Occupational health reporting in 2026: what should businesses prepare?

Occupational health reporting is a periodic obligation of labor establishments in managing employee health. Businesses should prepare data using the correct form, deadline, and receiving authority. Proactive review helps reduce errors when the reporting deadline approaches.

According to current sources, labor establishments prepare the report under Appendix 8 issued together with Circular 19/2016/TT-BYT. The first half-year report is due before July 5 each year. The annual report must be submitted before January 10 of the following year.

Why is this report important?

An occupational health report is not just a routine administrative procedure. It is the basis for regulators to monitor working conditions and workers' health. For businesses, the report also reflects the level of compliance in HR management, safety and welfare.

Timely submission helps businesses reduce penalty risks and maintain consistent labor records.

Businesses often struggle when health, personnel, and occupational safety data sit across different departments. Without an early coordinator, figures may be missing, duplicated, or inconsistent. Therefore, the report should be prepared as a periodic internal control process.

Deadlines and receiving authorities to note

Under Circular 19/2016/TT-BYT, labor establishments submit reports to the competent health unit at the grassroots level. The available source states that first-half reports are submitted before July 5. Annual reports are submitted before January 10 of the following year.

In practice, businesses should not wait until the deadline to consolidate data. Records may require confirmation from human resources, safety teams, or partner health units. A clear internal timeline helps occupational health reporting proceed with fewer interruptions.

Find where to submit: 168 ward/commune Health Stations in HCMC

To help your business identify the correct receiving office, IAI Partner has compiled a list of 168 ward/commune Health Stations in HCMC with addresses, the report-receiving department, phone and email. Your business can quickly search by ward/commune or download the full list in Excel.

Note: the receiving office may change according to local guidance. Your business should call to confirm before submitting to avoid sending to the wrong place.

Items to review in Appendix 8

The source states that Appendix 8 contains nine groups of information to compile. These groups usually relate to general information, labor, risk factors, and health care activities. Businesses should compare each group with retained records before signing and submitting.

Information groups to prepare early

• Identification and scale information of the labor establishment
• Workforce status during the reporting period
• Harmful factors, occupational risks, and working conditions
• Periodic health examinations for employees
• Monitoring occupational diseases or related suspected cases
• First aid and emergency response for work accidents arising during the period
• Activities to improve working conditions at the workplace
• Records, vouchers, and documents supporting reported figures
• Responsible contact point for explanations requested by authorities

For businesses with multiple branches, data should be standardized from the beginning. Each unit should use the same internal template to avoid inconsistent interpretation. When figures are consolidated at headquarters, the responsible team can check completeness more easily.

Risks of late or incorrect submission

Available reference sources indicate that failing to report or reporting late may be sanctioned under Decree 12/2022/NĐ-CP. The penalty amount must be determined by the subject, circumstances, and rules applicable at the time of handling. Therefore, businesses should treat timely submission as a compliance priority.

The above are the monetary penalty brackets under Article 20. For an organization, the penalty equals twice (02×) the penalty for an individual (Article 6 of Decree 12/2022/ND-CP). The specific amount is determined by the subject and the situation at the time of handling.

Common mistakes

• Not setting a deadline reminder before July 5
• Workforce figures do not match personnel records
• Missing health examination documents or related records
• Submitting to the wrong receiving authority by locality
• Not retaining the submitted copy and proof of submission

An incorrect report creates more than penalty risk. Data discrepancies can also make explanations difficult during labor inspections or specialized reviews. The best approach is to retain source documents, approvers, and the date figures were finalized.

Recommended process for businesses

Corporate accounting service by IAI Partner recommends that your business prepare the report in clear steps. First, assign a person in charge and an internal completion schedule. Then data is collected, reconciled, approved, and the submission evidence is saved.

Quick implementation checklist

• Identify the reporting period and corresponding deadline
• Assign a contact point responsible for consolidating data
• Reconcile workforce figures with payroll and personnel records
• Check health examination records and related medical documents
• Retain the submitted copy, proof of submission, and final approver

If a business has never completed this report, it should start by listing existing records. This step clarifies which data is complete and which data needs supplementation. Once the record base is stable, later periods can be handled more quickly.

How does IAI Partner support businesses?

For small and medium businesses, tracking many reporting deadlines can create considerable pressure. With the business operations advisory service, IAI Partner helps review records, send deadline reminders and standardize data to fit your operations. The goal is to help your business reduce administrative errors and keep the compliance system tidy.

Need support? IAI Partner can assist with data review and report dossier preparation.

Source: IAI-Partner.com

Frequently asked questions

When is the first-half occupational health report submitted?

According to the available source, the first-half report is submitted before July 5 every year. Businesses should also check local receiving guidance before submission.

When must the annual report be submitted?

The available source states that the annual report is submitted before January 10 of the following year. Businesses should complete data reconciliation before the year-end holiday period.

Can late submission be penalized?

Penalty risk may arise under Decree 12/2022/NĐ-CP if a business fails to report or reports late. The specific penalty must be determined by the subject and actual circumstances.

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