What is hr compliance checklist vietnam?
A small mistake in the HR process—an outdated contract clause, a lack of transparency in the recruitment process—can expose a business to costly labor disputes, heavy administrative fines, and damage to brand reputation. Compulsory insurances administration is not an administrative burden, but a strategic line of defense to protect the company’s assets and sustainable development.
1. Compliance in recruitment, interviewing, and signing contracts
The recruitment stage is the first gateway in the hr compliance solutions vietnam journey, where initial mistakes can create legal consequences that last throughout the employee’s working process.
Recruitment information must be publicly disclosed at least once in the media, ensuring transparency and non-discrimination according to Decree 170/2025/ND-CP. This not only demonstrates the professionalism of the business but also creates a solid legal foundation for the entire recruitment process.
During the interview process, employers are not allowed to ask for personal information unrelated to the job, strictly complying with the Law on Gender Equality and the Labor Law. Questions about marital status, childbearing plans, or personal health information can expose businesses to discrimination charges.
The implementation of the pre-employment background check process is only carried out with the explicit consent of the employee, in compliance with the regulations on personal data protection under Decree 13/2023/ND-CP. Businesses need to have a process for collecting written consent and clearly explaining the purpose of using the information.
Compulsory insurances administration
2. Compliance in the onboarding process and company policy
The onboarding stage is not only an opportunity for new employees to get acquainted with the working environment, but also an important time for businesses to fulfill their legal obligations regarding information and training.
Enterprises are required to clearly explain to new employees the following core elements:
- Labor regulations and codes of conduct in the company
- Anti-harassment policies and protection measures
- Basic rights and obligations of employees
- Internal complaints and dispute resolution procedures
Of particular importance, enterprises must update training confirmation records and retain evidence of disseminating policies to employees according to Circular 08/2025/TT-BNV. Lack of supporting documents can cause difficulties for enterprises in inspections or labor disputes. To ensure hr and payroll outsourcing vietnam, many enterprises need professional support on the process of registering labor regulations in accordance with current regulations.
3. Compliance in labor classification and contracts
Labor classification and choosing the appropriate type of contract is the foundation of the entire human resource management system, directly affecting the labor costs and legal risks of the enterprise.
Accurate classification of labor requires businesses to apply the correct standards for heavy and hazardous work to ensure appropriate benefits as prescribed in Circular 03/2025/TT-BLDTBXH and Circular 29/2021/TT-BLDTBXH. Misclassification can lead to shortages in insurance and welfare regimes. Understanding the types of employment status helps businesses avoid misclassification and save significant costs.
Regarding the type of labor contract, businesses must use the correct type of contract with a fixed term or an indefinite term with clear terms. Abusing seasonal or service contracts for positions with a regular nature of work can be considered a disguised labor contract, leading to serious legal consequences. Understanding the elements and terms of a labor contract is key to avoiding legal risks.
4. Payroll and Benefits Compliance
The payroll and benefits system is the area with the highest density of legal regulations in human resource management, requiring absolute accuracy in every step from calculation to payment.
Payroll Requirements
Enterprises must ensure the regional minimum wage, pay wages on time, and provide transparent payslips in accordance with the Labor Law and Decree 44/2025/ND-CP. Payslips must fully show income, deductions, and actual amounts received with appropriate level of detail.
HR compliance checklist: A comprehensive guide
Mandatory benefits
● Social insurance, health insurance, unemployment insurance: Declare and pay fully and on time
● Leave regime: Ensure compliance with regulations on number of days and conditions
● Maternity regime: Fully comply with female workers’ rights
● Allowances: Accurately calculate according to each type of work
When using non-staff workers under service contracts or seasonal contracts, businesses must comply with regulations on contracts and labor classification to avoid the risk of being considered as disguised labor contracts, which may lead to having to collect benefits and insurance. Understanding the types of employee benefits and mandatory benefits under the law will help businesses fully comply and avoid legal risks.
5. Compliance with record storage and processing
Managing personnel records is not only an internal organizational issue but also a legal obligation with strict regulations on storage period and information security.
Employment records, contracts, decisions and sensitive personnel information must be stored for a period of time in strict compliance with the provisions of Circular 08/2025/TT-BNV and Decree 13/2023/ND-CP on data protection. Lack of records or improper storage can cause great difficulties in inspections or labor disputes.
HR compliance checklist vietnam is not a passive task, but a proactive management action to build a foundation for sustainable development. Leaders should not wait until risks occur. The first and most necessary step is to conduct a health check, ask the HR Manager: “When was the last time we conducted a comprehensive HR audit?” and plan to do it immediately if the answer is “never” or “a long time ago”. For businesses that need professional support, using professional HR consulting services or HR and compliance management services will ensure comprehensive hr compliance checklist vietnam and minimize legal risks.
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