Newest regulations procedures for vehicle registration in Vietnam from October 1, 2024

Newest regulations procedures for vehicle registration in Vietnam from October 1, 2024 (Image from the internet)

On September 09, 2024, the Ministry of Transport of Vietnam issued Decision 1117/QD-BGTVT on announcing new and amended registration-related administrative procedures under the management function of the Ministry of Transport of Vietnam.

Newest regulations procedures for vehicle registration in Vietnam from October 1, 2024

(1) Implementation process:

(1.1) Submission of administrative procedure dossiers:

- Inspection at the registration unit: Organizations and individuals bring motor vehicles and required documents to the registration unit for inspection.

- Inspection outside the registration unit: Organizations and individuals submit a written request to the registration unit.

(1.2) Processing of administrative procedures:

* Creation of vehicle records

- The registration unit receives the dossiers and checks the documents; if incomplete, it guides the vehicle owner on how to complete them.

- The registration unit prints the technical specifications of the vehicle from the production, assembly, and import database of the Vietnam Register; checks the motor vehicle and compares it with the documents and the printed technical specifications. In case of settlement vehicles, or vehicles with diplomatic registration plates not in the production, assembly, and import database, the registration unit inputs the vehicle’s administrative information and technical specifications into the inspection management program, and the content of the vehicle record form.

- If the inspection and comparison meet the requirements, the technical specifications and administrative information of the motor vehicle are entered into the inspection management program; the Vehicle Record Form is printed; if not, the vehicle owner is notified to correct and complete it.

- For motor vehicles exempted from the first inspection, the registration unit checks the documents provided by the vehicle owner for completeness and compliance as required, and looks up the vehicle information on the motor vehicle warning software. If the motor vehicle has not been issued the Inspection Certificate and Inspection Seal for the first time, the registration unit issues the Inspection Certificate, Inspection Seal, and updates the data with the content "KDLD- The vehicle has been granted exemption from the first inspection" on the motor vehicle warning software. If the motor vehicle has been issued the Inspection Certificate and Inspection Seal for the first time, no Inspection Certificate, and Inspection Seal are issued. If the registration unit performs the printing of the Inspection Certificate, Inspection Seal using the exemption issuance software, it does not need to perform lookup and update on the motor vehicle warning software.

In cases where the motor vehicle exempted from the first inspection only has a Registration Certificate application receipt, the registration unit issues the first Inspection Seal and also issues an Inspection Certificate return appointment for the vehicle owner. When the vehicle owner presents the vehicle registration papers (original Registration Certificate issued by the competent state agency or original Receipt of keeping original Registration Certificate (with a copy of the Registration Certificate) from the credit institution or a notarized copy of the Registration Certificate by the leasing organization), the registration unit photocopies the Registration Certificate or the original Receipt of keeping the original Registration Certificate (with a copy of the Registration Certificate) which is mortgaged by the credit institution or notarized copy of the Registration Certificate by the financial leasing organization to keep in the Vehicle Record, Inspection Record and returns the Inspection Certificate. If the motor vehicle has been issued the Inspection Certificate and Inspection Seal for the first time, no additional Inspection Certificate, and Inspection Seal will be issued.

For vehicles requiring inspection, the registration unit conducts the inspection and takes photos of the motor vehicle for archive purposes (photos must show the date taken): 02 overall photos showing the vehicle registration plate (01 photo at approximately 45 degrees angle from the front side and 01 photo from the opposite angle from the rear).

* Inspection at the registration unit:

The registration unit receives the documents and conducts the inspection according to the specific procedure as follows:

- Receives, checks, queries warnings, and compares documents with data on the Inspection Management Program (for the next inspection immediately following the first inspection exemption, the registration unit must further compare the actual technical specifications of the vehicle with the production, assembly, and import database of the Vietnam Register), if incomplete, guides the vehicle owner on how to complete, if complete, registers for inspection, checks, and evaluates the technical safety and environmental protection status of the motor vehicle and prints the Inspection Slip;

- The motor vehicle meeting the inspection requirements, the registration unit issues the Inspection Certificate and pastes the Inspection Seal on the vehicle. For a motor vehicle only having the registration application receipt, the unit issues an Inspection Certificate return appointment for the vehicle owner, when the vehicle owner presents the registration documents, the registration unit photocopies to keep in the Vehicle Record, Inspection Record and returns the Inspection Certificate. If the motor vehicle is posted with non-compliance inspection warning on the Vietnam Register’s portal, the unit removes the warning;

- If the motor vehicle has defects or damages, the registration unit prints and sends the Notification of defects and damages to the vehicle owner to repair, rectify. If the inspection does not meet the requirements and the Inspection Certificate is not issued, the registration unit must enter the failed content into the non-compliance vehicle warning section on the Vietnam Register’s portal.

