07:47 | 23/07/2024

Procedure for Authentication of Copies of Documents and Papers Issued or Certified by Competent Authorities in Vietnam

Procedure for certification of copies from originals of documents issued or certified by competent authorities of Vietnam. Question from Ms. An in Hue.

Process for Certifying Copies from Original Documents Issued or Certified by Competent Authorities of Vietnam

According to Subsection 1, Section I, Part II of Administrative Procedures issued with Decision 1329/QD-BTP in 2020, the guidelines are as follows:

- The applicant must present the original document, which serves as the basis for certifying the copy, along with the copy to be certified.

- If the applicant only presents the original document, the authority or organization shall photocopy the original to execute the certification, except if the authority or organization lacks the means to photocopy.

- The individual certifying will check the original document, compare it with the copy, and if the copy's content matches the original, and if the original document does not fall under cases where originals are not valid for certifying copies, then proceed with the following steps:

+ Fully complete the certification statement for the copy from the original according to the prescribed form;+ Sign, print full name, affix the seal of the certifying authority or organization, and record it in the certification book.

For copies with two (02) or more pages, the certification statement is written on the last page. For copies with two (02) or more sheets, each sheet must be sealed.

Each certified copy from an original document, or multiple certified copies from an original document made at the same time, is given a certification number.

- The applicant receives the result at the place of submission.

On the time limit for processing:

Within the same day the authority or organization receives the request or the next working day if the request is received after 3 PM.

For cases requesting certification of copies from multiple types of original documents simultaneously; original documents with many pages; a large quantity of copies; or complex and difficult-to-verify content, making it impossible for the certifying authority or organization to meet the above-stated time limit, the certification time may be extended by no more than two (02) working days or longer based on a written agreement with the requester.

If the result is provided the next working day or if the time is extended, the receiving officer must issue a receipt specifying the time (hour, date) for the applicant to collect the result.

Process for certifying copies from original documents issued or certified by competent Vietnamese authorities

Process for certifying copies from original documents issued or certified by competent Vietnamese authorities

Necessary Documents for Certifying Copies from Original Documents Issued or Certified by Competent Authorities of Vietnam

According to Subsection 1, Section I, Part II of Administrative Procedures issued with Decision 1329/QD-BTP in 2020, the guidelines are as follows:

- The original document serving as the basis for certifying the copy and the copy to be certified.

If the applicant only presents the original document, the authority or organization shall photocopy the original to execute the certification, except if the authority or organization lacks the means to photocopy. The copy must include all pages with information from the original.

Fees and Requirements for Certifying Copies from Original Documents Issued or Certified by Competent Authorities of Vietnam

According to Subsection 1, Section I, Part II of Administrative Procedures issued with Decision 1329/QD-BTP in 2020, the guidelines are as follows:

On fees for certification:

- At Commune People's Committees, Justice Departments, Notary offices: 2,000 VND/page; from the third page onwards, 1,000 VND/page, with a maximum of 200,000 VND/document. Pages for fee calculation are based on the pages of the original.

- At representative agencies: 10 USD/document;

On requirements for certification:

The original document to be certified.

Original documents not valid for certifying copies:

+ Originals with erasures, corrections, additions, deletions of invalid contents.

+ Damaged, deteriorated originals that are unreadable.

+ Original documents bearing confidential stamps by competent authorities or without confidential stamps but expressly stating non-copying.

+ Originals with content against law, social morality; propaganda, incitement of war, against socialist policies of Vietnam; distorting Vietnam’s history; offending the honor, dignity, reputation of individuals or organizations; violating citizens’ rights.

+ Personal documents prepared by an individual without confirmation and seal of competent authorities or organizations.

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