VIETNAM WORK PERMIT AND TEMPORARY RESIDENCE CARD RETURN: A COMPLETED GUIDE FOR EMPLOYERS

Friday, 21/08/26

An employee’s last working day doesn’t always mean the end of the employer’s responsibilities. So, what should companies do with the foreign employee’s Work Permit and Temporary Residence Card? This is a step that many companies may overlook after an employment contract comes to an end. In addition to completing the termination procedures, the employer may also need to return Work Permit, return TRC, and properly handle the foreign employee's sponsorship and immigration status. Under current regulations, the procedures and responsibilities for these documents are governed by separate regulations and involve different competent authorities.

In this guide, Visa5s.com provides a practical overview of when the Work Permit and TRC should be returned, who is responsible, what documents are required, how the procedures work, and what employers should keep in mind to ensure proper compliance and avoid potential issues later.

RETURN OF A VIETNAM WORK PERMIT

Key Information	Details
When Must the Work Permit Be Returned?	Under Clause 1, Article 31 of Decree No. 219/2025/ND-CP, within 15 days from the date the Work Permit expires, the employer must retrieve the Work Permit and submit it to the authority that issued the permit, together with a written report explaining the reason for its return. If the Work Permit cannot be retrieved, the employer must clearly state the reason in the written report.
Cases for Work Permit Withdrawal	A Work Permit must generally be returned in the following circumstances: The employment contract is terminated. The terms of the employment contract are inconsistent with the contents of the issued Work Permit. The foreign employee performs work that is different from the position or job scope stated in the Work Permit. The contract or agreement serving as the basis for the Work Permit expires or is terminated. The foreign party issues a written notice terminating the assignment of the foreign employee to work in Vietnam. The Vietnamese enterprise, organization, partner, or foreign organization in Vietnam employing the foreign employee ceases its operations.
Required Documents for Returning a Vietnam Work Permit	Original Work Permit. Written report explaining the reason for the Work Permit withdrawal. If the Work Permit cannot be retrieved, the written report must clearly state the reason.
Work Permit Return Procedure	Step 1: Determine whether the Work Permit is subject to revocation. Step 2: Retrieve the Work Permit from the foreign employee. Step 3: Prepare the required documents. Step 4: Submit the documents to the Department of Home Affairs in province that company located and wait for “Received stamp” by Department of Home Affairs on the backup notification letter signed and sealed by company
Processing time	01 working day
Where to Submit the Application?	Department of Home Affairs
Important Notes	Since 7 August 2025, the Department of Home Affairs no longer issues a separate written confirmation of Work Permit withdrawal or revocation. After submitting the Work Permit withdrawal dossier, the employer will receive a stamped incoming document receipt as proof of submission. Employers should retain the stamped receipt and all related documents for record-keeping purposes and present them to the competent authorities upon request.

RETURN OF A VIETNAM TEMPORARY RESIDENCE CARD

Key Information	Details
When Must a Vietnam Temporary Residence Card Be Returned?	Under Point e, Clause 2, Article 45 of Law No. 47/2014/QH13 on Entry, Exit, Transit and Residence of Foreigners in Vietnam, inviting and sponsoring organizations have responsibilities relating to the residence status and documents of the foreigners they sponsor. Accordingly, when the employment relationship ends and the foreign employee plans to leave Vietnam, the sponsoring company should arrange the procedure to shorten the validity period of the Temporary Residence Card (TRC) and return it to the immigration authority in accordance with applicable regulations. In case there is insufficient time to complete the above procedure, subject to the agreement between the company and the foreign employee, after the foreign employee has exit Vietnam and sent the original Temporary Residence Card back to the company, the company shall submit a letter requesting the return of the Temporary Residence Card, together with the original card, to the Immigration Department.
What Should Be Done When a Foreign Employee Leaves the Company but the TRC Is Still Valid?	Recommended approach: The employer must return the TRC and arrange a 15-day visa extension for the foreign employee. In case the foreign employee has already exited Vietnam using the current valid TRC/Visa, the sponsoring company must submit a notification to the immigration office regarding the foreigner who holds valid entry, exit, and residence documents but is no longer sponsored by the company.
Required Documents for Returning a Temporary Residence Card	Option 1: 15-day visa extension application Original Employment Termination Agreement / Termination Decision Original Passport Current Temporary Residence Card (TRC) / Vietnam Visa Visa Extension Application Form Business Registration Certificate Proof of Family Relationship (e.g., Marriage Certificate, Birth Certificate, Household Registration Book, etc.) – for the foreign employee’s accompanying family members Confirmation of Temporary Residence Address Option 2: In case the foreign employee has already exited Vietnam using the current valid TRC/Visa Notification letter to return the TRC/Visa Original of TRC/Separate Visa or Photocopy of Sticker Visa
Temporary Residence Card Return Procedure	Case 1: Submit 15-day visa extension application: Step 1: Prepare and scan the required documents. Step 2: Submit the online application and upload the scanned documents through the Public Security Service Portal using the company’s VNeID account and digital signature token. Step 3: Submit the original documents to the Immigration Office. Step 4: Track the application status online through the Public Security Service Portal. Step 5: Collect the result from the Immigration Office once the result is available. Case 2: Step 1: Prepare the documents. Step 2: Submit the documents to the Immigration Office
Processing time	15-day Visa extension application: 10 – 15 working days Notification Letter: Within working days
Where to Submit the Application?	Immigration Office
Important note	Employers should start preparing the TRC return procedure well in advance of the foreign employee's planned departure. Submitting the application approximately three weeks before departure allows sufficient time to address any requests for additional documents or immigration-related issues that may arise during processing.

