How to Write the Correct Address for Invoices and Deliveries After the Provincial Mergers

From July 1st, 2024, a new policy from the General Department of Taxation requires all e-invoices to display the correct address based on the officially updated administrative names. This change stems from a nationwide administrative merger affecting more than 40 provinces, districts, and communes.

 

As one of the largest territorial restructurings to date, it means that many business databases may become outdated if not promptly updated. If the address on your invoice does not match the newly recognized administrative data, that invoice may be considered legally invalid.

 

The impact isn’t just on paperwork. Incorrect addresses can delay deliveries, disrupt tax filings, or cause rejection by logistics partners. With automated invoicing systems, such errors may repeat silently across documents. If you're still unsure about what to update and how to write your address properly, here's a concise guide to help you stay compliant.

 

 

Key Changes Sellers Must Know

 

As of July 2024, all invoice, shipping, and sales software systems must be synchronized with Vietnam’s updated administrative data. This isn’t just a tax regulation - it’s a shared standard adopted by e-commerce platforms, shipping companies, and fulfillment partners.

Failure to update could result in orders being sent to the wrong area or rejected by the system due to invalid address data. This transition requires active cooperation from every team involved.

 

Sellers should pay close attention to updating address information across all systems. That includes e-invoicing software, accounting tools, websites, delivery apps, and e-commerce platforms. The address must be consistent and reflect the new official naming.

If your invoice still shows an outdated district or province, the tax declaration system may flag it as invalid—causing the invoice to be canceled. Updating one platform isn’t enough. Many systems are interconnected and pull data automatically from each other, so inconsistencies can multiply quickly.

 

One common mistake is assuming “customers will still understand” even if the address doesn’t match the new format. But in today’s digitized and tightly regulated environment, there’s no room for guesswork.

Warehouse staff, shippers, and accountants rely on system data - and the system only accepts accuracy. The sooner you standardize your address across platforms, the better you can avoid disruptions during this transition.

 

How to Update Your Address Correctly and Consistently

 

Updating your address goes beyond editing a line on your invoice—it requires coordination across teams: accounting, IT, operations, and customer service.

Each channel and internal system should be reviewed and adjusted based on the new administrative data. Partial updates may still cause contradictions or rejected documents.

 

 

For each, ensure the displayed address is accurate and ideally uses auto-fill options tied to official databases to avoid typos. Internally, notify all departments so no one accidentally reuses outdated address templates.

 

Some software solutions now support direct API connections to updated administrative datasets from agencies like VNPost or the Ministry of Home Affairs, which streamline the process.

If integration isn’t possible, consider manually updating and locking outdated address options to prevent accidental selection.

 

Finally, test your updates by creating a dummy order or exporting a sample invoice. This ensures the system functions correctly and helps avoid unpleasant surprises later.

 

Avoid Delivery Errors During the Transition

 

As Vietnam rolls out administrative renaming, it's common for customers to enter outdated or incorrect addresses. But if your system doesn’t catch those errors early, it could lead to misrouted deliveries, returns, or failed shipments—wasting logistics costs and damaging your brand.

For businesses using third-party delivery services, invalid addresses may even be rejected outright by shippers.

 

To minimize risk, integrate address validation tools into your order input process. Don’t let customers type freely—use dropdown menus or autocomplete powered by third-party APIs. Providers like VNPost, GHN, and AhaMove offer APIs based on the new administrative map.

Your system should also flag invalid inputs, like "Ha Tay Province" (now defunct), and prompt for correction. Set up logic in your fulfillment system to catch mismatches between delivery zones and entered addresses—prompting staff to double-check before packing. This semi-automated process saves time while ensuring accuracy.

 

Otherwise, you can keep both old and new addresses in your system—but display the new name as default, with the old one as a secondary label if needed. This eases the transition without confusing users.

 

 

Quick Checklist for Small Sellers

 

If you're running a small shop or don’t have an IT team, updating your address system might feel overwhelming. Don’t worry—this checklist is for you. Print it out, tick each task as you go, and you’ll avoid unnecessary trouble starting July 2024.

 

This list covers key updates for small online businesses, especially those selling via Facebook, websites, or marketplaces. Share it with your team if needed, and save a completed copy for future reference.

 

During review, if you spot addresses using outdated names, don’t delete them immediately. Instead, mark them as “legacy” or add clarifying notes in brackets to help returning customers.

Most importantly, all new invoices and orders must follow the official names. The sooner you update, the more you avoid last-minute fixes when tax or logistics checks arrive.

 

✓	To-Do Checklist
[ ]	Has your e-invoicing system been updated with the new official address names?
[ ]	Has your website address form been revised to suggest the correct administrative regions?
[ ]	Is your store/warehouse address on e-commerce platforms fully updated and consistent?
[ ]	Have your operations staff been briefed about the renamed localities?
[ ]	Does your fulfillment system trigger a warning for invalid or outdated addresses?