Governance records, recurring filings and corporate changes across Vietnam, Thailand and Indonesia. One coordinated point of contact.
Part of Viettonkin's Global Company Registration services
Foreign direct investment inflows to ASEAN rose 8 percent to USD 226 billion in 2024, even as global flows fell 11 percent, according to the ASEAN Investment Report 2025. For the companies behind that investment, incorporation is only the starting point: their meetings, registers, capital records and filings follow recurring cycles that Vietnam, Thailand and Indonesia each set through different laws, authorities and systems. For a group with entities in more than one market, the risk is rarely one dramatic failure but the small gaps between providers, records and deadlines. Viettonkin's corporate secretarial services coordinate that work as one regional retainer, with the responsibilities for each entity agreed at the start.
Regional structures add a second layer of difficulty. A parent company may approve a capital injection or a new director in a single decision, yet the Vietnamese, Thai and Indonesian entities each document, register and report that change in their own way. When separate local providers handle those steps without a shared calendar, management sees several partial pictures instead of one current view of what is due, what is outstanding and who has to sign.
Recurring obligations and corporate changes rely on the same accurate set of company records. We coordinate both, with clear responsibilities for approvals and submissions. The six areas below form the core of a regional retainer.
We prepare meeting notices, agendas, resolutions and minutes for the relevant owners, members, shareholders or board. Each document follows the decision-making body that the company's legal form and charter actually require, which differs between an LLC, a joint stock company, a Thai private limited company and a PT PMA. We record who approved each decision and retain the signed documents, so the approval can be evidenced later without being reconstructed.
We maintain current shareholder or member information, officer records, constitutional documents and decision histories. Banks, auditors and transaction advisers regularly ask for this material, often at short notice. Keeping the registers and the supporting decisions together means the company can show its current ownership and authority, and how it reached that position, without searching through email threads and the files of past providers.
We track contribution evidence and coordinate the resolutions, registrations and notifications required for agreed capital or ownership changes. The documents are aligned with the company's actual funding and shareholders, because a mismatch between the registered position and the money that has moved is difficult to correct afterwards. Where a change also needs investment, tax or foreign ownership advice, we identify that early and involve the relevant specialists.
We maintain each entity's calendar of annual and recurring obligations and coordinate the corporate and investment submissions within the agreed scope. Many of these filings depend on inputs from other providers, such as audited accounts, tax figures or payroll data. The calendar therefore shows not only the filing date but also when each input is needed and who is responsible for providing it.
We coordinate changes to directors, legal representatives, addresses and business activities. A change rarely stops at the registration authority, because bank mandates, tax and employer records, investment registrations and licences may all carry the same information. We identify those related updates when the change is approved, so the company's records stay consistent with each other and with what was registered.
We track relevant expiry and reporting dates and identify the lead time needed for each renewal. Some renewals depend on documents that take time to collect or on conditions that must still be met, so a date on its own is not enough. Specialist applications and representation are separately scoped where required, and the calendar makes clear which of those steps sit outside the retainer.
Choose the jurisdiction for its governance structure, compliance calendar and change-management requirements. Each country page sets out the local obligations calendar, the company records we maintain and how corporate changes are handled.
Governance documentation, company records and corporate changes for foreign-invested enterprises in Vietnam.
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Annual meetings, DBD filings and corporate record changes for Thai private limited companies.
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RUPS documentation, corporate registers, AHU changes and LKPM reporting coordination for PT PMA companies.
Explore secretarial servicesThe calendar is built around each company's legal form, year-end and registered activities. Tax preparation and audit remain distinct from secretarial coordination. The comparison below shows why one template cannot simply be copied from one market to the next.
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| Workstream | Vietnam | Thailand | Indonesia |
|---|---|---|---|
| Annual governance | Owner or Members' Council decisions for LLCs; shareholder and board processes for JSCs. | Annual shareholder approval of audited accounts and related company records. | Annual RUPS and supporting records for the directors and commissioners. |
| Company reporting | Corporate and investment reporting assessed separately for the entity and project. | DBD financial-statement filing follows shareholder approval. | Annual-report approval and SABH notification form a separate process from LKPM. |
| Investment obligations | Review the project records and applicable reporting requirements. | Promotion reporting applies to BOI-promoted entities. | LKPM reporting follows the applicable OSS/BKPM reporting period. |
| Changes during the year | Assess enterprise, investment and other affected records. | Coordinate DBD and, where relevant, tax, BOI or licence updates. | Coordinate notarial, AHU and OSS updates as required for the change. |
The first step is to establish what exists, what is due and who is responsible for each action. After that, the retainer runs as a repeating cycle of planning, approval and record keeping.
