Procedures for Birth Registration for a Child After Annulment of Household Registration Book in Vietnam in 2023
Appilcation for Birth Registration for a Child After Annulment of Household Registration Book in Vietnam in 2023
According to Subsection 1, Section B, Part I of Administrative Procedures issued under Decision 528/QD-BTP in 2023, the following documents are required for birth registration of a child after the annulment of the household registration book:
- Birth registration form as per the template (if the requester chooses to submit the application directly);
- Interactive electronic birth registration form (provided by the requester with information as guided on the Public Service Portal, if the requester chooses to submit the application online);
- The requester must submit/present (direct submission) or upload (online submission) the following documents:
Including:
Documents to be submitted:
- Original Birth Certificate; in the absence of a Birth Certificate, a witness’s statement confirming the birth must be submitted; if no witness is available, an affidavit of the birth must be provided.
- In the case where the child is abandoned, a report on the abandoned child established by a competent authority is required.
- In the case of birth registration for a child born through surrogacy, a confirmation from the medical facility that performed the assisted reproductive techniques is required.
- A certified power of attorney if the birth registration is delegated.
Documents to be presented:
- Passport or Identity Card or Citizen Identification Card or other documents with a photograph and personal information issued by a competent authority, valid for confirmation of the person’s identity requesting the birth registration. If this personal information is already in the Vietnam National Database on Population, Electronic Civil Status Database, it is not required to be uploaded (if submitted online);
- Documents proving residency in case the civil registration authority cannot obtain residency information of the citizen. If residency proof has been obtained from the National Database on Population, the requester does not need to present (direct submission) or upload (online submission).
- Marriage Certificate if the parents are married. If the marriage information of the parents is already available in Electronic Civil Status Database or Vietnam National Database on Population, it is not required to present (direct submission) or upload (online submission).
If the application is sent by post, certified copies of the documents required to be presented must be enclosed.
Notes:
- For documents submitted or presented if the requester submits the application directly:
+ The receiver is responsible for checking, comparing with the information in the form, capturing or recording information to file and return to the presenter without requiring a copy or photocopy of the document.
+ The requester can submit either certified copies from original documents or copies issued from the registry or photocopies with the original for comparison. If photocopies are submitted along with the original documents, the receiver must check, compare the photocopies with the original documents, and confirm without requiring the requester to submit further copies.
+ The receiver is responsible for properly and fully receiving the birth registration documents as per civil status regulations, without requiring additional documents not stipulated by civil status law.
- For documents attached if the requester submits the application online:
+ Scanned or pho documents must ensure clarity, completeness, and full content, taken by camera, phone, or scanned by electronic devices, from legitimate and valid documents.
+ If electronic copies or civil status e-documents are already available, the requester may use these electronic versions.
+ When collecting the birth registration results (Birth Certificate/copy of Birth Certificate) at the civil registration authority, the requester must submit the original Birth Certificate, present identity documents, and the original Marriage Certificate (if the parents are married and the marriage information is not in Vietnam National Database on Population, Electronic Civil Status Database).
- Documents issued by foreign competent authorities for use in civil registration in Vietnam must be legalized unless exempted by international treaties to which Vietnam is a party.
- If the requester cannot provide the specified documents or if the submitted documents are altered, forged, the competent civil registration authority may cancel the birth registration outcome.
- If the person registering the birth for the child is a grandparent or other relatives, no power of attorney from the parents is required but must be agreed upon with the parents regarding the birth registration details.
- Regarding the determination of surname, ethnicity, birthplace, and naming of the child:
+ The determination of the child’s surname, ethnicity, and name must comply with laws, maintain national identity, traditions, and good customs of Vietnam; names should not be too long or difficult to use.
+ If parents cannot agree on the child’s surname, ethnicity, and birthplace during birth registration, these details are determined according to customs but must align with either parent's surname, ethnicity, and birthplace.
- Where the requester is allowed to make an affidavit about the civil status registration details, the civil registration authority must clearly explain the responsibility and legal consequences of false statements.
The civil registration authority will refuse applications or request the competent authority to cancel the registration result if false affidavits are confirmed.
Procedures for Birth Registration for a Child After Annulment of Household Registration Book in Vietnam in 2023
Procedures for Birth Registration Procedure at Commune Level after the Annulment of Household Registration Book in Vietnam from April 10, 2023
According to Subsection 1, Section B, Part I of Administrative Procedures issued under Decision 528/QD-BTP in 2023, the birth registration process at the commune-level People's Committee is as follows:
Step 1: Submit the application
- If the citizen chooses to submit the application directly, the requester submits the birth registration application at the single-window service section of the competent commune-level People's Committee, pay the fee if required, and pay for the issuance of Birth Certificate copy if requested.
