How to Complete the Year-End 6-Month Labor Usage Report in Vietnam

Currently, every 6 months and every year, employers must report on labor changes to competent state agencies. This report helps state management agencies monitor labor fluctuations, recruitment, and labor use of enterprises. In the following article, Viet An Law will update and guide you on how to complete the year-end 6-month labor usage report in Vietnam, and at the same time, provide relevant legal regulations for businesses to comply with, avoid errors, and administrative penalties.

Obligation of enterprises to report on labor use in the last 6 months of the year

According to Article 12 of the Labor Code 2019, the employer’s responsibility for labor management is stipulated as follows:

• Declare the use of labor within 30 days from the date of commencement of operation;
• Periodically report changes in the labor situation during operation to the specialized labor agency under the Provincial People’s Committee and notify the social insurance agency.

At the same time, according to Article 71 of Decree 129/2025/ND-CP:

“The periodic reporting of changes in the labor situation as prescribed in Clause 2, Article 4 of Decree No. 145/2020/ND-CP dated December 14, 2020 of the Government detailing and guiding the implementation of a number of articles of the Labor Code on working conditions and labor relations (amended and supplemented by Clause 1, Article 73 of Decree No. 35/2022/ND-CP dated May 28, 2022 of the Government regulating the management of industrial parks and economic zones) is as follows:

Every 6 months (before June 5) and annually (before December 5), employers must report labor changes to the Department of Home Affairs via the National Public Service Portal according to Form No. 01/PLI Appendix I issued with Decree No. 145/2020/ND-CP and notify the regional social insurance agency where the headquarters, branches, and representative offices are located.”

Thus, currently, employers are responsible for reporting the labor usage situation for the last 6 months of the year as follows:

Deadline for submitting reports

There are two time frames that employers need to be aware of:

• Every 6 months (before June 5);
• Annually (before December 5).

Thus, the report on the labor usage situation for the last 6 months of 2025 is before December 5, 2025.

Receiving agency

• Employers must report changes in labor to the Department of Home Affairs (formerly the Department of Labor, War Invalids and Social Affairs).
• Notify the social insurance agency of the region where the headquarters, branches, and representative offices are located (formerly the district-level social insurance agency).
• For workers working in industrial parks and economic zones, employers must report changes in labor to the Industrial Park and Economic Zone Management Board for monitoring.

Application form

• Employers must report changes in labor to the Department of Home Affairs through the National Public Service Portal.
• In case the employer cannot report the labor change situation through the National Public Service Portal, he/she must send a paper report to the Department of Home Affairs.

Sample report on labor use for the last 6 months of the year

The current 6-month labor use report form is implemented according to the regulations in Form No. 01/PLI Appendix I issued with Decree No. 145/2020/ND-CP.

Form 01/PLI: How to fill out the labor use report for the last 6 months of the year

Currently, the Department of Labor, War Invalids and Social Affairs has merged with the Department of Home Affairs to form the Department of Home Affairs. Therefore, the Department of Home Affairs is the competent authority to receive reports on labor use for the last 6 months of the year.

When filling out the labor use report for the last 6 months of the year, according to Form No. 01/PLI Appendix I issued with Decree No. 145/2020/ND-CP, please note the following filling method:

Item (1): Record the Department of Home Affairs, the regional social insurance agency where the headquarters, branch, or representative office is located.

Item (2) in the unit’s labor usage information table states as follows:

General information columns:

• Column (1): Number consecutively from smallest to class, starting from 1
• Column (2): Write the full name of each employee, one per line.
• Column (3): Record the social insurance code/social insurance book number if the employee has been issued one.
• Column (4): Record the employee’s date of birth according to valid documents.
• Column (5): Record employee’s gender (male/female).
• Column (6): Write valid ID card/citizen ID number; for foreign workers, write passport number.

Columns for job positions:

• Column (7): Clearly state the title, position, or job of the employee according to the labor contract.
• Column (8) Managers: This group includes leaders and managers working in sectors, levels, and in agencies, organizations, and enterprises holding positions, having the right to manage, command, and operate from the central to the commune level;
• Column (9) High-level technical expertise: This group includes occupations that require specialized knowledge, skills, and experience at a high level (university degree or higher) in the fields of science and technology, health, education, business and management, information technology and communications, law, culture and society;
• Column (10) Middle-level technical expertise: This group includes occupations requiring knowledge and experience at the middle level (college, intermediate) in the fields of science and technology, health, business and management, law, culture, society, information and communication, teaching, education, and information technology.
• Column (11): Fill in other job positions
• Column (12): Record the agreed salary; in case of applying the state salary regime, record the salary coefficient.

Salary columns:

• Column (13) – (15): Record position allowance (coefficient), seniority allowance (percentage); if not available, leave blank.
• Column (16): Record salary allowances according to the provisions of the Labor Law (if any).
• Column (17): Record other additional amounts, if any.

Heavy and hazardous occupations:

• Column (18), (19): If the employee does heavy, toxic, or dangerous work, clearly state the start and end times.

Columns on type and validity of employment contract:

• Column (20) – (22): Record the following contents in order: Start date of work, contract term; Effective term of labor contract; Contract expiration date.
• Column (23), (24): For 1-month or probationary contracts, clearly state the effective and expiration dates.

Columns on social insurance payment:

• Column (25), (26): Record the start and end time of social insurance payment for employees.

column (27): Record the number, date/month/year of the labor contract, contract term; if the employee is entitled to higher health insurance benefits, record the beneficiary in this column.

Instructions on how to submit a report on labor usage for the last 6 months of the year via the National Public Service Portal

According to Article 71 of Decree 129/2025/ND-CP, reporting on labor changes to the Department of Home Affairs via the National Public Service Portal. Accordingly, the steps to report on labor use in the last 6 months of the year are as follows:

• Step 1: Access the National Public Service Portal https://dichvucong.gov.vn/
• Step 2: Log in with your existing National Public Service Portal account. If you don’t have one, click the Register button.
• Step 3: After logging in, select the “Online public services” function. Enter “Report on labor usage situation” in the search bar and select “Interconnected procedure for registration of adjustment of compulsory social insurance, health insurance, unemployment insurance, and report on labor usage situation”.
• Step 4: Select the procedure, click “Submit online”.
• Step 5: Declare information. Select the agency receiving the report as the Department of Home Affairs, where the headquarters, branch, or representative office is located.
• Step 6: Click on the “Register” button, and the system will automatically record the information.
• Step 7: When the screen displays the board “Congratulations to the business for successfully updating the information of the agency receiving the labor report”, click the “Exit” button to complete the procedure.

At that time, the enterprise had completed the registration process to apply for automatic periodic labor utilization reporting. Periodically, labor utilization reports will be automatically sent from the Vietnam Social Security database to the reporting agency selected above.

Administrative penalty for failure to submit labor use report

Pursuant to Point b, Clause 2, Article 8 of Decree 12/2022/ND-CP stipulates:

“2. A fine of between VND 5,000,000 and VND 10,000,000 shall be imposed on employers committing one of the following acts:…c) Failure to report changes in the labor situation as prescribed.”

This fine is applied to individuals. In case the employer is an organization that is late in submitting the report on labor changes, the fine will be doubled (Clause 1, Article 6, Decree 12/2022/ND-CP).

Accordingly, enterprises that do not submit labor use reports will be administratively fined from VND 10,000,000 to VND 20,000,000.

Above are detailed instructions for Form 01/PLI: How to fill out the labor use report for the last 6 months of the year. If you have any related questions or need labor law advice, please contact Viet An Law for the best advice and support!