Circular 12: Guidance on the method of recording the Adoption Register in Vietnam

Circular 12: Guidance on the method of recording the Adoption Register in Vietnam (Illustration)

According to Article 7 of Circular 12/2011/TT-BTP, the method for filling out the Adoption Register in Vietnam is specified as follows:

1. When registering an adoption case, the civil status justice official at the Commune People's Committee, the civil status officer of the Department of Justice, or the Consular Officer (hereinafter referred to as the executor) must personally record it in the Adoption Register and the adoption forms; the recorded content must be accurate; the handwriting must be clear, complete, without abbreviations, or erasures; written with the same type of good-quality black ink. In places where information technology is applied in civil status registration, the content needed in the adoption forms may be printed via computers.

2. The Adoption Register must be filled in continuously in the order of each page, no blanks are allowed, and a seal must be affixed from the first to the last page of the Register.

3. When starting a new Register according to the regulations in this Circular, the registration numbers must be recorded in chronological order, starting from number 01 until December 31 of that year; if the Register is exhausted before the end of the year, another Register must be used, and the number continued from the previous Register (see Example 1 below). If the year ends but the Register is not exhausted, the Register can be used for the following year, but the first registration case of the next year will start from number 01 (see Example 2 below).

4. The number recorded in the adoption forms is the number recorded at the top of the page of the Adoption Register, followed by the year of the adoption registration; the Register number is the number of the Register and the year the Adoption Register was opened.

Example 1: The Adoption Register in Ward X was opened in 2011, and in 2011, Ward X used 02 Adoption Registers. Mr. Nguyen Van A adopted child Nguyen Hai Anh and the adoption was registered at the end of 2011 with registration number 300, Register number 02. Therefore, in the "number/Register number" section of Mr. Nguyen Van A and child Nguyen Hai Anh's Adoption Certificate, it must clearly state:

"Number: 300/2011.

Register number: 02/2011”.

Example 2: The Adoption Register in Ward Y was opened in 2011 and only 25 cases were registered in 2011. The Register still had pages and was used for 2012 without opening a new Register. Mr. Nguyen Van B adopted child Nguyen Hai Ha, and it was the first case registered in 2012. Therefore, in the "number/Register number" section of Mr. Nguyen Van B and child Nguyen Hai Ha's Adoption Certificate, it must clearly state:

"Number: 01/2012.

Register number: 01/2011”.

5. The columns in the Register and the adoption forms must be filled out according to the usage instructions in the Adoption Register and this Circular.

6. While registering, if there are any mistakes due to the recording in the Adoption Register, the executor must directly cross out the incorrect part, not correct over the old text, and not erase it to rewrite. The column for notes on changes in the Adoption Register must clearly record the correction content; the full name, signature of the corrector, and the date of correction. The executor must affix a seal to the corrected part. If there are any mistakes in the adoption forms, the form must be canceled, and a new one written.

Arbitrary erasure, correction, or addition, causing misrepresentation of the recorded content in the Adoption Register or adoption forms, is strictly prohibited.

More details can be found in Circular 12/2011/TT-BTP, which comes into effect in Vietnam from August 15, 2011.

Thuy Tram

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