Regulations on applications and procedures for granting Certificates of technical safety and environmental protection inspection of road motor vehicles and Inspection Seals in Vietnam

Regulations on applications and procedures for granting Inspection Certificates and Inspection Seals in Vietnam (Internet image)

Regarding this issue, LawNet would like to answer as follows:

The Ministry of Transport issued the Decision 305/QĐ-BGTVT dated 23/3/2023 announcing the amended and supplemented administrative procedures in the field of inspection under the management of the Ministry of Transport, which guides the procedures for granting Inspection Certificates and Inspection Seals as follows:

1. Requirements and conditions for carrying out procedures for issuance of Inspection Certificates and Inspection Seals

Motor vehicles that cannot be inspected at the inspection authority are allowed to carry out inspection outside of inspection authority, including:

- Motor vehicles with records of factory release quality inspection for motor vehicles manufactured and assembled domestically or certificates (or notifications of inspection exemption) of technical safety and environmental protection for imported motor vehicles prescribing “non-road traffic motor vehicles”;

- Motor vehicles operating in islands without inspection authorities;

- Motor vehicles operating in areas secured in terms of safety, security, and national defense; motor vehicles operating in restricted areas such as ports, mines, and construction sites.

- Motor vehicles performing urgent tasks (prevention, control, and management of natural disasters or epidemics).

2. Components of the application for Inspection Certificates and Inspection Seal in Vietnam

2.1. For inspection at the inspection authority

Vehicle users shall declare and provide the following information and documents to prepare vehicle dossiers (excluding cases of first-time inspection for issuance of Inspection Certificates and Inspection Seals with a period of validity of 15 days):

- Presenting:

Documents on vehicle registration (master register of the vehicle registration certificate issued by a competent state authority

Or master register of the notice of receipt of the vehicle registration certificate (enclosed with copies of the vehicle registration certificate) used as collateral of a credit institution or copies of the vehicle registration certificate verified by a financial leasing company (enclosed with copies of the vehicle registration certificate))

Or the appointment letter for issuance of the vehicle registration certificate;

- Copies of records of factory release quality inspection for motor vehicles manufactured and assembled domestically (except liquidated motor vehicles);

- Master registers of certificates of technical safety and environmental protection for innovated motor vehicles in case of newly innovated vehicles;

-  A copy of the vehicle's chassis number and engine number in the case of motor vehicles exempt from inspection as prescribed in Clause 3 Article 5 of the Circular 16/2021/TT-BGTVT (amended by Clause 1, Article 1 of the Circular 02/2023/TT-BGTVT);

+ Declare the corresponding information specified in the record monitoring sheet.

+ Information on the login name, access password and address of the electronic information page managing the cruise monitoring device and camera, for motor vehicles subject to the installation of cruise monitoring devices and cameras;

+ Declare the transport business on the application form according to the form.

2.2. For inspection outside the inspection authority

+ Written request according to the form;

+ Presenting: Documents on vehicle registration (master register of the vehicle registration certificate issued by a competent state authority or master register of the notice of receipt of the vehicle registration certificate used as collateral of a credit institution or copies of the vehicle registration certificate verified by a financial leasing company) or the appointment letter for issuance of the vehicle registration certificate;

+ Submitting the master registers of certificates of technical safety and environmental protection for innovated motor vehicles in case of newly innovated vehicles.

+ Information on the login name, access password and address of the electronic information page managing the cruise monitoring device and camera, for motor vehicles subject to the installation of cruise monitoring devices and cameras;

+ Declaring the transport business on the application form according to the form.

3. Order of issuing Inspection Certificates and Inspection Seals in Vietnam

The order of issuance of certificates and inspection stamps is done through the following steps:

Step 1: Submitting application

- For inspection at the inspection authority: Organizations and individuals bring motor vehicles and documents as prescribed to the authority for inspection.

- For inspection outside the inspection authority: Organizations and individuals send a written request to the authority.

Step 2: Settlement of records

(1) For inspection at the inspection authority

The register authority shall receive documents and conducts the inspection in the order specified as follows:

- Receive, examine, look up warnings, and cross-check documents with data on the inspection management program (in case of the inspection right after the exemption from first-time inspection, inspection authorities shall cross-check technical specifications of the motor vehicle with the database on manufacturing and assembly of the Vietnam Register). 

In case of inadequate documents, instruct vehicle users to revise and complete the documents; in case of adequate documents, inspect and assess technical safety and environmental protection conditions of the motor vehicles, and print records of inspection.

- For inspected and qualified motor vehicles, register authority shall return Certificate of inspection and apply seal of inspection on the vehicles. 

For vehicle users who only have notice on date of issuance of vehicle registration, register authority shall issue notice on date of returning Certificate of inspection to vehicle users; when vehicle users present documents on vehicle registration, register authority shall make copies of such documents for archive in vehicle dossiers, inspection documents and return Certificate of inspection.  

In case motor vehicles are unqualified after inspection according to notice on website of Vietnam Register, register authority shall remove the notice;

- If motor vehicles carry any defect, register authority shall print and send notice on defects to vehicle users for rectification. 

In case motor vehicles are unqualified after inspection and are not issued with Certificate of inspection, register authority shall input unqualified details in warning section on website of Vietnam Register.

(2) For inspection outside the inspection authority

- Register authority shall examine and review request of vehicle users, if vehicle user are eligible and test road is eligible, register authority shall inform vehicle users about time of inspection within 3 working days from the date on which register authority receive written application of vehicle users. In case test roads are ineligible, inform vehicle users in writing and state reason for rejection.

- Once vehicle users bring vehicles to the inspection location, the register authority shall inspect motor vehicles with procedures as for inspection at the inspection authority.

4. Fees and charges for granting Inspection Certificates and Inspection Seals in Vietnam

Fees and charges for granting Inspection Certificates and Inspection Seals are prescribed as follows:

- Certification fee: 40,000 VND / 01 Inspection Certificate; for cars with less than 10 seats (excluding ambulances): 90,000 VND / 1 Inspection Certificate.

- Service charge of technical safety and environmental protection for motor vehicles, equipment and special-use motorcycles in circulation; evaluation and calibration of motor vehicle inspection equipment shall comply with Circular 238/2016/TT-BTC and Circular 55/2022/TT-BTC.

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