Top 10 Vietnam Work Permit Rejection Reasons and How to Avoid Them

Vietnam work permits face rejection for ten primary reasons, with incomplete documentation being the leading cause, followed by criminal record issues, invalid educational certificates, and health certificate problems. Most rejections are preventable through proper document preparation, meeting required validity periods, and ensuring Ministry-level legalization for foreign documents. Foreign teachers can reapply immediately after correcting errors, with revised applications typically processed faster than initial submissions. Standard processing takes approximately 20 working days total: 15 working days for foreign labor demand approval plus 5 working days for permit issuance.

Understanding why work permits get rejected saves you time, money, and stress. Vietnam’s Department of Labor processes thousands of work permit applications annually from foreign teachers, with rejections occurring primarily due to preventable document errors. The good news? Almost every rejection reason is preventable with proper preparation and knowledge of requirements under Decree 152/2020/ND-CP (amended by Decree 70/2023/ND-CP) and the current Decree 219/2025/ND-CP effective from August 7, 2025, governing foreign employment in Vietnam.

This comprehensive guide breaks down the exact reasons immigration authorities reject work permits, the specific requirements you must meet, and actionable steps to avoid each pitfall. Whether you’re applying for your first Vietnamese teaching position or renewing your work permit, these insights will help ensure your application succeeds.

Inside This Guide

Why Do Incomplete or Invalid Documents Cause Work Permit Rejection?

Incomplete or invalid documentation causes the majority of Vietnam work permit rejections because DOLISA requires specific documents, each meeting strict format, translation, and legalization standards. Missing even one document, submitting documents with expired validity periods, or providing non-legalized foreign certificates results in immediate application denial under Article 10 of Decree 152/2020/ND-CP (currently replaced by Decree 219/2025/ND-CP).

Vietnam’s work permit application process follows a strict checklist system. Immigration officers review applications against mandatory requirements, and any document falling short of specifications triggers automatic rejection. Unlike some countries that request missing documents, Vietnam’s system typically rejects incomplete applications outright, requiring full resubmission.

The Required Documents and Common Mistakes

Each document must meet specific standards:

Document Category	Specific Requirement	Common Rejection Trigger	Prevention Strategy
Work Permit Application Form	Official DOLISA form	Using outdated form version	Download current form from DOLISA website
Passport Copy	Valid with sufficient remaining validity	Passport expiring soon	Ensure adequate passport validity
Criminal Background Check	6 months validity from issuance	Expired certificate, missing legalization	Request fresh copy if over 4 months old
Health Certificate	Vietnam-issued, 12 months validity	Foreign health certificates without legalization	Complete exam at Vietnam certified facility
Bachelor’s Degree	Ministry-level legalization	Missing legalization, non-relevant major	Begin authentication months before application
Teaching Certificate	TEFL/TESOL/CELTA minimum 120 hours	Online-only certificates, insufficient hours	Choose accredited in-person or hybrid programs
Employment Contract	Appropriate duration for contract type	Contracts missing legal clauses	Use standard Vietnam teaching contract template
Passport Photos	4x6cm white background, required quantity	Wrong size, incorrect background	Professional photo shop, specify “Vietnam work permit”
Sponsor Business License	Copy of employer’s education license	Expired license, unlicensed sponsor	Verify employer license current and valid
Job Description	Detailed responsibilities	Vague descriptions, mismatched qualifications	Detailed role description matching degree field
Work Permit Fee Payment	Non-refundable	Incorrect payment amount	Confirm current fee with DOLISA before payment

The validity period requirements catch many applicants. Documents issued beyond the specified timeframe before your application submission date—including criminal background checks from your home country—will be rejected. Plan backwards from your intended submission date to ensure all documents remain within the validity window.

Create a document timeline several months before application:

Month 1: Request criminal background check and begin degree authentication
Month 2: Complete degree authentication, translate documents
Month 3: Obtain health certificate in Vietnam (valid 12 months)
Month 4: Compile all documents, verify validity dates, submit application

Use a checklist system where you verify each document against three criteria: completeness (all pages included), validity (within required timeframe), and legalization (proper authentication stamps). One missing element means rejection.

Why Do Criminal Background Check Issues Lead to Work Permit Denial?

Criminal background check issues cause work permit rejections because Vietnam requires all foreign workers to submit clean criminal records authenticated by their home country’s Ministry of Foreign Affairs, valid within 6 months of application submission. Any criminal conviction, missing apostille stamp, or expired check results in automatic denial under Decree 152/2020/ND-CP, with no exceptions for teaching positions.

Vietnam takes criminal background verification seriously for all foreign workers, especially teachers who work with children and young adults. The requirement applies regardless of the nature or timing of any past conviction—even minor offenses or convictions from decades ago may result in denial.

Understanding Vietnam’s Criminal Check Requirements

Requirement Level	Specific Standard	Why It Matters
Clean Record	Zero criminal convictions	Protects students and educational institutions
Authentication	Apostille or Ministry-level legalization	Verifies document authenticity
Validity Period	Maximum 6 months from issuance	Ensures current status
Issuing Authority	National police or government agency	Must be official government document
Translation	Certified Vietnamese translation	DOLISA reviews only Vietnamese text

Start your criminal background check immediately when accepting a teaching position in Vietnam—delays here cause most application timing problems. Processing times vary significantly by country, so research your specific country’s requirements well in advance.

