Lost Work Permit Reissuance in Vietnam: Procedure and Requirements

Long Phan Consulting addresses lost work permit reissuance for enterprises employing foreign workers in Vietnam. When a foreign worker’s work permit is lost, the employer must submit a reissuance dossier at the local Public Administrative Service Center, provided the original permit is still valid. Under Article 25 of Decree 219/2025/ND-CP, the provincial People’s Committee must reissue the permit within 03 working days of receiving a complete dossier. Long Phan Consulting guides enterprises through the conditions, dossier, and procedure to avoid disruption to a foreign worker’s lawful right to work. This advisory support on Types of licences for foreigners also helps enterprises avoid unnecessary costs from procedural errors.

When Reissuance Applies and When a New Work Permit Is Required

A work permit may only be reissued in two specific cases under Article 23 of Decree 219/2025/ND-CP. The permit may be reissued where it is still valid but has been lost or damaged beyond use, or where the enterprise needs to change certain information already recorded on the permit.

Besides loss, reissuance also applies where one of the following details changes: the worker’s full name, nationality, passport number, or the employer’s name, provided the enterprise’s tax identification number does not change. This scope for reissuance is considerably narrower than commonly assumed. Any other change, including job position, working form, change of employer, or an expired permit, does not fall under reissuance and requires a new work permit application under Article 22 of Decree 219/2025/ND-CP.

Foreign workers are subject to the work permit requirement under Article 157 of the Labor Code 2019, except for cases exempted under Article 7 of Decree 219/2025/ND-CP. Exempted cases include owners or capital-contributing members with a contribution of at least VND 3 billion, experts working under 90 days per year, and intra-corporate transferees in 11 WTO service sectors. Enterprises must first confirm whether their employee is subject to the work permit requirement before proceeding with a reissuance application.

Competent Authority for Lost Work Permit Reissuance

Since August 7, 2025, authority to issue, reissue, extend, and revoke work permits has been consolidated at the provincial People’s Committee, rather than dispersed as before. Under Article 4, Clause 1 of Decree 219/2025/ND-CP, the competent authority is the provincial People’s Committee where the employer has its headquarters, branch, representative office, or business location. This must be in the locality where the foreign worker is expected to work.

Where a foreign worker works for one employer across multiple provinces or centrally run cities, authority to reissue the permit rests with the provincial People’s Committee where the employer’s head office is located. The provincial People’s Committee may decide to delegate the receipt and processing of dossiers to a specialized agency under Article 4, Clause 2.

Regarding submission channels, enterprises may submit the dossier directly, through public postal services, or through a service provider or authorized individual. The dossier may be submitted at the Public Administrative Service Center in the locality where the foreign worker is working, or online through the National Public Service Portal, under Article 6 of Decree 219/2025/ND-CP.

>>>See more: Vietnam Work Permit Application Dossier Guide

Dossier for Reissuance of a Lost Work Permit

Under Article 24 of Decree 219/2025/ND-CP, the dossier for reissuing a lost work permit consists of only two types of documents. This is considerably fewer than a new issuance dossier, since there is no need to prove the job position or working form again.

Application Form No. 03

Form No. 03 in the Appendix to Decree 219/2025/ND-CP is used for all three procedures: issuance, reissuance, and extension of a work permit. For reissuance, the enterprise must complete Section III, “Application for Issuance/Reissuance/Extension of Work Permit,” and state the reason for the reissuance request (loss) as instructed in the form. The enterprise does not need to re-declare the training and work history in Sections 3 and 4 of the form, since these sections apply only to a first-time work permit application.

Two Color Photos Meeting the Required Specifications

The photos must meet the specifications under Article 24, Clause 2 of Decree 219/2025/ND-CP: two color photos sized 4cm x 6cm, white background, front-facing, bare head, without glasses. Decree 219/2025/ND-CP does not set a maximum age for the photos, but enterprises should use a recent photo to ensure it accurately reflects the worker’s current appearance.

The dossier for reissuing a lost work permit does not require submission of the original permit. Article 24, Clause 4 expressly excludes loss cases from the requirement to submit the valid permit already issued. Only where the reissuance involves a change of name, nationality, passport number, or employer name, and not loss, must the enterprise additionally submit documents proving the change and the original valid work permit.

Under Article 5 of Decree 219/2025/ND-CP, documents in the reissuance dossier issued by a foreign authority must undergo consular legalization, except where exempted under an international treaty or the reciprocity principle. This requirement mainly arises where reissuance involves a change of nationality or passport number requiring foreign documents. For a simple case of a lost permit, the dossier consists only of the application form and photos, so consular legalization is usually not required.

Procedure for Lost Work Permit Reissuance

The reissuance procedure follows three basic steps under Article 25 of Decree 219/2025/ND-CP. It is streamlined considerably compared to a new issuance procedure, since it does not go through the stage of approving the demand to employ foreign labor.

