The Ministry of Home Affairs has recently issued a circular detailing the issuance of identification codes, or IDs, for electronic labor contracts. From 1/7, all electronic labor contracts, once signed, must be submitted to the electronic labor contract platform (the Platform) for ID assignment. Each contract will receive a unique ID, issued once and remaining unchanged throughout the contract's lifecycle, even through amendments, additions, temporary suspensions, or terminations.

The ID structure consists of one letter and 12 numerical characters. Character A is designated for electronic labor contracts signed from 1/7/2026 through eContract. Character B applies to contracts converted from paper versions, while Character C is for electronic contracts signed before 1/7/2026.

The 12 numerical characters are structured as follows: The first 2 digits represent the last two digits of the year the contract ID is issued by the Platform. The subsequent 10 numerical characters form a randomly generated sequence.

For example, A260123456789 represents an identification code for a contract assigned an ID from 1/7/2026. The code B269876543210 signifies a contract converted from a paper version to an electronic format and assigned an ID in 2026.

People participating in a free digital signature support program in Hanoi. *Photo: Trong Dat*

This ID will be linked to display or lookup codes based on administrative units, employee identification codes, and employer tax codes, all developed by the Platform. However, these linked codes will not replace the primary ID.

ID issuance is automated through the Platform's information system and occurs within 24 hours of receiving a valid application. If conditions are not met, the ID will not be issued, and the system will automatically notify the reason for refusal. In the event of technical synchronization issues, ID issuance will proceed once the problem is resolved.

The electronic labor contract will include information such as: ID, contract number, duration, start and end dates, social insurance, health insurance, unemployment insurance, job position, salary level, salary allowances, additional payments, promotion/salary increase schemes, payment terms, payment methods, and other benefits.

Electronic contracts will be stored for a minimum of 10 years from their termination date. If employees and employers enter into multiple consecutive contracts, the storage period will be calculated from the termination date of the final contract.

For electronic labor contracts converted from paper versions, the eContract provider will send the electronic contract, along with relevant data and conversion log information, to the Platform. The conversion log information will include: the name of the system or software used; the full name and position of the converter; the completion time; a digital signature with a timestamp attached to the converted document file for sealing; and the system status confirming that the converted version has been checked and fully matched with the original paper document.

For electronic labor contracts signed before 1/7/2026, eContract providers will assist employers and employees in adding digital signatures and timestamps attached to the digital signatures of the signing parties, then submitting them to the Platform.

Employees and employers can access the electronic labor contract Platform via VNeID. Employees will use their personal identification accounts, while employers will use organizational identification accounts. If an employer, as an organization, cannot register an organizational identification account, they must request the Ministry of Home Affairs to issue an access account.

Access accounts to the Platform will be locked in one of the following cases: upon request by the account holder, if the account holder's electronic identification is locked, during an emergency information security event, or by decision of a competent authority. Notifications regarding account locking or unlocking will be automatically sent by the Platform to the account holder via their registered email or phone number.

The Ministry of Home Affairs, local Departments of Home Affairs, the Vietnam General Confederation of Labor, and Management Boards of industrial, economic, and export processing zones will be granted administrative accounts for the electronic labor contract Platform. These entities can use their administrative accounts to authorize their officials and employees to handle operational tasks, while also being responsible for these accounts to ensure cybersecurity during operation and management. eContract providers must submit quarterly or ad-hoc reports on the status of electronic contract signing services upon request from the Ministry of Home Affairs.

The electronic labor contract Platform will officially become operational by 1/7 at the latest. Concurrently, the signing and execution of electronic labor contracts will commence nationwide.

Hong Chieu