How to Avoid Criminal Check Rejection

Follow this authentication protocol:

Request official criminal background check from your national police or government agency (not private services)
Obtain apostille or consular legalization from your country’s Ministry of Foreign Affairs or equivalent
Get certified Vietnamese translation from Vietnam-approved translation service
Verify all stamps and seals are clearly visible on copies
Submit within appropriate timeframe to maintain validity buffer

For teachers from non-Hague Convention countries (including Vietnam itself), the authentication process requires additional steps through the Vietnamese embassy or consulate in your home country. Budget extra time for this process.

If you’re facing work permit challenges, review our guide on what to do if your Vietnam work permit is rejected for specific recovery strategies.

Why Does Educational Certificate Authentication Cause Work Permit Rejection?

Educational certificate issues cause rejections because Vietnam requires Ministry-level legalization of your bachelor’s degree from your home country’s Ministry of Foreign Affairs, followed by legalization at the Vietnamese embassy/consulate, and finally a certified Vietnamese translation. Degrees without this multi-level authentication or degrees from unaccredited institutions result in automatic denial.

Your bachelor’s degree is the foundation of your work permit eligibility, but simply having a degree isn’t enough. Vietnam’s education system doesn’t recognize foreign degrees until they’ve passed through multiple levels of government authentication—a process many first-time applicants underestimate.

The Authentication Process

The authentication process involves multiple steps:

Level 1: Home Country Ministry of Foreign Affairs verifies degree authenticity
Level 2: Vietnamese Embassy legalizes the authenticated degree
Level 3: Certified Vietnamese translation converts document to Vietnamese

This process takes significant time and cannot be rushed. Attempting to use non-authenticated degrees or skipping authentication levels results in immediate rejection, with no appeals process. You must restart authentication from the beginning if any level is incomplete.

Why Some Degrees Get Rejected Despite Authentication

Beyond authentication, Vietnam evaluates degree legitimacy:

Red Flags That Trigger Rejection:

Online-only degrees from institutions without physical campuses
Degrees from non-accredited universities
Associate degrees (2-year programs) – Vietnam requires minimum bachelor’s degree
Unrelated majors combined with insufficient teaching credentials
Institutions known for questionable practices

Acceptable Degree Categories for Teaching English:

Education degrees (any specialization)
English, Linguistics, Literature degrees
Liberal Arts degrees with recognized TEFL/TESOL/CELTA certification
Unrelated degrees with recognized 120+ hour TEFL certification

Your degree major affects work permit approval even after authentication. Education officials match your degree field against your teaching subject—proper teaching credentials become more important with unrelated degree fields.

How to Avoid Educational Certificate Rejection

Start authentication immediately upon accepting a teaching position:

Contact your university registrar for official transcripts and degree copies with original signatures. Request multiple certified copies as you’ll need extras throughout the process.

Submit degree documents to your country’s Ministry of Foreign Affairs for authentication according to your country’s specific procedures.

Once authenticated by your Ministry of Foreign Affairs, send documents to the nearest Vietnamese embassy or consulate in your home country for consular legalization. Schedule appointments in advance—some embassies require in-person submission.

Receive legalized documents and immediately send to a certified Vietnamese translation service. Use only translation services recognized by Vietnam’s Ministry of Justice. Your employer can provide a list of approved translators.

Verify all stamps, seals, and translations are clearly legible. Make high-quality color copies for your work permit application. Store original authenticated documents safely—you’ll need them for future work permit renewals.

Begin this process even before securing a teaching job. Having authenticated education documents ready gives you a significant advantage when competing for positions, as employers can process your work permit immediately after hiring.

Why Do Health Certificate Problems Result in Work Permit Denial?

Health certificate issues cause rejections because Vietnam requires a Vietnam-issued health certificate completed at an authorized medical facility within 12 months of application submission. Foreign health certificates are not accepted without proper legalization, and the exam must screen for specific conditions including infectious diseases under Ministry of Health regulations.

This requirement surprises many teachers who assume their home country health certificates would be accepted. Vietnam’s health certificate serves two purposes: verifying you’re healthy enough to work, and ensuring you don’t pose public health risks to students and communities.

Vietnam’s Mandatory Health Screening Requirements

The required health examination includes:

Infectious Disease Screening: Tuberculosis via chest X-ray
Bloodborne Disease Testing: HIV/AIDS blood test
Substance Screening: Drug use testing
Mental Health Evaluation: Psychiatric assessment
General Health Assessment: Blood pressure, heart function
Vision and Hearing Tests: Standard capability testing
Laboratory Tests: Comprehensive blood work

The health examination is straightforward for healthy individuals and typically takes several hours total time at the facility. Results arrive within days, giving you the official health certificate for your work permit application.

Authorized Medical Facilities for Work Permit Health Checks

Not all hospitals can issue work permit health certificates. You must complete your examination at facilities specifically authorized by Vietnam’s Ministry of Health to conduct foreign worker health screenings.

Major cities have multiple authorized facilities. Contact your employer or school’s HR department for their recommended facility—most schools have established relationships with specific hospitals and can schedule appointments for you.

Conditions That May Cause Health Certificate Denial

Vietnam’s health requirements exclude foreign workers with certain conditions:

Disqualifying conditions may include:

Active infectious diseases requiring treatment
Conditions posing public health risks
Severe impairments affecting work capability

Treatable conditions that typically don’t disqualify:

Controlled chronic conditions
Corrected vision problems (glasses/contacts acceptable)
Past medical history if currently stable

The health examination results typically arrive within a week, providing the official certificate for your work permit application.

How to Avoid Health Certificate Rejection

Follow this timeline for health certificate success:

Schedule appointment at authorized facility at least 30 days before work permit application. Book during weekday mornings to avoid crowds and reduce wait times.

