Step-by-step guide to completing the Social Insurance book loss report form in Vietnam under the latest regulations.
This guide is essential for employees who have lost their Social Insurance (SI) book. It provides clear instructions on how to fill out and submit the loss report form in compliance with Vietnam’s current laws.
Guide to Using the Social Insurance Loss Report Form
The Social Insurance Loss Report Form is an administrative document submitted by an individual or organization when a Social Insurance book (SI book) is lost. It is a key step in notifying the authorities and requesting a replacement from the competent Social Insurance agency. Using the correct form, providing complete information, and following the proper procedure helps speed up processing and protect the employee’s benefits.
An SI book can be lost for many reasons, and this form allows the agency to verify the case and issue a replacement. The guide below explains how to fill out the form and prepare the required documents.
When is the Social Insurance Loss Report Form Required?
The loss report form is required in several situations. Understanding which case applies helps you follow the correct process and avoid delays or errors during reissuance.
1. Loss Due to Personal Misplacement
The most common case is losing the SI book due to personal oversight, such as moving house, leaving it with someone, or improper storage. In this case, a direct declaration by the employee is sufficient and no police confirmation is required.
2. Loss Due to Natural Disasters or Force Majeure
If the SI book is destroyed by events such as floods, fires, or other emergencies, a confirmation from the local authority or police is required to validate the reason.
3. Loss Due to Theft or Accident
If the SI book is stolen or lost while commuting, a police report confirming the loss is mandatory.
4. Loss 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 with the reissuance.
Form Details and How to Complete Form TK1-TS
To report a lost SI book and request reissuance, the employee must complete Form TK1-TS, issued by Vietnam Social Security.
📥 Download the latest form here:
👉 Download Form TK1-TS here
Instructions for completing Form TK1-TS:
1. Section I – Participant Information
– Full Name: Write in capital letters with diacritics.
– Date of Birth / Gender / Nationality: Must match your 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 unless other information is being adjusted.
3. Section III – Changes or Updates
– Leave blank if no personal details are being changed.
4. Section IV – Attached Documents
– List the documents submitted: copy of ID, police report (if any), and employer confirmation (if applicable).
5. Signature
– Sign and write your full name clearly.
– If submitted by the employer, a company stamp and authorized signature are required.
How to Submit the Form and Required Documents
1. Submit to the 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 the file and issue a receipt with the return date.
2. Required Documents
– Completed Form TK1-TS
– Copy of ID card (bring the original for verification)
– Police confirmation (if applicable)
– Employer’s confirmation letter (if applicable)
3. Processing Time
Applications are typically processed within 10 business days from the date a complete file is received.
4. Notes
– Ensure all details on the form are accurate.
– Mention any previous reissuance.
– Do not send a representative without providing legal authorization.
Processing and Reissuance After Submitting the Report
1. Reissuance Procedure
Once the form is received, the Social Insurance Office will verify your identity, cross-check the data, and reprint the SI book. All original records are retained.
2. Fee
Reissuance due to loss is free of charge, unless optional express delivery is requested.
3. Time to Receive the New Book
The new book is typically issued within 10 working days. Status can be checked on the official Social Insurance website.
4. Check Application Status
Visit: https://baohiemxahoi.gov.vn → “Check Application” section.
Losing your Social Insurance book is never ideal, but knowing the correct steps and using the proper loss report form helps ensure that reissuance is not delayed. This article provides a complete guide on filling out the form, preparing the documents, 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 [email protected] 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).