We collect the registration and constitutional records, officer and ownership information, past filings, licences and pending changes. Gaps are identified before the ongoing calendar is built, because a calendar based on incomplete records simply repeats their errors. For a company moving from another provider, this review also establishes which filings were completed and which evidence is still missing.
We define routine coverage, submission authority, document owners and approval deadlines with management. Accounting, audit, tax preparation, specialist licences and disputes are identified separately where they fall outside the secretarial scope. Being explicit about these boundaries at the start avoids the familiar situation in which each adviser assumes that another is handling a filing.
We set out the recurring and event-triggered requirements for each entity. Document collection and management approval are scheduled ahead of the filing date, including any dependency on external advisers such as auditors or notaries. The calendar is reviewed as the business changes, so a new director, address or activity is reflected in the obligations that follow from it.
We coordinate the documentation, obtain the necessary company approvals and handle the agreed submissions. Signed records and filing evidence are retained, so that completed work is traceable. Anything unresolved, such as a missing signature or an authority's request for further documents, is brought back to management with a clear next step.
A maintained corporate file supports everyday operations and gives the business a clearer starting point for future transactions. For groups with entities in several markets, it also replaces separate local views with one coordinated picture.
Management can see what is due, what information is outstanding and which decisions need a director or shareholder approval. Because the calendar covers every entity in the retainer, a regional finance or legal lead does not have to piece together status updates from separate local firms. Items that depend on an outside adviser are shown with that dependency, so a delay is visible before it affects a filing.
Registers, resolutions and external filings are maintained together, which reduces avoidable discrepancies when a bank or auditor requests evidence. The same approach is applied in each market, while the documents themselves follow local law and language requirements. When a question arises about who owns the company or who may sign for it, the answer can be traced to a specific decision and filing.
An appointment, capital change or office move is assessed across the affected records rather than treated as a single isolated filing. The engagement can be extended to additional directors, branches, capital adjustments or joint ventures as the group develops. Where Viettonkin also handled the incorporation, the company's history is already in the file and does not need to be explained again.
An organised record of ownership, authority and approvals helps the team respond to financing, investment and acquisition enquiries. Diligence questions tend to focus on whether past decisions were properly approved and registered. Records kept to that standard from the outset mean the company spends less time reconstructing its history once a transaction is already under way.
The engagement letter identifies covered entities, recurring work, corporate-change allowances and separately quoted services. Work outside the agreed scope is identified and quoted before it begins.
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| Secretarial coverage | Separately scoped where required |
|---|---|
| Meeting and resolution documentation | Disputes, litigation or regulatory investigation representation. |
| Corporate registers and agreed registration changes | Transaction-specific legal or tax advice. |
| Annual filing and auditor coordination | Full accounting, financial-statement preparation and statutory audit. |
| Licence calendar and renewal coordination | New sector licences or specialist applications. |
| Coordination with payroll and tax teams | Full payroll administration and tax return preparation. |
Since 2009, Viettonkin has supported 2,000+ businesses, including Fortune 500 and VNR500 companies. The first two engagements below took place in Vietnam; the third supported a Singaporean company operating across Southeast Asia. Together they show the retainer, corporate change and transition work that secretarial support involves.
Viettonkin advised two investors from China on establishing a joint venture company and factory, assisting with construction and manufacturing compliance and with charter capital and vertical business expansion procedures. Under a retainership, the work included adjusting the contents of the Investment Registration Certificate and Business Registration Certificate.
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Viettonkin advised a Singaporean investor setting up a medical firm in Hanoi and provided solutions on compliance procedures. The engagement included supporting the acquisition of a local business and the transition of its contracts, human resources, tax and internal processes.
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Viettonkin advised a Singaporean company with an established presence in Southeast Asia and America. We proposed solutions covering business dissolution, payroll administration, accounting and tax.
Read the casePractical answers for your corporate governance planning.
The scope covers governance documentation, corporate registers, recurring filing coordination and agreed company changes. Each retainer identifies the covered entities, authorisations and any separately quoted specialist services.
No. Secretarial work coordinates company governance and corporate records. Financial preparation, tax calculations and audit are separate services, even when the teams work to a shared calendar.
Yes. The starting point is a review of current records, prior filings and pending changes. Missing documents or overdue obligations are identified before the ongoing scope is agreed.
The engagement can coordinate Vietnam, Thailand and Indonesia with a distinct obligations calendar and local requirements for each entity.
No. The company and its officers retain their legal responsibilities. The service supports preparation, coordination and record keeping; authorised people still make and approve the required decisions.
Regulatory points checked on 10 September 2026 and market figures checked on 11 September 2026. Requirements depend on the activity, investor and filing date.
Tell us your entity type, financial year-end and upcoming changes. We will scope the recurring work and the filings that need attention.
