Latest Guidelines on How to Record Certification Numbers Effective from April 20, 2020

To be specific, in Article 4 of Circular 01/2020/TT-BTP, detailed guidance is provided on how to record authentication numbers for copies from originals; how to record authentication numbers for signatures on documents and papers, and how to authenticate translator signatures as authentication numbers; authentication numbers for contracts are recorded according to each instance and not based on the number of requests or the number of contracts. To be specific: as follows:

Illustrative image (source: internet)

Firstly, the authentication number for copies from originals as stipulated in point b, clause 3, Article 20 of Decree 23/2015/ND-CP is the number recorded according to each type of document being authenticated; the authentication number is not based on the number of requests for authentication.

Example: Mr. A requests authentication for copies of three types of documents: the ID card in the name of Mr. Nguyen Van A, the ID card in the name of Mrs. Nguyen Thi B, and the household registration book of Mr. Nguyen Van A's family. When recording the authentication numbers, the copy of the ID card in the name of Mr. Nguyen Van A is given one number, the copy of the ID card in the name of Mrs. Nguyen Thi B is given one number, and the copy of the household registration book of Mr. Nguyen Van A's family is given one number.

Thus, the authentication agency will issue three different authentication numbers for the three types of documents.

Secondly, the authentication number for signatures on documents and papers, and the authentication number for translator signatures, is the number recorded according to each type of document or paper that requires signature authentication; the authentication number is not based on the number of requests for authentication.

Example 1: Mr. Tran Van H requests authentication for his signature on a personal record declaration and on a pension authorization letter. In this case, two different authentication numbers must be recorded: one number for the signature authentication on the personal record declaration and one number for the signature authentication on the pension authorization letter.

Example 2: Mrs. Le Thi B requests authentication for the translator's signature (based on the registered translator's signature with the Department of Justice) on three types of documents: a translation of a passport, a translation of a conference invitation letter, and a translation of a contract. Each type of translated document must be given one authentication number. In this case, the Department of Justice will issue three authentication numbers and must not combine the three instances into one authentication number for one person.

Thirdly, the authentication number for contracts is recorded according to each instance; it is not based on the number of requests or the number of contracts.

Example: Mr. Le Van H and Mrs. Nguyen Thi M request authentication for a land use transfer contract and a store lease contract. In this case, one authentication number must be issued for the land use transfer contract and one authentication number for the store lease contract.

For more related regulations, see Circular 01/2020/TT-BTP, effective from April 20, 2020.

Thu Ba

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