Guide to Social Insurance Registration for Foreign-Invested Enterprises in Vietnam

Common Difficulties When Registering Social Insurance in Vietnam

1. Incomplete or Incorrect Documents
   Missing forms, outdated templates, or uncertified copies often lead to rejection.

2. Complicated, Multi-Step Process
   Registering a unit code, declaring employees, and setting up contributions require separate steps and forms.

3. Slow Processing & Long Queues
   Social insurance offices are often overloaded. Processing can take weeks, especially in large cities.

4. Hard to Contact Officials
   It's very difficult to reach the person in charge unless you go in person, take a queue number, and wait to meet them directly.

5. Frequent Regulation Changes
   Contribution rates and procedures are updated regularly. Using outdated info can cause delays or errors.

6. Technical Issues with Online Portal
   System errors, file format issues, and timeouts are common during online submissions.

7. Data Inconsistencies
   Discrepancies in employee info between payroll and social insurance filings can cause rejections.

8. Language Barriers for Foreign Businesses
   Terms and procedures may be confusing for non-Vietnamese speakers.

9. Penalties for Late or Incorrect Submissions
   Late registration or under-declared wages can result in fines and back payments with interest.

10. Lack of HR Expertise in Small Companies
    New or small businesses may not have staff familiar with the process.

STEP-BY-STEP GUIDE TO SOCIAL INSURANCE REGISTRATION FOR NEWLY ESTABLISHED ENTERPRISES IN VIETNAM:

1.Which enterprises are required to register for Social Insurance?

Any enterprise (including 100% domestic capital, FDI, or large household businesses) that signs labor contracts of 1 month or longer is required to:

• Register for Social Insurance (SI), Health Insurance (HI), and Unemployment Insurance (UI)
• Apply for a unit code with the Social Insurance Agency where the company is headquartered

2. Required documents for registering SI for a new company

Divided into 3 parts:

Documents for applying for a unit code (first-time registration)

• Declaration of unit participation in SI and HI (Form TK3-TS)
• Enterprise Registration Certificate or Establishment Decision (certified copy with company seal or notarized)
• Letter of authorization (if the applicant is not the legal representative)

Documents for registering employees under SI

• Employee registration form (Form TK1-TS)
• Labor contract (photocopy with original for comparison if needed)
• Photocopy of employee's ID card/citizen ID

Documents for declaring salary and payment method

• Employee list showing job titles, salaries, social insurance contributions
• Register the method of payment: monthly, quarterly, etc.

3. Where to submit the documents?

• Receiving authority: District Social Insurance Office where the company's head office is located
• Submission methods:
• In person at the Social Insurance “One-stop service” counter
• Online via Vietnam Social Security e-portal
• Via electronic SI declaration service providers (e.g., VNPT, TS24, EFY...)

4. Deadline for registration

• Within 30 days from the date the first employee starts working.

5. Current contribution rates for SI, HI, UI (update May 2025)

Contributions are based on the salary stated in the labor contract, but not lower than the regional minimum wage.

6. After registration is complete

The company will receive:

• Social Insurance unit code
• Login credentials for the SI e-transaction system
• Access to file reports, track insurance books, and manage benefits (sick leave, maternity, etc.)

Recommendations

• Use electronic SI declaration services to save time and avoid errors
• If your company does not yet have an in-house HR or payroll officer, consider using an outsourced payroll and insurance service
• Ensure that all labor contracts accurately reflect the salary used to calculate SI contributions

Need assistance with Social Insurance registration or HR setup in Vietnam?
Our experts at Invest Talent are here to help. Whether you're a new business or expanding, we provide reliable, end-to-end support.

Email: [email protected]
Hotline: +84 866 047 046

Feel free to contact us anytime for a free consultation. We're ready to support your success!