Examination day preparation:

Bring: Passport, visa, passport photos (4x6cm), payment
Fasting: Skip breakfast if scheduled before 10 AM (blood tests more accurate)
Avoid alcohol for 24 hours before examination

During examination:

Answer all questions honestly
Provide clear medical history
Request English translation of results if needed

After receiving certificate:

Verify certificate includes all required tests and shows satisfactory results
Check certificate validity date shows 12 months from issuance
Request certified copies for different application needs
Store original carefully—replacement requires full exam repeat

Critical timing note: Complete your health certificate after arriving in Vietnam but coordinate timing with your other documents. Since it’s valid 12 months, timing it properly within your other document validity windows requires coordination.

If your teaching contract faces delays and your health certificate approaches expiration, check our guide on emergency visa extension procedures to maintain legal status while resolving work permit issues.

Why Does Insufficient Teaching Qualification Cause Work Permit Rejection?

Insufficient teaching qualifications cause rejections because Vietnam requires foreign English teachers to hold either an education degree OR a bachelor’s degree in any field plus a recognized 120+ hour TEFL/TESOL/CELTA certificate with in-person practical teaching components. Online-only certificates under 120 hours or non-accredited programs result in denial under MOLISA guidelines for educational institution foreign staff.

The teaching qualification requirement has evolved since 2018 as Vietnam elevated English education standards. Simple bachelor’s degrees no longer suffice for teaching positions—you need proven teaching credentials through recognized certification programs.

What Qualifies as a “Recognized” Teaching Certificate?

Vietnam immigration recognizes these certificate types:

Certificate Type	Minimum Hours	Practical Component Required	Typical Acceptance
CELTA (Cambridge)	120 hours	6+ hours teaching practice	Generally accepted
TEFL (Accredited)	120+ hours	Minimum 6 hours teaching practice	Accepted if properly accredited
TESOL (Accredited)	120+ hours	Minimum 6 hours teaching practice	Accepted if properly accredited
DELTA (Cambridge)	120+ hours	Extensive practical component	Generally accepted
Education Degree	N/A (degree itself qualifies)	Student teaching included	Generally accepted
Online-only TEFL	Any hours	No practical component	Rejected
Non-accredited certificate	Any hours	Varies	Rejected

The 120-hour minimum is non-negotiable. Certificates with fewer hours get rejected. Don’t count on rounding up or pleading your case—the rule is strictly enforced.

Why Online-Only Certificates Get Rejected

Vietnam requires practical teaching experience as part of your certification because theoretical knowledge alone doesn’t prepare teachers for actual classroom management. The practical teaching component must include:

Minimum hours of observed teaching practice
In-person classroom instruction (not online teaching)
Feedback from qualified assessors
Teaching different age groups or proficiency levels

Popular online-only TEFL certificate programs sold on discount platforms are automatically rejected. These certificates lack accreditation from recognized bodies, practical teaching observation, sufficient instructional hours, and quality control standards.

Attempting to use online-only certificates wastes weeks in processing time, delays your employment start date, and creates additional complications with your employer.

Recognized Accreditation Bodies

Your TEFL/TESOL certificate must come from programs accredited by recognized bodies such as:

ACCET (Accrediting Council for Continuing Education & Training)
ODLQC (Open and Distance Learning Quality Council)
DEAC (Distance Education Accrediting Commission) – for hybrid programs
Trinity College London (for Trinity CertTESOL)
Cambridge Assessment (for CELTA/DELTA)

Check your certificate provider’s accreditation before enrolling. Legitimate providers display accreditation information prominently and provide verification. If you can’t verify accreditation, the certificate likely won’t be accepted for Vietnam work permits.

How to Avoid Teaching Qualification Rejection

If you don’t yet have teaching qualifications:

Option 1: CELTA Certificate

Duration varies by program type
Universally recognized, includes practical teaching
Benefits: Highest acceptance rate, comprehensive training
Drawback: Higher cost, longer time commitment

Option 2: Accredited 120+ Hour TEFL/TESOL

Duration typically several weeks
Benefits: More affordable, widely accepted, meets Vietnam requirements
Drawback: Must verify accreditation carefully

Option 3: Education Degree

If you already hold a degree in Education, you don’t need additional TEFL certification

If you already have a teaching certificate, verify it meets Vietnam requirements:

Verification checklist:

Certificate shows 120+ hours clearly stated
Certificate from accredited organization
Certificate includes practical teaching component
Certificate is original or certified copy
Certificate is reasonably current

Contact your TEFL provider and request a certification letter that explicitly states:

Total course hours
Practical teaching hours completed
Accreditation body
Date of completion

This letter accompanies your certificate in your work permit application and addresses potential questions from immigration officers.

Why Do Employment Contract Issues Lead to Work Permit Denial?

Employment contract problems cause rejections because Vietnam requires work permits to be tied to properly structured contracts with registered Vietnamese education businesses holding valid licenses. Contracts with unlicensed employers or contracts missing mandatory legal clauses result in denial under Vietnam’s Labor Code.

Your employment contract isn’t just an agreement between you and your employer—it’s a legal document reviewed by immigration authorities to verify your work permit application legitimacy. Contract errors that seem minor can trigger application rejection.

