The Procedure for Registering Births with Foreign Elements at District Level in 2023
Procedures for Registering Birth with Foreign Elements at the District Level in 2023?
Based on Section 1, Part A, Administrative Procedures issued with Decision 528/QD-BTP of 2023, the guidelines for registering births with foreign elements at the district level in 2023 are as follows:
Step 1: The individual requesting the birth registration submits the application at the One-Stop Department/Public Administrative Center of the District People's Committee.
- If opting to submit the application online, the requester accesses the National Public Service Portal or the Provincial Public Service Portal, registers an account (if not already done), authenticates the user as per the instructions, logs into the system, and identifies the correct District People's Committee with jurisdiction.
- The individual submitting the birth registration online provides information according to the interactive electronic form for birth registration (provided on the Public Service Portal), attaches scanned copies or electronic versions of required documents; pays fees through the online payment function or other methods as stipulated by law, thereby completing the application submission.
Step 2: The staff receiving the application at the One-Stop Department is responsible for checking the accuracy, completeness, consistency, and validity of the application.
- If the application is complete and valid, it will be accepted.
After receiving the application in person, the staff at the One-Stop Department digitizes (scans and converts into electronic documents within the information system, database) and digitally signs the documents and the digitized administrative procedure dossier as prescribed.
- If the application is incomplete or invalid, the requester will be notified to supplement and complete the application, specifying the type of documents and content needed for completion.
If the requester does not supplement or complete the application, the head of the One-Stop Department will report and issue a notice rejecting the birth registration request.
Step 3: The civil status official verifies the application.
- If the application needs supplementation, completion, or does not meet resolution conditions and thus must be rejected, a notification about the application status will be sent to the One-Stop Department to inform the applicant.
- If it is necessary to verify, clarify, or for other reasons result in not being able to deliver results on the due date, the civil status official issues an apology slip and reschedules the result delivery date.
- If the application is complete, valid, and conformable, in the case of directly submitted birth registration applications, the civil status official records the information in the Birth Registration Book, updates the birth registration information in the shared electronic civil status management software, files the official record, and transfers information to the National Population Database (CSDLQGVDC) to retrieve the Personal Identification Number.
- In the case of online birth registration applications, the civil status official sends the electronic birth certificate form with full information to the requester via electronic mail or digital device.
Step 4: The requester is responsible for checking the accuracy and completeness of the information on the electronic birth certificate form and confirms it (within one day).
If the requester confirms that the information is accurate and complete or if there is no response within the specified timeframe, the civil status official proceeds to record the information in the Birth Registration Book, updates the birth registration details, and files the official record in the shared electronic civil status management software. If the parents choose Vietnamese citizenship for the child, the information will be transferred to CSDLQGVDC to retrieve the Personal Identification Number.
Step 5: After receiving the Personal Identification Number from CSDLQGVDC, the civil status official prints the birth certificate, presents it to the District People's Committee Leader for signature, and forwards it to the One-Stop Department to deliver the result to the requester.
The requester checks the information on the birth certificate, signs the Birth Registration Book, and receives the birth certificate.
What are the procedures for registering birth with foreign elements at the district level in 2023?
What Documents Are Required for Registering Birth with Foreign Elements?
Based on Section 1, Part A, Administrative Procedures issued with Decision 528/QD-BTP of 2023, the required documents for registering a birth with foreign elements include:
- Birth registration declaration as per form (if the requester opts to submit the application directly);
- Interactive electronic birth registration form (provided by the requester following instructions on the Public Service Portal if opting to submit the application online);
- The requester must submit/present (in person) or upload (online) the following documents:
* Required documents to submit:
(1) Birth certificate.
In the absence of a birth certificate, a witness statement confirming the birth is acceptable; if there is no witness statement, a sworn statement about the birth can be used instead.
For children born abroad, a birth certificate or other document issued by a foreign authority certifying the birth and mother-child relationship.
(2) Written agreement between parents regarding the choice of nationality for the child.
If either parent or both are foreigners, a written agreement on the child's nationality is required.
If the parents choose foreign nationality for the child, the agreement must also be accompanied by certification from the competent authority of that country confirming that the child's nationality complies with the law.
(3) Power of attorney (notarized) in accordance with legal provisions if the task of birth registration is delegated. If grandparents or other relatives register the birth, no power of attorney from the parents is required, but there must be an agreement with the parents on the registration content.
* Required documents to present:
- Passport, Identity Card, Citizen Identity Card, or other photo and personal information documents issued by a competent authority, still valid, proving the identity of the individual requesting the birth registration.
If personal information in these documents is already in CSDLQGVDC or the electronic civil status database (CSDLHTDT), auto-filled by the system, uploading (online) is not required.
- Documents proving residential information if the civil status registration authority cannot extract this information from the citizen's residence data.
If information about residential proofs has been extracted from the National Population Database by these means, no submission (in person) or upload (online) is required.
- Marriage certificate if parents are married. If marriage information of the parents is already in CSDLHTDT or CSDLQGVDC, no presentation (in person) or upload (online) is required.
- Documents proving the child’s legal entry into Vietnam and a confirmation letter from the competent public security agency about the child’s residence in Vietnam, if the child was born abroad, has a Vietnamese parent, or both parents are Vietnamese, and the birth was not registered abroad and the child now resides in Vietnam.
If the application is sent by postal service, certified copies of all required presentation documents must be included.
How Long is the Processing Time for Registering Birth with Foreign Elements at the District Level?
Based on Section 1, Part A, Administrative Procedures issued with Decision 528/QD-BTP of 2023, the processing time is specified as follows:
Processing time: On the same day the application is received; if received after 3 PM, results will be delivered the next working day.
The processing time for registering a birth with foreign elements at the district level is on the same day. If the application is received after 3 PM and cannot be processed immediately, the result will be delivered the next working day.
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