Vietnam: How to draft a "standard" administrative documents according to Decree 30

Vietnam: How to draft a "standard" administrative documents according to Decree 30 (Illustration)

Word file with templates of document, appendices, and copies applicable from March 5, 2020

1. Document Font

Vietnamese font Times New Roman, character code set Unicode according to Vietnamese Standards TCVN 6909:2001, black color.

2. Paper Size

Administrative documents are presented on A4 paper size (210 mm x 297 mm).

3. Document Layout

Administrative documents are presented in the length orientation of A4 paper. In cases where the document content includes tables and charts that are not made into separate appendices, the document can be presented in the width orientation of the paper.

4. Document Margin Setting (for A4 paper size)

Top and bottom margins: 20 – 25 mm, left margin: 30 – 35 mm, right margin: 15 – 20 mm.

Note: The placement of the document format components on an A4 page is carried out according to the layout diagram of the document format components attached in Section IV Part I Appendix I of this Decree as follows:

Part of Decree 30 illustration

Notes:

5. Document Pagination

Page numbering starts from 1, using Arabic numerals, font size 13 to 14, regular upright font, positioned in the center horizontally in the upper margin, with the first page number not shown.

6. National Emblem and Motto

National Emblem “CỘNG HÒA XÃ HỘI CHỦ NGHĨA VIỆT NAM”: Presented in capital letters, font size 12 to 13, regular upright bold font, at the top right of the first page of the document.

Motto “Độc lập - Tự do - Hạnh phúc”: Presented in lower case, font size 13 to 14, regular upright bold font, centered below the National Emblem; initial letters of phrases capitalized, hyphen between phrases, spaced out; and a solid underline with the length equivalent to the text’s length.

Two lines of National Emblem and Motto are presented single-spaced.

7. Name of the Issuing Agency/Organization

- The name of the issuing agency/organization is the official and full name of the agency/organization or the state title of the authorized person issuing the document. The name includes the name of the issuing agency/organization and the direct managing agency/organization (if any).

For the direct managing agency/organization at the local level, add the name of the province, centrally-managed city, or district, district-level town, city under the province, city under the centrally-managed city, or commune, ward, commune-level town where the issuing agency/organization is located. The name of the direct managing agency/organization is abbreviated for common phrases.

- The name of the issuing agency/organization is presented in capital letters, font size 12 to 13, regular upright bold font, centered below the name of the direct managing agency/organization; with a solid underline, the length of which is from 1/3 to 1/2 of the text length, centered relative to the text.

The name of the direct managing agency/organization is presented in capital letters, font size 12 to 13, regular upright font.

The name of the issuing agency/organization and the name of the direct managing agency/organization are presented single-spaced apart. In cases where the names are long, they can be presented in multiple lines.

8. Document Number and Symbol

* Document Number

The document number is the sequential number of documents issued by the agency/organization in a year, registered at the agency’s Records Office as regulated, using Arabic numerals.

In the case of councils, committees, or task forces of the agency/organization using the agency/organization’s seal and electronic signature to issue documents, a separate numbering system must be used.

* Document Symbol

The document symbol includes the abbreviation of the document type and the abbreviation of the issuing agency/organization or the state title of the authority. For official correspondence, the symbol includes the abbreviation of the issuing authority and the abbreviation of the drafting unit or resolved field.

The abbreviation of agency/organization names and units in each agency/organization or field is regulated specifically by the head of the agency/organization, ensuring brevity and clarity.

Note: The document number and symbol are centered below the name of the issuing agency/organization. The word “Số” is presented in lowercase, font size 13, regular upright font; after “Số” there is a colon (:); for numbers less than 10, a leading zero must be added. The document symbol is presented in capital letters, font size 13, regular upright font. Between the number and symbol, there is a slash (/), and between abbreviation groups in the symbol, there is a hyphen (-), with no spaces.

9. Location and Date of Document Issuance

* Location

The location recorded in documents issued by central state agencies is the official name of the province or centrally-managed city where the issuing agency is headquartered. The location in documents issued by local state agencies is the official name of the administrative unit where the issuing agency is headquartered.

For administrative units named after people, numerals, or historical events, the full name must be noted.

The location recorded in documents of agencies, organizations, and people's armed forces units under the management of the Ministry of Public Security and the Ministry of National Defense is performed as regulated by law and specific regulations of these Ministries.

* Date of Document Issuance

The date of document issuance is the actual date the document is issued. The date must be written fully; numerals representing the date, month, and year use Arabic numerals; for dates less than 10 and months 1, 2, a leading zero is required, as follows:

Ho Chi Minh City, February 05, 2009

District 1, February 10, 2010

Note: The location and date of document issuance are presented on the same line with the document number and symbol, at box number 4 Section IV Part I Appendix I of this Decree, in lowercase, font size 13 to 14, italic font; the initial letters of the location are capitalized; after the location, there is a comma (,); location and date are centered under the National Emblem and Motto.

10. Document Type and Summary of Content

The document type is the name of each specific document issued by the agency/organization.

The summary of document content is a short sentence or phrase that reflects the main content of the document.

Currently, according to this Decree, the abbreviation convention for 27 specific document types is as follows:

Note:

The document type and summary of content are presented at box number 5a Section IV Part I Appendix I of this Decree, centered horizontally in the document. The document type is presented in capital letters, font size 13 to 14, regular upright bold font. The summary of content is directly under the document type, in lowercase, font size 13 to 14, regular upright bold font. Below the summary, a solid underline with a length of 1/3 to 1/2 of the text length, centered relative to the text.

For official correspondence, the summary of content is presented at box number 5b Section IV Part I of this Decree, following "V/v" in lowercase, font size 12 to 13, regular upright font; centered below the document number and symbol, spaced 6pt from the document number and symbol.

View complete content of the guidelines for drafting documents following new regulations from March 5, 2020 HERE.

Nguyen Trinh

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