Reasons Vietnam work permit rejection and how to avoid them 2026

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A Vietnam work permit rejection happens when a foreign employee’s application does not meet legal, procedural, or eligibility requirements set by Vietnamese authorities. Common reasons include incomplete or inconsistent documents, a mismatch between the job position and qualifications, employer non-compliance, health or criminal record issues, and late or incorrect submissions. Although a rejection prevents legal employment, it is usually fixable by correcting the dossier and re-applying properly. With professional guidance, businesses can significantly improve approval chances in the next submission.

Why Vietnam work permit applications get rejected

Incomplete or inaccurate documents

This is the most frequent reason for a rejected Vietnam work permit application. Typical problems include:

• Missing required papers (or missing pages, stamps, signatures)
• Mismatched personal details across documents (name order, passport number, DOB)
• Unclear job description, unclear role title, or inconsistent position naming
• Documents not properly legalized/translated/notarized where required
• Expired documents (health check, criminal record, passport validity)

Common required documents often include a passport copy, degrees/certificates, proof of work experience, labor contract or appointment letter, health check certificate, and criminal record (judicial record) documents, plus employer-side paperwork depending on the case.

The job position does not match the candidate’s qualifications

Vietnam authorities assess whether the foreign employee’s education and experience match the role the company is registering.

Refusals often happen when:

• The position requires a specific specialization but the degree is unrelated
• Experience evidence is weak, too general, or not aligned with the title
• The role title on the application differs from the job description, causing a mismatch

The employer does not meet eligibility or compliance conditions

The hiring entity must be legally established and eligible to employ foreign workers. A refusal can occur if the employer’s documents do not support eligibility, such as issues related to:

• Business registration / licensing scope not aligning with the role
• Office address, operational proof, or enterprise documentation not consistent
• Internal HR compliance gaps that make the submission non-credible

Foreign workforce ratio or quota concerns

Many businesses run into rejections when the authority questions the necessity of hiring a foreign employee or when the employer is already using a high number of foreign workers compared to local staff.

Even when not stated as a strict “ratio rule” in every scenario, the authority may still scrutinize whether the position is truly required and whether local recruitment has been considered.

Health check does not meet requirements

A valid health check certificate is required to demonstrate the employee is fit for work and does not fall into restricted health conditions.

Refusals often happen when:

• The health check is missing, expired, or issued by a non-accepted facility
• The certificate format does not match local expectations
• The conclusion is unclear or not properly signed/stamped

Criminal record issues or unacceptable background evidence

A criminal record (judicial record) is commonly required. The application may be rejected if:

• The criminal record is missing, outdated, or not properly legalized
• The document indicates disqualifying convictions (especially those tied to national security, public order, or serious offenses)
• The authority finds inconsistencies or authenticity concerns

Other common reasons

• The file is submitted late (too close to the intended start date)
• Incorrect submission channel or procedure (wrong authority, wrong form, wrong route)
• Documents are not legally valid (improper legalization, unclear certification)
• Violations of other labor/immigration compliance requirements

>>> Read more: How to Apply for a 2-Year Work Temporary Residence Card in Vietnam

What to do after a Vietnam work permit refusal

Step 1: Obtain the refusal reason in writing and map it to fixes

Ask for the official refusal note (or written explanation) and identify whether the issue is:

• A missing document
• A formatting/legalization/translation defect
• A mismatch between position and qualifications
• Employer eligibility/compliance
• Timing/procedure

This step prevents repeating the same mistakes in the next submission.

Step 2: Audit the dossier for consistency (names, titles, dates, and position scope)

Before you re-submit, do a consistency check across the entire file:

• Full name formatting (especially middle names, order, diacritics vs non-diacritics)
• Passport number and issue/expiry dates
• Position title consistency across application form, job description, labor contract/appointment letter
• Degree major and experience letters aligned with the position requirements
• Company information consistent (name, address, tax code, licensing scope)

A “small mismatch” is one of the biggest hidden triggers of Vietnam work permit rejection.

Step 3: Fix legalization, translation, and notarization correctly

For foreign-issued documents, errors in consular legalization and Vietnamese notarized translation are a frequent cause of refusal.

In practice, you should ensure:

• The legalization chain matches the document origin and Vietnam’s acceptance standards
• The Vietnamese translation accurately matches the source document (no missing lines)
• Notarization is done properly and is readable, complete, and consistent

Step 4: Strengthen qualification evidence (especially work experience letters)

If the refusal mentions job-fit concerns, upgrade the evidence:

• Experience letters should clearly state: job title, employment period, duties, industry, and company contact details
• The duties should match the Vietnam job description in a credible way
• If the role is senior (manager/executive/expert/technical), ensure the experience narrative supports that level

Step 5: Re-submit with a compliance-focused package

A strong re-application is not just “adding one missing paper.” It is a clean, coherent package where the authority can approve without doubts.

In many cases, working with a specialist team helps you avoid repeating procedural issues and improves approval probability, especially when your first attempt was rejected.

>>> Read more: Work Permit Exemption 2026: Who is eligible? Detailed procedures for Confirmation

Why clients choose Tân Văn Lang for a rejected work permit case

When a Vietnam work permit application is refused, most companies want one thing: a fast, compliant re-submission that actually gets approved.

Here is how Tan Van Lang supports that goal:

• Experienced specialists: We handle Vietnam work permits and related immigration procedures daily, including complex and previously refused cases.
• Time savings: You provide the core information; we take care of document planning, formatting, and submission tracking.
• Higher approval rate: We focus on eligibility logic, consistency, and authority expectations, not just “collecting documents.”
• End-to-end support: From file preparation to the final decision, you have a clear point of contact and progress updates.

Our Vietnam work permit service scope typically includes:

• Legal and case eligibility consultation (including special scenarios)
• Document checklist, preparation guidance, and dossier structuring
• Submission to the competent authority and progress follow-up
• Certified Vietnamese translation and notarization support
• Consular legalization support for foreign documents
• Support for handling issues arising during processing
• Work permit extension/renewal procedures when needed

>>> Read more: Vietnam work visa: Requirements, Benefits 2026

FAQ about Vietnam work permit rejection

If your Vietnam work permit application was rejected, or you want to prevent rejection before submitting, contact Tan Van Lang for a case review and a clear action plan. Call us via 08.666.000.63 (WhatsApp) for quick support.