Quick answer: To supply or hire labor in Ho Chi Minh City, businesses send a request (position, quantity, time, shift), the supplying unit surveys and quotes, both parties negotiate and sign a contract; afterward, the supplying unit recruits, hands over, coordinates training and management. At the end of the month, both parties finalize attendance, reconcile, confirm, and make payments; the supplying unit pays salaries and contributes insurance for the workers.
The demand for human resources in Ho Chi Minh City changes very quickly: order volumes surge, new warehouses open, sales campaigns are launched, employees take maternity leave or suddenly resign. Direct recruitment takes time, and if additional staff are not provided in time, businesses fall behind schedule. Labor supply and labor leasing are two solutions that help businesses have workers at the right time, while the provider handles selection, record management, payroll, and insurance. This article describes the service and the 10-step process that Nhân Kiệt implements for clients in Ho Chi Minh City.
Labor supply and labor leasing: understanding correctly before starting
These two terms are often used interchangeably, but legally and in terms of responsibility, they are different:
- Labor supply: the supplying unit recruits, introduces, and manages labor according to the customer's requirements; the customer and the supplying unit sign a service contract, and the worker signs a contract with the supplying unit.
- Labor leasing: the employee signs a labor contract with the labor leasing enterprise, then is transferred to work under the management of the lessee but still maintains the labor relationship with the leasing enterprise. According to Article 52 of the 2019 Labor Code, this is a conditional business sector: only enterprises with a Labor Leasing Operation License are allowed to engage in it, and it only applies to certain specific jobs.
The detailed comparison can be seen in the articles How labor supply and labor leasing are different and What is labor leasing, legal regulations.
Why companies in Ho Chi Minh City often choose to outsource manpower
- Seasonal nature is clear: retail, e-commerce, food, garment, and logistics all have peak seasons; maintaining a fixed workforce throughout the year will be costly.
- Recruitment competition: unskilled and technical workers easily change jobs; recruiting the required number in a short time is difficult.
- Reducing administrative workload: employment contracts, timekeeping, payroll, insurance... are handled by the supplying unit.
- Scale testing: new businesses or short-term projects can flexibly expand or reduce personnel.
10-step process from sending a request to payroll
Step 1. Send request. The business specifies the needed positions, quantity, start and end dates, location, number of shifts, health and skill requirements. The clearer the request, the more accurate the quotation and timeline.
Step 2. Survey. Nhân Kiệt discusses and surveys the working conditions: type of work, environment, labor safety, production norms per shift, protective clothing, meals, transportation (if any). This step helps to select the right person and avoid issues once work has started.
Step 3. Quotation. The quotation clearly states the calculation method (per person, per shift, or per month), salary items, allowances, insurance, and service fees for the company to compare transparently.
Step 4. Negotiation. Both parties adjust according to quantity, duration, specific skill requirements, labor replacement methods, and payment terms.
Step 5. Sign the contract. The contract specifies the scope of work, duration, occupational safety responsibilities, personnel replacement procedures, reconciliation, and payment. For labor outsourcing, the contract must be made in writing according to Article 55 of the 2019 Labor Code. See more required clauses at Labor supply contract: required clauses.
Step 6. Implement the supply/lease (execute the contract). Nhân Kiệt selects, checks the documents, signs labor contracts with workers, and delivers the correct quantity at the committed time.
Step 7. Coordinate training, management, shift arrangement, and task assignment. Both parties conduct initial training (rules, safety, work procedures), agree on the direct manager, shift distribution, and task assignment for each group.
Step 8. Take care of and resolve all issues. The responsible officer from Nhân Kiệt closely monitors the site: answering workers' questions, handling lateness, absences, personnel replacement, accidents or conflicts, while also updating the situation for the client.
Step 9. Finalize work, reconcile, and confirm. At the end of the month, both parties finalize the work record (number of days, working hours, overtime), reconcile with the client’s data, and confirm in writing or by email.
Step 10. Payment, salary disbursement, and insurance contribution. After confirmation, Nhân Kiệt issues the invoice, the customer pays according to the contract; Nhân Kiệt pays salaries to the employees and contributes to compulsory insurance according to regulations.
What costs are included
Supply costs are not just salaries. They usually include: wages and allowances according to the contract, compulsory insurance contributions paid by the employer, management/service fees, and additional costs as agreed (overtime, night shift allowance, labor protection). Be sure to request separate quotes for each item to compare between providers.
