22:40, 09/07/2024
According to Appendix I issued together with Decree 30/2020/ND-CP on clerical work, the rules for formatting an administrative documents are as follows:
Article table of contents
Layout of Administrative Documents in Vietnam (according to the diagram below):
Layout of Administrative Documents in Vietnam
Position of Components in Administrative Documents:
| Box No. | Document Component | |
|---|---|---|
| 1 | : | National title and Motto |
| 2 | : | Name of the issuing agency or organization |
| 3 | : | Number and symbol of the document |
| 4 | : | Place and time of issuance |
| 5a | : | Document type and abstract content |
| 5b | : | Abstract content of correspondence |
| 6 | : | Document content |
| 7a, 7b, 7c | : | Position, full name, and signature of the authorized person |
| 8 | : | Seal, Digital signature of the organization |
| 9a, 9b | : | Recipients |
| 10a | : | Confidentiality level stamp |
| 10b | : | Urgency level stamp |
| 11 | : | Indication of circulation scope |
| 12 | : | Drafter's symbol and number of copies issued |
| 13 | : | Address of the agency, organization; email; website; phone number; fax number. |
| 14 | : | Digital signature of the organization for the electronic copy of the document |
Detailed rules for presenting the format of basic administrative documents are as follows:
| Paper Size | A4 (210 mm x 297 mm) |
| Presentation Style | Vertical orientation of A4 size. In case the document content includes tables, charts that cannot be separate appendices, the document can be presented horizontally. |
| Page Margin | Top and bottom margins: 20 - 25 mm, left margin: 30 - 35 mm, right margin: 15 - 20 mm. |
| Font | Vietnamese Times New Roman font, Unicode character set according to Vietnam Standard TCVN 6909:2001, black color. |
| Font Size and Style | Specifically regulated for each component. |
| Page Numbering | Starting from page 1, in Arabic numerals, font size 13 to 14, upright style, centered horizontally at the top margin, with the first page number not displayed. |
| National Title | “THE SOCIALIST REPUBLIC OF VIETNAM” is presented in uppercase, font size 12 to 13, upright, bold, at the top right of the first page. |
| Motto | “Independence – Freedom – Happiness” is presented in lowercase, font size 13 to 14, upright, bold, centered below the National Title; the first letters of the phrases are capitalized, hyphen-separated, with word spacing; a horizontal line below it, spanning the length of the phrase. |
| Name of Issuing Organization | - Presented in uppercase, font size 12 to 13, upright, bold, centered under the name of the direct superior organization; a horizontal line below it, spanning one-third to half the length of the phrase, centered. - The name of the direct superior organization is presented in uppercase, font size 12 to 13, upright. - The name of the issuing organization and the direct superior organization are single-spaced. If the names are long, they can be split into multiple lines. |
| Document Number | Written in Arabic numerals. |
| Document Symbol | Includes the abbreviation of the document type and the abbreviation of the issuing agency, organization, or authorized state position. |
| Document Number and Symbol | - Centered under the name of the issuing organization. - “Number” is presented in lowercase, font size 13, upright; followed by a colon (:); numbers less than 10 must have a leading zero. - The document symbol is in uppercase, font size 13, upright. - There is a slash (/) between the document number and symbol, and a hyphen (-) between groups of abbreviations in the document symbol, without spaces. |
| Place of Issuance | - For administrative units named after people, numbers, or historical events, the full name must be used. - In lowercase, font size 13 to 14, italic; the first letters of place names must be capitalized; a comma (,) follows the place name. |
| Issuance Date | Written in full; numbers for day, month, year are in Arabic numerals; for days less than 10 and months 1 and 2, a leading zero must be used. - In lowercase, font size 13 to 14, italic; the first letters of the place names must be capitalized. |
| Document Type | - Centered horizontally in the document. - The document type is presented in uppercase, font size 13 to 14, upright, bold. - The abstract of the document's content is right below the document type, in lowercase, font size 13 to 14, upright, bold. A horizontal line below the abstract, spanning one-third to half the length of the phrase, centered. - For official letters, after the word “Re”, it is in lowercase, font size 12 to 13, upright; centered under the document number and symbol, 6pt spacing from the number and symbol. |
| Document Content | In lowercase, justified alignment, upright; font size 13 to 14; indent the first line of paragraphs by 1 cm or 1.27 cm; minimum paragraph spacing is 6pt; line spacing is minimum single-spacing, maximum 1.5 lines. |
| Digital Signature Image Position | Digital signature image of the authorized signer on paper documents, in blue, Portable Network Graphics (.png) format with a transparent background; centered below the signer's position and name. |
| Authority, Position of Signer | In uppercase, font size 13 to 14, upright, bold. |
| Recipients | - The phrase “Respectfully sent to” and the names of the agencies, organizations, or individuals receiving the document are in lowercase, font size 13 to 14, upright; a colon (:) follows the phrase “Respectfully sent to”. - The phrase “Recipients” is on a separate line (aligned with the line “authority, position of the signer” and flush left), followed by a colon (:), in lowercase, font size 12, italic, bold; the list of agencies, organizations, units, and individuals receiving the document is in lowercase, font size 11, upright; each name of the agency, organization, unit, or individual, or each group of recipients is on a separate line, with a bullet (-) at the left margin, the end of the line has a semicolon (;), the final line includes the word “Archived” followed by a colon (:), then the abbreviation “VT”, a comma (,), the abbreviation of the drafting unit (or department) and the number of copies archived, ended with a period (.). |
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