Online business registration is becoming increasingly digitized. One notable change is the addition of an electronic authentication mechanism for the person performing the procedure and the authorized representative.
But what exactly is electronic authentication?
And why should businesses care about this step?
Simply put:
Signing documents aims to confirm the content of a document.
Meanwhile, electronic authentication aims to identify the correct person performing or authorizing the procedure.
In the case of authorized business registration, the system needs to identify two subjects:
Who is performing the procedure?
Who is actually authorizing that person?
Therefore, the new process not only relies on the power of attorney but also adds a confirmation mechanism through the electronic identification system.
A business registration dossier with authorization can be envisioned with three main subjects:
Authorized signatory of the dossier
↓
Confirmation of authorization on VNeID
↓
Authorized representative
↓
Log in and perform the procedure on the System
According to the guidance, the authorized representative first logs into the System using their VNeID account. Then, the information of the authorizing person is declared and cross-referenced with the National Population Database.
Imagine a simple scenario:
A business hires a service provider to carry out company establishment procedures.
Previously, the focus of the process was on the dossier and power of attorney.
With the electronic authentication mechanism, the authorized person must also confirm on VNeID that they genuinely agree to the authorization.
This adds an extra layer of verification between:
Information in the dossier
and
the actual intent of the authorized person.
This change is particularly significant for procedures carried out through a third party.
This is a point businesses should not overlook.
If the authorizing person does not confirm or rejects the authorization, the system may require re-authentication or proceed with the corresponding dossier processing procedure.
Therefore, submitting the dossier to the system does not mean the process is complete.
Businesses must also monitor the authentication status and ensure that the authorized person completes the confirmation step as required.
This case has been anticipated in the process.
If the authorizing person does not yet have an electronic identification account for authentication, the dossier may be processed using an alternative method by attaching a copy of the authorizing person's valid identification documents.
This means that businesses need to check the electronic authentication capability of the authorizing person even before preparing the dossier, instead of waiting until the dossier is uploaded to the system.
Previously, businesses could focus mainly on:
Dossier → Sign → Submit
In the new process, for cases with authorization, a chain of thought is required:
1. Prepare the dossier
↓
2. Identify the authorizing person
↓
3. Authenticate the authorized representative
↓
4. Send a confirmation request
↓
5. The authorizing person confirms on VNeID
↓
6. Check the "Authenticated" status
↓
7. Submit the dossier
After successful authentication, the system displays the status "Authenticated", and the applicant continues to perform the procedure on the Business Registration System.
A simple checklist before submitting the dossier:
01 — Check VNeID
The authorized person and the authorized representative need to proactively check their login/authentication capability.
02 — Check personal information
The authorizing person's information must be accurate and consistent with the cross-referenced data.
03 — Proactively confirm
The authorizing person needs to monitor VNeID to complete the confirmation request.
04 — Prepare a contingency plan
If the authorizing person does not yet have an electronic identification account, prepare identification documents as regulated.
05 — Check status before submission
Do not just check if the dossier has been uploaded, but also check the authentication status.
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