Extension and re-issuance of work permits under the 2025 regime

For foreign workers who intend to work in Viet Nam on a medium‑ to long‑term basis, a work permit ("WP") is not a one‑off document. Its validity is limited in time and must be managed carefully together with employment contracts, visas and temporary residence cards (TRCs).

I. Distinguishing New-issuance, Extension and Re-isssuance

1. New issuance

A new work permit is required when:

- The worker will start employment with a new employer; or

- The nature of the job, position or type of work changes fundamentally and does not qualify for simple extension or re‑issuance; or

- The worker previously did not need a permit but now falls within the scope of the regime.

2. Extension

Extension prolongs the **existing** work permit beyond its original expiry date, subject to strict limits:

- The permitting authority extends the validity provided that the underlying employment relationship and position essentially remain the same; and

- The work permit has not yet expired at the time of application and has not yet been extended before, because the 2025 regime allows **only one extension**.

3. Re‑issuance

Re‑issuance occurs when:

- The work permit is still valid but has been lost or damaged; or

- There is a change in specific details on the permit (e.g. name, nationality, passport number, or the employer’s name due to rebranding without change of legal entity).

Re‑issuance does not normally change the expiry date, except that the new document reflects the time already worked under the original permit.

II. EXTENSION OF WORK PERMITS

1. Conditions for extension

To qualify for extension:

- The current work permit must still be valid at the time of filing;

- The foreign worker continues to work for the same employer, in essentially the same position and location;

- There remains a genuine need to employ the foreign worker; and

- The work permit has **not yet been extended previously** under the current regime.

2. Extension dossier

A typical dossier includes:

- The employer’s written request for extension in the prescribed combined form;

- The original work permit still within its validity period;

- Recent photographs of the foreign worker in the prescribed format;

- Documents evidencing that the conditions for employment (position, qualifications, experience) remain satisfied;

- Other supporting documents required by the local authority in specific cases.

3. Timeline and place of filing

- **Timeline:** The employer should file the extension dossier **no earlier than 45 days and no later than 10 days** before the expiry date of the work permit. Filing too early may lead to rejection; filing too late risks a gap in validity.

- **Place:** The dossier is submitted to the competent authority at provincial level where the worker is employed, using the same channels as for new issuance (in person, by post or online).

4. Processing and result

Within the statutory processing time (commonly 10 working days from receipt of a complete and valid dossier), the authority will:

- Issue a decision extending the work permit, specifying the new expiry date; or

- Refuse to extend and state the reasons in writing.

The extended period must not exceed two years and, combined with the original term, may not exceed the maximum cumulative duration permitted by law.

III. RE‑ISSUANCE OF WORK PERMITS

1. Cases requiring re‑issuance

Re‑issuance is appropriate when:

- The work permit is lost: the worker cannot locate the original permit, or it has been stolen or destroyed;

- The work permit is seriously damaged, torn or otherwise unreadable;

- There is a change in key details such as the worker’s name, nationality or passport number; or

- The employer changes its registered name without changing its legal identity (e.g. company code remains the same).

In these cases, the work permit is still substantively valid, but the physical document or certain data on it must be updated.

2. Re‑issuance dossier

The dossier for re‑issuance generally includes:

- The employer’s request for re‑issuance in the prescribed combined form;

- Two recent photographs of the worker;

- The original work permit (if damaged or subject to data change);

- Documents evidencing the change (e.g. new passport, certificate of name change, enterprise registration reflecting the new company name);

- In the case of loss, a written explanation or confirmation of loss, and any police report if requested by the authority.

3. Processing and validity

The competent authority reviews the dossier and, within a shorter statutory timeframe (often around 3 working days for straightforward re‑issuance), issues a new work permit.

The re‑issued permit will:

- Reflect the updated information; and

- Retain the original expiry date, minus the time already elapsed.

Re‑issuance does not reset or extend the overall period during which the foreign worker may lawfully work in Viet Nam.

IV. RELATIONSHIP WITH VISAS AND TEMPORARY RESIDENCE CARDS (TRCs)

1. Work permit as basis for TRC

For foreign workers employed in Viet Nam, the work permit is typically the principal basis for obtaining:

- A work‑purpose visa; and

- A temporary residence card (TRC) under the corresponding category.

The validity of the TRC must not exceed the validity of the work permit or the passport, whichever is shorter.

2. Impact of extension or re‑issuance on TRC

- When a work permit is **extended**, the worker may need to extend or re‑apply for a TRC accordingly to ensure that residence status continues to match work status.

- When a work permit is **re‑issued** due to change of passport or personal data, the worker should also adjust the TRC if it includes outdated information (passport number, name, etc.), to avoid complications at border checks or during administrative inspections.

V. PRACTICAL RECOMMENDATIONS

1. Maintain a tracking system

Employers should maintain an internal tracking system listing all foreign workers, their work‑permit numbers, issue dates, expiry dates, extension history and TRC information. This allows timely preparation of extension dossiers and minimises lapses.

2. Avoid last‑minute filings

Attempting to extend or re‑issue a work permit at the last minute greatly increases the risk of non‑compliance, especially if the authority requests additional documents or clarification. Early preparation is always preferable.

3. Plan for the one‑extension rule

Because each work permit may only be extended once, employers should plan human‑resource strategies with this limit in mind, considering whether long‑term positions should be filled by foreign or Vietnamese employees and when to transition.