Mandatory Contract Requirements for Work Permits

Your teaching contract must include these specific elements:

Contract Element	Requirement	Why It Matters
Employer Information	Full legal business name, license number, address	Verifies employer legitimacy
Position Title	Specific teaching position	Must match job description in work permit application
Salary Details	Monthly salary amount in VND	Must meet regulatory requirements
Work Location	Specific school addresses	Work permit ties you to specific location(s)
Working Hours	Teaching hours per week/month	Must comply with Vietnam labor law
Benefits	Health insurance, paid leave, termination conditions	Mandatory under Vietnam labor law
Contract Language	Vietnamese version required	DOLISA reviews Vietnamese text
Legal Clauses	Termination procedure, dispute resolution	Must comply with Vietnam Labor Code

Common Contract Mistakes That Trigger Rejection

Mistake 1: Generic Contract Templates

Many foreign teachers download generic contract templates online that don’t meet Vietnam’s specific requirements. These often lack proper Vietnamese legal language, Vietnam Labor Code references, specific education license citations, and required insurance clauses.

Use your employer’s standard contract template instead, as they’ve typically had it reviewed by Vietnamese legal counsel.

Mistake 2: Multiple Part-Time Contracts

You cannot combine multiple part-time contracts to qualify. Work permits require one primary contract with one employer. Teaching at multiple schools requires primary work permit from your main employer plus additional work location approval from DOLISA with written permission from primary employer.

Mistake 3: Unsigned or Improperly Signed Contracts

Contracts must be signed by authorized company representatives—typically the Director or someone with legal signing authority. Contracts signed by recruiters, HR managers, or foreign staff without proper authorization may be rejected.

Verify your contract includes:

Company seal/stamp (red stamp with business license number)
Authorized signatory’s signature
Signatory’s name and title printed
Date matching other application documents

How to Avoid Employment Contract Rejection

Before signing any teaching contract:

Verification Step 1: Check Employer License Request copies of your employer’s:

Business Registration Certificate
Education/Training License
Verify the license is current
Confirm the school name on license matches contract exactly

Verification Step 2: Review Contract Against Checklist Use this checklist before signing:

Contract duration meets requirements
Start date allows time for work permit processing
Position title matches your qualifications
Salary stated in Vietnamese Dong
Specific school address(es) listed
Weekly teaching hours specified
Vietnamese version present
Company seal and authorized signature present
Your passport information correct
Probation period (if any) clearly stated

Verification Step 3: Confirm Contract Compliance with Labor Code Your contract must include Labor Code-mandated clauses:

Insurance provisions
Tax responsibilities
Annual leave entitlement
Termination notice periods
Dispute resolution procedures

Contracts missing these clauses may face rejection or future legal complications.

When negotiating your teaching contract:

Request contract draft before accepting position to review compliance
Consult with experienced foreign teachers at the school
Ask HR department to confirm the contract format has been used successfully for previous foreign staff work permits
Get legal review if contract contains unusual clauses

Why Does Employer License Status Cause Work Permit Application Denial?

Employer license issues cause rejections because Vietnam requires work permit sponsors to hold current, valid business registration and education/training licenses with operational scope matching the foreign employee’s position. Applications from unlicensed businesses, expired licenses, or businesses operating outside licensed scope result in automatic rejection under current regulations.

You might have perfect documents, but if your employer’s paperwork isn’t in order, your work permit gets denied. This represents one of the most frustrating rejection reasons because it’s entirely outside your control—yet it’s your responsibility to verify before accepting a position.

What Licenses Must Your Employer Hold?

Vietnamese education businesses need multiple licenses to sponsor foreign teachers:

License Type	Issued By	Verification Method
Business Registration Certificate	Department of Planning & Investment	Check business name, tax ID, legal representative
Education/Training License	Department of Education & Training	Verify expiration date, check scope of operations
Foreign Staff Employment Capacity	Department of Labor (DOLISA)	Employer must have capacity for new foreign hires

The education license is the critical document. This license specifies:

What types of education services the business can provide
Maximum student capacity
Approved training locations
Qualified teaching staff requirements
Foreign staff eligibility

Some education licenses explicitly prohibit foreign staff employment or limit the number of foreign teachers. Your employer must have capacity within their foreign staff quota to hire you.

Why Employer License Issues Happen

Common scenarios that lead to rejection:

Scenario 1: Expired Education License

Education licenses require renewal periodically. Many schools continue operating during the renewal process, but DOLISA won’t process work permits for schools with expired licenses.

Scenario 2: Operating Outside License Scope

An English training center licensed for adult courses cannot legally employ foreign teachers for children’s programs. The license scope must cover your actual teaching responsibilities.

Scenario 3: Unlicensed Operations

Some businesses operate English classes without proper education licenses. Foreign teachers cannot obtain work permits with these employers regardless of contract or qualifications.

Scenario 4: Exhausted Foreign Staff Quota

Education licenses limit how many foreign teachers a school can employ simultaneously. Large schools may hit their quota and be unable to sponsor additional work permits until current foreign staff depart.

How to Avoid Employer License Rejection

Due diligence process before accepting any teaching position:

Step 1: Request License Copies Before signing a contract, ask the employer’s HR department for certified copies of:

Business Registration Certificate
Education/Training License

Step 2: Verify License Information

Business name on license must exactly match name on your employment contract
License should have adequate remaining validity
License scope must include your teaching category

Step 3: Confirm Foreign Staff Capacity Ask HR directly: “How many foreign staff positions do you currently have approved, and how many are filled?”

Step 4: Check License Authenticity Vietnam maintains public databases of licensed education businesses. Search Department of Education websites for your province to verify license information matches public records.

Step 5: Get Written Confirmation Request written confirmation from your employer stating:

School holds current education license with adequate validity
School has remaining foreign staff capacity to sponsor your work permit
License scope covers the position of English Teacher

Reputable schools provide this immediately. Schools hesitating or refusing to confirm license status in writing represent red flags.

