PROJECT
WORK PERMIT

Administrative Procedures

A key challenge was the disparities between the administrative procedures of the United States and Vietnam. To apply for a Vietnam Work Permit as foreigner, you need to prepare a range of personal documents such as criminal record check and health check, and get those authenticated and before proceeding with notarized translation. The requirements for work permit application can get quite complicated, causing even the most well-prepared person to get stuck.

For example, many expats get their health check at their home country, unaware that it may not be accepted in Vietnam. This is what happened with our client in this project.

Particularly, in the United States, a health check signed by a nurse practitioner holds as much weight as a doctor’s signature, confirming the individual’s general health status. However, in Vietnam, a doctor’s signature is required, along with detailed health metrics. This meant providing precise measurements like height, weight, BMI, pulse, blood pressure, as well as detailed clinical examination results. As a result, the previously obtained health check that our client provided us was declined.

Educational Frameworks

Additionally, there is stark contrast in education systems between the United States and Vietnam. In the U.S., the educational structure is commonly referred to as K-12, encompassing all grades from kindergarten to high school. However, Vietnam employs a distinct categorization, consisting of kindergarten, primary school, secondary school, and high school. A direct translation would lead to misunderstanding.

To ensure the work permit application would be approved, it’s important to make sure all relevant qualifications, such as degrees and certificates as required for foreign teachers in Vietnam, are translated accurately and appropriately – The translations must reflect the originals and be in line with local educational framework.

Comprehensive Consultation

First, we engaged in a comprehensive consultation with our client, outlining the necessary steps: authentication of the original documents, followed by meticulous translation and subsequent notarization. Our focus was to ensure absolute precision in every stage. Our client knew exactly what would happen and what kind of costs to expect.

Meticulous Localization

During the translation process, our priority was to provide a clear and accurate localization, aligning seamlessly with Vietnam’s distinct education and administrative frameworks. For instance, when dealing with the K-12 categorization, we offered a specific explanation regarding its scope and significance within the Vietnamese context.

On-going Support

Despite our best efforts, the original health check acquired in the U.S., while accurately localized, was not approved by the administrative officers in Vietnam. This was primarily due to the substantial differences in the healthcare systems between the two countries, as previously mentioned. In Vietnam, a doctor’s signature and detailed health metrics were non-negotiable. To resolve this, the teacher underwent another health check in Vietnam, securing the necessary doctor’s signature. In response, we promptly translated the new health check and notarized it without incurring any additional charges.

Open Communication

Throughout this process, we maintained open lines of communication with both the school and the teacher, ensuring that everyone was informed and aligned. Through consistent communication and a willingness to make timely adjustments, we successfully navigated the challenges posed by the varying education and administrative systems. As a result of our collective efforts and flexibility, the work permit application was successfully obtained.

Key Takeaways

This case study underlines the importance of expertise in the variations within education, healthcare, and administrative systems across countries when it comes to handling document translation for important paperwork such as work permits or work visas in Vietnam. Being able to tailor our services to individual client needs and make necessary adjustments is the key to our success.