Latest procedures for registering birth for children born abroad and holding Vietnamese nationality

Latest procedures for registering birth for children born abroad and holding Vietnamese nationality​ (Image from the internet)

On May 20, 2024, the Ministry of Foreign Affairs of Vietnam issued Decision 1275/QD-BNG announcing the amendments and supplements to administrative procedures in the consular field within the scope of management functions of the Ministry of Foreign Affairs.

Latest procedures for registering birth for children born abroad and holding Vietnamese nationality

(1) Procedures:

- The applicant prepares the dossier as prescribed and submits it to the Vietnamese Representative Office abroad, which is responsible for the consular area where the child’s father or mother resides or where the child was born.

- The receiving staff is responsible for checking the entire dossier and matching the information in the dossier:

(i) If the dossier is complete and valid, accept the dossier;

(ii) If the dossier is incomplete or invalid, guide the applicant to supplement and complete it as prescribed. Once the dossier is supplemented, repeat step (i); if it can’t be supplemented immediately, a written guide must be provided clearly stating the types of documents and details needed, signed and named by the consular officer.

(iii) If the dossier cannot be supplemented or completed, notify the refusal to process the dossier.

- The processing staff is responsible for re-checking the entire dossier to ensure it is complete and valid:

+ If the dossier needs supplementation or completion, send a notice of the dossier’s status to the applicant - repeat step (ii); or if it doesn’t qualify for processing, notify the applicant.

+ If a review, verification for clarification, or other reasons prevent the timely return of results, prepare an apology slip and reschedule the result return date, clearly stating the reason for the delay and the rescheduled date, to be sent to the applicant.

+ If the dossier is complete, valid, and conformable, record it in the Birth Registration Book, report to the Head of the Representative Office to sign the Birth Certificate issued to the registrant.

- The applicant checks the information on the Birth Certificate and signs the Birth Registration Book, and receives the Birth Certificate.

(2) Implementation Methods:

- The applicant can directly register the birth or authorize another person to submit the dossier directly or send it via the postal system to the Representative Office responsible for the consular area where the child’s father or mother resides or where the child was born.

- Besides the methods mentioned above, if the Vietnamese Representative Office abroad uses the shared electronic civil status registration and management software connected to the National Database on Population, and the technical infrastructure permits, the dossier can be submitted online through the electronic environment.

(3) Components and Quantity of Dossier:

(3.1) Dossier Components:

* Documents to be Presented:

- Passport or passport-substitute, identity card, citizen ID card, or other photo-bearing personal documents validly issued by competent authorities proving the identity and nationality of the child's father or mother.

- Documents proving residence to determine the authority for birth registration.

If sending the dossier via the postal system, submit certified true copies of the above documents.

If the applicant is a Vietnamese citizen holding a citizen ID card or personal identification number card, the original document can be presented (if directly submitted) or a copy of the document can be submitted (if sent through the postal system or online civil status registration system), to prove identity when the technical infrastructure allows the Vietnamese Representative Office abroad to connect to the National Database on Population.

- Documents proving the marital relationship if the child’s parents are married, except when both parents are Vietnamese citizens, have personal identification numbers, have registered foreign marriages, or have their marriage recorded by a competent Vietnamese authority, and the Vietnamese Representative Office abroad is connected to the electronic civil status database.

* Documents to be Submitted:

- Birth registration application form per Appendix Circular 04/2020/TT-BTP (if the applicant chooses to submit the dossier directly).

- Birth certificate or other documents issued by foreign competent authorities confirming the child’s birth and mother-child relationship. If unavailable, submit a witness statement confirming the birth; if no witnesses, a sworn statement confirming the birth is required.

- A written agreement of the parents choosing Vietnamese nationality for their child if one parent is Vietnamese and the other is a foreigner. If the parents do not submit the dossier directly, the signatures on the agreement must be certified.

- Authorization document per legal regulations if birth registration is done by proxy.

(3.2) Dossier Quantity: 01 (one) set.

(4) Processing Time:

On the day of dossier receipt; if received after 3 PM and immediate processing is not possible, return the result on the next working day.

View detailed content at Decision 1275/QD-BNG issued on May 20, 2024.

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