Questions to Ask Potential Employers About License Status

During your job interview, ask these questions:

“What is your school’s education license number and expiration date?”
“How many foreign teachers do you currently employ, and what is your licensed capacity?”
“Has your school successfully sponsored work permits for foreign teachers recently?”
“Can you provide references from current foreign teachers who recently received work permits?”

Schools with proper licensing answer these questions immediately and provide documentation. Vague answers or deflection indicates potential problems.

Why Do Processing Fee and Documentation Format Issues Result in Rejection?

Processing fee and documentation format problems cause rejections because work permit applications require non-refundable fees paid to DOLISA, plus all documents submitted in specific formats—original documents, certified copies, or notarized translations as specified. Incorrect payment, wrong document formats, or missing required specifications trigger immediate rejection without fee refunds.

These “technical” rejections are particularly frustrating because they don’t reflect problems with your actual qualifications—just administrative oversights. The non-refundable fee policy means format errors directly cost you money.

Work Permit Fee Requirements and Payment Procedures

Work permit application involves various fees:

Fees vary by locality and are regulated by Provincial and Municipal People’s Councils across Vietnam’s 63 provinces and cities. Check with your specific DOLISA office or employer’s HR department for current fee amounts in your area.

The processing fee is non-refundable even if your application is rejected. Each resubmission requires full payment again. This means format errors can cost you additional fees per mistake.

Payment Procedures That Trigger Rejection

Common payment mistakes:

Mistake 1: Wrong Payment Amount

DOLISA offices set fees within regulatory guidelines. Payment must match the exact amount specified by your local provincial DOLISA office.

Solution: Confirm current fee amount with DOLISA or your employer’s HR department shortly before submission. Fees occasionally change.

Mistake 2: Incorrect Payment Recipient

Work permit fees must be paid to the specific DOLISA provincial office processing your application—not to wrong offices or incorrect accounts.

Mistake 3: Missing Payment Receipt

You must include the official payment receipt in your application. Bank transfer screenshots or credit card statements aren’t accepted—only the official DOLISA-issued receipt proving fee payment.

Document Format Requirements That Cause Rejection

Vietnam’s document format requirements are extremely specific:

Document Type	Required Format	NOT Accepted
Passport Copy	Certified copy from notary	Simple photocopy
Educational Certificates	Original OR notarized copy	Uncertified photocopy
Criminal Background Check	Original with authentication	Photocopy of authenticated document
Employment Contract	Original signed contract	Unsigned or photocopy
Health Certificate	Original from Vietnam facility	Photocopy
Passport Photos	4x6cm white background, required quantity	Wrong size, colored background, insufficient quantity
Translation Documents	Certified by approved translators	Non-certified translation

The notarization requirement catches many applicants. Even though you’re submitting copies, they must be notarized copies certified by a public notary as “true copies of the original.”

Passport Photo Specifications

Work permit passport photos have strict requirements:

Size: Exactly 4cm x 6cm
Background: Pure white
Quantity: As specified by application requirements
Recency: Taken within recent months
Appearance: No glasses, neutral expression, both ears visible
Quality: Professional photo studio (not selfies or home-printed)

Common photo rejection reasons:

Using standard passport photo size instead of work permit size
Light blue or gray backgrounds instead of pure white
Wearing glasses
Submitting insufficient quantity
Photos too old

Photo solution: Visit a professional photo studio in Vietnam and specifically request “photos for work permit.” Studios familiar with the requirements produce correct specifications immediately.

How to Avoid Fee and Format Rejection

Document preparation checklist before submission:

Several weeks before submission:

Gather all original documents
Take work permit photos at professional studio
Get certified translations of foreign documents
Obtain notarized copies of documents requiring certification

One week before submission: 5. Verify payment amount with DOLISA or employer 6. Prepare exact payment 7. Double-check photo quantity and size 8. Organize documents in application order

Day of submission: 9. Make payment and obtain official receipt 10. Include original payment receipt in application package 11. Final document count: Verify every item present

Document organization tip: Use a clear folder with labeled tabs for each document type. DOLISA officers appreciate organized applications and process them faster. Disorganized applications increase error risk.

Quality verification checklist for each document:

Notary stamp clearly visible
All signatures present and legible
No damage to documents
Multiple-page documents properly secured
Translation aligned with original
Dates consistent across all documents

Create a photocopy of your entire organized application package before submission. If rejected, you can quickly identify which document caused the problem without needing to reconstruct the entire package.

Why Do Application Timeline and Visa Status Problems Cause Denial?

Application timeline and visa issues cause rejections because work permits must be applied for while holding a valid visa that permits legal stay in Vietnam, and applications must be submitted at least 15 days before intended employment start date. Applications submitted with expired visas, insufficient remaining visa validity, or during illegal overstay periods result in automatic rejection and potential immigration penalties.

This rejection reason links your work permit to your visa status—two separate but interconnected legal requirements. Many teachers focus on work permit documents while neglecting their visa situation, creating timing problems that trigger rejection.

Understanding the Visa-Work Permit Timeline Relationship

Vietnam’s visa and work permit relationship works like this:

Phase 1: Entry Visa – You enter Vietnam on tourist or business visa
Phase 2: Work Permit Application – Must apply while holding valid visa
Phase 3: Work Permit Approval – Takes approximately 20 working days total (15 days for approval + 5 days for issuance)
Phase 4: Temporary Residence Card – Applied after work permit approval
Phase 5: Long-term Legal Status – TRC allows extended stay for employment

The critical requirement: Your visa must remain valid throughout the entire work permit processing period—not just on the day you submit your application.