IMPORTANT NOTES BEFORE RETURNING A VIETNAM WORK PERMIT OR TEMPORARY RESIDENCE CARD

Before proceeding with the Return Work Permit or Return TRC procedure, employers should carefully review the employee's employment and immigration status. The following points can help ensure that the process is completed correctly and avoid unnecessary complications:

Confirm the employee's employment status and termination date.
Determine which documents need to be returned
Check the validity of the Work Permit and TRC
Prepare required original documents before submission.
Keep copies of all submitted documents.
Consider any pending immigration procedures before returning the TRC.

FREQUENTLY ASKED QUESTIONS

Is it mandatory to return both the Work Permit and the TRC?

It is mandatory to return both the Work Permit and the TRC. The employer is responsible for returning the Work Permit and Temporary Residence Card (TRC).
The Work Permit and Temporary Residence Card (TRC) should be properly handled when a foreign employee’s employment with the sponsoring company ends. However, the applicable procedure differs for each document.
For the Work Permit, the employer is required to retrieve and submit the Work Permit to the authority that issued it in the cases specified under Decree No. 219/2025/ND-CP. For cases where the Work Permit has expired, this must be done within 15 days from the date of expiry.
For the TRC, when the sponsoring organization no longer has a need to sponsor the foreigner during their stay in Vietnam, the organization must notify the immigration authority in writing and coordinate with the relevant authorities regarding the foreigner’s departure. The specific handling of the TRC should follow the instructions of the Immigration Authority

Can an employer authorize another person to complete the return procedure?

In practice, the employer may authorize an employee, representative to handle the relevant administrative procedure, subject to the requirements of the receiving authority.
The authorized person should prepare the required authorization letter or letter of introduction, together with their identification documents and other supporting documents as required for the specific procedure.

What happens if the original Work Permit or TRC is lost?

If the original Work Permit or TRC cannot be retrieved, the employer should not simply disregard the document. The employer should inform the relevant authority and follow the applicable procedure for handling the lost document.
For the Work Permit, Decree No. 219/2025/ND-CP specifically provides that if the employer cannot retrieve the Work Permit, the reason must be clearly stated in the notification letter submitted to the authority that issued the Work Permit.
For a lost TRC, the employer should contact the Immigration Authority for instructions on the appropriate procedure. The required documents and handling may depend on the circumstances of the loss and the foreigner’s current immigration status.

NEED ASSISSTANCE WITH RETURNING A WORK PERMIT OR TEMPORARY RESIDENCE CARD?

Handling the Return Work Permit and Return TRC procedures can involve different authorities, documents, and timelines. At Visa5s.com, we provide professional support to help employers complete these procedures accurately and efficiently when a foreign employee terminates their employment in Vietnam.

Our services include:

✓ Reviewing the employee's Work Permit and immigration status
✓ Advising on the required documents and applicable procedures
✓ Preparing and reviewing the Return Work Permit and Return TRC dossiers
✓ Supporting submission to the Department of Home Affairs and Immigration Office
✓ Following up on the application and providing timely updates
✓ Supporting employers in handling document-related issues and additional requirements

👉 Contact Visa5s.com today for professional and reliable assistance with your Work Permit and Temporary Residence Card return procedures.

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