Procedure for Re-registration of marriage at diplomatic missions of Vietnam in foreign countries

Procedure for Re-registration of Marriage at diplomatic missions of Vietnam in foreign countries (Image from the Internet)

Procedure for Re-registration of Marriage at diplomatic missions of Vietnam in foreign countries

Decision 1275/QD-BNG in 2024 stipulates the procedure for re-registration of marriage at diplomatic missions of Vietnam in foreign countries based on Circular 07/2023/TT-BNG guiding the registration and management of civil status at diplomatic and consular representative offices of Vietnam abroad. Specifically, as follows:

(1) Document Preparation:

*Documents to be presented:

- Passport or documents substituting passport, identity card, citizen identity card, or other documents with photo and personal information issued by competent authorities, valid for proving the identity and nationality of both parties requesting the re-registration of marriage.

- Proof of residence to determine the authority for re-registration of marriage.

In case of sending the dossier via postal system, submit authenticated copies of the above documents.

If the requester is a Vietnamese citizen who has been issued a citizen identity card or cards with personal identification numbers, they can present the original document (if submitting in person) or submit a photocopy of the document (if submitting via postal system or online civil status registration system) to prove identity when the technical infrastructure allows the Representative Office to connect to the National Population Database.

*Documents to be submitted:

- Declaration for re-registration of marriage according to the form in the Appendix of Circular 04/2020/TT-BTP (if the requester chooses to submit the application in person), which includes the applicant's declaration about the previous marriage registration but not holding the original Marriage Certificate.

- Copy of the previously issued Marriage Certificate. If there is no copy of the Marriage Certificate, submit copies of personal documents containing information related to the marriage registration content.

(2) Implementation Process:

- The requester prepares the dossier as regulated and submits it to the Vietnamese Representative Office abroad where the marriage was previously registered. For cases previously registered at diplomatic missions of Vietnam in foreign countries, now returning to reside in Vietnam, the re-registration of marriage can be done at the local commune/ward People's Committee where the individual resides.

- The receiving officer is responsible for checking the entire dossier and determining the validity of the documents submitted or presented by the requester; compare the information in the Declaration with the documents in the dossier.

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

(ii) If the dossier is incomplete or invalid, guide the requester to supplement and complete it as prescribed. After the dossier is supplemented, repeat step (i); if the dossier cannot be supplemented immediately, a written instruction should be issued, specifying the type of document, the content to be supplemented, and the consular officer’s signature and full name.

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

- The dossier handling officer is responsible for re-checking the entire dossier to ensure it is complete and valid and checking the Civil Status Register and civil status records kept at the Vietnamese Representative Office abroad:

+ If the dossier needs to be supplemented or completed, send a notification about the dossier status to the requester – repeat step (ii); or if not eligible for processing, refuse processing and send a notice to the requester.

+ In cases where previous civil status registration was at the Vietnamese Representative Office abroad but there is no Civil Status Register, within 02 working days from the receipt of valid documents, the Vietnamese Representative Office abroad must send a written request for verification regarding the retention of Civil Status Register to the Consular Department. Within 05 working days from the receipt of the verification request, the Consular Department sends the verification result to the Vietnamese Representative Office abroad. If the Civil Status Register is still retained at the Vietnamese Representative Office abroad or the Consular Department, the Vietnamese Representative Office abroad guides the requester to complete the procedure for issuance of a copy of the civil status extract as per regulations.

+ If it is necessary to check or verify or due to other reasons that result in not being able to deliver the result by the promised time, issue an apology and reschedule the result delivery. The apology note should specify the reason for the delay and the rescheduled time to deliver the result to the requester.

- Within 03 working days from the receipt of the verification result, if the dossier has a valid basis for re-registration according to legal regulations, the consular officer reports to the Head of the Vietnamese Representative Office abroad for consideration and decision. If the Head of the Representative Office agrees to handle it, the consular officer records the marriage content in the Marriage Register and presents the Marriage Certificate for signing.

- Both parties requesting re-registration of marriage check the information on the Marriage Certificate, in the Marriage Register and sign their names in both the Marriage Register and the Marriage Certificate.

(3) Implementation Method:

- The requester can directly carry out or authorize another person to submit the dossier in person or send the dossier via the postal system to the Vietnamese Representative Office abroad where the marriage was previously registered.

- Apart from the aforementioned methods, if the Representative Office uses the common electronic civil status registration and management software and connects to the National Population Database, with appropriate technical infrastructure, the dossier can be submitted online.

(4) Administrative Procedure Handling Agency: The Vietnamese Representative Office abroad where the citizen previously registered the marriage.

(5) Processing Time: 05 working days from the receipt of a complete and valid dossier that does not require verification. In case a verification document is required, the processing time does not exceed 25 working days.

(6) Outcome of Administrative Procedure: Marriage Extract.

(7) Fees: 120 USD/case.

Tran Trong Tin

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