Instructions for preparing labor management books for businesses

Instructions for preparing labor management books for businesses is an important content to help businesses comply with current labor laws. Establishing and managing a complete labor book not only helps businesses strictly control the personnel situation and ensure workers’ rights, but is also a necessary basis for labor inspection, dispute resolution and implementation of social insurance and personal income tax procedures.

When is it necessary to create a labor management book?

The labor management book is an enterprise document that records all information of employees working at the company.

According to Clause 1, Article 12 of the Labor Code 2019, enterprises are responsible for preparing labor management books and presenting them to state agencies when requested by competent state agencies. Thus, the obligation to prepare labor management books applies to all types of businesses.

In addition, the scope of application includes employees at the head office, branches and representative offices of the enterprise, regardless of the type of contract (definite term, indefinite term or seasonal).

Creating a labor management book is not only a legal obligation but also helps businesses manage human resources effectively, monitor labor fluctuations, and serve as a basis for resolving arising labor disputes.

Instructions for  preparing labor management books for businesses in compliance with regulations

Preparing labor management books for businesses includes the following contents:

Contents of labor management book

Pursuant to Clause 2, Article 3 of Decree 145/2020/ND-CP, the labor management book must ensure all basic information about employees, including:

• Full name;
• Sex;
• Date of birth;
• Nationality;
• Place of residence;
• Citizen ID card number or ID card or passport;
• Technical expertise;
• Vocational skill level;
• Job position;
• Type of labor contract;
• Time to start work;
• Participate in social insurance;
• Salary;
• Increase rank and salary;
• Number of days off in the year;
• Number of overtime hours;
• Apprenticeship, training, fostering, improving vocational skills;
• Labor discipline, material responsibility;
• Labor accidents, occupational diseases; time of termination of labor contract and reason.

Employers are responsible for displaying and updating the above information of employees from the date they start working; Manage, use and present labor management books to labor management agencies and relevant agencies when required according to the provisions of law.

Recording complete information helps businesses accurately monitor work processes and fulfill obligations to employees.

Latest labor management book template

According to the provisions of Decree 145/2020/ND-CP, labor management books can be made in paper or electronic form in accordance with the management needs of the enterprise. Currently, many businesses choose to create labor management books using Excel because of its flexibility and ease of updating. The labor management book template on Excel needs to design information columns corresponding to the prescribed mandatory content.

To ensure legality, the labor management book form needs to have confirmation from the legal representative of the enterprise. For electronic books, businesses need to apply data security measures and periodically back up to avoid information loss.

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Things to note when creating a labor management book

When creating a labor management book, businesses need to keep in mind a few things as follows:

• When establishing a labor management book, enterprises need to comply with the 30-day period from the date of commencement of operations as prescribed in Clause 1, Article 3 of Decree 145/2020/ND-CP. Delay or failure to prepare labor management books will be penalized according to Point đ, Clause 1, Article 7 of Decree 28/2020/ND-CP with a fine of 1-3 million VND;
• According to the provisions of Clause 1, Article 12 of the Labor Code 2019, enterprises must present labor management books when requested by the Department of Labor, War Invalids and Social Affairs, Department of Labor, War Invalids and Social Affairs, Inspectorate of the Ministry of Labor, War Invalids and Social Affairs and relevant agencies;
• According to Clause 1, Article 7, Circular 23/2024/TT – BLDTBXH, enterprises need to store labor management books for at least 3 years after the employee terminates the contract. This storage applies to both paper and electronic books.

Thus, when creating and using labor management records, it is necessary to pay attention to some of the above regulations to limit legal risks for businesses.

Consulting services and guidance on preparing labor management books for businesses at Long Phan Consulting Company

Long Phan Consulting Company provides consulting services and guidance on preparing comprehensive labor management books for businesses with a team of experienced experts in the field of Enterprise law. Our services include:

• Consulting on legal regulations on labor management books;
• Instructions on content and how to prepare books;
• Provide labor management book templates;
• Consulting on handling violations related to labor management books;
• Support labor declaration.

Above are some items that Long Phan Consulting Company provides to you when you use consulting services and guidance on preparing labor management books for businesses. The above service items may change depending on your specific requirements and circumstances. Please contact us immediately for detailed advice on in-depth business support service packages.

Some frequently asked questions about the Labor Management Book

Below we would like to provide some common questions about the Labor Management Book for businesses that you are interested in.

When does a business need to set up a labor management book?

Labor management books must be established within 30 days from the date the business begins operations.

What are the potential penalties for failing to prepare or produce labor management records as required?

Failure to establish a labor management book or failure to present it when requested by competent state agencies can result in a fine of 1 to 3 million VND.

How long must businesses keep labor management books?

Enterprises are obliged to keep labor management books for at least 3 years after the employee’s labor contract ends. This regulation applies to both paper and electronic books.

Can labor management books be maintained electronically?

Yes, labor management books can be maintained in paper or electronic form, depending on the management needs of the business. For electronic books, data security measures and regular backups are essential.

Is there a specific form that must be used for labor management books?

Although Decree 145/2020/ND-CP stipulates mandatory information, no specific form is prescribed. Businesses can design their own books, making sure to include all required information fields. Excel spreadsheets are a popular and flexible choice.

What information related to occupational accidents should be recorded?

Detailed information about occupational accidents and occupational diseases that workers encounter, along with the time of occurrence, must be recorded in the labor management book.

Conclude

Establishing a labor management book is a mandatory legal obligation of every business and compliance with regulations not only helps businesses avoid sanctions but also supports effective human resource management. Long Phan Consulting Company is ready to accompany businesses, providing professional consulting and support services to ensure the implementation process goes smoothly and effectively. If you need advice or use the service, please contact the hotline: 1900636389 for support.