* Inspection outside the registration unit:

- The registration unit reviews and considers the vehicle owner's request, if it fits the criteria and meets the road testing conditions, within 03 working days from receiving the owner's written request, the registration unit issues a written notification to the vehicle owner about the inspection time. If the road testing conditions are not met, a notification is issued to the vehicle owner, stating the reason.

- The vehicle owner brings the vehicle to the inspection site, the registration unit inspects the motor vehicle according to the procedure and manner as stipulated for inspection at the registration unit.

* Motor vehicles granted an Inspection Certificate, Inspection Seal valid for 15 days when meeting the inspection requirements:

- Motor vehicles during the process of completing the inter-provincial transfer documents; motor vehicles having the Safety and Environmental Protection Certification for modified motor vehicles or Certification for modified safety and environmental protection, but are in the process of changing the registration certification; domestically produced, assembled motor vehicles have the Ex-Factory Inspection Slip; imported motor vehicles have the Import Safety and Environmental Protection Certification.

- For unused motor vehicles requiring road movement for scientific research, production purposes, or pre-run exhaust testing.

(2) Method of execution:

- Inspection at the registration unit: bring the vehicle to the registration unit and submit documents directly;

- Inspection outside the registration unit: submit directly or via postal system or other appropriate forms.

(3) Components, quantity of dossiers:

(3.3) Dossier components:

* Creation of vehicle records:

The vehicle owner must declare the information and provide the following documents to create the Vehicle Record (except for the first inspection to issue the Inspection Certificate and Seal valid for 15 days):

- Present vehicle registration documents: original Registration Certificate issued by the competent state agency or original Receipt of keeping original Registration Certificate (with copy of Registration Certificate) from the credit institution or notarized copy of the Registration Certificate by the financial leasing organization as per the law, or Registration Certification application receipt;

- Copy of the Ex-Factory Quality Inspection Slip for domestically produced, assembled motor vehicles (except for settlement vehicles);

- Original Safety and Environmental Protection Certification for modified motor vehicles or Safety and Environmental Certification for modified motor vehicles for newly modified motor vehicles;

- Engine number and chassis number rubbing for motor vehicles eligible for inspection exemption as stipulated in Clause 3, Article 5 of Circular 16/2021/TT- BGTVT (amended and supplemented by Clause 1, Article 1 of Circular 02/2023/TT-BGTVT);

- Declaration of corresponding information as per the Vehicle Record tracking form.

* Inspection at the registration unit:

When bringing the motor vehicle to the registration unit for inspection, the vehicle owner must present, submit the following documents, and provide the following information:

- Present vehicle registration documents: original Registration Certificate issued by the competent state agency or original Receipt of keeping original Registration Certificate (with copy of Registration Certificate) from the credit institution or notarized copy of the Registration Certificate by the financial leasing organization as per the law, or Registration Certification application receipt;

- Original Safety and Environmental Protection Certification for modified motor vehicles or Safety and Environmental Certification for modified motor vehicles for newly modified motor vehicles;

- Provide login credentials and the address of the electronic management portal for journey monitoring devices, cameras for motor vehicles required to have journey monitoring devices, cameras;

- Declare transportation business activities in the Vehicle Record tracking form as per the template.

* Inspection outside the registration unit:

- Request document as per the template;

- Present vehicle registration documents: original Registration Certificate issued by the competent state agency or original Receipt of keeping original Registration Certificate (with copy of Registration Certificate) from the credit institution or notarized copy of the Registration Certificate by the financial leasing organization as per the law, or Registration Certification application receipt;

- Original Safety and Environmental Protection Certification for modified motor vehicles or Safety and Environmental Certification for modified motor vehicles for newly modified motor vehicles;

- Provide login credentials and the address of the electronic management portal for journey monitoring devices, cameras for motor vehicles required to have journey monitoring devices, cameras;

- Declare transportation business activities in the Vehicle Record tracking form as per the template.

* Unused motor vehicles requiring road movement for scientific research, production purposes, or pre-run exhaust testing:

+ Request document for technical safety and environmental protection inspection for motor vehicles for research, trial runs as per the template;

+ Ex-Factory Quality Inspection Slip from the manufacturer (in case of imported motor vehicles, include a certified translation) or documents proving the motor vehicle has been test-run for at least 3000 km along with the self-inspection results after the break-in period ensuring technical safety.

(3.3) Number of dossiers: 01 set.

(4) Processing time:

- Inspection at the registration unit: Within the working day.

- Inspection outside the registration unit:

+ Notification of inspection time: 03 working days from the date of receiving the vehicle owner's request document;

+ Inspection time: Within the working day.

More details can be found in Decision 1117/QD-BGTVT which comes into force in Vietnam from October 01, 2024.

>> CLICK HERE TO READ THIS ARTICLE IN VIETNAMESE