G2B Case Study | Representative Office Setup in Vietnam

Entering a new market requires more than completing an application. For international businesses operating in regulated or specialized sectors, understanding market access conditions, sector-specific requirements and local procedures from the outset can significantly reduce compliance risks. This case study highlights how G2B supported a global trading company from its initial Vietnam market-entry discussions to the successful establishment of its Representative Office.

From initial consultation to the decision to enter Vietnam

The relationship began through a referral during G2B's early stage of operations. The client is a global trading company headquartered in Hong Kong, with operations in Singapore and multiple markets worldwide.

The first discussion in May 2023

In May 2023, the client approached G2B to explore the possibility of establishing a Representative Office in Vietnam. Given the nature of its business, the discussion focused not only on the establishment procedure but also on the regulatory requirements applicable to the trading sector.

Rather than proceeding immediately with an application, G2B first worked with the client to understand its business activities, intended presence in Vietnam and potential regulatory considerations. This initial assessment helped clarify the client's market-entry plan.

Nearly one year of consultation

The consultation continued for nearly one year while the client's headquarters evaluated the Vietnam expansion plan. During this period, G2B and its professional partners held multiple meetings with the company's representative and prepared supporting reports and information for internal review.

These materials enabled the representative to report the proposed structure, regulatory considerations and implementation requirements to the parent company in Hong Kong. Following this consultation process, the parent company made its decision in April 2024 to establish a Representative Office in Vietnam and selected G2B to support the implementation.

Addressing regulatory requirements for the trading sector

Before preparing the application, G2B worked with its legal partners to assess the applicable requirements under Vietnamese regulations. This was an important stage because the client's trading activities required additional consideration beyond the standard Representative Office procedure.

Reviewing market access conditions

One of the first steps was reviewing Vietnam's relevant international commitments, including WTO commitments, to determine the conditions applicable to the client's sector and proposed presence. For foreign businesses entering Vietnam, it is important to identify whether Vietnam has opened the relevant sector to foreign participation, what market access conditions apply and whether additional licenses or approvals may be required. An incorrect assessment at this stage can affect the subsequent application process and potentially lead to delays, additional requirements or rejection.

Identifying sector-specific requirements

Due to the characteristics of the trading sector, G2B also reviewed whether additional approvals or confirmation from relevant authorities would be required before the Representative Office application could proceed. Based on this assessment, G2B and its partners determined the appropriate procedure and prepared the necessary explanatory documents. Addressing these requirements before formal submission helped the client follow the appropriate process from the outset instead of responding to fundamental regulatory issues after the application had already been filed.

Coordinating the application and authority requirements

Once the regulatory direction had been established, G2B coordinated the documentation and procedures required for the Representative Office application. The support covered both the standard establishment process and the additional requirements arising from the client's business sector.

Supporting explanations and authority correspondence

G2B assisted in drafting official explanatory documents and correspondence to the relevant authorities to obtain the required confirmation for the application. Where further clarification was requested, G2B worked with its professional partners to prepare the necessary explanations and supplementary submissions. If additional corporate documents or information were required directly from the client, G2B guided the client on what needed to be provided. This created a coordinated process in which the client could respond to regulatory requests through one point of support.

Maintaining a clear and transparent service scope

Additional explanations and supplementary documentation requested during the review process were handled within the agreed service scope. As long as the client did not change its proposed business activities or the original scope of work, no additional service fees were charged for these procedural requirements. This approach provided the client with clearer cost visibility throughout the project. It also reduced uncertainty when additional clarification or documentation was requested during the authority review process.

Representative Office successfully established

Following the client's official decision to proceed, G2B moved forward with the establishment process based on the regulatory assessment and preparation completed during the consultation period. Within approximately three months, the client's Representative Office in Vietnam was successfully established.

Building a compliant foundation in Vietnam

With support from legal professionals in G2B's partner network, the project was handled in accordance with the applicable Vietnamese procedures from the beginning. Early regulatory assessment helped identify relevant requirements before submission and reduced avoidable compliance risks during the establishment process.

For the client, this provided a structured pathway from internal market-entry planning to an operational presence in Vietnam. It also established a clearer compliance foundation for the Representative Office after establishment.

From referral to successful market entry

What began as a referral in G2B's early days developed into a nearly year-long consultation before the client made its final investment decision. The engagement demonstrates the importance of understanding a foreign company's business model and regulatory environment before proceeding with market-entry procedures.

By combining regulatory guidance, local coordination and transparent service fees, G2B supported the client through each key stage, from the first discussion in May 2023 to the successful establishment of its Representative Office in Vietnam.

For international businesses, entering Vietnam requires both a clear understanding of local regulations and an appropriate implementation plan. This is particularly important for companies operating in sectors where market access conditions or additional authority requirements may apply. Through early regulatory assessment and coordinated implementation, G2B helped the client navigate the required procedures while maintaining a clear scope and transparent costs throughout the engagement.

Planning to set up operations in Vietnam?

G2B - Professional Business Support Services supports foreign companies in navigating business establishment and market-entry procedures in Vietnam. Contact G2B to discuss your business activities, regulatory requirements, and the appropriate next steps to establish your presence in Vietnam.