What is an Administrative Document?

Administrative documents are a type of document containing official state information, concretizing the implementation of legal documents, and resolving specific cases in management.

Administrative documents are divided into two main types:

- Individual administrative documents are means of expressing management decisions of competent state administrative agencies based on general regulations, regulatory decisions of higher state agencies, or regulatory provisions of the agency itself to resolve specific tasks. These include:- Individual decisions;- Individual directives;- Individual resolutions.

Examples: Decisions on salary increase, appointment, dismissal, commendation, disciplining of officials; Directives on launching emulation, praising good deeds, etc.

- Regular administrative documents are documents governing operational information to implement other legal documents or used to resolve specific tasks, such as reflecting situations, transactions, exchanges, and work records within an organization. This system of documents is very diverse and complex and can be divided into two main types:- Unnamed documents: Official Dispatch is used for transactions regarding work between agencies and organizations. For this type of document, the document type name is not shown at the beginning of the document. This is also a way to distinguish an official dispatch from other types of administrative documents.

Examples: Official Dispatch urging, response letters, meeting invitations, explanations, requests, proposals, and inquiries.

- Named documents: Notices, reports, minutes, submissions, projects, programs, plans, contracts, various papers (travel papers, introductions, leave papers, authorization papers, etc.), and various slips (sending slips, notification slips, submission slips, etc.). These documents usually specify a clear type name. Examples:- Reports: Used to clearly present a situation or event. Examples: Weekly report, monthly report, quarterly report, annual report, periodic report, unexpected report, thematic report, conference report.- Notices: Inform everyone about activities or news related to the unit in writing.- Minutes: Records of what happened or the condition of an event to serve as evidence later. Examples: Meeting minutes, acceptance minutes, contract minutes, handover minutes.

Administrative documents primarily concretize legal documents, provide specific guidance on state policies, support state administrative management, and disseminate legal information.

It is crucial to distinguish administrative documents from legal documents. Legal documents are documents issued by competent state agencies according to stipulated procedures, containing general conduct rules, ensured by the state for implementation, and specifically defined in the 2015 Law on Promulgation of Legal Documents.

Refer to the form and presentation techniques for administrative documents in Circular 01/2011/TT-BNV.

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