1. Submit the dossier at the Public Administrative Service Center or through the National Public Service Portal. The employer submits the reissuance dossier directly, through public postal services, through a service provider or authorized individual, or online through the National Public Service Portal. The dossier is submitted to the Public Administrative Service Center in the locality where the foreign worker is working, under Article 25, Clause 1 of Decree 219/2025/ND-CP.
2. The dossier is forwarded through the single-window and inter-agency single-window mechanism. The Public Administrative Service Center forwards the dossier in accordance with regulations on administrative procedures under the single-window and inter-agency single-window mechanism. The dossier is forwarded at the single-window division and the National Public Service Portal to the authority competent to reissue the work permit, under Article 25, Clause 2 of Decree 219/2025/ND-CP.
3. The competent authority reissues the work permit within 03 working days. Within 03 working days from receipt of a complete and valid dossier, the competent authority reissues the work permit using Form No. 04 in the Appendix to Decree 219/2025/ND-CP, under Article 25, Clause 3. This processing time is considerably shorter than for a new issuance, which takes 10 working days under Article 22 of Decree 219/2025/ND-CP, reflecting the simpler administrative nature of reissuance.

Cases Where Reissuance Is Refused

If the dossier does not meet the conditions, the competent authority must respond in writing stating the reasons for refusal. Decree 219/2025/ND-CP does not set a separate deadline for a refusal response in the reissuance procedure, so enterprises should closely track the competent authority’s feedback to supplement and complete the dossier promptly.

Validity Period of a Reissued Work Permit

One point enterprises often overlook is that the validity period of a work permit after reissuance is not recalculated from the beginning. Under Article 26 of Decree 219/2025/ND-CP, the validity period of a reissued work permit equals the validity period of the previously issued permit. This amount is reduced by the time the foreign worker has already worked up to the date of the reissuance request. Enterprises should calculate the next extension deadline in advance to avoid disruption.

Comparing Reissuance, New Issuance, and Extension by Situation

Correctly identifying the applicable procedure directly affects the dossier required, processing time, and costs incurred. The table below summarizes common situations against their corresponding legal basis.

Common Mistakes That Delay or Cause Rejection of Reissuance Applications

Enterprises often repeat certain errors that cause a dossier to be returned or processing to be delayed, even though the reissuance procedure is designed to be simple.

• Submitting the dossier after the permit has expired: this is the most common error. The employer is slow to discover the loss, and by the time the dossier is submitted the permit has already expired. The case then no longer qualifies for reissuance under Article 23 and must instead follow the new issuance procedure with a full dossier proving the job position.
• Photos not meeting the required specifications cause the dossier to be considered incomplete under Article 24, Clause 2. Common issues include fewer than two photos, an incorrect 4cm x 6cm size, a background that is not white, or wearing glasses.
• Confusing reissuance with new issuance where the change falls outside Article 23, Clause 2 is another common error. For example, a change of work location, job position, or employer does not fall under reissuance and requires the corresponding new issuance procedure.
• Submitting to the wrong competent authority is another frequent error. Some enterprises submit the dossier to the provincial People’s Committee where the worker resides. The dossier should instead go to the People’s Committee where the employer has its headquarters, branch, representative office, or business location, under Article 4, Clause 1.
• Omitting the required reason for reissuance on Form No. 03 is another common gap. The section requiring the reason to be clearly stated is sometimes left blank, leaving the dossier without information the competent authority needs for review.

Consulting and Representation Services for Work Permit Reissuance at Long Phan Consulting

Delays in handling a lost work permit may cause a foreign employee to work without a valid permit if the permit expires while the matter is being processed. This risk directly affects the validity of the employment arrangement and may result in work permit revocation under Article 30 of Decree No. 219/2025/ND-CP. Long Phan Consulting assists enterprises in resolving the matter promptly and in compliance with the applicable procedures through the following services:

• Reviewing eligibility for work permit reissuance and determining whether the permit will still be valid at the expected filing date.
• Drafting the application for work permit reissuance in accordance with Form No. 03 in the Appendix to Decree No. 219/2025/ND-CP.
• Standardizing photographs and supporting documents in accordance with Article 24 of Decree No. 219/2025/ND-CP.
• Representing clients in submitting the dossier and monitoring its processing at the Public Administrative Service Center or through the National Public Service Portal.
• Handling rejected applications and working directly with the competent authority to provide timely supplements and explanations.
• Calculating the validity period of the reissued work permit under Article 26 of Decree No. 219/2025/ND-CP so that the enterprise can proactively plan the next extension procedure.

Clients may send their case documents via email at info@longphanpmt.com or via Zalo at 0906.735.386 for a preliminary assessment.

Frequently Asked Questions About Lost Work Permit Reissuance

Below are common practical issues enterprises encounter when handling applications for reissuance of lost work permits, compiled by Long Phan Consulting based on its consulting and representation experience.

Conclusion

Reissuing a lost work permit is a relatively straightforward administrative procedure with a concise dossier and a processing period of only 03 working days. However, the mandatory prerequisite is that the work permit must still be valid at the time of filing. Enterprises should act immediately upon discovering the loss, identify the competent authority based on the employer’s location, and prepare the application correctly using Form No. 03 to avoid having to undertake the more complex procedure for a new work permit. For urgent matters or cases involving complicated legal issues, clients may contact Long Phan Consulting via Hotline 1900636389 for timely assistance.