Online business registration from 23 July 2026 needs to be standardized more carefully before submission. Decree 296/2026/NĐ-CP amends Decree 168/2025/NĐ-CP on business registration, focusing on electronic identification, document signatures, data interconnection, and ownership transparency. Your enterprise should not treat this as merely a change in system operations.
The notable point is that electronic dossiers are placed within a tighter control process. The filer must log in with an electronic identification account, determine the correct signing role, and prepare appropriate electronic documents. For incorporation, capital change, or business suspension dossiers, review before submission helps reduce the risk of requests for amendment or supplementation.
📌 Key points to remember
- Document — Decree 296/2026/ND-CP, effective from 23 July 2026, amending Decree 168/2025/ND-CP on business registration.
- Identification — the filer logs in with an electronic identification account via the National Public Service Portal or the national identification application.
- Signature — determine the correct signing role; some papers declared directly and requiring only one signature may not need a separate file upload.
- Transparency — truthfully declare capital contributors and beneficial owners from the 25% threshold; using one's name to contribute capital on behalf of others is prohibited.
- Timeline — each suspension not exceeding 12 months, total consecutive not exceeding 24 months; confirm business resumption within 05 working days.
What does Decree 296/2026/NĐ-CP change in business registration procedures?
Decree 296/2026/NĐ-CP takes effect on 23 July 2026 and amends several provisions of Decree 168/2025/NĐ-CP. The source document highlights five main groups of changes: login with electronic identification, fewer files to upload, stricter declaration responsibility, limits on business suspension, and recognition of electronic dossiers. These points directly affect how dossiers should be prepared before working on the system.
For your enterprise, the important change is not only in forms. The new process requires identity information, capital contributors, actual controllers, and signatures to be clarified from the outset. If dossiers are prepared using old habits, the company may encounter issues at authentication, signing, or ownership explanation stages.
- The filer logs in through the National Public Service Portal or the national identification application using an electronic identification account.
- Some applications or notices declared directly on the system and requiring only one signature may not require a separate file upload.
- Founders, owners, shareholders, and members are responsible for the legality, truthfulness, and accuracy of declared information.
- The business registration authority may use data available in state databases if the information is complete and accurate.
- Business registration information is transmitted to the tax registration application system for coordinated processing.
The online business registration process should be standardized from the start
The online business registration process after 23 July 2026 follows identification, declaration, signing, authentication, and result tracking on the system. The filer not only uploads documents but must also determine the correct signer role and the type of papers that must be converted into electronic documents. This is a point the enterprise should control before assigning personnel to handle the dossier.
Steps the enterprise should check before submission
- Check the electronic identification account of the filer and the authorized person, if any.
- Determine whether the filer is the authorized signer or a person authorized to carry out the procedure.
- Classify which papers are declared directly on the system and which must be signed and uploaded.
- Pay fees and charges, if any, and complete electronic authentication as required by the system.
- Track the electronic receipt, processing feedback, and dossier resolution results on the system.
Business registration dossiers from 23 July 2026 should standardize identity, signatures, and ownership information before submission to reduce the risk of amendment or supplementation requests.
Signing dossiers, uploading files, and electronic authentication when authorization is involved
A new point to note is that not all documents are handled the same way. If the filer is the authorized signer, some applications or notices declared directly on the system and requiring only one signature may not need a digital signature, direct signature, or separate file upload. However, other documents in the dossier must still be signed and uploaded as required.
If the filer is an authorized person or the dossier requires multiple signers, the enterprise must prepare all papers, check the authorization document, and convert materials into electronic documents. The source document also notes that both the authorizer and authorized person must complete electronic authentication in procedures that may change the subject or control rights. If there is no electronic identification account, the dossier must include valid identity papers.
| Dossier situation | Control point | Common risk |
|---|---|---|
| The filer is the authorized signer | Check which papers are declared directly on the system | Uploading extra or missing files due to misunderstanding the document type |
| The filer is an authorized person | Check the authorization document and electronic authentication | Invalid authorization or authentication not completed as required |
| Dossier requires multiple signers | Ensure papers are signed by the correct role and converted into electronic documents | Missing signature of a relevant party or incorrect file format |
| Authentication system is interrupted | Complete supplementary authentication after registration is granted, following instructions | Forgetting to complete authentication after the dossier has been processed |
Transparency of capital contributors and beneficial owners
Decree 296/2026/NĐ-CP emphasizes truthful declaration of capital contributors and beneficial owners. Founders, owners, shareholders, and members must not use their names on behalf of others to contribute capital to an enterprise. Therefore, dossiers need not only the correct papers but must also reflect the true owner and actual controller.
