In the era of global integration, the entry approval letter has become one of the most essential documents for foreigners to enter Vietnam legally. However, not everyone fully understands the application process, especially as legal regulations are constantly changing. This article provides detailed and up-to-date information on entry approval letters and visa application procedures, helping you prepare your documents quickly and accurately.
1. What is an Entry Approval Letter?
How is an Entry Approval Letter Different from a Visa?
An entry approval letter is an official document issued by the Immigration Department of Vietnam, serving as the first step in obtaining a visa to enter the country. This letter is not a visa but rather a confirmation that a foreigner meets the eligibility requirements for a visa. For instance, if you are traveling to Vietnam for business, the approval letter will specify this purpose, and you will need to present it to obtain a visa at the airport or a Vietnamese embassy. Understanding the distinction between an entry approval letter and a visa will help you prepare the necessary documents accurately.
Common Types of Entry Approval Letters
Entry approval letters come in different types depending on the purpose of travel, such as business, tourism, family visit, or investment. Each type requires a different set of documents. For example, a business entry approval letter is usually sponsored by a company, while a tourist entry approval letter can be obtained through travel agencies.
Purposes for Applying for an Entry Approval Letter
The entry approval letter can be issued for various purposes, including attending conferences, short-term work assignments, visiting relatives, or exploring tourism destinations. Identifying the correct purpose will help you apply for the right type of approval letter and avoid legal risks.
Who Can Apply for an Entry Approval Letter in Vietnam?
Foreign nationals can apply for an entry approval letter if they have a sponsor in Vietnam, such as a company, an organization, or an individual. Sponsorship is a mandatory requirement to validate the travel purpose and ensure compliance with Vietnamese immigration laws.
Urgent Entry Approval Letters
Urgent entry approval letters are issued for emergency situations, such as last-minute business trips, important conferences, or family emergencies that require immediate travel to Vietnam.
Entry Approval Letter Template
2. Conditions for Applying for an Entry Approval Letter
To obtain an entry approval letter, foreigners must meet certain basic conditions set by Vietnamese law. These conditions include valid documentation, a clear purpose of entry, and sponsorship from a Vietnamese enterprise or organization. Additionally, all required documents must be submitted on time and comply with legal regulations.
Conditions for Foreigners Applying for an Entry Approval Letter
Foreigners applying for an entry approval letter must possess a valid passport with at least six months of remaining validity from the intended date of entry. Applicants must not be on the entry ban list, which typically includes individuals with prior legal violations, deportation history, or national security concerns.
Requirements for Sponsoring Enterprises
A sponsoring enterprise plays a crucial role in obtaining the entry approval letter. The company must:
- Be a legally registered entity in Vietnam.
- Be actively operating in compliance with Vietnamese laws.
- Provide necessary documents such as a business license, certificate of operation, and contracts related to the foreigner’s purpose of entry.
These requirements ensure transparency and legal accountability for both the sponsor and the foreign applicant.
Required Documents for an Entry Approval Letter Application
The basic documents include:
- Original passport
- Proof of entry purpose (e.g., work permit, invitation letter from a Vietnamese company)
- Additional supporting documents depending on the type of approval letter.
If documents are in a foreign language, they must be translated into Vietnamese and notarized before submission.
Regulations on Entry Disqualification
Applicants who fail to provide valid documentation, appear on blacklists, or have a history of legal violations may be denied an entry approval letter. To avoid rejection, it is crucial to thoroughly prepare and verify all required documents before submission.
Important Notes on Preparing Proof of Entry Purpose
Each entry purpose requires specific supporting documents:
- For business trips → Invitation letter and labor contract.
- For investment purposes → Investment certificate.
Providing the correct and complete documentation ensures a smooth and expedited approval process.
3. What is the Online Entry Approval Letter Application Procedure?
Since 2023, the online application process for an entry approval letter has been implemented, making it more convenient and time-saving compared to traditional methods. However, to ensure a smooth process, it is essential to understand each step and the necessary information and documents required.
How to Register an Account on the Public Service Portal
Applicants must create an account on the Public Service Portal of the Ministry of Public Security. To register, you need to provide:
- Full name
- Phone number
- Email address
- Password creation
All information must be entered accurately, as it will be used throughout the application process. Once registered, you will receive an email confirmation to activate your account and start using the system.
