To assist our Valued Customers and Members in understanding the steps involved in the procedure of certifying copies from original documents and texts easily and quickly, Thu Ky Luat provides detailed guidance on this procedure in the article below.
Article table of contents
Details of the procedure for certifying copies from original documents, texts - Illustrative Image
To be specific: according to the guidance content in Decision 1329/QD-BTP announcing the revised and supplemented administrative procedures in the field of authentication under the management scope of the Ministry of Justice, the procedure for certifying copies from original documents, texts issued or certified by competent agencies or organizations of Vietnam; competent agencies or organizations of foreign countries; competent agencies or organizations of Vietnam in collaboration with competent agencies or organizations of foreign countries issue or certify are specified as follows:
1. Implementation Sequence:
- The requester for certification must present the original documents, texts as a basis for certifying copies and the copies to be certified.
- In cases where the requester for certification only presents the original, the agency or organization will photograph the original to certify it, except in cases where the agency or organization does not have means for photographing.
- The certifier checks the original, compares it with the copy, if the content of the copy matches the original, and the original documents, texts do not fall into the cases where the originals cannot be used as a basis for certifying copies, then perform the certification as follows:
- Write the full certification statement for copies from originals according to the prescribed form;- Sign, clearly write the full name, affix the stamp of the certifying agency or organization, and record it in the certification book.
For copies with 02 or more pages, the certification statement is written on the last page; for copies with 02 or more sheets, they must be cross-sealed.
Each copy certified from an original document or multiple copies certified from an original document at the same time is recorded in one certification book.
- The requester for certification receives the results at the place of submission.
2. Method of Implementation: Submit the file directly.
3. Composition, Number of Files: The original documents, texts as a basis for certifying copies and the copies to be certified. In cases where the requester for certification only presents the original, the agency or organization will photograph the original to perform the certification, except where the agency or organization does not have means for photographing. The copied pages from the original to be used for certification must have all pages with the original information.
4. Time for Resolution: The time for resolving certification requests must be ensured on the same day the agency or organization receives the request or the next working day if the request is received after 3 p.m. In cases where multiple original documents, texts are simultaneously requested for certification; the original has many pages; a large number of copies are required; the content of documents, texts is complex and difficult to check, compare, the certifying agency or organization cannot meet the above time limit, the certification time is extended not more than 02 working days or may be longer as agreed in writing with the requester for certification. In cases where the result is returned the next working day or the time is extended according to the regulations, the person receiving the file must issue an appointment slip clearly stating the time (hour, day) for returning the result to the requester for certification.
5. Implementing Agency:
- Department of Justice; Notarial practice organizations, Representative agencies for certifying copies from original documents, texts issued by competent agencies or organizations of foreign countries; competent agencies or organizations of Vietnam in cooperation with competent agencies or organizations of foreign countries.
- The commune People's Committee, Department of Justice, Notarial practice organizations, Representative agencies for certifying copies from original documents, texts issued or certified by competent agencies or organizations of Vietnam.
6. Fee:
- At the Commune People's Committee, Department of Justice, Notarial practice organizations: 2,000 VND/page; from the 3rd page onward, 1,000 VND/page, maximum not exceeding 200,000 VND/document. Pages as the basis for the fee calculation are based on the pages of the original document;
- At the representative agency: 10 USD/document;
Note: the following original documents, texts cannot be used as a basis for certifying copies:
- Originals that are erased, edited, added, or removed improperly.- Originals that are damaged, old, or cannot have their content determined.- Originals sealed with the confidentiality stamp of competent agencies or organizations or not sealed but clearly stating not to photocopy.- Originals with content violating laws, social ethics; propagating and inciting wars, against the policies of the socialist Vietnam; distorting Vietnam's history; insulting the honor, dignity, and reputation of individuals, organizations; violating citizens' rights.- Originals issued, notarized, or certified by competent agencies or organizations of foreign countries not legalized according to the provisions in Clause 1, Article 20 of Decree 23/2015/ND-CP, except passports, identity cards, residence cards, driving licenses, diplomas, certificates, and transcripts attached to diplomas, certificates.- Documents and texts notarized, certified by individuals without confirmation and stamps of competent agencies or organizations.
Nguyen Trinh
