Work Permit Renewal in 2026: Fast Procedures

In the context of economic integration, utilizing foreign labor brings a significant competitive advantage to businesses in Vietnam. To ensure international experts can work legally and continuously, the work permit renewal procedure is a crucial legal step that HR departments cannot overlook. Delays or errors in the renewal process not only cause work interruptions but also lead to heavy financial penalties. The article below will provide a detailed A-to-Z guide on this process for 2026.

1. Overview of Work Permit Renewal and Basic Legal Information

1.1. What is a work permit renewal?

A work permit renewal is an administrative procedure carried out by the employer (enterprises or organizations in Vietnam) at the competent labor management authority. The purpose of this procedure is to request an extension of the legal working time for a foreign worker currently employed by the enterprise when their current work permit is about to expire. This process allows the foreigner to maintain their current job position and title without having to redo the entire new application process with numerous complex documents (such as criminal records or degrees proving experience).

1.2. Why must businesses renew work permits?

Properly executing the work permit renewal procedure is a mandatory obligation to ensure legal compliance for both the business and the foreign worker. This permit is not only proof of legal employment but also the foundational basis for carrying out a series of other procedures. Only when the permit is successfully renewed can the foreigner continue to sign labor contracts, pay social insurance, receive a legitimate salary via a bank account, and crucially, apply for a new Temporary Residence Card (TRC) or Working Visa to continue residing in Vietnam.

1.3. Regulations on the number of renewals and maximum duration

Vietnamese law sets very clear limits on extending the working time of foreign experts. According to Article 19 of Decree 152/2020/ND-CP, an issued work permit can only be renewed exactly 01 (one) time. The maximum renewal period is based on the proposed labor contract or dispatch letter, but absolutely must not exceed 02 years. Thus, the maximum continuous time a foreigner can work in a specific position based on one new issuance and one renewal is 04 years. After this period, the enterprise must proceed with the procedure to apply for a brand-new permit.

1.4. Severe legal consequences of an expired work permit

Many businesses are negligent, allowing their foreign employees’ permits to expire. According to Decree 12/2022/ND-CP on penalizing administrative violations in the labor sector, the consequences are severe:

• For the foreign worker: Working without a permit (including an expired one) incurs a fine of 15 to 25 million VND, along with the additional penalty of deportation from Vietnam.
• For the employer: Utilizing illegal labor can result in fines up to 75 million VND depending on the number of violating workers, and even a suspension of business operations for 1 to 3 months. Therefore, mastering the renewal process is vital.

1.5. Applicable legal basis: Decree 152/2020 and Decree 70/2023

To perform the procedure correctly, businesses must refer to current legal documents. The highest legal framework is the Labor Code 2019. Detailed guidance is found in Decree No. 152/2020/ND-CP regulating foreign workers in Vietnam. Most importantly, businesses must update themselves on Decree No. 70/2023/ND-CP (amending and supplementing Decree 152), which includes crucial adjustments regarding the notification of recruitment demands for Vietnamese workers on the National Portal before seeking approval to use foreign labor. Understanding the new law prevents application documents from being rejected by state agencies.

2. Mandatory Conditions for Work Permit Renewal in 2026

2.1. Strict regulations on the remaining validity of the current permit

The time of submission is the prerequisite factor determining whether a application file is accepted. By law, the renewal application must be submitted when the old work permit has at least 05 days but no more than 45 days of validity remaining before the expiration date.

• If submitted too early (before 45 days), the state agency will refuse it.
• If submitted too late (less than 5 days remaining), the application file will also be returned.
• If the permit is expired by even 1 day, it permanently loses its renewal validity, and the enterprise must apply for a completely new permit with a much more complex application file.

2.2. Mandatory written approval for the demand to use foreign workers

This is one of the biggest hurdles that businesses often forget. Before submitting the actual renewal application file, the enterprise must obtain approval from the Provincial People’s Committee (via the Department of Labor, Invalids and Social Affairs – DOLISA) to continue using foreign labor in that position. To get this approval under Decree 70/2023, the enterprise must post a recruitment notice for Vietnamese workers for the intended renewal position on the Employment Portal for at least 15 days. Only if no Vietnamese worker can be recruited can the enterprise submit an explanation report to continue using the foreigner. This process takes at least 15-20 working days.

2.3. Documents proving the employee continues in the exact same position

The renewal procedure only applies when the foreigner continues to work for the same sponsoring enterprise, with the exact same job title, job position, and professional title as recorded on the old permit. The enterprise must provide proof such as a copy of the old labor contract, a reappointment decision, or a dispatch letter from the parent company abroad. If there is any change in the title (e.g., from expert to manager) or a change in the company, the foreigner cannot be renewed and must apply for a new permit.

2.4. Valid health certificate requirement for the expert

Even for a renewal, the labor management authority requires proof that the foreign expert is physically fit to continue working in Vietnam. The application file must include 01 original or certified true copy of a Health Certificate. This certificate must be issued by hospitals or multi-specialty clinics qualified to examine foreigners according to the Ministry of Health’s designated list. Importantly, this health certificate must be currently valid (usually not exceeding 12 months from the date of the health conclusion to the date of renewal submission).

2.5. Legal compliance of the sponsoring enterprise in Vietnam

State agencies do not only review the foreigner’s application file; they also check the legal status of the sponsoring enterprise. To be eligible to renew a work permit for an employee, the enterprise must be operating normally, not have a locked tax code, and not be on a blacklist for social insurance debts or state tax debts. Furthermore, throughout the prior period of using foreign labor, the enterprise must have fully submitted periodic reports on foreign labor usage to DOLISA within the statutory deadlines.

