Vietnam Business Etiquette for Visiting Delegations
Short answer: business in Vietnam runs on relationships, punctuality and respect for seniority, and a visiting delegation shows this through its hotel arrangements. Keep the whole delegation in one hotel close to the meetings, allocate rooms by seniority on one rooming list, use the hotel meeting room or lounge for first meetings, and cover the refreshments or meal when you host. Greet the most senior person first and exchange business cards with both hands.
Part of our guide to hotel room blocks for company trips in Vietnam.
Seven habits for a visiting delegation
1. One hotel, close to the meetings
Traffic in Ho Chi Minh City and Hanoi makes delays common. A hotel near your counterpart's office, or near the industrial park for factory visits, helps the delegation arrive on time.
2. Rooms by seniority
Senior members usually get the higher room category. Mark this on the rooming list so the hotel assigns rooms before arrival.
3. Meet at the hotel
Hotel meeting rooms and lobby lounges suit first meetings. Book the room or a table in advance; the host covers the refreshments.
4. Greet by seniority
Greet the most senior person first. A handshake is normal; wait for the other person to offer theirs.
5. Cards with both hands
Offer and receive business cards with both hands, read the card, and keep it on the table during the meeting.
6. Host the meal
Lunches and dinners are part of business. A private dining room at the hotel works well for a delegation; the host usually pays.
7. Mind the calendar
Around Tet, offices slow down or close. Plan the visit, and book the rooms, well before or after the holiday.
What to send the hotel for a delegation
- Rooming list: names, room type and arrival date for each guest, with senior members marked.
- Meeting room: date, time, number of people and setup, if you meet at the hotel.
- Private dining: date and number of guests, if you host a meal.
- Billing: which charges the company pays (rooms, meeting room, meals) and which each guest pays, plus company details for a VAT invoice.
How Bedtara books delegation stays
Bedtara books the rooms for the whole delegation on one confirmation, with one rooming list and one invoice. Vietnamese companies hosting a delegation receive a VAT invoice issued by Dong Thi Co., Ltd. If the visit also needs transport or a programme, our sister brand Dong Thi Travel arranges those.
Questions
How do you greet business people in Vietnam?
Greet the most senior person first, usually with a handshake, and use a title with the given name.
Is it normal to hold a business meeting at a hotel in Vietnam?
Yes. Hotel meeting rooms and lobby lounges are often used for first meetings, especially with visitors. Book the room or a table in advance.
How should rooms be allocated for a visiting delegation?
Keep the delegation in one hotel, give senior members the higher room category, and send one rooming list with seniority marked before arrival.
Group hotel booking Business trip checklist Where to stay in Ho Chi Minh City Hotels with meeting rooms
Hosting or sending a delegation?
Send the city, dates and rooms per night. We quote one hotel close to the meetings.