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Every time that you change schools or your contract, then there is a need to go through the whole process of getting a work permit. Although this process is straightforward, it is laborious and you need to make sure that you leave enough time for all the components.
The first time you get a work permit there is a requirement for notarization of documents – which is the key difference between the renewal and the first issuing. The good news is that for the renewal process there is no need to visit the embassy for notarisation so this will save you a lot of time and money.
For your work permit renewal, you need the following key documents:
1/. Health check
2/. Police check
HEALTH CHECK for renewing work permit
In order to get a work permit renewed then there is a need to repeat the health check that you will have carried out at the beginning of the contract. This is very thorough and will take at least a whole morning.
The health check can only be conducted at set places which have a separate work permit check and a separate set price. The price will be approximately 1,750,000 VND although many companies provide a refund of this expense once the contract is completed.
You will need to make an appointment in advance and allow enough time. It is suggested that you get to the clinic early as there are often large queues and there is often a two hour stop for lunch from 12 – 2 pm so that will mean hanging around unnecessarily waiting if you haven’t finished the process.
The health check is extremely thorough – from blood and urine samples, heart and lung checks as well as eyesight, teeth and hearing tests. You will be giving one large card and directed from place to place for all of these checks. It is important to make sure that you wear shoes that you can take on and off quickly as well as clothes that are easy to put on / off as there is a lot of moving to different rooms and putting shirts on / off etc.
Your HR will give you the tax address which you need to give to the clinic so that they can prepare the red tax receipt. For many clinics they will send the information directly to your HR rather than giving it to you.
The health check is very thorough – make sure you allow enough time for the whole process
POLICE CHECK for renewing work permit
In order to obtain the police check there are two main sections; a/. the certified resident residence from the local police and b/. physically going along to the Justice Department.
You are not able to get the certified resident residence certificate – instead this is needed from your landlord. Your landlord will need to go along and get the certificate by submitting your information. You need to provide your landlord with a copy of your passport, a copy of your current work permit as well as the front and back of your current residents permit.
Although in theory this process should be free, in practise there needs be some payment so that it is done.
Once you have this certificate then you will need to submit this certificate to your HR department (as they will need to use this to fill in forms in Vietnamese). You will need to physically go with your HR department to the Justice Department to submit the forms and sign.
In addition to the HR forms and certificate you also need to complete a form which asks for:
- Your family member details (mother / father / spouse) – full name and date of birth
- Information regarding the addresses that you have lived in since the age of 14. Now for some this can be straightforward but for many who moved around to different places in the world this is difficult. If this is the case for you then simply do your best to include as many as you can.
- Your permanent address – for many this will simply be your parents’ home address
- Current address
- Scan of the first page of your leasing contract which includes your name and your house address
In addition to this you need to make sure that you take along the fee – which is VND 200,000. Please note that this needs to be cash (no cards) and it would be best if you had the exact money as there is not always change.
PHOTOGRAPHS for renewing work permit
A number of photographs are needed for the renewal process. Two different sized photographs are needed – you need 4 passport photographs which are of the size 2 cm x 3 cm and in addition 4 passport photographs which are 4 cm x 6 cm.
It is important to note that these photographs need to have been taken within the past six months. There is a need for a white background and since it is for the work permit there is a need for professional dress e.g. a shirt and tie / a blouse and necklace etc. rather than a dress with thin straps or a t-shirt etc.
In addition, there needs to be no hats or hairbands etc. and you must be looking straight at the camera. The photographs should be from the chest upwards and it is essential that you can see your ears – thus you need to tuck your hair behind your ears.
The fee for the work permit itself is approximately one million Vietnamese dong which your HR department will pay when completing the process. For many companies, once a contract is completed then you be refunded for all of these expenses so do make sure that you keep your receipts- if possible, the red official tax receipt.
When you get a new work permit then you will receive a new residents card and you won’t have to worry about this process for another year or two! As this article has outlined, the process is straightforward once it is broken down in systematic steps. It is time consuming however so do make sure that you start early enough to avoid overstaying and then getting into additional legal difficulties!