3. Detailed Application file Components and Renewal Procedures

3.1. Step 1: Apply for approval of the demand to use foreign workers

As analyzed in the conditions section, the first step is explaining the labor demand. At least 15 days before intending to submit the renewal application file, the enterprise prepares a Report explaining the demand to use foreign workers (Form No. 01/PLI or Form No. 02/PLI if there are changes in demand). This application file is submitted online via the Public Service Portal or directly to the Ministry of Labor, Invalids and Social Affairs (MOLISA) or DOLISA. The result, received after about 10 working days, is the Written Approval to use foreign workers. This is the “pass” to move to phase 2.

3.2. Step 2: Prepare the standard renewal forms and application file

Once the written approval is obtained, the HR department drafts the official application file. According to Article 17 of Decree 152/2020, the application file includes:

• Application requesting work permit renewal (Form No. 11/PLI) signed and stamped by the Director.
• 02 color photos sized 4x6cm (white background, taken within the last 06 months).
• The original current work permit (must still be valid).
• Original or certified true copy of the Written Approval of labor demand (obtained in Step 1).
• Certified true copy of all valid passport pages.
• Original valid Health Certificate.
• Documents proving the continuation of work (Contract, appointment decision, etc.).

3.3. Step 3: Submission sequence at the competent labor authority

After completing 01 standard application file, the enterprise proceeds to submit it. The place of submission must be the authority that issued the old work permit, usually MOLISA (for certain NGOs, national projects) or the provincial/city DOLISA where the foreigner works. Currently, most provinces require submitting the application file online via the National Public Service Portal first. Only after the electronic application file is approved as valid does the enterprise bring the original paper application file to the One-Stop Shop for cross-checking.

3.4. Step 4: Processing time and receiving the new work permit

The statutory processing time for a work permit renewal is relatively fast. Specifically, within 05 working days from the date of receiving a complete and valid application, MOLISA or DOLISA will appraise and renew the permit. The returned result is either the old work permit printed with additional renewal information on the back or a completely new permit with a new expiration date. If the authorities find errors or refuse the renewal, they are obligated to provide a clear written response stating the specific reasons for the enterprise to rectify.

3.5. Step 5: Signing the new labor contract and reporting obligations

This is an extremely important step that many businesses neglect. For foreigners working under a labor contract, immediately upon receiving the renewed work permit, the enterprise and the employee must sign a new written Labor Contract before the expected continuation date. By law, the enterprise is responsible for submitting a certified true copy of this newly signed Labor Contract back to the DOLISA/MOLISA office that just issued the renewal. Failure to submit this contract can result in administrative fines during labor inspections.

4. The Optimal Solution with All-Inclusive Work Permit Renewal Services

4.1. Common difficulties businesses face when self-renewing

Although the process seems less cumbersome than applying for a new one, self-renewing a work permit still gives many HR departments headaches. The biggest barrier is obtaining the labor demand approval under the new regulations (having to post job ads for Vietnamese workers for 15 days). Miscalculating the timeline (missing the 45-day window or dipping below the 5-day mark) causing application file rejection is a daily occurrence. Besides, errors related to preparing wrong forms, non-compliant photos, or health certificates from unauthorized hospitals also delay progress, pushing the foreigner into the risk of overstaying.

4.2. Practical benefits of using a work permit renewal service

To free the HR department from a mess of complex administrative procedures, using a professional work permit renewal service is a wise solution. Legal consulting firms with extensive experience will represent the enterprise to handle the entire process: from accurately calculating timelines, drafting explanation dispatches, and filling out complex forms, to queuing to submit application documents directly at the Labor Department. This delegation saves businesses dozens of working hours, ensures schedules, and completely eliminates legal risks caused by a lack of understanding of current laws.

4.3. Experts handling difficult cases and mismatched titles

Business realities sometimes give rise to imperfect application documents. For example: the expert’s passport is about to expire, the company changed its name or headquarters address but hasn’t updated it, or the actual job title slightly deviates from the initial permit. When using a work permit renewal service, a team of lawyers and legal experts will “diagnose” your application file, immediately provide legal adjustment advice, and guide you on how to reasonably explain the situation to state agencies so the application file safely passes the censorship round.

4.4. Comprehensive support for translation, notarization, and legalization

Besides submitting the application file, many renewals require additional documents from the parent company abroad (such as a decision to extend the working period). These documents must be consular legalized, translated into Vietnamese, and state-notarized. Reputable work permit renewal service providers always integrate this process. Clients only need to hand over the original foreign language documents; the service unit will handle the entire legalizing process, ensuring absolute legality for the attached documents before submitting them to the Labor Department.

4.5. Commitment to punctuality, high success rates, and transparent costs

The biggest differentiator of a reputable legal service provider lies in their commitments. With a thorough understanding of the law and regular working relationships with authorities, we commit to delivering the renewed work permit exactly on the agreed-upon date, ensuring a application file approval rate of up to 99%. All service costs are quoted as a transparent, all-inclusive package right from the start, with absolutely no hidden fees. We accompany businesses not only during this renewal but also provide free subsequent advice on issues related to Visas and Temporary Residence Cards for foreign workers.

Proactively tracking expiration dates and executing work permit renewal procedures according to legal regulations is the only way to protect businesses from heavy fines and retain international talent. The complexity of new circulars and decrees requires the implementer to possess true professional expertise.

If you have any questions, please contact our Hotline at (028) 3820 1213 or email us at [email protected] for prompt consultation and support. With an experienced team, Service thanhlap.wacontre.com is always ready to serve customers in the most enthusiastic and efficient manner. (For Japanese customers, please contact Hotline: (050) 5534 5505).