- If the citizen chooses to submit the application online, the requester accesses the national public service portal or provincial public service portal, registers an account (if not already registered), verifies the user according to instructions, logs into the system, and identifies the competent commune-level People's Committee.
- The online birth registration requester provides information according to the interactive electronic form (available on the public service portal), attaches scanned copies or electronic copies of required documents, and pays fees through online payment or other methods as per legal regulations, completing the application submission.
Step 2: Officials at the single-window service section are responsible for checking the accuracy, completeness, consistency, and validity of the application.
(1) If the application is complete and valid, receive the application; if received after 3 pm, issue a receipt and return results to the requester the next working day (if submitted personally) or send the receipt and return results via email or text message (if submitted online); forward the application for civil registration processing.
After receiving the application by direct submission, officials at the single-window service section digitize (scan, convert to electronic documents) and digitally sign the digitized administrative procedure files as required.
(2) If the application is incomplete or invalid, inform the requester to supplement and complete the application, specifying the documents and content to be supplemented. Once the application is supplemented, repeat step (i);
(3) If the requester cannot complete the application, report it to the Head of the single-window service section to issue a notice of denial of the birth registration request.
Step 3: Civil status officials review the application (reviewing the consistency and validity of the information in the application, documents submitted, presented, or attached).
+ If the application requires supplementation or does not meet the requirements, issue a notice of application status to the single-window service section for the requester – repeat step (ii) or (iii);
+ If further verification or other reasons delay the results, the responsible civil registration official issues an apology slip and reschedules the result delivery, stating the reason for the delay and the new result delivery date, and forwards this to the single-window service section for the requester (if submitted personally) or sends an apology slip and reschedule notice via email or text message (if submitted online).
+ If the application is complete, valid, and conformable, if the birth registration application is accepted by direct submission, the civil registration official records it in the Birth Registration Book, updates the birth registration information on the common electronic civil registration management software, officially files it, and forwards the information to Vietnam National Database on Population to obtain the personal identification number.
If the birth registration application is accepted online, the civil registration official returns the electronic birth certificate form with complete information to the requester via email or digital device.
The requester is responsible for verifying the accuracy and completeness of the information on the electronic birth certificate form and confirming within one day.
If the requester confirms the information is accurate or does not respond by the deadline, the civil registration official records the information in the Birth Registration Book, updates it on the common electronic civil registration management software, officially files it, and forwards the information to Vietnam National Database on Population to obtain the personal identification number.
Step 4: After Vietnam National Database on Population returns the personal identification number, the civil registration official prints the Birth Certificate, submits it to the commune-level People's Committee Leader for signature, and forwards it to the single-window service section for result delivery.
Step 5: The requester checks the information on the Birth Certificate, signs the Birth Registration Book, and receives the Birth Certificate.
Notes:
- The parents must register the birth within 60 days from the child’s birth; if the parents cannot do so, grandparents or other relatives, or individuals and organizations raising the child must register the birth.
- In the case of abandoned children, upon receiving a notice, the Chairman of the commune-level People's Committee or the Head of the commune-level police must organize the drafting of the report on the abandoned child.
After drafting the report, the commune-level People's Committee must post a notice at the committee’s office for seven consecutive days about the abandoned child. When this period expires without information on the biological parents, the commune-level People's Committee informs the individual or organization temporarily raising the child to proceed with birth registration.
- If the child’s father is not determined, the child’s surname, ethnicity, birthplace, nationality are determined according to the mother; the father section remains blank. If the father requests paternity acknowledgment during birth registration, the procedures for acknowledgment and birth registration are combined.
- If the mother is not determined and the father requests paternity acknowledgment during birth registration, the birth registration is combined with acknowledgment; the mother section remains blank.
- If the child is neither abandoned nor the biological parents determined, the procedure is similar to registering an abandoned child, but the civil records state "Child’s parents not determined."
What is the Fee for Birth Registration Procedures?
According to Subsection 1, Section B, Part I of Administrative Procedures issued under Decision 528/QD-BTP in 2023, the fee for birth registration procedures includes:
- For late birth registration: Specific fees are determined by the People's Council of provinces, cities under central authority.
- Fee exemption for timely birth registration, persons from families with meritorious services to the revolution, poor households, and people with disabilities.
- Fee for issuing Birth Certificate copies (if requested) follows regulations in Circular 281/2016/TT-BTC dated November 14, 2016, by the Ministry of Finance.
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