Legal notes when hiring labor in Ho Chi Minh City
- For labor leasing, the lease term for a worker is a maximum of 12 months, and the lessee may only use it in cases permitted by law (a sudden increase in demand over a period of time, replacing someone on maternity leave or due to a work accident, requiring high-skilled technical labor) according to Article 53 of the 2019 Labor Code.
- The list of work that can be performed through labor leasing is prescribed by the Government; see Decree 145/2020/NĐ-CP and its amended and supplemented documents.
- It is always required that the supplying unit prove legal status (license for labor leasing) and commit to fully paying insurance for the workers.
How to choose a supplying unit in Ho Chi Minh City
Some criteria to check: legal status, clear contract and quotation, personnel replacement process when absent, on-site staff, way of finalizing work and reconciliation. The full set of criteria can be found at How to choose a reputable labor supply provider: 10 criteria. Enterprises looking to learn more about the demand in Ho Chi Minh City can read What to do when hiring labor in Ho Chi Minh City.
Checklist to prepare before sending a request
The more thoroughly you prepare, the closer the quotation and the faster the handover. Answer the following questions before contacting:
- Position and job description: what to do, which tasks, are skills or certificates required?
- Number and timeline: how many people are needed, one-time handover or in phases?
- Time: start date, expected end date, is extension possible?
- Work shifts: how many shifts, is there a night shift, expected overtime hours.
- Location and commuting: work address, is transportation provided, are meals included?
- Occupational safety: working environment, protective equipment, who provides training.
- Direct manager: the person who assigns tasks, the daily point of contact.
- How to finalize work hours: use a time attendance machine or paper timesheet, finalize monthly.
Common mistakes when hiring labor in Ho Chi Minh City
Only comparing prices without comparing what is included in the price. Two quotes at the same level of "one person per month" can be completely different in terms of insurance, allowances, overtime, and management fees. Be sure to convert them into the same breakdown table.
Do not mention peak periods. Many businesses only state the average quantity and forget the peak season; when urgent needs arise, the supply is already scarce.
Forget to agree on substitution methods. Sudden employee absences are common; contracts need to include a response time and the number of backup personnel.
Assign tasks outside the scope. The person provided for a specific position should work in that position; switching to a job with higher safety requirements requires a new agreement and additional training.
Ignore weekly reconciliation. Leaving it until the end of the month to reconcile work usually leads to disputes; confirming weekly only takes a few minutes.
Sample content for sending requests (can be copied)
Dear Nhân Kiệt, we need to supply [quantity] [work positions] at [address, district/ward] from [date] to [date], [number] shifts/day, with/without night shifts. Job: [short description]. Requirements: [health/skills]. Person in charge: [full name, phone number]. Please survey and provide a separate quotation.
Send this content via the Contact page or hotline 0901 557 456.
Typical implementation schedule (illustration)
| Phase | Main tasks |
|---|---|
| Day 1 | Send request, quick exchange |
| Day 2-3 | Survey, quotation |
| Day 3-5 | Negotiation, contract signing |
| From Day 5 onward | Selection, handover, training |
| End of the month | Finalize work, reconcile, confirm, payment, salary, insurance |
The table is for illustration only; actual time depends on quantity, skill level, and the requirements of each enterprise.
Frequently asked questions
How long does it take to hand over personnel for labor supply in Ho Chi Minh City? Time depends on quantity, skill level, and location. For urgent requests, Nhân Kiệt commits to support within 48 hours according to the information on the service page; the more specific the request, the faster the handover.
Who does the supplied worker sign a contract with? The worker signs a labor contract with the supply or leasing provider (Nhân Kiệt), receives salary and insurance through this unit; the client manages the work according to the service contract.
Who is responsible when an employee takes unexpected leave? The contract should clearly specify how to replace personnel and the response time. Nhân Kiệt coordinates to arrange a replacement according to the agreement in the contract.
Is it possible to hire temporary workers in Ho Chi Minh City for a short term? Yes. Businesses can hire on a seasonal, project-based, or monthly basis; specifically, for labor leasing, it is necessary to comply with the duration and job list according to regulations.
Submit a request for labor supply and leasing in Ho Chi Minh City
Businesses needing additional manpower can submit a request through the Labor Supply and Leasing page, or leave information at Contact. Hotline: 0901 557 456, email: hoanvu@nhankiet.vn.