What is issuance of copies of civil status extracts in Vietnam? What is implementation of confirmation of civil status information of individuals in Vietnam?

What is issuance of copies of civil status extracts in Vietnam?

In Article 7 of Circular 01/2022/TT-BTP, there are regulations on issuance of copies of civil status extracts as follows:

1. The person requesting the grant of a copy of the civil status extract or a copy of the birth certificate is responsible for fully and accurately providing necessary information, including: name of civil status papers; number, date, month and year of registration, the agency that has registered the civil status work.

2. In case of failure to provide sufficient information mentioned in Clause 1

For this, the requester must provide basic information in the registered civil status papers to have a basis for searching.

For example: - If you request a copy of the Marriage Extract but cannot provide the marriage certificate number, date, month and year of marriage registration, you must provide information about your family name, middle name, first name, date, month and year of birth of husband and wife.

- If an applicant for a copy of the birth certificate cannot provide the birth certificate number, date, month and year of birth registration, the applicant's surname, middle name, first name, date of birth, month and year of birth must be provided; surname, middle name, first name, date, month and year of birth of the father and mother of the person being born.

3. In case the requester for issuance of a copy of civil status extract or copy of birth certificate fails to provide sufficient information or provides inaccurate information and cannot search the information, the civil status registration authority shall refuse to settle.

Confirmation of civil status information of individuals in Vietnam

In Article 8 of Circular 01/2022/TT-BTP, there are regulations on confirmation of civil status information of individuals as follows:

1. Competent civil status registration and management agencies as prescribed in Clause

2 Article 13 of Decree No. 87/2020/ND-CP, based on the electronic civil status database, civil status book and civil status registration dossier, issue a document certifying civil status information to the individual who requests in the following cases:

a) Certifying information about a civil status work of an individual who has already registered, but the registration contents have changed due to the permission of a competent State agency to change, correct or supplement civil status information; civil status information, ethnicity re-determination, recording in the civil status book the civil status of Vietnamese citizens has been settled at a foreign competent agency, recording in the civil status book the change of civil status of an individual according to judgments and decisions of competent state agencies.

For example: - Confirmation of information about marriage that the competent civil status registration agency has allowed to change the surname, middle name, first name, correct the year of birth of the wife or husband or two wives husband is divorced.

- Confirmation of birth information of an individual whose ethnicity has been redefined or whose Vietnamese nationality has been withdrawn.

If an individual's civil status information does not change, the civil status registration and management agency shall not issue a document certifying civil status information or guide the requester to carry out procedures for issuance of a copy of the birth certificate or a copy of the civil status information, copies of relevant civil status extracts, except for cases where competent agencies or organizations request the issuance of written certifications to settle cases related to individuals.

b) Confirmation of various civil status information of individuals.

For example: - Confirming all civil status information of an individual, including: information on birth registration; marriage registration; change, correct civil status, redefine ethnicity; accept father, mother, child; guardian; death death...

- Confirming information about a number of civil status affairs that have been registered such as: information on birth registration; register to receive father, mother and child; identify father, mother, child; adoption; information about marriage, recorded in the civil status book of the marriage...

c) Confirmation of an individual's information in civil status papers is inconsistent, civil status correction has not been made, is not in the case specified in Clause 1, Article 4 and has not been recorded in electronic civil status data. personal death as prescribed in Article 11 of this Circular.

For example: - An individual whose birth certificate is Tran Van Q, born in 1963; The marriage certificate says Tran Manh Q, born in 1963;

- The individual has a birth certificate stating Le Manh A, born in 1951; Extract from the death certificate records Le Hoang A, born in 1952.

d) The requester must enclose photocopies or electronic copies of relevant papers and documents to prove civil status information. In case verification is required, the civil status registration and management agency receiving the request shall send a written request to the police and other relevant agencies for verification according to the provisions of Clause 3, Article 13 of Decree No. 87 2020/ND-CP. In case the verification results do not contain information or the information is inconsistent with the papers provided by the requester, the document certifying civil status information shall be refused.

dd) The written certification of civil status information at the request of the individual must clearly state the contents and the time of initial registration; contents, grounds and time for making changes and adjustments to civil status information up to the time of issuance of written certifications.

