Circular 12: Guidelines on the Method of Recording in the Register of Adoption

Circular 12: Instructions on how to fill out the Adoption Registration Book (Illustration)

According to Article 7 of Circular 12/2011/TT-BTP, the method for filling out the Adoption Registration Book 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 Registration Book 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 Registration Book 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 Book.

3. When starting a new Book 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 Book is exhausted before the end of the year, another Book must be used, and the number continued from the previous Book (see Example 1 below). If the year ends but the Book is not exhausted, the Book 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 Registration Book, followed by the year of the adoption registration; the book number is the number of the book and the year the Adoption Registration Book was opened.

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

"Number: 300/2011.

Book number: 02/2011”.

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

"Number: 01/2012.

Book number: 01/2011”.

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

6. While registering, if there are any mistakes due to the recording in the Adoption Registration Book, 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 Registration Book 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 Registration Book or adoption forms, is strictly prohibited.

More details can be found in Circular 12/2011/TT-BTP, effective from August 15, 2011.

Thuy Tram

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