Contents Required When Registering Labor for Businesses

Contents required when registering labor for businesses play a role as an important basis for state management agencies to monitor and ensure the rights of employees. Preparing full and accurate information from the start not only helps businesses comply with the Labor Code but also optimizes human resource management processes, avoiding unnecessary risks during operations. This article by Long Phan Consulting Company will provide detailed information on the dossier and procedures for labor registration for businesses.

General information about the business: Business name

According to Article 28 of the 2020 Enterprise Law, as guided by Article 14 of Decree Enterprise Name According to Article 28 of the Enterprise Law 2020, guided by Article 14 of Decree 168/2025/ND-CP, the content of the Enterprise Registration Certificate includes:

• Enterprise name and enterprise code.
• Address of the enterprise’s head office.
• Full name, contact address, nationality, and legal paper number of the individual for: the legal representative of LLCs and JSCs; general partners of partnerships; owners of private enterprises.
• Full name, contact address, nationality, and legal paper number of the individual for members who are individuals; name, enterprise code, and head office address of members who are organizations for LLCs.
• Charter capital for companies, investment capital for private enterprises.

Information about the legal representative

Information on the Legal Representative According to Clause 3, Article 28 of the Enterprise Law, information on the legal representative includes:

• Full name, contact address, nationality, and legal paper number of the individual.

Information about the employee

According to Clause 1, Article 4 of Decree 318/2025/ND-CP, businesses need to provide the following information groups when registering labor:

1. Basic Information: Surname, middle name, and first name; personal identification number; date of birth; gender; ethnicity; current residence (permanent or temporary).
2. Education and Skills Information:

• Highest general education level achieved.
• Level and field of training achieved in vocational education and higher education.
• National occupational skill certificates achieved.
• Other certificates.

1. Employment Status and Job Demand Information:

• Current job info: position, job title, occupation, contract type, workplace location.
• Employer info: name, code, type, head office address, economic sector.
• Unemployment status info: duration, reason.
• Job demand info (desired job): occupation, contract type, salary, benefits, location.

1. Social Insurance (BHXH) and Unemployment Insurance Information:

• Participation status: BHXH code, type, insurance category.
• Benefit enjoyment status: regime type, duration.

1. Specific Characteristics Information:

• Information on people with disabilities.
• Information on people from poor households, near-poor households, or households with land recovered.
• Information on relatives of people with meritorious services to the revolution.
• Information on people who completed military service or public security service.

Job information

According to Article 21 of the Labor Code, guided by Chapter II of Circular 10/2020/TT-BLDTBXH, information on job positions includes:

• Job title.
• Working department.
• Working form (full-time/part-time).
• Job duties: specific tasks the employee must perform.
• Workplace: location and scope where the employee works as agreed; if working regularly at multiple locations, all must be listed.

Contract Term Strategy for Businesses:

• Permanent staff: Should sign indefinite-term contracts for stability.
• Seasonal/Project staff: Suitable for definite-term contracts under 12 months or up to 36 months.
• Probation: Can sign short-term definite contracts, then convert if requirements are met.

Start Date: The date the employee is present at the company to work, based on the principle of free agreement.

Information about employment contracts

According to Point d, Clause 1, Article 21 of the Labor Code 2019, guided by Chapter II of Circular 10/2020/TT-BLDTBXH:

• Salary: According to job/title, payment form, payment period, allowances, and other supplements.
• Promotion/Raise: According to the agreement or collective labor agreement/internal regulations.
• Working/Rest hours: According to the agreement or internal regulations/law.
• PPE (Personal Protective Equipment): According to the agreement or OSH regulations.
• Insurance: Social insurance, health insurance, unemployment insurance according to the law.
• Training: Rights/obligations regarding training time and costs to improve skills.

>>>See more: Registration of Directly Entered Labor Contracts

Information about wages and working conditions

According to Point d, Clause 1, Article 21 of the Labor Code 2019, guided by Chapter II of Circular 10/2020/TT-BLDTBXH:

• Salary: According to job/title, payment form, payment period, allowances, and other supplements.
• Promotion/Raise: According to the agreement or collective labor agreement/internal regulations.
• Working/Rest hours: According to the agreement or internal regulations/law.
• PPE (Personal Protective Equipment): According to the agreement or OSH regulations.
• Insurance: Social insurance, health insurance, unemployment insurance according to the law.
• Training: Rights/obligations regarding training time and costs to improve skills.

>>> See more: Registration of Contract for Receiving Intern Workers 90 Days or More

Documents that businesses need to prepare for employee registration

1. Establishing a Labor Management Book According to Clause 1 Article 12 Labor Code 2019 and Article 3 Decree 145/2020/ND-CP, within 30 days of operation, the employer must establish a labor management book (paper or electronic) containing basic employee info (Name, ID, contract type, salary, insurance, discipline, etc.).
2. Labor Usage Declaration According to Clause 2 Article 12 Labor Code 2019, businesses must declare labor usage within 30 days of operation to the provincial labor agency and notify the social insurance agency.