2. Civil status registration and management agencies shall, based on the electronic civil status database, civil status books, civil status registration dossiers and functions of the requesting agency or organization, issue a written civil status information to agencies or organizations in the following cases:

a) Certifying information about a civil status or a number of civil status affairs of a registered individual.

For example: - Confirming the birth registration information of Mr. Nguyen Van A;

- Confirmation of information: birth registration, recording in civil status changes according to judgments and decisions of competent state agencies (divorce judgment/Decision, determination of paternity, determination of paternity, decision on renunciation of Vietnamese nationality...);

- Confirm all civil status information of the individual (including all information about the civil status of the individual from birth, marriage, to death registration,..., kept in the electronic civil status database).

b) Confirming civil status information of many different individuals.

For example: - Confirm the birth registration information of all children of a couple;

- Confirmation of birth registration information of cases born in 2020, residing in Ward A.

c) Based on the requested content and functions of the agency or organization requesting civil status information certification, a written certification of civil status information may clearly and fully state the contents and time of initial registration; contents, grounds and time for making changes or adjustments to information until the time of issuing a written certification or only confirming information about civil status registration (number, time, registration agency) or confirm the registered civil status statistics.

For example: - In case of request for certification of civil status information of an individual serving investigation, verification and procedure activities of investigating agencies, civil status registration and management agencies, based on their functions and At the request of the requesting agency, it may issue a document certifying all civil status information of the registered individual, clearly stating the full content, time, initial registration agency and other relevant information of change, adjustment to the time of confirmation;

- In case of confirmation of information about Mr. Nguyen Van A's marriage registration serving the examination and settlement of divorce or other civil disputes of the procedural authorities, the written certification of civil status information only confirm that Mr. Nguyen Van A has registered his marriage, information about the marriage certificate number, time, and registration agency;

- In case of certification of information serving the examination and assessment of student enrollment rates at the request of the school or education management agency, depending on the request, a written certification of civil status information may be required to provide statistics on the number of children by place of residence, year of birth, or provide a list of children with information on birth registration (birth certificate number, time, registration agency). 

3. The certification of civil status information at the request of organizations and individuals must ensure compliance with legal regulations on protection of private life, personal secrets, family secrets, honor and reputation of individuals. 

4. A document certifying civil status information of an individual as prescribed at Points a, b, c, Clause 1 of this Article has the same validity as civil status papers and is used to prove civil status information when the individual performs carry out administrative procedures or participate in other civil transactions as prescribed by law.

Electronic civil status papers, interactive electronic civil status forms in Vietnam

In Article 9 of Circular 01/2022/TT-BTP, there are regulations on electronic civil status papers, interactive electronic civil status forms in Vietnam as follows:

1. Issued together with this Circular:

a) Contents of electronic civil status papers; written certification of civil status information; Death certificate (Appendix 1);

b) Contents of integrated interactive electronic civil status forms, serving online civil status registration ( Appendix 2).

2. The legal value of electronic copies of civil status papers shall comply with the provisions of Clause 6, Article 12 of Decree No. 87/2020/ND-CP and the following instructions:

a) Electronic civil status papers have the same validity as paper civil status papers in online transactions and administrative procedures; valid to replace paper civil status papers when carrying out civil status registration procedures directly at civil status registration offices.

b) The QRcode code on the electronic civil status document is the Internet address that leads to the data and image format of the corresponding civil status document in the electronic civil status database, which is valuable for providing information on civil status, validity and detailed information of civil status papers in the electronic civil status database.

c) Individuals, agencies and organizations when receiving electronic copies of civil status papers submitted and presented by civil status registration applicants may check the accuracy, expiry date and updated information of civil status registration documents of civil status papers through QRCode on the electronic version of such document.

Best Regards!