Procedures for applying for a Work Permit and Visa for foreigners

Date: 2025.09.13

From July 1, 2025, the process for issuing work permits to foreign nationals working in Vietnam has undergone significant changes under Decree 128/2025/NĐ-CP and related guiding documents.
The responsibility for processing applications has been delegated to provincial-level People’s Committees to speed up processing and strengthen local management of foreign workers.

This article provides a comprehensive guide on:

– Who is required to apply for a Work Permit in Vietnam

– The list of necessary documents to prepare

– The step-by-step application and processing procedure

– Important notes to help both foreign workers and businesses complete the process with ease

– Key advantages of the new work permit procedure for foreign employees

I. Eligible Applicants

– Individuals holding senior management positions, executive directors, experts, or highly skilled technical workers.

– Personnel internally transferred within multinational corporations or business groups to work in Vietnam.

– Individuals providing services under a labor contract or service agreement with enterprises or organizations in Vietnam.

– Individuals engaged in service offering or business promotion activities in the Vietnamese market.

– Employees working for non-governmental organizations (NGOs) or international organizations legally operating in Vietnam.

– Individuals responsible for establishing and managing the commercial presence of foreign enterprises in Vietnam.

– Experts and workers directly involved in projects or contract packages in Vietnam.

Knowing these categories helps businesses and workers prepare accurate applications, avoid errors, and comply with regulations.

II. Work Permit application documents

1. Work Permit application form (Form 11/PLI)

– Download the latest form from the provincial People’s Committee public service portal. Fill in all required personal information, employer details, job position, and the requested permit duration.
(Link to download the form: https://thuvienphapluat.vn/banan/tin-tuc/tai-mau-xin-cap-giay-phep-lao-dong-cho-nguoi-lao-dong-nuoc-ngoai-mau-so-11pli-moi-nhat-2025-15736)

2. Official approval letter for using Foreign labor

– Issued by the provincial People’s Committee upon request from the employer. Confirms the number of foreign workers, positions, and the authorized recruitment period.

3. Personal documents of the Foreign employee

– Health certificate (issued within the last 12 months).

– Criminal record certificate (issued within the last 6 months).

– Notarized copy of passport.

– Two 4×6 cm passport-style photos with a white background.

– Notarized copies of diplomas and certificates, consular legalized and translated into Vietnamese.

– Certified copy of passport or employer-certified copy, valid under legal regulations.

– Proof of work experience (employment contract, service contract, or other relevant documents).

4. Specific documents (if any)

Examples include: pilot’s license for aviation experts, athlete contracts for sports players, coaching certificates, etc.

III. Work Permit application submission and processing procedure

1. Submitting the application

– Foreign workers or employers can submit work permit applications directly at the provincial Public Administration Center where the employer or worker plans to work.

– Additionally, many provinces and cities now offer online submission via the provincial People’s Committee public service portal, saving time and travel effort.

– In some localities, applications can also be submitted through public postal services, providing convenience for individuals and businesses located far away or unable to submit in person.

2. Submission timeline

To ensure smooth review and issuance, submit applications at least 15 working days before the planned start date in Vietnam. Early submission allows authorities enough time to review, process, and address any arising issues.

3. Processing time

Once a valid application is received, the provincial People’s Committee is responsible for reviewing and providing a decision within 5 working days. The review includes verifying the accuracy and completeness of the documents and ensuring compliance with legal requirements for work permits. If complete, the permit will be issued within the deadline, allowing the worker to start promptly.

4. In Case of rejection

If the application does not meet requirements or contains errors, the provincial People’s Committee will send an official notification detailing the reasons for denial. The foreign worker or employer has the right to appeal or provide supplementary documents as requested to continue the review process. This ensures transparency and fairness in work permit issuance.

*Validity Period and Renewal of Work Permits

– Work permits are typically issued for a maximum period of 2 years, aligned with the duration of the labor or service contract between the foreign worker and the employer.

– When the work permit is nearing expiration, the worker or employer may apply for a one-time renewal. The renewal process should be initiated between 5 and 45 days before the permit’s expiry to avoid work interruptions.

– If the worker continues employment after the renewal period, a new work permit application must be prepared and submitted. Strict adherence to renewal timelines and procedures helps foreign workers avoid legal risks such as illegal employment or administrative penalties.

IV. 5 Golden Tips

Applying for a work permit is not just about submitting documents and waiting for approval. To avoid complications, delays, or multiple resubmissions, you need to be aware of these important tips:

1. Consular legalization & certified translation

All foreign-language documents such as diplomas, certificates, and experience confirmation letters must be legalized by the Vietnamese diplomatic agency or the Vietnamese embassy abroad.
After legalization, these documents must be translated into Vietnamese and notarized by authorized organizations. Skipping this step will cause rejection or resubmission, delaying processing.

2. Prepare documents carefully and on time

Pay close attention to expiration dates of certain documents:

– Health certificates must be issued within 12 months prior to the application date.

– Criminal record certificates must be issued within 6 months prior to the application date.
Additionally, ensure the application is complete, accurate, and free of errors to minimize the risk of being returned.

3. Understand local regulations

Each province or city may have specific requirements regarding procedures, documents, and processing times. Staying updated with accurate information from the provincial People’s Committee where the employer is based or the foreign worker will work ensures your application is prepared correctly, avoiding repeated corrections.

4. Track application status

Actively monitor your application progress through public service channels or by contacting the receiving agency directly. If you notice delays beyond the stipulated time, promptly reach out for support to avoid affecting the foreign worker’s start date.

5. Comply with Vietnamese Law during employment and permit renewal

Foreign workers must always comply with Vietnamese laws, company policies, and renewal procedures to avoid administrative penalties or legal issues. Maintaining a valid legal status allows for stable and worry-free employment in Vietnam.

👉 In summary: Successful work permit applications require thorough preparation, strict adherence to procedures, and a solid understanding of legal requirements.
If you have any questions or want fast, professional assistance, don’t hesitate to contact Help All — a team of experts ready to support you from A to Z!

V. Key advantages of the new process

– Fast processing within just 5 working days, significantly reduced from the previous 15–30 days, enabling you to start work sooner without long waiting times.

– Simplified and more flexible procedures thanks to the proactive role of provincial People’s Committees in receiving and handling applications based on actual conditions.

– Greater transparency and stricter local oversight, minimizing errors and legal risks.

– Time and cost savings for both foreign workers and businesses, making the work permit application process more convenient and efficient than ever before.

VI. Conclusion

The work permit application process in Vietnam has been significantly simplified and improved in 2025, offering many advantages for foreign workers and businesses to work legally in Vietnam. The modern online application system combined with clear regulations saves time, reduces costs, and increases transparency throughout the permit issuance process.

*However, to ensure a smooth work permit application, please keep in mind these important points:

– Accurately identify the eligible applicant categories and the correct type of permit that matches the job and the duration of stay in Vietnam.

– Prepare a complete and accurate application according to the latest requirements from the authorities.

– Strictly comply with regulations regarding labor contracts, working conditions, and permit validity.

– Closely monitor the application progress and proactively provide additional documents when requested.

*With extensive experience in consulting and supporting work permit procedures, the HELP ALL expert team is always ready to assist you:

✓ Free consultation on procedures, eligibility, and document requirements for work permit applications
✓ Support in preparing and completing accurate, full documentation
✓ Monitoring processing progress and swiftly handling any arising issues

Working in Vietnam is no longer a challenge—let Help All accompany your journey to success!