From July 1, 2026, Electronic Labor Contracts Will Require VNeID Authentication and Unique Identification Codes

Starting from July 1, 2026, electronic labor contracts in Vietnam will officially be managed through a centralized platform operated by state authorities. Under the new regulations issued by the Ministry of Home Affairs, all electronic labor contracts signed after this date must be uploaded for verification, VNeID authentication, and issuance of a unique identification code. The new framework will directly impact how businesses manage labor data and HR processes in Vietnam. For foreign-invested companies and overseas businesses operating in the country, the regulations introduce additional compliance requirements relating to electronic identification, digital signatures, and long-term data storage. As Vietnam continues accelerating digital transformation in labor administration, companies with operations in Vietnam should proactively review their HR systems and internal procedures to ensure compliance and avoid disruptions after the regulations take effect.

New regulations reshape the management of electronic labor contracts

Over the past several years, many businesses have adopted electronic labor contracts to save time and simplify HR procedures. However, contract data management has remained fragmented among organizations, lacking synchronization and a unified verification mechanism.

To address these issues, the Ministry of Home Affairs issued Circular 08/2026/TT-BNV, providing guidance for the implementation of Decree 337/2025/ND-CP on electronic labor contracts. The Circular will officially take effect on July 1, 2026, and introduces mandatory requirements for all electronic labor contracts concluded after this date.

Under the new rules, contracts will no longer be stored solely within the company after signing. Instead, they must also be uploaded to the Electronic Labor Contract Platform for validation and issuance of a management identification code. Importantly, the issuance of this code is intended purely for data management purposes and does not affect the legal validity of a labor contract that has been lawfully executed in accordance with applicable regulations.

The identification code is designed to support data management on the platform and is not a condition for a labor contract to become legally effective.

Each contract will receive a unique and permanent identification code

One of the most notable aspects of the new regulations is that every electronic labor contract will be assigned a unique identification code. This code is issued only once and remains unchanged throughout the entire lifecycle of the contract. Even if the contract is amended, supplemented with appendices, temporarily suspended, or terminated, the original identification code will remain the same to ensure data continuity and traceability.

This mechanism enables authorities to monitor the amendment history of each contract more effectively, while also allowing businesses to retrieve and review labor records more efficiently when conducting internal checks or compliance reviews. In addition to the primary identification code, the system may also generate supporting reference codes linked to the company’s tax code, the employee’s identification number, or the administrative unit code for data retrieval purposes. However, these supplementary codes are only intended to facilitate data access and cannot replace the official identification code.

Classification of identification codes based on contract categories

Circular 08 also provides detailed guidance on the structure of identification codes for electronic labor contracts. Each code consists of 13 characters, including one alphabetical character followed by 12 numeric digits. The first letter is used to classify the origin and category of the contract.

The letter “A” applies to electronic labor contracts signed from July 1, 2026 onward through systems that meet the prescribed legal and technical requirements. The letter “B” is designated for contracts converted from paper-based documents into electronic format.

Meanwhile, the letter “C” is reserved for electronic labor contracts that were concluded before July 1, 2026. This classification system is intended to support clearer and more consistent data management, particularly during nationwide reporting, reconciliation, and statistical reviews.

VNeID becomes a mandatory authentication tool for labor contracts

In addition to centralized management through identification codes, the new Circular requires all access and verification activities on the platform to be conducted through the national electronic identification system, VNeID.

For employees, personal electronic identification accounts will be used to verify identity when participating in the signing of labor contracts. For businesses, access to and management of contract data must be carried out using an organizational electronic identification account.

If a business has not yet completed registration for this type of account, it may request support from the Ministry of Home Affairs to obtain system access. The implementation of VNeID is considered a significant step toward reducing identity fraud, improving transparency in user authentication, and enhancing the reliability of electronic labor contracts.

The system will automatically verify contract validity

Once a contract is uploaded to the platform, the system will automatically review its legal and technical compliance before issuing an identification code. Contracts that fully satisfy the requirements relating to identity verification, digital signatures, timestamps, and electronic data authentication will be automatically processed within the prescribed timeframe.

If the submitted documents fail to meet the required standards, the system will automatically reject the application and provide a notification explaining the reasons for rejection so that the parties can revise or supplement the documents accordingly.

The automation of this process is expected to significantly reduce administrative processing time while minimizing errors commonly associated with manual document reviews.

Contract data must be retained for an extended period

Beyond verification and code issuance requirements, Circular 08 also imposes stricter obligations regarding the retention of electronic labor contract data.

Under the regulations, all contract data must be retained for at least 10 years from the date the contract terminates. In cases where an employee signs multiple consecutive contracts with the same employer, the retention period will be calculated from the termination date of the final contract.

In addition, every activity involving data access, sharing, or extraction on the platform must be recorded to ensure traceability and support future audits or inspections when necessary.

These requirements demonstrate a stronger regulatory focus on data protection and information security, especially as labor information continues to be digitized on a larger scale.

What should businesses prepare before July 1, 2026?

The new regulations will affect not only HR departments but also the broader data management infrastructure of businesses. To avoid disruptions in the contract signing process after July 1, 2026, companies should proactively review their existing electronic contract systems, assess their compatibility with VNeID authentication requirements, and standardize digital signing procedures.

In addition, businesses should begin training personnel responsible for operating and managing these systems in order to minimize implementation errors once the regulations officially take effect.

As digital transformation continues to accelerate, early preparation will help businesses adapt more effectively while reducing potential legal and operational risks related to labor data management.

During the initial implementation phase, technical guidance and system integration procedures may continue to be updated or adjusted by the relevant authorities. Businesses are therefore advised to closely monitor official guidance to ensure ongoing compliance with current regulations.

Conclusion

From July 1, 2026, electronic labor contracts in Vietnam will be subject to stricter management through mandatory VNeID authentication and identification code issuance on a centralized platform. This marks an important milestone in the digitalization of Vietnam’s labor sector while also creating new compliance requirements for businesses in relation to data governance and HR system operations.

Green NRJ recommends that businesses familiarize themselves with the new regulations as early as possible in order to prepare the necessary infrastructure, workflows, and implementation plans for the upcoming transition.

Companies should also proactively review their digital signature systems, organizational electronic identification accounts, and data integration capabilities to minimize disruptions in the execution and management of electronic labor contracts after July 1, 2026.