Common Timeline Mistakes That Trigger Rejection

Mistake 1: Applying Too Close to Visa Expiration

You submit your work permit application with insufficient days remaining on your visa. Processing takes longer. Your visa expires before DOLISA completes processing, invalidating your application.

Minimum safe timeline: Submit work permit applications with adequate days remaining on current visa to account for processing time and potential requests for additional documents.

Mistake 2: Visa Expires During Processing

Even if your visa is valid when you submit, if it expires before DOLISA completes processing, your application gets rejected. You cannot extend tourist visas while work permit applications are pending in most cases.

Solution: Ensure visa validity extends beyond submission date to cover:

Standard processing: 15 working days
Work permit issuance: 5 working days
Potential additional document requests: time buffer
Buffer for unexpected delays: additional time

Mistake 3: Overstay Situations

If you’ve overstayed your visa (even by one day), you cannot submit a work permit application until you’ve:

Addressed the overstay situation with immigration
Obtained proper legal status
Then submitted work permit application

Overstay situations create legal complications. Your work permit application will be rejected during overstay status.

Mistake 4: Wrong Visa Type

Some visa types are more suitable for work permit applications than others. Research which visa types are accepted for work permit applications in your specific situation.

How Visa Extensions Interact with Work Permits

Can you extend your visa while waiting for work permit processing?

Depends on visa type and specific circumstances. Visa extensions during work permit processing can be complex.

Better approach: Enter Vietnam initially on a visa with sufficient duration to cover full work permit processing, avoiding extension needs.

Emergency situations: If your visa is expiring and your work permit is still processing, consult with your employer immediately. They may need to request expedited processing or help you resolve visa status.

How to Avoid Timeline and Visa Status Rejection

Optimal timeline planning for work permit success:

Before arriving in Vietnam:

Several weeks to months before arrival: Secure teaching position, receive job offer and contract

Several weeks before arrival: Apply for business visa from Vietnamese embassy in home country with sufficient duration

After arriving in Vietnam:

Week 1: Complete health examination at authorized facility – Schedule within first week of arrival. Results take several days.
Week 2: Compile all documents, get notarizations and translations – Use this week for document organization and verification
Week 3: Final document verification and payment preparation – Triple-check all formats and confirm payment requirements
Week 4: Submit work permit application – Your visa has adequate remaining validity – All documents prepared and organized
Weeks 5-7: DOLISA processes application – Your visa still has sufficient remaining validity – Time buffer for any additional document requests
Week 7-8: Receive work permit approval – Immediately apply for Temporary Residence Card – TRC replaces visa for long-term legal status

This timeline provides optimal buffer against rejection due to visa timing issues.

Emergency Scenarios and Solutions

Scenario 1: Visa Expiring Soon, Work Permit Not Yet Applied Solution Options:

Exit Vietnam, obtain new business visa, re-enter, submit application
Coordinate with employer for guidance on local procedures

Scenario 2: Work Permit Application Pending, Visa Expiring Soon Solution: Contact employer’s HR department immediately. They must coordinate with immigration regarding your situation.

Scenario 3: Work Permit Rejected, Visa Expiring Soon Solution:

Exit Vietnam before visa expiration
Correct rejected documents
Obtain new business visa
Re-enter Vietnam and resubmit corrected application

Do not overstay while fixing rejected work permit applications. Overstay creates additional legal problems beyond work permit issues.

Why Do Name Discrepancies Across Documents Result in Rejection?

Name inconsistencies across documents cause rejections because Vietnam immigration requires exact name matching across passport, degree certificates, criminal background check, employment contract, and all other documents. Variations in spelling, middle name inclusion/omission, name order differences, or name changes without proper legal documentation result in automatic rejection due to identity verification failures.

Your name seems like a simple thing, but international documents following different naming conventions create unexpected problems. What you consider minor spelling variations, Vietnamese immigration considers different people.

Common Name Discrepancy Problems

Scenario 1: Middle Name Inconsistencies

Your passport shows full middle name, your degree shows middle initial, your contract shows no middle name.

Result: Immigration sees different people and rejects the application for identity verification failure.

Why it happens: Different countries and institutions have varying name presentation standards. Vietnam requires identical name presentation across all documents.

Scenario 2: Name Order Differences (Asian Names)

Your passport shows surname first (Vietnamese/Asian style), your foreign degree shows given name first (Western style).

Result: Immigration cannot verify these are the same person without additional documentation.

Scenario 3: Married Name Changes

Your passport shows married name, your degree shows maiden name, your criminal check shows hyphenated name.

Result: Different surname variations trigger identity verification failure.

Scenario 4: Spelling Variations

Your passport and degree show different spellings of your name (Stephen vs Steven, etc.).

Result: Immigration views these as two different people, not spelling variations.

Why Vietnam Requires Exact Name Matching

Vietnam’s strict name-matching policy serves several purposes:

Fraud Prevention: Ensures people aren’t using others’ credentials or multiple identities
Database Accuracy: Vietnam’s immigration database requires consistent name entry
Legal Liability: Ensures work permits are issued to verified individuals

How to Avoid Name Discrepancy Rejection

Prevention Strategy 1: Name Consistency Audit

Before applying, audit every document for name consistency:

Create a name comparison chart listing each document and the exact name as printed. Identify mismatches against your passport (which should be your reference standard).

Goal: Achieve consistent name format across all documents matching passport exactly.

Prevention Strategy 2: Requesting Document Corrections

For university degrees: Contact your university’s registrar office and explain you need documentation for international employment. Most universities will issue official letters explaining name variations or provide corrected certificates.
For TEFL certificates: Contact your TEFL provider and request a corrected certificate. Most reputable providers accommodate name corrections, especially with passport documentation.
For contracts: Work with your employer’s HR department to revise the employment contract before signing, ensuring name matches passport exactly.

