Procedures for registering Vietnamese citizens at overseas authorities

Procedures for registering Vietnamese citizens at overseas authorities​ (Image from the internet)

On May 20, 2024, the Ministry of Foreign Affairs of Vietnam issued Decision 1275/QD-BNG regarding the announcement of administrative procedures that have been amended and supplemented in the consular field under the administrative scope of the Ministry of Foreign Affairs.

Procedures for registering Vietnamese citizens at overseas authorities

(1) Execution Order:

- The applicant prepares the dossier according to regulations and submits it at the Vietnamese representative office abroad in the area of residence or the Vietnamese representative office abroad in charge of the area.

- The receiving officer is responsible for checking the entire dossier and comparing the information therein:

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

(ii) If the dossier is incomplete or invalid, they shall guide the applicant to supplement and complete it according to regulations. Once supplemented, repeat step (i); if immediate supplementation is not possible, a written guide specifying the required documents, issues to be supplemented, and the consular officer’s name and signature must be provided.

(iii) If the dossier cannot be supplemented or completed, a rejection notice shall be issued.

- The processing officer must check the dossier again to ensure it is complete and valid:

+ If the dossier needs supplementation or completion, they must notify the applicant of the dossier’s status, repeat step (ii); or if it does not meet the conditions for processing, a rejection notice must be sent to the applicant.

+ If verification or clarification is required, or due to other reasons, the results cannot be returned on time, an Apology Slip and a new result delivery date, specifying reasons for the delay and the new date, must be provided.

+ In the case where the applicant does not have one of the documents proving Vietnamese nationality or verification of such documents is needed, the Vietnamese representative office abroad shall guide the applicant in conducting Vietnamese nationality verification procedures as per the nationality law.

+ If the dossier is complete, valid, and conforms, the consular officer shall record it in the Citizen Registration Book and report to the Head of the Representative Office to issue the Certificate of Citizen Registration to the applicant.

(2) Implementation Method:

- The citizen registration dossier can be submitted directly at the Vietnamese representative office abroad at the place of residence or the representative office in charge of the area, or sent via postal system.

- The dossier may be submitted electronically if the technical infrastructure at the Vietnamese representative office abroad allows (including connection to the national population database).

(3) Components and Quantity of Dossier:

* Dossier components:

- 01 Citizen Registration Form (form 01/LS-DKCD) fully completed;

- 01 copy of the Vietnamese passport or other documents replacing the Vietnamese passport;

- 01 copy of personal identification number documents for those without a Vietnamese passport or other documents replacing it, but have one of the documents proving Vietnamese nationality. If the Vietnamese citizen does not have a personal identification number, submit 01 copy of identification documents and 01 copy of documents proving Vietnamese nationality as specified in Article 11 of the Vietnamese Nationality Law 2008, amended and supplemented in 2014 (Birth Certificate; ID Card; Decision on Naturalization. Vietnam, Decision on Restoration of Vietnamese Nationality, Decision recognizing the adoption of foreign children by Vietnamese nationals, Decision on granting foreigners the right to adopt Vietnamese children).

01 self-addressed stamped envelope in case the result is to be received via postal system.

* Quantity of dossier: 01 (one) set.

(4) Resolution Time Frame:

1 working day from the date of receiving a complete and valid dossier.

(5) Subjects of Administrative Procedure:

- Individuals with a valid Vietnamese passport or documents replacing the Vietnamese passport;

- Individuals without the above documents but with one of the documents proving Vietnamese nationality.

Detailed content can be found in Decision 1275/QD-BNG issued on May 20, 2024.

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