Decree 30/2020/ND-CP is effective from March 05, 2020. This Decree has made numerous changes regarding the format and techniques of drafting administrative documents in Vietnam compared to previous regulations. Specifically, the changes are outlined in the article below.
Article table of contents
Important changes in format and document presentation techniques from March 5, 2020 in Vietnam (Illustration image)
Files of the latest document templates, appendices, and document copies from March 05, 2020 in Vietnam
1. Regarding document font
According to the previous regulation in Circular 01/2011/TT-BNV, the font used to present documents on computers is a Vietnamese font of the Unicode character set according to the Vietnam Standard TCVN 6909:2001. However, since the Decree 30/2020/ND-CP took effect (March 05, 2020), the font used must be the Vietnamese Times New Roman font, Unicode character set according to the Vietnam Standard TCVN 6909:2001, in black color.
Thus, from March 05, 2020, administrative documents must universally use the Times New Roman font in black color.
2. Regarding paper size
Previously, Circular 01 stipulated that administrative documents should be presented on A4 paper size (210 mm x 297 mm). Documents such as introduction letters, receipt slips, delivery notes, and transfer notes were presented on A5 paper size (148 mm x 210 mm) or preprinted A5 size paper.
However, from March 05, 2020, according to Decree 30/2020/ND-CP, all types of administrative documents will only use A4 paper size (210 mm x 297 mm).
Documents are presented lengthwise on A4 size paper. In cases where the document content includes tables and charts that are not made into separate appendices, the document can be presented widthwise.
3. Regarding document page numbers
According to Decree 30/2020/ND-CP, document pages are numbered from page 1, in Arabic numerals, font size 13 to 14, upright font style, centered horizontally in the upper margin of the document, and the first page number is not displayed.
Previously, Circular 01/2011/TT-BNV stipulated that page numbers were presented at the bottom right corner of the page (footer) in Arabic numerals, font size 13-14, upright font style, and the first-page number was not displayed. Page numbers of appendices were separately numbered for each appendix.
4. Regarding the name of the issuing agency or organization
According to Decree 30/2020/ND-CP, the name of the issuing agency or organization must be the full official name of the agency, organization, or state title of the person authorized to issue the document. The name of the issuing agency includes the name of the issuing entity and the name of the direct supervisory entity (if any).
For the name of the direct supervisory entity in local documents, the name includes the province, centrally controlled city, or district, district-level town, province-level city, centrally controlled city-level town, or commune, ward, commune-level town where the issuing agency is located. The name of the direct supervisory entity may abbreviate common terms.
Previously, Circular 01 stipulated that for Ministries, Ministry-equivalent agencies, agencies under the Government of Vietnam; The Office of the National Assembly; the Ethnic Council, Committees of the National Assembly or the People’s Council and the People’s Committee at all levels; the Office of Delegates to the National Assembly of provinces and centrally-controlled cities; State economic corporations, General Companies 91, the supervisory agency’s name was not recorded.
Thus, from March 05, 2020, administrative documents must record the name of the supervisory agency in all cases.
5. Regarding the legal basis for issuing documents
According to Decree 30/2020/ND-CP, one of the contents of administrative documents is the legal basis for issuing documents. The legal basis for issuing documents includes documents that stipulate the authority, functions, tasks of the issuing agency, and documents that stipulate the content and basis for issuing the document. The legal basis for issuing the document is fully recorded with the type of document, number, symbol, issuing agency, date of issuance, and summary of document content (except for Laws and Ordinances which do not require the number, symbol, or issuing agency).
The legal basis for issuing the document is presented in lowercase letters, italic font style, font size from 13 to 14, presented under the document's type and summary content; after each basis, a new line is started, with a semicolon (;) at the end of each line, and the last line ends with a period (.).
Previously, according to Circular 01, depending on the type and content, documents might have a legal basis for issuance, but it was not mandatory like under Decree 30/2020/ND-CP.
6. Regarding document elements
According to Decree 30/2020/ND-CP, the elements of administrative documents include the following main components:
+ National Emblem and Motto. (Previously, Circular 01/2011/TT-BNV did not stipulate the Motto)
+ Name of the issuing agency or organization.
+ Document number and symbol.
+ Place and date of issuance.
+ Document type and summary content.
+ Document content.
+ Position, full name, and signature of the authorized person.
+ Seal, digital signature of the agency, organization. (Previously, Circular 01/2011/TT-BNV did not stipulate the digital signature of the agency or organization)
+ Recipients.
Additionally, documents may include other components such as: Appendices; confidentiality levels, urgency levels, directions for circulation; the identifier of the document drafter and number of copies released; agency/organization address; email; website; phone number; fax number (previously, there was also a Telex number inclusion).
7. Regarding abbreviations of certain document types
Compared to the previous regulations in Circular 01/2011/TT-BNV, Decree 30/2020/ND-CP has changes in abbreviating certain document types, specifically:
| Abbreviated as per Circular 01 | Abbreviated as per Decree 30 | |
| Memorandum | GN | BGN |
| Agreement | TTh | BTT |
| Authorization Letter | UQ | GUQ |
| Introduction Letter | GT | GGT |
| Leave Form | NP | GNP |
| Notification Form | PB |
8. Regarding capitalization rules
Decree 30/2020/ND-CP also has some new points compared to previous regulations, specifically:
+ Capitalization due to sentence usage: Capitalize the first letter of the first syllable of a complete sentence: After a period (.); after a question mark (?); after an exclamation mark (!) and when starting a new line. (Previously, Circular 01/2011/TT-BNV also stipulated capitalization of the first letter of the first syllable of a complete sentence after ellipses (...); after a colon (:); after a colon in quotation marks (: “...”); capitalization of the first letter of the first syllable of a clause after a semicolon (;) and a comma (,) when starting a new line.)
+ Special capitalization cases: Hanoi Capital, Ho Chi Minh City.(Previously, according to Circular 01/2011/TT-BNV, there was only Hanoi Capital.)
+ Nouns under special cases: The People, The State. (Previously Circular 01/2011/TT-BNV did not stipulate capitalization for these cases)
+ Names of holidays: Capitalize the first letter of the first syllable forming the name. For example: Lunar New Year (Tet Nguyen dan), Dragon Boat Festival (Tet Doan ngo), Mid-Autumn Festival (Tet Trung thu). Capitalize "Tet" in cases replacing Lunar New Year (Tet Nguyen dan). (Previously, Circular 01/2011/TT-BNV also stipulated capitalization for the names of holidays like Spring Festival (Tiet Lap xuan); Severe Cold Festival (Tiet Dai han).)
+ Remove the rule of capitalization for names of religions, religious sects, and names of religious holidays.
Nguyen Trinh