Prevention Strategy 3: Name Change Documentation

If you’ve changed your name:

Include these additional documents in your work permit application:

Marriage certificate (if married name change) – authenticated and translated
Divorce decree (if reverting to maiden name) – authenticated and translated
Legal name change certificate (if court-ordered name change) – authenticated and translated

These documents establish the legal connection between different names across your documents.

Prevention Strategy 4: Passport Name as Master Reference

Make your passport the standard for all new documents:

When completing any work permit-related documentation in Vietnam, use passport name exactly, including all middle names. Vietnamese administrative staff may try to simplify—politely insist on exact passport match.

Prevention Strategy 5: Transliteration Issues for Non-Latin Alphabet Names

If your native alphabet isn’t Latin:

Your name’s romanization may vary across documents. Use your passport’s exact romanization as the standard for all Vietnam documents. If other documents use different romanizations, include explanation documentation confirming these are variants of the same name.

Why Does Previous Visa Violation History Lead to Work Permit Denial?

Previous visa violation history causes work permit rejections because Vietnam immigration maintains permanent records of all visa violations, overstays, illegal employment, and immigration infractions. Any past violation—including overstays, working without permits, or providing false information—creates a permanent record that may result in work permit denial even years later, under DOLISA discretionary authority to refuse permits to applicants with poor immigration compliance history.

This rejection reason is particularly concerning because many teachers are unaware their past actions created lasting records that affect future applications. What seemed like minor issues at the time becomes permanent marks against your immigration record.

Types of Visa Violations That Affect Work Permits

Vietnam immigration tracks these violation types:

Violation Category	Impact on Future Work Permit
Overstay (brief)	May not prevent future permit if isolated incident
Overstay (extended)	May delay or complicate future permit application
Overstay (long-term)	Likely prevents work permit approval for period of time
Working Without Permit	May permanently disqualify from work permit
False Documentation	Permanent disqualification likely
Visa Fraud	Permanent disqualification

The key factor: Immigration authorities exercise discretionary judgment on whether past violations disqualify current applications. Minor, isolated incidents from years ago may be overlooked; recent or repeated violations almost certainly lead to denial.

How Past Violations Come to Light During Work Permit Processing

Vietnam’s immigration database permanently records:

Every entry and exit with dates
All visa types and durations granted
Overstay violations
Border control incidents
Previous work permit applications (approved and denied)
Immigration encounters

When you submit a work permit application, DOLISA cross-references your passport information against this comprehensive database. Any red flags trigger additional scrutiny or denial.

How to Handle Past Violations in Current Applications

If you have past violations, don’t attempt to hide them. Immigration will discover them, and attempting to conceal violations makes situations worse.

Proper disclosure procedure:

Include explanation letter with application addressing past violations directly. Provide honest explanation without excuses. Document steps taken to prevent future violations.

Provide mitigation documentation:

Include evidence showing:

Time elapsed since violation
Isolated incident (not pattern)
Immediate correction
Subsequent compliance
Current employer support

Employer advocacy: Request your employer write formal letter to DOLISA supporting your application despite past violation.

Prevention: Avoiding Future Violations

Best practices to maintain clean immigration record:

Visa Tracking:

Set alerts before visa expiration
Photograph visa stamps upon entry
Calculate expiration date immediately
Build time buffer

Employment Compliance:

Never teach even trial classes without valid work permit
Never accept payment for teaching while on tourist visa
Decline teaching opportunities until work permit is approved

Documentation Accuracy:

Provide accurate information on all forms
Double-check all details
Never use fraudulent documents
Disclose requested information fully and honestly

Frequently Asked Questions About Vietnam Work Permit Rejections

Can I Reapply Immediately After My Work Permit Is Rejected?

Yes, you can reapply immediately after correcting the issues that caused rejection. Vietnam doesn’t impose waiting periods between work permit applications. Once you’ve identified and fixed the problem documents or situations that triggered denial, you can resubmit your application. However, you must pay the full processing fee again as the original fee is non-refundable. Resubmitted applications with corrected documents may process faster because immigration officers already have familiarity with your case.

The key is understanding exactly why your application was rejected before reapplying. DOLISA should provide a rejection notice specifying the reason. If unclear, request detailed explanation or consult with your employer’s HR department to identify the specific issue. Reapplying without correcting the actual problem wastes money and time.

How Long Does It Take to Get a Response After Submitting My Work Permit Application?

Standard processing time is approximately 20 working days total: 15 working days for foreign labor demand approval plus 5 working days for work permit issuance. This means approximately 4 weeks, excluding weekends and Vietnam public holidays. However, actual timeframes vary based on several factors including completeness of application, local DOLISA workload, and any requests for additional documentation.

You typically won’t hear anything during the processing period until DOLISA issues their decision—either approval notification or rejection letter. No news usually means normal processing is underway. Contact DOLISA or your employer only if processing significantly exceeds expected timeframe without response.

Does Having a Criminal Record Automatically Disqualify Me From Getting a Work Permit?

Yes, criminal convictions typically disqualify foreign workers from Vietnam work permits with very limited exceptions. Vietnam requires completely clean criminal background checks for work permit approval. This policy applies to teaching positions especially strictly because teachers work with children and young adults.

