For many businesses in Vietnam, an inspection or audit by state authorities is one of the most stressful situations they may face. Even companies that believe they operate properly often feel unprepared when inspectors request documents, explanations, and evidence of compliance.
In reality, most penalties during inspections are not caused by serious violations, but by missing, outdated, or inconsistent legal documents. Businesses that prepare their legal files in advance are far more likely to complete inspections smoothly and avoid unnecessary sanctions.
This article explains what legal documents businesses should prepare when facing an inspection in Vietnam, why companies often struggle during inspections, and how ongoing legal consultancy helps businesses stay inspection-ready at all times.
During an inspection, authorities rarely rely on verbal explanations or good intentions. Instead, they assess:
Whether the business can produce required documents immediately
Whether documents are legally valid and up to date
Whether actual operations match written records
A company may be compliant in practice, but if it cannot prove compliance with proper documentation, it may still be penalized.
The first category inspectors typically request includes core corporate documents.
Businesses should ensure they can readily provide:
Enterprise Registration Certificate
Investment Registration Certificate (for FDI companies)
Charter and internal regulations
Amendments or updates reflecting changes in capital, shareholders, or legal representatives
Inconsistencies between registered information and actual operations are common inspection findings.
For businesses operating in regulated or conditional sectors, inspectors will closely review licenses and approvals.
Companies should be prepared to show:
All sector-specific licenses and permits
Documents proving ongoing compliance with license conditions
Evidence that business activities fall within licensed scope
Holding a license is not enough—authorities assess whether conditions are continuously satisfied.
Inspectors may request contracts to verify the legality of business operations.
Relevant documents often include:
Service and supply contracts
Distribution or agency agreements
Lease agreements for offices or facilities
Contracts with key partners or customers
Contracts that conflict with Vietnamese law, exceed licensed scope, or contain invalid clauses can raise compliance concerns.
Labor compliance is one of the most common inspection areas in Vietnam.
Businesses should prepare:
Employment contracts
Internal labor regulations
Payroll and salary records
Social insurance registration and contribution documents
Records of working hours, overtime, and leave
Missing or outdated labor documents frequently lead to penalties—even for businesses with no labor disputes.
Although tax authorities may conduct separate inspections, many inspections involve basic financial compliance checks.
Businesses may be asked to provide:
Accounting books and records
Invoices and payment documents
Tax declarations and filings
Evidence of compliance with payment and invoicing rules
Discrepancies between legal structure and accounting practice often attract further scrutiny.
Increasingly, authorities expect businesses to have internal compliance mechanisms, especially in regulated industries.
Relevant documents may include:
Internal policies related to operations or compliance
Safety, data protection, or risk management procedures
Codes of conduct or internal guidelines
The absence of internal procedures can be interpreted as weak compliance management.
Many businesses overlook reporting obligations until inspectors ask for proof.
Companies should ensure they have records of:
Periodic reports required by law or license
Notifications of changes in business information
Submissions to labor, investment, or sector-specific authorities
Late or missing reports are a common basis for administrative penalties.
One of the most critical inspection issues is consistency.
Inspectors assess whether:
Actual business activities match licensed scope
Contracts reflect real operations
Labor practices align with written policies
Branches or representative offices are properly registered
When documents and reality do not align, inspectors may impose corrective measures or penalties.
Despite operating in good faith, many businesses are unprepared for inspections due to:
Legal documents are scattered across departments, making it difficult to respond quickly during inspections.
Documents may not reflect recent legal changes or operational updates.
Businesses that consult lawyers only when inspections occur often discover issues too late to correct them.
Without ongoing legal supervision, compliance gaps accumulate unnoticed.
Once an inspection begins, businesses have limited opportunity to fix compliance issues. Authorities generally assess compliance as of the inspection date, not based on corrective actions taken afterward.
This is why inspection readiness must be an ongoing process, not a last-minute effort.
Ongoing legal consultancy ensures that businesses are prepared for inspections at all times.
With continuous legal support, businesses benefit from:
Regular review of legal documents
Early identification of compliance gaps
Timely updates following legal or operational changes
Alignment between legal records and actual practices
Professional support during inspections
Instead of reacting under pressure, businesses enter inspections with confidence.
FDI companies often face additional inspection challenges due to:
Language barriers
Differences between group policies and local law
Complex investment and reporting obligations
Higher scrutiny from authorities
Ongoing local legal support helps foreign investors navigate inspections smoothly and reduce compliance risk.
DEDICA provides ongoing legal consultancy services designed to help businesses in Vietnam prepare for and manage inspections effectively.
As an outsourced legal department, DEDICA supports clients by:
Reviewing and organizing legal documents
Identifying inspection-related compliance risks
Advising on document readiness and consistency
Supporting communication with inspectors
Assisting in corrective actions when needed
DEDICA’s approach is proactive, structured, and prevention-focused, helping businesses pass inspections with minimal disruption.
Being inspected does not have to be a crisis. Most inspection risks can be avoided through proper legal preparation and continuous compliance management.
Businesses that maintain complete, accurate, and up-to-date legal documentation are far less likely to face penalties—regardless of inspection frequency.
By engaging ongoing legal consultancy, businesses ensure they are always inspection-ready, compliant, and confident when authorities come knocking.
📞 Hotline: (+84) 39 969 0012 (Available via WhatsApp, WeChat, Zalo)
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Contact us today for a free initial consultation with our experienced lawyers!
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