Step-by-Step Guide to Completing the Online Application
When filling out the online application form, you must provide:
- Full name
- Nationality
- Passport number
- Purpose of entry
- Expected duration of stay
Additionally, you must upload scanned documents such as your passport, work permit, or an invitation letter from the sponsoring company. Documents should be clear and meet the required format (usually PDF or JPEG).
Processing Procedure at the Immigration Department
Once submitted, the Immigration Department will review the application and verify the validity of the documents. If all documents are complete, the processing time usually takes 3-7 working days. If additional information is needed, applicants will receive a notification via the online system and registered email.
Processing Time and Fees
- Standard processing time: 5-7 working days
- Urgent processing: 1-3 working days
- Application fee: Ranges from $10 to $30 (urgent applications may have higher fees)
Important Notes for Online Applications
To avoid delays, applicants should carefully review their information before submission. Common mistakes include:
- Incorrect personal details
- Missing documents
- Uploading files in the wrong format
If any issues arise, it is recommended to contact the Public Service Portal’s support team for further assistance.
4. Validity of the Entry Approval Letter and Important Notes
How Long is the Entry Approval Letter Valid?
The entry approval letter is typically valid for 1 to 3 months, depending on the purpose of entry and the applicant’s specific travel schedule. Approval letters issued for business or investment purposes usually have a longer validity period compared to tourist entry approval letters. This ensures that the applicant has sufficient time to complete their planned activities in Vietnam.
How to Verify Information on the Entry Approval Letter
Before using the entry approval letter, applicants should carefully check all important details, including:
- Full name
- Passport number
- Purpose of entry
- Validity period
Any errors in the approval letter can cause complications when going through immigration or applying for a visa. If discrepancies are found, applicants should immediately contact their sponsor or the issuing authority to request corrections.
Conditions for Extending the Entry Approval Letter
If an extension is required, the applicant must submit a renewal application before the approval letter expires. The renewal application requires similar documents to the initial approval letter application, including:
- Valid passport
- Documents justifying the need for an extension
- Sponsorship confirmation from a Vietnamese business or organization
The extension process is handled by the Immigration Department or other authorized agencies.
Risks of Not Complying with the Entry Approval Letter’s Validity
Failure to comply with the entry approval letter’s validity can lead to legal consequences, such as:
- Administrative fines
- Future entry bans
- Deportation from Vietnam
To avoid these issues, it is crucial to plan travel dates carefully and comply with Vietnamese immigration laws.
Converting an Entry Approval Letter into a Visa
The entry approval letter is a prerequisite for obtaining a visa in Vietnam. After receiving the letter, applicants must submit a visa application at:
- International airports in Vietnam
- Vietnamese embassies or consulates abroad
The process requires applicants to present:
- The entry approval letter
- A valid passport
- Additional supporting documents as required
Following this process ensures a smooth visa issuance and entry into Vietnam.
5. Entry Approval Letter and Visa Support Services
Why Should You Use a Professional Entry Approval Letter Service?
Using a professional service minimizes errors in the entry approval letter application process. Experts ensure that all documents are accurately prepared, legally compliant, and submitted on time. This not only saves time but also reduces the stress of handling complex procedures independently.
Fast-Track Processing Services for Entry Approval Letters
For urgent entry needs, expedited processing services provide an efficient solution. Service providers handle direct communication with the authorities to shorten processing time, ensuring that applicants receive their entry approval letter within 1-3 days. This is an ideal option for individuals with tight schedules.
Emergency Consultation for Application Issues
If applicants encounter difficulties in document preparation or need assistance with fixing errors, legal consultancy services are available to help. These services offer quick solutions, from correcting documents to guiding applicants through resubmission, ensuring timely approval of the entry approval letter.
Benefits of Combined Entry Approval Letter and Visa Services
Some providers offer all-in-one services, handling both the entry approval letter and visa application. This helps applicants save time and costs while ensuring a smooth and hassle-free process from start to finish. This option is suitable for both tourists and business travelers.
Learn more:
Extension of Temporary Residence Card for Foreigners Exempt from Work Permits
Temporary Residence Card Extension for Foreign Workers
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