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Learn about Business Names

Many businesses choose to trade under names that are different to the actual names of the business operators. Business names can be used by sole traders, partnerships and companies. This section provides an overview of what business names are, how they can work for you and how to register a business name.

A ‘business name’, sometimes known as a ‘trading name’ is a name under which a business operator conducts their business. For example, if a company is called ABC Limited, they might actually trade under the name Port Vila Bakery. Another example is a sole trader called Nelmah Smith running a plumbing company called ‘Blocked Drain Busters’.

Any business operator that is trading under a name that is not their own must register a business name with VFSC unless they fall under an exception.

You do not have to register a business name when undertaking a business when:

  • for individuals – you are using your surname with or without your first name or initials
  • for firms, partnerships or groups – you are using surnames of all partners (with or without first names or initials) and company names of all corporate partners
  • for companies – you are using the full company name (including the word Limited or Ltd).

If you do not fit within the above, you must register a business name if running a business using a name other than your actual name. You can reserve and register a business name through the Registry Services tab at the top of the page. If you trade under a business name without validly registering it, then you could be liable of a penalty of up to VT 100,000. A court can also impose further conditions.

Why have business names?

Business names are often used to help businesses inform the public about what they do or for marketing purposes. It is also often used by business operators that have more than one business and they wish to make it easier for people to differentiate between them.

Whether you wish to use a business name will depend on your individual circumstances.

What business names can you use?

Most business names can be used in Vanuatu. However, there some exceptions for names that cannot be used.

A proposed business name will be refused if it is identical (or similar enough to deceive or mislead) to a:

  • company name
  • business name registered in the past five years, or
  • reserved business name.

Other grounds for refusal are where the proposed name:

  • suggests a connection with government or other public bodies
  • contains the word ‘co-operative’ or ‘building society’, or
  • the Registrar otherwise decides the name is undesirable.

Applying for a business name

Applying for a business name is quick and easy online either at home or at VFSC’s kiosks.  If you have limited computer skills, paper applications are also available.

There are two main ways to register a business name:

  • Reserve a business name and then apply for the name at a later stage, or
  • Applying directly for the name.

It is quicker and cheaper for you to apply directly for the business name.

Reserving a business name

You are able to put a business name on hold for six months ahead of applying to register the business name. After this time, you must either give up the name or reserve the name again. However, you should not that you may only reserve a proposed business name twice over a five year period.

Reservation is easily done online.

The fee for reserving a business name is VT 5,000. Please note that if you go on to register the business name an additional fee of VT 10-12,000 will be payable.

Registering a business name

Registering a business name is simple and can be done easily online.

The fee for registering a business name is VT 10,000 if done online and VT 12,000 using the paper form or via email.

If you are unsuccessful in registering a business name there is no fee if done online and VT 2,000 if you used the paper form or email.

Obligations for business name holders

If you use a business name, then there are a number of simple things that you need to do. You must:

  • display your business name certificate at the place of business,
  • put your actual name on written documents associated with the business (e.g. invoices, receipts, demands for debts), and
  • renew your registration every year.

Renewing your registration

You must renew your business name registration every year.

Renewing your business name is important so that your details are up to date and VFSC knows that you are still trading under a business name. Renewing your business name provides you with further protection against others who may attempt to trade using your business’ goodwill and reputation. It also means that older names that are not being used anymore can be used by new businesses.

You are required to renew your business name within the ‘anniversary period’.

What is the anniversary period?

The anniversary period is the same month as the month you first registered your business name.

For example, if you registered a business name on 23 July 2015, you can renew the name anywhere between 1 July and 31 July 2016.  You must renew the name every year during these dates.

Renewing a business name is simple and can be done rapidly online, or if necessary, by paper.

The fee for renewing a business name is VT 5,000.

Late renewal

If you renew your business name during the two months after the anniversary period then you must pay a penalty of VT 5,000 if applying online or VT 7,500 if using the paper application or email. Please note that this is in addition to the usual renewal fee.  Further information about fees is found here.

If you do not renew your business name within the two month period then your business name will expire. If you later want to use the business name again you must re-apply to use it. Please note that if you trade under an expired business name then you could possibly open yourself up to severe penalties, including a fine of up to VT 100,000.

Visit here for more procedures
Register a Business