Internal Labor Regulations Template (Word, PDF) – Free Download 2025

The internal labor regulations template is a form commonly used in businesses, agencies, and organizations. This set of forms is standardized according to regulations, helping users operate quickly, accurately, and with complete information.

Regulations on internal labor rules are particularly significant in labor management. They contribute to protecting the legitimate rights and interests of employees when participating in labor relations.

1. Overview of the internal labor regulations template

Based on the principles for issuing internal labor regulations, employers can draft their own internal labor regulations for their organization.

1.1 Definition of internal labor regulations

Internal labor regulations are written rules issued by the employer, including:

• General and specific rules of conduct for each type of labor or production area.

• Employee actions that violate labor discipline.

• Disciplinary measures for those who violate labor discipline.

1.2 Issuing principles

Internal labor regulations are unilaterally established by the employer, depending on the nature of each company. However, the internal labor regulations must not contradict labor laws. Additionally, before issuing the regulations, the employer must consult with the grassroots-level collective labor representative organization.

1.3 Is it mandatory to issue written internal labor regulations?

For businesses with 10 or more employees, the internal labor regulations must be issued in writing (according to Clause 1, Article 119 of the 2012 Labor Code). Units with fewer than 10 employees are not required to have written internal labor regulations. In this case, labor discipline is expressed through the employer’s lawful orders and requests.

2. Basic content in the internal labor regulations template

Internal labor regulations include the following basic content:

Working hours in the internal labor regulations template

• Regulations on daily and weekly work schedules.

• Break times, weekly days off, public holidays, and annual leave.

• Personal leave, number of overtime hours per day, week, month, and year.

• Refer to the template for working time regulations in businesses for more accurate information.

Order within the business, such as regulations on:

 Scope of work, movement, communication, and other requirements for maintaining general order.

Occupational safety and hygiene 

• Regulations on measures to ensure occupational safety and hygiene.

• Regulations to prevent occupational accidents and diseases.

• Rules and standards for occupational safety and hygiene…

Protection of the employer’s assets and business secrets

Regulations on the types of assets, documents, and data of the unit within the scope of assigned responsibility.

Violations of labor discipline and forms of disciplinary action 

• Regulations on violations, levels of violation, and forms of disciplinary action for labor discipline violations.

• Types of material liability, extent of damage, and methods of compensation.

Internal labor regulations are not only necessary for the business but also have practical significance for the employees themselves. Ensure that the regulations are communicated to employees and that the main contents are posted in necessary places at the workplace.

3. Guide on how to fill out the internal labor regulations template

Internal labor regulations are an important document that stipulates the rights, obligations, discipline, and policies in the labor relationship between the employer and employees. Creating and filling out the regulations completely and accurately helps businesses comply with the law, reduce the risk of disputes, and improve management efficiency.

Step 1: Preparation before filling out the regulations

Understand current labor laws

• The internal labor regulations must comply with the Labor Code and related guiding documents.
• Businesses with 10 or more employees are required to establish and register their internal regulations with the labor management agency.

Determine the scope of application

• All company employees, including contract workers and temporary staff.
• Clearly state which departments, divisions, or positions may have separate supplementary regulations (if necessary).

Prepare basic company information

• Company name, head office address, business registration number.
• Business lines, current number of employees.
• The legal representative who will sign the regulations.

Step 2: Fill in basic information in the template

Introduction

• Document title: “Internal Labor Regulations”.
• Legal basis: clearly state the relevant laws, decrees, or guiding circulars.
• Date of issuance and effective date.

Company information and scope of application

• Company name, head office, number of employees.
• Scope of application (all employees or specific departments).
• Person in charge of managing the regulations (HR or department head).

Step 3: Fill in detailed regulation clauses

The main contents required in the internal labor regulations:

Regulations on working hours and rest periods

• Official working hours, lunch break, shift start and end times.
• Regulations on overtime, working on holidays, and compensatory leave.

Regulations on annual leave, holidays, and sick leave

• Number of annual leave days, regulations for requesting and approving leave.
• Regulations on sick leave, maternity leave, personal leave, and public holidays as per the law.

Regulations on labor discipline

• Prohibited acts or violations of the regulations.
• Forms of disciplinary action: warning, reprimand, fine, contract termination.
• Procedures for handling violations, right to appeal.

Employee benefits and policies

• Salary, bonuses, allowances, benefits, social insurance, health insurance.
• Regulations on productivity bonuses, KPI bonuses, and holiday bonuses.
• Other support policies (business travel expenses, training support).

Occupational safety and environmental hygiene

• Provision of personal protective equipment, safety procedures.
• Regulations on hygiene, accident prevention, and incident handling.

Management of records and personal data

• Labor contract records, certificates, degrees, medical records (if any).
• Employee’s right to access and update their personal records.

Step 4: Review, sign, and announce the regulations

Review the entire content

• Ensure the clauses are clear and not contradictory.
• Consult the legal department or an HR expert if necessary.

Sign for approval

• The company’s legal representative signs and stamps the document.
• Department heads or employee representatives can sign for confirmation.

Announce the regulations

• Post in a visible place, send a copy to all employees.
• Store the original copy to present to management agencies when required.

4. Download free internal labor regulations template (Word, PDF)

Internal labor regulations are a crucial set of documents that help businesses establish a clear, transparent, and consistent working framework. They serve as the basis for personnel management, disciplinary actions, ensuring occupational safety, and maintaining internal culture. A standard, comprehensive internal labor regulations template updated according to the 2019 Labor Code will help businesses:

• Reduce the risk of labor disputes

• Standardize human resource management processes

• Enhance employee compliance awareness

• Create a professional and disciplined work environment

To support businesses, below is the latest Internal Labor Regulations template – concisely compiled, easy to apply, and customizable for each company model. Businesses can use it immediately to issue or as a basis for building their own regulations that are more suitable for their operational reality.

DOWNLOAD THE INTERNAL LABOR REGULATIONS TEMPLATE NOW WITH JUST 1 CLICK HERE

5. Frequently Asked Questions about the Internal Labor Regulations Template

Q1: Is it mandatory to use the provided internal labor regulations template?
No. Businesses are not required to use a fixed template. However, the regulations must fully meet the mandatory content requirements under Articles 118 and 119 of the 2019 Labor Code. Businesses can use the available template to save time, then edit it to fit their culture and specific operational characteristics.

Q2: Is the Word file editable?
Yes. The regulations file is in .docx format, so businesses can customize the layout, wording, add their own rules, or remove unsuitable sections. After editing, businesses need to review it to ensure compliance with current laws.

Q3: What is the most current version of the template?
The latest internal labor regulations template applies according to the 2019 Labor Code and accompanying decrees/circulars (especially Decree 145/2020/ND-CP). Therefore, the current template has been updated with the latest regulations for businesses to use immediately.

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