According to the source document, beneficial owners may be determined through direct ownership, indirect ownership, a group of individuals with family relationships, or an agreement to jointly own from the 25% threshold or above. If an individual controls the enterprise through the power to appoint, dismiss, amend the charter, decide on finance, investment, or reorganization, this information must also be reviewed. If no one can be identified under these criteria, the enterprise identifies the individual who is the manager with the greatest authority, except for individuals representing state capital.
Review questions to ask before preparing the dossier
- Does the actual capital contributor match the person named in the dossier?
- Is there indirect ownership through an organization, family group, or other legal agreement?
- Does any individual exercise actual control through financial, personnel, or reorganization decision rights?
- Does the ownership ratio or voting right reach the threshold of 25% or more?
- Has the enterprise retained evidence of contributed assets, capital contribution commitments, and ownership ratios?
Business suspension, dissolution, and special dossiers that need close tracking
Decree 296/2026/NĐ-CP also sets important timelines for business suspension. The enterprise must submit the notice dossier at least 03 working days before the suspension date or before resuming business earlier than the notified period. Each suspension may not exceed 12 months, and the total consecutive suspension period may not exceed 24 months.
At the end of the notified suspension period, the legal representative must confirm business resumption within 05 working days. If no confirmation is made, the provincial business registration authority may require the enterprise to report within 10 working days. If the enterprise does not submit the report within 06 months from the reporting deadline, the dossier may proceed to the process for revoking the enterprise registration certificate according to the source content.
| Issue group | Timeline or requirement to remember |
|---|---|
| Business suspension | Notify at least 03 working days before the suspension date |
| Duration of each suspension | Not more than 12 months |
| Total consecutive suspension period | Not more than 24 months |
| Confirm business resumption | Within 05 working days from the end of the notified suspension period |
| Enterprise dissolution | Submit the dissolution dossier within 05 working days from the date all debts are paid |
| Foreign investor dossier | Where investment law permits, the business registration dossier may not need to include a copy of the Investment Registration Certificate |
Implementation checklist to reduce amendment and supplementation requests
Online business registration under the new rules requires simultaneous control of three layers: identity, signatures, and ownership information. For complex change dossiers, your enterprise should review before submission rather than waiting for the system to return supplementation requests. This approach saves time, reduces errors, and keeps the company’s legal implementation schedule more stable.
- Confirm that the filer and authorized person have electronic identification accounts.
- Check the correct signing role of the representative, owner, member, shareholder, or authorized party.
- Prepare a list of papers to upload, papers declared directly, and papers requiring multiple signers.
- Review capital contributors, indirect ownership, beneficial owners, and actual control rights.
- Track the suspension schedule, business resumption confirmation schedule, and processing status of the registration authority.
- Store electronic copies, receipts, system feedback, and the basis used for declarations.
For incorporation or change dossiers with complex elements, your enterprise may use business incorporation services from IAI Partner to have identity, signatures, and ownership information reviewed before submission.
Frequently asked questions
From 23 July 2026, must online business registration dossiers use electronic identification?
According to the source content, the filer logs in to the National Public Service Portal or the national identification application using an electronic identification account to access the business registration system.
Do all papers in an online dossier need to be digitally signed and uploaded?
Not all cases are the same. Some applications or notices declared directly on the system and requiring only one signature may not need a separate file upload, but other papers must still be signed and uploaded as required.
What should enterprises note when suspending business after 23 July 2026?
The enterprise should manage the notification deadline, the limit of each suspension not exceeding 12 months, the total consecutive period not exceeding 24 months, and business resumption confirmation within 05 working days when the notified period ends.
Recommendations from IAI Partner
Dear Valued Enterprise,
Decree 296/2026/NĐ-CP changes how online business registration dossiers are prepared and submitted. The focus is not only system operation but also controlling identity, signing roles, capital contributor information, and beneficial owner information before submission.
IAI Partner recommends that your enterprise create a separate checklist for each dossier type. For incorporation, change of legal representative, change of owner, capital change, or business suspension dossiers, electronic identification accounts, authorization documents, signatures, and electronic materials should be reviewed carefully.
Need support? IAI Partner can assist in reviewing dossiers, standardizing data, and checking risks before submission. Preparing correctly from the outset is often far more efficient than handling amendment and supplementation requests after a dossier has been stalled.
Sincerely,
iai Partner®
Source: IAI-Partner.com
Related content
- Business incorporation & registration service
- Decree 291/2026/NĐ-CP: controlling requests for tax information
- Decree 254/2026/ND-CP: preparing for e-invoices
- Business legal procedures advisory
Original document: Decree 296/2026/ND-CP — perform online business registration at the National Business Registration Portal.
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