Legal Checklist for Implementing Electronic Employment Contracts
Transitioning from paper-based documents to electronic employment contracts is becoming an inevitable trend that helps enterprises reduce HR administration costs while accelerating internal administrative procedures.
However, one of the biggest challenges for HR departments today lies in preparation: “What documents, records, and foundational requirements must be prepared to ensure legal compliance?”
Based on the latest legal framework, Quantera provides a comprehensive checklist of the documents required to ensure the legal validity of electronic employment contracts.
Proper preparation helps enterprises operate smoothly, comply strictly with regulatory requirements, and significantly reduce the risk of legal disputes.
1. Legal Documents of the Enterprise (Employer)
Pursuant to the 2019 Labor Code and the 2023 Law on Electronic Transactions, employers entering into transactions in a digital environment must clearly establish their legal entity status.
To register accounts on electronic signing and enterprise identification platforms, HR departments should prepare digital copies of the following documents:
- Enterprise Registration Certificate, Investment Registration Certificate, or Establishment Decision for organizations.
- Documents defining functions, responsibilities, authority, and organizational structure for administrative agencies and public service organizations.
- A valid Power of Attorney if the person signing the contract is not the legal representative of the organization.
2. Personal Documents of the Legal Representative and Employees
Identity verification in the digital environment is a fundamental prerequisite.
Under current regulations on electronic identification, parties participating in contract execution must provide clear and valid identity documentation.
Valid Identification Documents
Citizen Identity Card, Identity Card, electronic identity credentials, or a valid passport.
National Electronic Identification Account
A Level-2 VNeID electronic identification account is required. It serves as a foundational requirement for login and identity verification.
The account is also used to perform transactions on the National Electronic Employment Contract Platform.
For Foreign Employees
A valid entry visa or documentation proving eligibility for visa exemption under Vietnamese law must be provided.
3. Digital Signing Tools and Timestamp Services
The application of digital signatures in human resource management is not merely a technological solution but also a legal requirement.
Under the 2023 Law on Electronic Transactions, a data message may have the same legal value as an original document when its integrity is preserved and the identity of the signing party can be determined.
Therefore, the technical preparation required by enterprises includes legally valid digital signatures and Timestamp services.
- Legally valid digital signatures: Enterprises use organizational digital certificates/electronic seals, while employees use personal digital signatures or VNeID-based signing methods.
- Digital signatures must be issued by authorized Certification Authorities (CAs) licensed by the competent Vietnamese authority.
- Timestamp service: After signing, contracts must be accompanied by a Timestamp issued by a qualified trust service provider.
- The Timestamp serves as strong legal evidence against repudiation, confirming the existence time and integrity of the document at the moment of signing.
4. Documentation for Digitizing Existing Paper Records (For Conversion Operations)
If an enterprise wishes to convert existing paper employment contracts into electronic format for centralized management and the issuance of Type-B contract IDs, HR must prepare a detailed Conversion Log.
The Conversion Log must be maintained carefully in accordance with applicable record management requirements and should include the following information:
- Detailed information about the system or software used to perform the document conversion.
- Full name and position of the employee or officer responsible for performing the conversion.
- Log data: Completion time, file format commonly PDF/A, file size, and number of pages.
- The converted file must be sealed with a digital signature and Timestamp issued by or on behalf of the organization performing the conversion.
- This sealing process helps ensure that the converted data cannot be altered after digitization.
5. Documentation for Connecting to the National Platform (Ministry of Home Affairs)
Pursuant to Decree No. 337/2025/ND-CP and Circular No. 08/2026/TT-BNV, a contract must be submitted to the National Platform within 24 hours after execution is completed.
The submitted contract data is then processed for validity verification and issuance of a unique contract ID.
To support this process, an eContract solution provider must be able to demonstrate the following qualifications and technical documentation:
- A license to provide trust services, including data message authentication services.
- A technical plan and documentation demonstrating interoperability and connectivity with the Ministry of Home Affairs’ National Platform.
Important: When evaluating an eContract solution, enterprises should assess not only electronic signing capabilities, but also the provider’s ability to meet National Platform connectivity requirements.
6. The GoPaperless Ecosystem from Quantera: Flexible Deployment and Comprehensive Compliance
To address compliance requirements for electronic employment contracts under Decree 337 in a comprehensive manner, Quantera has developed the GoPaperless ecosystem.
This electronic employment contract solution is specifically designed to automate data workflows and the process of requesting contract IDs from the National Platform.
Quantera also recognizes that enterprises have different levels of technological readiness.
Therefore, GoPaperless provides highly flexible deployment options.
Immediate Operation with GoPaperless Portal
Enterprises do not need a dedicated IT team or complex system configuration.
HR teams can log in and directly use the GoPaperless web-based Portal.
They can immediately create, submit, sign, and manage electronic employment contracts.
Seamless API Integration
Large organizations that already operate HRM or ERP systems can embed GoPaperless APIs directly into their existing platforms.
Employees can complete signing activities within familiar systems without disrupting established workflows.
In addition, the infrastructure provided by Quantera applies Zero-Knowledge security technology.
This technology enables payroll data and employee information to be encrypted directly at the source device, helping protect enterprise data.
7. Conclusion
Thorough preparation of legal documentation, Level-2 VNeID electronic identification accounts, and a compliant technology ecosystem provides a solid foundation for HR digitalization.
When all necessary requirements are properly addressed, electronic contracts can deliver their full value, helping enterprises reduce costs while strengthening legal protection.
Has your enterprise prepared all the necessary documents to implement a digital HR system?
Join the Zalo Group Q&A – HR, Labor and Payroll Community to receive the free resource “Digital Data Conversion Log Template”.
Community members can also request one-on-one technical consultation from Quantera specialists.
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