Step-by-step guide to using the social insurance loss report form in Vietnam, following the latest legal procedures.
This guide to using the social insurance loss report form is essential for employees who have lost their social insurance book. It provides clear instructions and procedures on how to complete and submit the loss report form in compliance with Vietnam’s current regulations.
Guide to Using the Social Insurance Loss Report Form
The Social Insurance Loss Report Form is an administrative document issued by individuals or organizations in the event of a lost social insurance book (SI book). This form is a critical part of the procedure to notify the authorities and request a replacement from the competent social insurance agency. Using the correct form, filling in complete information, and submitting the file in accordance with the proper procedure helps expedite processing and safeguard the employee’s benefits.
Loss of the SI book can happen for various reasons, and this form helps the agency verify and initiate the necessary steps to issue a replacement. This guide provides detailed instructions for filling out the form and submitting the required documents.
When is the Social Insurance Loss Report Form Required?
Submitting the loss report form is necessary in several scenarios. Understanding the applicable cases helps determine the correct process and avoids delays or mistakes during reissuance.
1. Lost Due to Personal Misplacement:
The most common case is losing the SI book due to personal carelessness such as moving house, leaving it with someone, or improper storage. In this case, a direct declaration by the employee is sufficient—no police confirmation required.
2. Lost Due to Natural Disasters or Force Majeure:
If the SI book is destroyed due to disasters like floods, fires, or emergencies, a confirmation from the local authority or police is required to validate the reason.
3. Lost Due to Theft or Accident:
If the SI book was stolen or lost while commuting, a police report confirming the loss is mandatory.
4. Lost Due to Employer’s Mistake:
If the employer loses the employee’s SI book while holding it for administrative purposes, the company must issue a confirmation letter accepting responsibility and assist in reissuing the book.
Form Details and How to Fill Out Form TK1-TS
To report a lost SI book and request reissuance, the employee must fill out Form TK1-TS—issued by the Vietnam Social Security agency.
📥 Download the latest form here:
👉Download form TK1-TS here
Instructions for completing TK1-TS:
1. Section I – Participant Information:
– Full Name: Use capital letters with accents.
– Date of Birth / Gender / Nationality: Match ID or birth certificate.
– SI Number: Fill in if known.
– ID Card / Passport Number: Must be accurate.
– Residential Address: Permanent or temporary address.
2. Section II – Request Details:
– Tick the box for “Reissue due to loss”.
– Do not tick other boxes if not adjusting other information.
3. Section III – Changes or Updates:
– Leave blank if no personal details are being changed.
4. Section IV – Attached Documents:
– List documents submitted: copy of ID, police report (if any), employer confirmation (if applicable).
5. Signature:
– Sign and write your name clearly.
– If submitted by the employer, a company stamp and authorized signature is required.
Procedure for Submitting the Form and Documents
1. Submit to Local Social Insurance Agency:
Submit your application to the district or city Social Insurance Office where you reside or participate in SI. Staff will review and issue a receipt with return date.
2. Required Documents:
– Completed TK1-TS form
– Copy of ID card (with original for verification)
– Police confirmation (if applicable)
– Employer’s confirmation letter (if applicable)
3. Processing Time:
Normally processed within 10 business days from the date a complete application is received.
4. Notes:
– Ensure all form details are correct.
– Mention if a reissuance has been made before.
– Avoid sending someone else unless you provide legal authorization.
Processing and Reissuance After Report Submission
1. Reissuance Procedure:
After receiving the form, the Social Insurance Office will verify your identity, cross-check data, and reprint the SI book. All original data is retained.
2. Fee:
Reissuance due to loss is free of charge, unless optional express delivery is requested.
3. Time to Receive New Book:
It typically takes 10 working days. Status can be checked on the official SI website.
4. Check Application Status:
Visit: https://baohiemxahoi.gov.vn → “Check Application” section.
Losing your social insurance book is never ideal. However, knowing the correct steps and using the appropriate loss report form ensures that your reissuance is not delayed. This article provides a full guide on filling out the form, preparing the documentation, and submitting the request. For further support, contact your local Social Insurance Office or a professional accounting service.
For any inquiries, contact Wacontre Accounting Services via Hotline: (028) 3820 1213 or email info@wacontre.com for prompt assistance. With a team of experienced professionals, Wacontre is committed to providing dedicated and efficient service. (For Japanese clients, please contact Hotline: (050) 5534 5505).
