Documents Required Before A Tax Inspection At An Enterprise

A tax inspection at an enterprise is a periodic management activity conducted by the Tax Authority to evaluate the compliance with tax obligations. However, many businesses only begin preparing once they receive an inspection decision, which may result in missing documents, inconsistent figures, and potential risks of tax reassessment and penalties.

Therefore, preparing complete tax finalization documents and reviewing tax risks before the Tax Authority conducts the inspection is an important factor that helps businesses remain proactive, transparent, and minimize errors.

Below is a list of documents that should be prepared when a tax inspection takes place at an enterprise.

1. Corporate legal documents

This is the first group of documents that the Tax Authority typically requests during an inspection:

• Enterprise Registration Certificate
• Company Charter
• Decision on the appointment of the Director and Chief Accountant
• Sub-licenses (if the business operates in conditional sectors)
• Office lease agreement

Legal information must be consistent with the actual business operations to avoid any concerns regarding the business location or registered business lines.

2. Tax declarations and tax finalization dossiers

During the tax finalization inspection, the Tax Authority will review and reconcile the following:

• Value Added Tax (VAT) declarations filed monthly or quarterly
• Personal Income Tax (PIT) declarations filed monthly or quarterly
• Annual Corporate Income Tax (CIT) finalization dossier
• Annual Personal Income Tax (PIT) finalization dossier
• Foreign contractor tax declarations (if applicable)
• Reports on invoice usage

Businesses must ensure that the figures in the tax declarations are consistent with the Financial Statements and be able to provide explanations in case of discrepancies.

3. Financial statements and accounting records

This is the core area when reviewing tax risks:

• Financial Statements for the years under inspection
• General journal and detailed account ledgers
• Detailed accounts receivable and accounts payable ledgers
• Cash book
• Bank statements
• Expense allocation schedules
• Fixed asset depreciation schedules
• Supporting documents for fixed assets and tools/equipment

Document retention must comply with the Accounting Law and ensure completeness and continuity.

4. Input and output invoices and supporting documents

• Output invoices
• Economic contracts
• Acceptance minutes
• Goods delivery notes
• Payment documents
• Input invoices
• Contracts for purchasing goods and services
• Handover minutes
• Goods receipt notes
• Non-cash payment documents for invoices from VND 20 million or more. Currently from VND 5 million or more.

Businesses should review the conditions for VAT credit eligibility and the reasonableness of expenses in accordance with legal regulations to avoid having expenses disallowed during the tax inspection.

5. Labor and payroll records

Payroll expenses are often closely reviewed by the Tax Authority, including:

• Labor contracts
• Salary scale and payroll regulations
• Social insurance participation records
• Attendance sheets
• Payroll and salary payment documents
• Personal income tax finalization records

Payroll data must be consistent across HR records, tax declarations, and social insurance reports.

6. Common risks identified during tax inspections at enterprises

• Revenue discrepancies between accounting books and tax declarations
• Input invoices that do not meet VAT credit conditions
• Expenses without sufficient supporting documents
• Cash payments exceeding regulatory limits
• Incomplete labor documentation

Periodic tax risk reviews help businesses identify and correct errors before the official tax inspection.

7. When should businesses prepare tax finalization documents?

Instead of waiting until an inspection decision is issued, businesses should conduct internal reviews periodically on a quarterly or annual basis. Proactive preparation helps to:

• Reduce the risk of tax reassessment and penalties
• Improve financial transparency
• Optimize legitimate tax expenses
• Be prepared when the Tax Authority conducts inspections

✅ Conclusion

A tax inspection at an enterprise will no longer be a burden if documents are well prepared and financial data is properly controlled. Preparing tax finalization documents in accordance with regulations and reviewing tax risks before an inspection is an effective solution to protect businesses from legal and financial risks.

For detailed consultation, please contact TPM via our website or hotline (+84) 28 3505 1800 for prompt support.

Thao Phung