• Exception: If the enterprise registers establishment under Decree 168/2025/ND-CP, the explanation of labor usage is integrated into the registration process (Clause 1 Article 4 Decree 145/2020/ND-CP).

3. Registration of Internal Labor Regulations (ILR) According to Article 118 Labor Code 2019, employers with 10 or more employees must have written ILR.

• Procedure (Decision 321/QD-BNV 2025):
  • Step 1: Submit dossier within 10 days of issuing the ILR to the provincial or authorized district labor agency.
  • Step 2: The agency reviews within 07 working days.
• Dossier includes: Request form, The ILR text, Union opinion document, Documents on discipline/material responsibility (if any).
• Method: Online, Direct, or Post.

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Obligation to update and report on the labor situation after registration

According to Clause 2 Article 12 Labor Code 2019 and Article 4 Decree 145/2020/ND-CP (supplemented by Decree 10/2024/ND-CP):

• Periodic Reporting: Every 6 months (before June 5th) and annually (before Dec 5th), businesses must report changes in labor to the Department of Labor, Invalids and Social Affairs via the National Public Service Portal and notify the district social insurance agency.
• If unable to report via the Portal, submit paper Form No. 01/PLI Appendix I.

Long Phan Consulting Company provides labor registration consulting and support services for businesses

Long Phan Consulting Company provides consulting services for labor registration procedures for businesses. Our services include:

• Providing legal advice on procedures for labor registration, such as establishing labor records and registering labor regulations.
• Providing advice on completing procedures and documents for enterprise labor registration.
• Providing advice on the requirements for registering employees in businesses.
• We assist businesses in drafting and preparing the necessary documents to carry out the labor registration process.
• Authorized representatives submit applications and carry out procedures for registering employees within the enterprise.

Frequently Asked Questions about Contents required when registering labor for businesses

Customers can refer to the frequently asked questions regarding contents required when registering labor for businesses below:

Is it mandatory to submit a report on the employment situation?

According to Clause 2, Article 12 of the 2019 Labor Code, as guided by Chapter II of Decree 145/2020/ND-CP, enterprises are obligated to declare and report their labor practices to the specialized labor agency under the Provincial People’s Committee, and must also notify the social insurance agency in certain specific cases. Specifically, enterprises must declare their labor practices within 30 days of commencing operations. Furthermore, enterprises are responsible for submitting periodic reports on changes related to labor throughout their operation. These regulations aim to ensure transparency and effective management of labor practices within enterprises.

Will businesses be fined if they fail to submit periodic reports on their employment situation?

Yes. According to Articles 6 and 8 of Decree 12/2022/ND-CP regulating violations in recruitment and labor management, if a business fails to submit periodic labor usage reports, it will be subject to an administrative fine of 10-20 million VND. Note: The above fine applies to organizations; the fine for individuals is half the amount for organizations, ranging from 5-10 million VND.

Does the salary information in the contract need to detail all allowances?

Yes. According to Article 21 of the 2019 Labor Code, as guided by Chapter II of Circular 10/2020/TT-BLDTBXH, to avoid disputes, businesses need to clearly state: the salary based on the job/position, various salary allowances, and other supplementary payments. This also helps to accurately calculate social insurance contributions.

When do newly established businesses have to declare their labor usage?

According to Article 12 of the 2019 Labor Code, as guided by Chapter II of Decree 145/2020/ND-CP, regulations stipulate that the use of labor must be declared within 30 days from the date of commencement of operations, and changes in the labor situation during operation must be periodically reported to the specialized labor agency under the Provincial People’s Committee and notified to the social insurance agency.

Do employees working under contracts of less than one month have to pay social insurance contributions?

According to Article 2 of the 2024 Social Insurance Law, as guided by Clauses 1, 2, 3, and 5 of Article 3 of Decree 158/2025/ND-CP, Vietnamese citizens working under indefinite-term employment contracts or fixed-term employment contracts of one month or more, including cases where the employee and employer agree on a different name but the content reflects paid work, wages, and management, direction, and supervision by one party, are subject to mandatory social insurance participation. Cases of less than one month (e.g., short-term seasonal work) are generally not covered unless there are specific regulations at the time.

Conclusion

Registering labor for private enterprises requires accuracy and legal compliance. With a team of experienced experts, Long Phan Consulting Company is ready to support clients in all procedures related to contents required when registering labor for businesses. Please contact us via Hotline 1900636389 for quick and detailed advice.