How to Apply for a Work Permit Extension?

When a work permit is about to expire, many families and businesses feel anxious — they want the foreign employee to keep working steadily, but they also worry about missing a document. A work permit extension is the procedure to continue using a permit that is still valid when there is a continuing need for work as prescribed.

Under Decree 219/2025/ND-CP, extension is regulated in Articles 27, 28 and 29. The employer needs to prepare the dossier, submit it at the right time, and follow the processing period to avoid being caught off guard.

📄 What documents are needed for a work permit extension?

The extension dossier is not identical to a new application. The employer needs to prepare the following documents:

• A written report explaining the need to employ a foreign worker and requesting an extension of the work permit, using Form No. 03 issued with the Decree.
• A health certificate issued by a medical facility qualified to issue it.
• 02 colour photos sized 4 cm x 6 cm, with a white background, looking straight at the camera, bare-headed, and without glasses.
• The currently valid work permit that has already been issued.
• The foreign worker’s valid passport.
• Documents proving the form of work of the foreign worker, except where the work is under point a, clause 1, Article 2 of the Decree.

Preparing these documents early helps ensure the dossier is complete from the start. You can refer to health check, passport, and other documents for a work permit application to cross-check personal documents.

What should you note about the health certificate?

The health certificate must be issued by a medical facility with sufficient qualifications. Where health examination results have been connected and shared on the information system for managing medical examination and treatment activities, or the national health database, the rules on that connection and sharing apply.

For a health certificate issued by a competent medical authority abroad, it may only be used when Vietnam and the country or territory that issued the certificate have a treaty or agreement on mutual recognition. The validity of such a certificate must not exceed 12 months from the date of issue.

Therefore, when preparing an extension, the employer should re-check the validity of the health certificate, passport, and current work permit. If any of these documents is about to expire, deal with it proactively so the dossier is not interrupted.

Documents proving the form of work

Except where the foreign worker works under point a, clause 1, Article 2 of the Decree, the extension dossier needs documents proving the form of work. Depending on the specific form of work, the document may be one of the following:

• One of the documents specified in points b, d, đ and e, clause 6, Article 18 of the Decree.
• A written document from the foreign employer sending the foreign worker to work for a limited term at a commercial presence in Vietnam, for the case under point b, clause 1, Article 2 of the Decree.
• A service supply contract signed between the Vietnamese and foreign partners, for the case under point d, clause 1, Article 2 of the Decree.

If you are unsure which form of work applies to your case, the employer should compare it with what documents are needed for a work permit application and check the relevant clauses and documents in the contract or worker dispatch letter.

🗂️ What is the process for submitting an extension dossier?

The timing of submission is very important. The employer must submit the dossier at least 10 days but no more than 45 days before the work permit expires.

Submitting too early or too late can mean the dossier does not meet the prescribed timing. Businesses and families should therefore plan early, especially when they need to obtain a health certificate or documents proving the form of work.

1. Step 1: Prepare the dossier. Check that all 6 groups of documents under Article 27 are complete, including the request letter, health certificate, photos, valid work permit, valid passport, and documents proving the form of work if applicable.
2. Step 2: Submit the dossier. The employer submits the dossier in person, via public postal service, or through a business or individual service provider, or by authorisation, to the local Public Administrative Service Centre where the foreign worker is working.
3. Step 3: Forward the dossier. The local Public Administrative Service Centre forwards the dossier under the one-door and interlinked one-door mechanism to the competent authority for extending the work permit.
4. Step 4: Review and return the result. Within 10 working days from receiving a complete dossier, the competent authority considers and approves the need and carries out the extension of the work permit for the foreign worker.

Where the need to employ a foreign worker is not approved or the work permit is not extended, the competent authority must provide a written reply stating the reasons clearly within 03 working days from receiving a complete dossier.

The employer also needs to note the online submission option. This is explained in more detail in how to submit a work permit application through the National Public Service Portal.

Signing a labour contract after extension

For foreign workers under points a and m, clause 1, Article 2 of the Decree, after the work permit is extended, the employer and the foreign worker must sign a written labour contract in accordance with Vietnamese labour law before the expected date of continuing work.

When requested, the employer must send a copy of the signed labour contract to the competent authority that issued that work permit. This is a point businesses should remember to complete the dossier after extension.

⏳ How long can an extended work permit last?

The term of an extended work permit is determined according to the term of one of the cases prescribed in Article 21 of the Decree. However, a work permit may only be extended once, for a maximum term of 02 years.

This means the extension period does not automatically continue indefinitely. The specific term depends on the expected labour contract, worker dispatch letter, contract or agreement with a partner, service supply contract, and other cases set out in Article 21.

To understand this time limit better, you can see what is the maximum duration of a work permit. Knowing the term helps the employer plan what to do next after the extension period ends.

If there is still a need to continue working after the extension period, the employer needs to carry out the procedure applicable at that time. Do not wait until the work permit has expired before starting to prepare.

✅ Checklist for preparing a work permit extension

To avoid missing anything, the employer can use the checklist below when preparing the dossier:

• ☐ Written report explaining the need and requesting extension using Form No. 03.
• ☐ Health certificate still valid as prescribed.
• ☐ 02 colour photos sized 4 cm x 6 cm meeting the requirements.
• ☐ Valid work permit already issued.
• ☐ Valid passport of the foreign worker.
• ☐ Documents proving the form of work, if applicable.
• ☐ Check the submission timing: at least 10 days but no more than 45 days before expiry.
• ☐ Keep the receipt, notifications, and any written reply from the competent authority.
• ☐ Sign a written labour contract after extension for cases under points a and m, clause 1, Article 2 of the Decree.

💡 Some practical notes before submitting the dossier

Extending a work permit is an administrative procedure, so the accuracy of the dossier is very important. The employer should carefully check the information on the request letter, current work permit, and passport to avoid discrepancies.

If the dossier is incomplete, the competent authority may request supplementation or may not approve it. When an extension is not granted, the employer will receive a written reply stating the reasons within 03 working days from receiving a complete dossier.

Businesses should also review the need to employ a foreign worker before submitting the dossier. The explanatory report should accurately reflect the continuing need to employ the foreign worker in the intended job position.

For families with a relative who is a foreign worker, proactively tracking the work permit expiry date will help avoid last-minute stress. Talk early with the employer so you can prepare the necessary documents together.

If you are preparing a work permit extension and need support reviewing the dossier, submission deadlines, and related documents, please contact 0347674755 for quick and reliable advice. Preparing carefully from the start will make the extension process smoother and give both the worker and the employer greater peace of mind.