Types of criminal records that cause disqualification:

Felony convictions
Most misdemeanor convictions
DUI/DWI convictions
Drug-related offenses
Theft or fraud convictions
Violence-related offenses
Sex offenses (permanent disqualification)

Extremely limited exceptions may exist for very minor infractions from many years ago, but this is not guaranteed. If you have any criminal history, consult with a Vietnam immigration lawyer before applying for teaching positions, as your situation may be unapprovable regardless of qualification corrections.

What Should I Do If My Visa Is About to Expire While My Work Permit Is Still Being Processed?

This is a critical situation requiring immediate action. If your visa expires while your work permit application is pending, your application becomes invalid and will be rejected. Consider these options:

Option 1: Exit and Re-enter Exit Vietnam before your visa expires, obtain a new business visa at Vietnamese embassy in neighboring country, and re-enter Vietnam. Your work permit application may remain valid if you maintain communication with DOLISA during this process.
Option 2: Emergency Extension Coordination Coordinate with your employer to address the situation with immigration authorities. Your employer may be able to assist with emergency procedures.
Option 3: Expedited Processing Request Request your employer petition DOLISA for expedited processing if available.

Never let your visa expire while waiting for work permit approval. Overstaying creates additional legal problems that make work permit approval even more difficult.

Can I Work While My Work Permit Application Is Being Processed?

No, absolutely not. Working without an approved work permit is illegal in Vietnam, even if your application is pending. This prohibition applies to all teaching activities including trial classes, receiving any payment for teaching services, or working in any capacity for the sponsoring employer.

Penalties for working without a permit include:

Significant fines
Deportation from Vietnam
Employer penalties
Permanent ban from future work permit applications
Cancellation of pending work permit application

Some employers may pressure foreign teachers to begin teaching while permits are processing. This is illegal and puts you at serious risk. Professional, licensed schools understand the law and will never ask you to teach without an approved work permit.

What you can do while waiting:

Observe classes (as long as you’re not teaching)
Complete onboarding training
Prepare lesson plans for future use
Familiarize yourself with school systems
Complete administrative paperwork

Your official employment start date should be after work permit approval, not application submission.

Are Online TEFL Certificates Acceptable for Vietnam Work Permits?

No, purely online TEFL certificates are not accepted for Vietnam work permits. Vietnam requires TEFL/TESOL certificates to include in-person practical teaching components with observed teaching practice. Certificates from programs offering only online coursework without face-to-face teaching experience face automatic rejection.

Vietnam’s teaching standards require foreign teachers to demonstrate actual classroom teaching ability through supervised practice. Online programs, while potentially valuable for theoretical knowledge, don’t provide the hands-on teaching experience immigration authorities require.

Acceptable TEFL/TESOL programs must include:

Minimum 120 total hours of instruction
Minimum hours of observed in-person teaching practice
Feedback from qualified assessors during teaching practice
Accreditation from recognized bodies

Hybrid programs are acceptable: Many programs offer primarily online coursework with required in-person teaching practice components. These programs satisfy Vietnam requirements as long as they include the mandatory observed teaching hours.

Always verify before enrolling that your certificate will be accepted for Vietnam work permits. Request documentation showing previous students successfully used the certificate for Vietnam work permit applications.

How Much Does the Entire Work Permit Process Cost?

Total cost for Vietnam work permit application varies by specific situation and document needs. Costs include multiple components beyond the basic DOLISA processing fee.

Required costs include:

Work permit processing fee (varies by locality)
Health certificate examination
Certified translations (multiple documents)
Notarization fees
Passport photos

Additional situational costs:

Criminal background check from home country (if not already obtained)
Degree authentication in home country (if not already authenticated)
Business visa for Vietnam entry
Expedited processing if needed
Legal consultation if complex situation

Hidden/unexpected costs:

Replacement documents if originals rejected
Additional notarizations if initial format incorrect
Reapplication fees if first application rejected

Many first-time applicants underestimate total costs by focusing only on the DOLISA processing fee. Budget comprehensively for the complete process.

Cost-saving tips:

Complete degree authentication before leaving home country
Group document notarizations in single sessions
Use employer-recommended translation services
Avoid expedited processing by applying with sufficient timeline buffer

Vietnam work permit rejections are almost entirely preventable with proper preparation, attention to detail, and sufficient timeline planning. The ten rejection reasons covered in this guide—incomplete documentation, criminal background issues, educational authentication problems, health certificate errors, insufficient teaching qualifications, contract issues, employer license problems, fee and format mistakes, timeline and visa complications, and name discrepancies—all have specific solutions you can implement before submitting your application.

If you follow the strategies in this guide—proper document preparation, authentic credentials, compliant employers, sufficient timeline buffers, and attention to detail—your work permit approval probability increases substantially. Vietnam’s education sector needs qualified foreign teachers, and properly prepared applications succeed reliably.

Your teaching career in Vietnam begins with legal authorization. Invest the time and effort in your work permit application process, and you’ll enjoy rewarding teaching experiences in one of Southeast Asia’s most dynamic education markets.

Ready to Navigate Vietnam’s Legal Requirements Successfully?

Work permits are just one aspect of teaching legally in Vietnam. Understanding visa regulations, employment law protections, and compliance requirements is crucial for every foreign teacher’s success.

Explore comprehensive guides on all legal and visa requirements for teaching in Vietnam in our dedicated category:

LEGAL & VISA REQUIREMENTS for Foreign Teachers in Vietnam

Topics covered include:

Visa extension procedures and emergency solutions
Employment contract legal protections
Temporary residence card applications
Border procedures and regulations
Work permit renewal processes
Legal compliance for foreign educators
And much more…

Stay legally compliant, avoid expensive mistakes, and teach with confidence by accessing Vietnam’s comprehensive legal resource guide for foreign educators.

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