Guidelines for Completing the Latest Civil Status Information Confirmation Request Form 2023. Where to Download the Latest Civil Status Information Confirmation Request Form?
What is the format of the latest civil status information confirmation form?
Based on the Template Request to Confirm Civil Status Information Form, Annex 1 issued together with Circular 03/2023/TT-BTP, the format of the latest civil status information confirmation request form is as follows:
Download the latest civil status information confirmation request form here
Guidance on how to fill out the latest 2023 civil status information confirmation request form? Where to download the latest civil status information confirmation request form? (Image from the Internet)
Guidance on filling out the latest civil status information confirmation request form?
In Annex 1 issued together with Circular 03/2023/TT-BTP, the guidance is as follows:
(1) Specify the name of the agency requesting the issuance of Civil Status Information Confirmation.
(2) Write the personal identification number or information about the type of identification document used (Citizen ID/Citizen Identity Card/Passport/Valid replacement documents); specify the number, date, month, year of issuance, and issuing authority; attach a copy (Example: Citizen ID number 001089123500 issued by Hanoi City Police on October 20, 2021).
In the case of requests from agencies or organizations, specify the name and documents of the legal representative;
(3) If requesting confirmation of one’s own civil status information, state “Self”; if requesting confirmation of another person’s civil status information, specify the relationship with the person being confirmed.
Example: Wife/Husband/Child/Acting based on authority;
(4) This section is for agencies or organizations requesting confirmation of civil status information;
(5) Specify fully the content, initial registration time; content, basis, and time of any changes or adjustments in civil status information up to the time of issuing the confirmation document. Example: Confirming information regarding marriage where the registration authority has authorized a change of surname, middle name, first name, correction of birth year of the wife or husband, or the divorce of both spouses.
(6) If the entity requesting civil status information confirmation is an agency or organization, affix the signature and seal of the agency or organization as per regulations.
(7) Specify the quantity requested.
(8) Specify the method of receiving results: directly/online/postal. If receiving results by post, the receiving address must be provided, along with payment of postal service fees.
Procedures for confirming civil status information at the electronic civil status database management agency?
Based on the provisions at Subsection 1, Section C, Part II of the Administrative Procedure Appendix issued together with Decision 528/QD-BTP of 2023, the procedures for confirming civil status information at the electronic civil status database management agency are as follows:
Step 1: Individuals requesting civil status information confirmation submit the application at the One-Stop Shop/Public Administration Center of the competent Electronic Civil Status Database management agency; pay fees as per legal regulations.
Step 2: The officer receiving the application at the One-Stop Shop is responsible for checking the accuracy, completeness, consistency, and validity of the application.
- If the application is complete and valid, accept the application, issue an Appointment Slip, and return the results to the requesting individual, while forwarding the application to the officials handling civil status tasks.
After receiving the application, the officer at the One-Stop Shop digitizes and digitally signs the documents according to the prescribed procedures.
- If the application is incomplete or invalid, notify the requester to supplement and complete the application.
- If the requester cannot supplement or complete the application, report to the One-Stop Shop Manager to notify the rejection of the civil status information confirmation request.
Step 3: The civil status officer reviews the application.
- If the application requires supplementation or is not eligible for processing, a notification regarding the status of the application is sent to the One-Stop Shop for notification to the applicant;
- If verification or further clarification is needed, or for other reasons that prevent timely result issuance, the civil status official drafts an apology note and sets a new result issuance date, sending it to the One-Stop Shop for delivery to the requester.
If verification is necessary, the civil status official reports to the head of the Electronic Civil Status Database management agency, who then requests relevant agencies, such as the police, to verify the details. Should the verification yield no information or inconsistent information compared to the requester’s documents, the request for civil status information confirmation will be denied.
For personal civil status information confirmation requests, if the individual's civil status information shows no changes, the civil status official reports to the head not to issue a Civil Status Information Confirmation but to guide the requester in obtaining a birth certificate copy or relevant civil status extract, except when a competent agency or organization requests the confirmation for matters related to the individual.
- If the application is complete, valid, and the information in the Electronic Civil Status Database matches the confirmation request, the civil status official prints the Civil Status Information Confirmation document, submits it to the head for signing, and forwards it to the One-Stop Shop for issuance to the requester.
Step 4: The requester receives the result as a Civil Status Information Confirmation document.
Resolution Time: 03 days. If verification is required, the resolution time may extend but not exceed 10 working days.
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