Onboarding Process: Step-by-Step Explanation

Step 1: Job Offer and Acceptance 📩

Trigger: After identifying and selecting the ideal candidate.
Action:

• Job Title: Clearly state the employee’s position and reporting structure.
• Compensation: Outline salary details, bonuses, and any additional incentive plans.
• Start Date: Provide a clear and agreed-upon start date.
• Working Hours: Specify expected working hours, including any overtime or flexible work policies.
• Benefits Overview: Include health insurance, social insurance, and any additional employee benefits.
• Probation Period: State any probationary period (typically up to 60 days for most positions in Vietnam).

Outcome: Once the offer is accepted, move forward with drafting the employment contract.

Step 2: Employment Contract 📝

When It’s Used: Immediately following offer acceptance.
Action: Draft a formal employment contract, adhering to Vietnamese labor laws. Include:

• Job Description: Define the employee’s role, responsibilities, and key performance expectations.
• Compensation Details: Specify base salary, bonuses, allowances, and any applicable overtime pay rates.
• Leave Entitlements:
  • Annual Leave: A minimum of 12 days per year, increasing with years of service.
  • Public Holidays: Vietnam observes 11 national holidays annually.
  • Sick Leave: Paid leave based on contributions to social insurance.
  • Parental Leave: Maternity leave of six months; paternity leave varies from 5 to 14 days.
• Working Hours: Typically 8 hours per day, 48 hours per week.
• Termination Conditions: Specify notice periods and reasons for termination.

Outcome: Both parties sign the contract, formalizing the employment relationship.

Step 3: Tax and Social Security Registration 💰

When It’s Used: Prior to the employee’s start date.
Action: Register the employee with Vietnam’s tax and social security systems:

• Social Insurance Enrollment: Mandatory contributions for health, unemployment, and pensions.
• Tax Code Registration: Obtain a personal tax code for proper tax withholding.
• Employer Contributions: Ensure compliance with contributions for social insurance (17.5%), health insurance (3%), and unemployment insurance (1%).

Outcome: Full compliance with Vietnam’s tax and social security regulations.

Step 4: Health and Safety Induction 🦺

When It’s Used: On or before the employee’s first day.
Action: Conduct health and safety training to comply with workplace safety standards:

• Safety Guidelines: Provide an overview of emergency protocols and safety practices.
• Emergency Procedures: Introduce fire exits, emergency contacts, and first aid locations.
• Personal Protective Equipment (PPE): Supply necessary equipment based on the employee’s role.

Outcome: Employees are equipped with knowledge and resources to ensure safety at work.

Step 5: Payroll and Benefits Enrollment 📊

When It’s Used: Within the employee’s first week.
Action: Set up payroll and benefits systems:

• Bank Details: Collect the employee’s bank information for salary deposits.
• Benefits Enrollment: Register the employee for mandatory and company-provided benefits.
• Overtime Policy: Clarify overtime pay rates and conditions.

Outcome: Employees are successfully enrolled in payroll and benefits programs.

Step 6: Workplace Policies and Training 📚

When It’s Used: Within the first month.
Action: Introduce employees to workplace policies and training:

• Code of Conduct: Outline expectations for behavior and ethics.
• Training Programs: Provide job-specific training and compliance guidelines.
• Performance Metrics: Set performance targets and evaluation processes.
• Flexible Work Options: Discuss any available remote or flexible work arrangements.

Outcome: Employees are well-versed in company policies and expectations.

Step 7: Probation and Feedback Period 📅

When It’s Used: During the probation period (usually 30–60 days).
Action: Monitor performance and provide regular feedback:

• Performance Reviews: Conduct evaluations to assess employee fit and contributions.
• Guidance and Adjustments: Offer coaching and adjust roles as necessary.
• Employment Confirmation: Confirm the employee’s position post-probation or provide constructive feedback.

Outcome: Completion of probation, resulting in either permanent employment or feedback for improvement.

Summary Table of Key Onboarding Steps in Vietnam

Key Takeaways

• Employment contracts in Vietnam must include detailed terms on compensation, benefits, and responsibilities.
• Compliance with Vietnam’s social insurance and tax systems is mandatory.
• Employers must provide safety training, benefits registration, and performance evaluation during onboarding.