How to Fill Out Birth Certificates and Birth Registration Books Effective from July 16, 2020

How to record Birth Certificates, Birth Registration Books applied from July 16, 2020 (illustration)

To be specific, Article 31 of Circular 04/2020/TT-BTP provides detailed guidance on how to record Birth Certificates and Birth Registration Books as follows:

1. The surname, middle name, and given name of the person being registered must be written in uppercase letters, with diacritics.

2. The date of birth of the person being registered should be written in both numerical and textual form.

3. The Place of Birth section should be recorded as follows:

- If the child is born at a hospital, maternity home, medical station, or any other medical facility (hereinafter referred to as a medical facility), the name of the medical facility and its address should be recorded.

- If the child is born outside a medical facility, including births at home, in vehicles, on the way, in temporary detention centers, prisons, or at other locations, the actual administrative location where the child is born should be recorded (provide all 3 levels of administrative units).

- If the child is born abroad, the Place of Birth should state the city and country where the child was born; if born in a federal country, the city, state, and country should be recorded.

- If re-registering a birth and the complete place of birth information cannot be verified, the Place of Birth should record the province-level if born in Vietnam or the country if born abroad (e.g., Vinh Phuc Province or the United States).

4. The Place of Residence section should be recorded as follows:

- For Vietnamese citizens residing domestically, record according to the permanent residence registration; if there is no permanent residence registration, record according to the temporary residence registration; if there is no permanent or temporary residence registration, record the actual place of residence.

- For Vietnamese citizens residing abroad, record according to the permanent or temporary address abroad.

5. The Identity Documents section of the person registering the birth must clearly state: the type of document, number, issuing authority, and issuance date of the document.

6. The Place of Birth Registration section must correctly state the competent authority registering the birth according to the Civil Status Law. To be specific:

- If birth registration falls under the authority of the Commune People’s Committee, it must record the complete administrative location of 3 levels (commune, district, province).

- If birth registration falls under the authority of the District People’s Committee, it must record the administrative location of 2 levels (district, province).

- If birth registration falls under the authority of a Vietnamese diplomatic mission abroad, the name of the diplomatic mission should be recorded.

7. If the father or mother of the person being registered is a foreigner, record the person's name according to the passport or a valid passport substitute document.

8. Foreign place names and country names should be written in their Vietnamese transliterated names (e.g., The French Republic, Federal Republic of Germany, United States); if there is no Vietnamese transliteration, use the Latin transcription (e.g., Osaka, New York).

9. The Notes section for changes in information on the back side of the Birth Certificate is used to note changes, corrections, additions of civil status information, and reassignment of ethnicity; noting changes in civil status information according to court judgments, decisions of competent state agencies. It is necessary to clearly state the date of notation, the changed civil status information, and the type of document, number, issuing authority, and issuance date of the document as the basis for making the notes.

10. The guidance on recording surnames, middle names, given names, dates, months, years, place of residence, identity documents, place of registration, place names, countries, and the notes section in this Article is uniformly applied in Civil Status Books and other civil status documents.

See the full text of the regulation at Circular 04/2020/TT-BTP effective from July 16, 2020.

thu Ba

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