e-identification account.
For enterprises whose legal representative is a Vietnamese citizen, this step is usually carried out through the individual VNeID account of the legal representative.
However, if the legal representative is a foreign national, the enterprise should first verify whether the representative has obtained a Level 2 e-identification account for foreign nationals. If not, the representative must complete the personal e-identification procedure before the enterprise can proceed with organizational e-identification.
Procedure for Organizational E-Identification Where the Legal Representative Is a Foreign National
Step 1: Verify the Information of the Enterprise’s Legal Representative
The enterprise should review the information of its legal representative as stated on the Enterprise Registration Certificate and other relevant legal documents, including:
- Full name of the legal representative;
- Nationality;
- Passport number or international travel document number;
- Position/title;
- Residence status in Vietnam;
- Current contact information.
This review helps the enterprise correctly identify the person who has the authority to carry out, or authorize another person to carry out, the organizational e-identification procedure.
Step 2: The Foreign Legal Representative Completes Level 2 Personal E-Identification
Before registering organizational e-identification for the enterprise, the foreign legal representative must complete the procedure to register a Level 2 e-identification account for foreign nationals.
The foreign national must complete this procedure in person at the Immigration Department under the Ministry of Public Security or at the provincial-level Public Security authority, as prescribed.
When carrying out the procedure, the foreign national should prepare the following basic documents and information:
- A valid passport or international travel document;
- Documents proving residence status in Vietnam, if any;
- Contact phone number;
- Contact email address;
- Other necessary personal information as instructed by the receiving authority.
Depending on the specific case, the competent authority may further verify facial image data, fingerprints, or immigration data of the foreign national.
Step 3: Receive the Result and Activate the Personal E-Identification Account
After completing the registration, the foreign legal representative should monitor the result of the Level 2 e-identification account issuance.
The result may be notified via the national e-identification application, the registered phone number, or the registered email address, depending on the receiving and processing method of the competent authority.
Once the account is issued, the foreign national must activate the account according to the instructions in order to use it for organizational e-identification registration.
Step 4: Register the Enterprise’s Organizational E-Identification Account
After the foreign legal representative has obtained a Level 2 e-identification account, the enterprise may proceed with registering an organizational e-identification account.
The person carrying out the procedure may be:
- The legal representative of the enterprise; or
- A person authorized by the legal representative to carry out the procedure.
The person carrying out the procedure logs in to the VNeID application using a Level 2 e-identification account, selects the organizational e-identification registration function, and completes the enterprise information as instructed.
Step 5: Prepare Enterprise Information for Declaration
The enterprise should prepare and verify the following information in advance:
- Enterprise code/tax code;
- Full legal name of the enterprise;
- Registered head office address;
- Information of the legal representative;
- Information of the authorized person, if any;
- Enterprise contact phone number and email address;
- Letter of authorization if the person carrying out the procedure is not the legal representative;
- Application form for issuance of an e-identification account for agencies and organizations, using Form TK02, if the procedure is carried out in person.
The declared information must be consistent with the enterprise registration data and current legal documents to minimize the risk of being requested to verify, supplement, or amend the application.
Step 6: Submit the Request and Monitor the Result
After completing the declaration, the person carrying out the procedure should carefully review all information before submitting the request for an organizational e-identification account.
The e-identification and authentication management authority will review and verify the organization’s information against the national databases, specialized databases, and other relevant data sources.
The enterprise should monitor the result via the VNeID application, registered phone number, or registered email address in order to promptly respond to any request for supplementation, verification, or correction.
Step 7: Activate and Use the Organizational E-Identification Account
After the organizational e-identification account is issued, the enterprise must activate the account according to the instructions.
This account will be used to log in, perform actions, and carry out online administrative procedures as required by each public service system.
For enterprises that regularly handle applications for foreign nationals, completing organizational e-identification helps minimize interruptions when carrying out procedures such as:
- Sponsoring foreign nationals for entry into Vietnam;
- Applying for Vietnam visas;
- Extending visas;
- Applying for temporary residence cards;
- Applying for work permits;
- Extending work permits;
- Carrying out other online administrative procedures for the enterprise.
Statutory Processing Time
For the issuance of a Level 2 e-identification account for foreign nationals, the statutory processing time is no more than 03 working days if facial image and fingerprint data are already available in the National Immigration Database.
For the issuance of an organizational e-identification account, the statutory processing time is:
- No more than 03 working days if the organization’s information is already available in the national database or specialized database;
- No more than 15 days if the organization’s information is not yet available in the national database or specialized database and further verification is required.
In practice, the actual completion time may depend on the application status of the foreign legal representative, immigration data, enterprise information, VNeID account status, and the processing requirements of the competent authority.
Important Notes for Enterprises
Enterprises with a foreign legal representative should proactively check the following:
- Whether the legal representative has obtained a Level 2 e-identification account for foreign nationals;
- Whether the passport information, nationality, position/title, and residence status are consistent with the enterprise’s records;
- Whether the legal representative is currently in Vietnam to complete the procedure in person;
- Whether the enterprise needs to authorize another person to carry out the organizational e-identification registration;
- Whether the enterprise information on the Enterprise Registration Certificate is accurate and up to date;
- Whether the enterprise has more than one legal representative and whether the consent of other legal representatives is required.
Incomplete preparation may result in additional processing time, especially where the foreign legal representative is not frequently present in Vietnam or has not yet completed personal e-identification.
How Can Nhi Gia Support Enterprises?
Nhi Gia supports enterprises in reviewing application status, verifying information of foreign legal representatives, and providing guidance on the preparation of documents for both personal e-identification and organizational e-identification based on each specific case.
With extensive experience in visas, work permits, temporary residence cards, and procedures for foreign nationals in Vietnam, Nhi Gia helps enterprises minimize errors in document preparation, especially for FDI enterprises, representative offices, branches, and other foreign-invested or foreign-related businesses.
The statutory processing time for each procedure depends on the type of application and the data verification status. The actual service timeline will be advised by Nhi Gia after reviewing the application, the residence status of the legal representative, the enterprise information, and the specific requirements of the competent authority.
Enterprises that need support with organizational e-identification where the legal representative is a foreign national may contact Nhi Gia for timely consultation and guidance.
