Choosing a virtual office rental service provider in Ho Chi Minh City

In recent times, the concept of "virtual office" is no longer a new thing. This model attracts the attention of small businesses, start-ups, representative offices and branches thanks to the benefits it brings. 

However, the concept is not new. Many people still do not fully understand the virtual office as well as its purpose and benefits. Through this article, we will provide objective and necessary information for everyone who wants to learn more specifically about the type of virtual office.

 

The virtual office model attracts the attention of small businesses and start-ups.

1. What is a virtual office?

1.1 Correct understanding of virtual office

Virtual office (Virtual Office), also known as "0m2 office" is a term to call a form of leasing transaction offices, also known as representative office headquarters. Virtual office is a place for businesses or companies to rent space and at the same time receive many convenient services such as owning a physical office including a reception department, business address, reception room, office space, meeting space, …

Virtual office is a place to exchange documents and meet customers. It can be understood in another way, this is a highly legal business address rental service, a prestigious representative office in the eyes of customers. What makes the virtual office stand out is that this service can help businesses and companies optimize office rental costs and increase work efficiency.

1.2 Customer portrait of the virtual office model

Suitable units/individuals to use virtual office rental services include: 

• Small and medium businesses want to save company costs.

• Individuals who are preparing or have just established a company or business.

• Individuals and organizations need a good address to promote the brand image of the business in prime and prestigious locations.

• Businesses need to expand the market

• Organizations, individuals or freelancers who are taking on their own projects or doing freelance work. 

• International companies want to rent representative offices.

2. Advantages of virtual office

2.1 Cost savings

Using the virtual office rental model, businesses can skip some costs and save time buying land, building an office, renting the whole building to use as an office. Save costs for office equipment because most service providers will have equipment available (printers, copiers, fax machines, cameras, wifi, air conditioners,...). Get a good location to put your company sign without spending too much.

2.2 Increase brand awareness and professionalism of the business

Renting a virtual office has many options located in areas with growth and development, near central areas, making transactions easier and more convenient, creating trust with customers, attracting potential customers. Moreover, the lessor will provide the service of placing the business's sign on the building to help customers easily identify and increase the reputation of the business.

At the same time, the lessor will usually have a well-trained reception and information relay team, including a receptionist, a secretary in charge of welcoming and guiding customers of the rental business.

2.3 Addressing communication needs

The information system of virtual office services usually handles correspondence, phone calls, faxes,... quickly, accurately and flexibly, supporting information exchange between businesses and customers to become convenient and smooth without having to spend too much money.

2.4 Build new relationships, new opportunities

Virtual offices will often bring together many businesses using the service, including local and international businesses. Since then, many opportunities for contact, exchange, communication and cooperation arise between businesses.

2.5 Reduce financial pressure

It is a solution to help businesses overcome the problems of cost, time and effort. Enterprises can focus on investing in professional issues, maximizing capital and human resources for business activities to take place in the most optimal way.

 

Using the virtual office rental model, businesses can skip some costs and save time.

3. The security and legitimacy of the virtual office.

According to the enterprise law, the concept of an enterprise is an organization with its own name, a stable transaction office, and registered assets for the purpose of carrying out business activities.

Excerpt from Article 43 of the 2014 Enterprise Law stipulates: “The head office of an enterprise is the contact point of the enterprise in the Vietnamese territory, whose address is determined including house number, alley, quarter, group, street or villages, , hamlets, communes, wards, townships, districts, towns, provincial cities, provinces and centrally run cities; phone number, fax number and email (if any)”.

Therefore, the current law does not prohibit businesses from renting virtual offices to operate as headquarters. That has created a stepping stone for the form of virtual office to develop to what it is today.

4. Conditions and content in the virtual office rental contract

Renting a virtual office is essentially similar to other forms of normal office rental services. Therefore, the rental of a virtual office must meet the conditions of the lease agreement and business purposes in the Civil Code 2005.

Specifically, the conditions include:

• For lessee:

Under Vietnamese law, tenants have the right to choose an office leasing service provider that suits their needs. Based on the law on making office lease contracts, individuals who are working in offices or renting offices from rental units do not need to make contracts notarized or authenticated.

However, the contract notarization is still recommended to improve the legitimacy, protect the rights and interests of both parties and the cooperation transaction.

• For lessors:

According to Clause 2, Article 10 of the Law on Real Estate Business 2014 and Article 5 of Decree No. 76/2015/ND-CP, in case an organization, household or individual leases houses for office use, there is no need to establish an enterprise, including:

• Organizations, households and individuals lease offices that are not due to investment in real estate projects for business and in case households and individuals lease offices such as investment in real estate projects for business purposes but projects with a total investment of less than 20 billion (excluding land use fees).

• Organizations, households and individuals that invest in building houses for rent without having to establish an enterprise in accordance with the law on housing.

• Organizations, households and individuals leasing real estate under their ownership.

Because this is a small-scale and irregular activity, it is not necessary to set up an enterprise whose business is real estate business, but must declare and pay tax in accordance with the law:

• According to Clause 1, Article 10 of the Law on Real Estate Business 2014, in case an organization, household or individual that leases houses for office use needs to establish an enterprise, it must satisfy the following conditions:

1. Establishing a real estate business.

2. Register for real estate business

3. Have a charter capital of 20 billion VND or more

Contents of a virtual office lease

Between the tenant and the lessor of virtual office services, it is necessary to make a rental contract with full clear and detailed information of both parties accurately to perform the transaction. In an exact lease for a virtual office, the following should be included:

Provide full information of the lessor and tenant, including: 

- First and last name

- Location / Headquarters

- Phone number/ Fax/ Email

 -Tax ID/Account No

 -Citizen identification number / identity card number / Passport number

- Legal representative/Position

• Virtual office object

• Purpose of renting virtual office (Office address, office area, purpose of use

• Office rental costs

• Office rental period

• Payment method and deposit amount, payment term

• Terms and conditions for office rental

• In case of subletting to others (if any)

• Rights and obligations of both parties to the lease contract

• Responsibility to perform when breaching the contract

• Dispute resolution method if there is a problem for both parties

A contract will have a lot of complicated and time-consuming procedures. In order to optimally solve this problem, Arental has a legal team that is always ready to assist customers to resolve the procedures completely free of charge.

Between the tenant and the lessor of virtual office services, it is necessary to make a rental contract with full of clear information.

5. Arental's virtual office rental service

Grasping the needs of the virtual office market, Arental provides reputable and quality services at extremely reasonable prices to meet the needs of customers.

Coming to Arental's virtual office service, customers will receive many benefits, more specifically:

- Arental branches are present in prominent districts of the city. Ho Chi Minh City includes District 1, District 2, District 3, District 7, Phu Nhuan District. Bring a beautiful, prestigious address to increase brand value for your company and business.

- Reasonable and economical rental costs.

- There are specialists on call, the receptionist welcomes guests professionally and enthusiastically. Receive and forward letters and parcels to customers if needed

- Support businesses on legal issues, business establishment,

- Provide many office utility services including office equipment (desk, meeting room, printer, fax machine, photocopy machine,...) 

Virtual office is an optimal solution to save on office rental costs, suitable for all businesses of all sizes, operating in any field. Let Arental honored to accompany you, create opportunities for development and advancement in work.

With long-term experience in the virtual office rental service industry. Arental has many times to change, improve quality to become more in line with trends, meet the needs and psychology of customers to bring real values ​​to customers. Arenal is pleased to accompany businesses to create the best