What documents are included in the dossier for commune-level death registration in Vietnam? What is the time limit for processing commune-level death registration procedures in Vietnam from April 10, 2023?
What documents are included in the dossier for commune-level death registration in Vietnam?
Pursuant to the provisions of subsection 5, Section B, Part I, administrative procedures promulgated together with Decision No. 528/QD-BTP in 2023, guiding the composition of the dossier for commune-level death registration as follows:
- A declaration of death registration according to the form (if the requester chooses to submit the dossier in person);
- An interactive electronic form of death registration (to be provided by the requester according to the instructions on the Public Service Portal, if the requester chooses to submit the application in the online form);
- Persons requesting death registration shall submit/present (in person) or upload (online form) the following documents:
* Documents to be submitted:
- A death notice or a replacement paper for a death notice issued by a competent authority.
- Papers, documents and evidences issued by a competent agency or organization or duly certified to prove the event of death, for the case of death registration for a person who has died a long time ago, without a death notice or a relevant paper.
- Power of attorney (certified) as prescribed by law in case of authorization to carry out death registration. In case the person responsible for death registration authorizes another person to perform the death registration, the authorized person is the grandfather, grandmother, father, mother, child, wife, husband, brother, sister or younger brother of the authorized person, the power of attorney does not have to be authenticated.
* Documents to be presented:
- Passport or People's Identity Card or Citizen's Identity Card or other papers with photos and personal information issued by a competent authority, valid for use to prove the identity of the person requesting death registration.
In case the personal information in these documents is already in the National Database, the electronic database, which is automatically filled in by the system, it is not required to upload it (in the online form);
- Papers proving the last place of residence of the deceased to determine the jurisdiction in case the civil status registration agency is unable to extract information about the citizen's place of residence.
In case the information on documents proving residence has been extracted from the National Population Database by these methods, the requester is not required to present (in direct form) or download up (in online form).
- In case the last place of residence of the deceased cannot be determined, a paper proving the place of death or the place where the dead person's body was discovered shall be presented.
In case the application is sent via the postal system, it must be enclosed with certified copies of the documents to be presented above.
What documents are included in the dossier for commune-level death registration in Vietnam? What is the time limit for processing commune-level death registration procedures in Vietnam from April 10, 2023?
What is the time limit for processing commune-level death registration procedures in Vietnam from April 10, 2023?
Pursuant to the provisions of subsection 5, Section B, Part I, administrative procedures promulgated together with Decision No. 528/QD-BTP in 2023 guiding the time limit for settlement of commune-level death registration procedures as follows:
Time limit for settlement: Right on the day of receiving the request, in case the application is received after 15 hours and cannot be resolved immediately, the result will be returned in the next working day.
According to that, the time limit for processing commune-level death registration procedures is within that day.
In case the application is received after 15 hours and cannot be resolved immediately, the result will be returned in the next working day.
What are the commune-level death registration procedures in Vietnam from April 10, 2023?
Pursuant to the provisions of subsection 5, Section B, Part I, Administrative procedures promulgated together with Decision No. 528/QD-BTP in 2023 stipulating the commune-level death registration procedures from April 10, 2023 as follows:
Step 1: Submit the application
(1) Direct submission form
Persons requesting death registration shall submit death registration dossiers at the one-stop section of competent commune-level People's Committees; pay fees if they are required to pay fees for death registration; pay the fee for issuance of a copy of the Death Certificate if there is a request for a copy of the Death Statement.
(2) Online submission form
Persons who require death registration can access the National Public Service Portal or the Provincial Public Service Portal, register an account (if they do not have an account), authenticate users according to the instructions, log in to the system, and properly identify the competent commune-level People's Committee.
Persons requesting online death registration provide information in an interactive electronic form for death registration (provided on the Public Service Portal), attaching photocopies or electronic copies of papers and documents according to the law; pay fees and charges through the online payment function or by other methods as prescribed by law, complete the application.
Step 2: The dossier-receiving officer at the One-single section is responsible for checking the accuracy, completeness, consistency and validity of the dossier.
(1) If the application is complete and valid, the application will be accepted
If the application is received after 15:00, there will be an appointment slip, return the results to the requester in the next working day or immediately send the appointment slip, return the results by email or send a text message to return the results by cell phone for the person in need; transfer the dossier to civil status civil servants for processing.
After receiving the dossiers in the form of direct submission, the dossier-receiving officers at the One-single section will digitize (copy, convert into electronic documents on the information system, database) and digitally sign documents and records for handling administrative procedures that have been digitized according to regulations.
(2) In case the dossier is incomplete or invalid, a notice shall be sent to the requester for supplementation or completion of the dossier, clearly stating the types of papers and contents to be supplemented so that the requester can supplement and complete the dossier. After the records are added, repeat step (i);
(3) In case the person requesting death registration fails to supplement or complete the dossier, he/she shall report it to the head of the one-single section with a notice of refusal to process the request for death registration.
Step 3: The judicial officer - civil status verifies the file
- In case the dossier needs to be supplemented or completed or is not eligible for settlement and must be rejected, a notice of the status of the application shall be sent to the One-single section to notify the applicant.
- In case it is necessary to check, verify, clarify or due to other reasons, the result cannot be returned on the scheduled time, the civil status officer shall make an apology slip and reschedule the result return date, in which: clearly state the reason for the delay in returning the results and the appointment time to return the results, transfer the One-single section to pay the requester (if the requester chooses to submit the application directly), or send an apology note and reschedule the return date by email or text message via mobile phone to the requester (if the requester chooses to submit the application online).
- If the application is found to be complete, valid and in accordance with regulations, in case the application for death registration is received in direct form, the judicial and civil status officials shall record in the death registration book, update the information on death registration and officially save it on the shared electronic civil status management and registration software.
- In case of receiving the application for death registration online, the judicial - civil status officer shall return the electronic death declaration extract form with complete information to the requester via email or digital device.
Step 4: The requester is responsible for checking the accuracy and completeness of the information on the electronic death declaration extract form and confirming it (maximum one day).
If the requester for certification of information has been agreed, completed or has no response after the time limit for requesting, the judicial - civil status officer shall record the contents in the death registration book, update information on death registration and officially save it on the shared electronic civil status management and registration software.
Step 5: The judicial officer - civil status prints the death declaration extract, submits it to the leader of the People's Committee for signature, and transfers the results to the one-single section to return the results to the requester.
Step 6: The person requesting death registration check the information on the Death Declaration Extract, in the Death Registration Book and sign in the Death Registration Book, receive the Death Declaration Extract.
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