Guidance on correction when filling in civil registers and vital status documents in Vietnam

Guidance on correction when filling in civil registers and vital status documents in Vietnam (Internet image)

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

1. Guidance on correction when filling in civil registers and vital status documents in Vietnam

Guidance on correction when filling in civil registers and vital status documents in Vietnam according to Article 35 of Circular 04/2020/TT-BTP as follows:

- During civil registration, if there is any mistake in filling in a civil register, the civil status official shall cross out the wrong part and write the correct information above or next to it, and must not write over or erase the wrong part or write on an erased part.

If a mistake renders a page unusable, the civil status official shall cross out the page.

The Remark column of the civil register must contain the corrected contents; date of correction and signature and full name of the civil status official.

The civil status official shall report the correction to the head of the civil registration authority, who shall inspect and put a seal to the corrected contents for confirmation.

Civil status officials shall not erase, correct or revise contents written in civil registers without permission.

- During civil registration, if there is any mistake in a civil status document, the civil status official shall discard such document and fill in a new one, and shall not issue any civil status document that has been corrected to people.

- If a mistake is found after civil registration is completed as per the law, civil status shall be corrected as regulated.

2. Receipt of applications for civil registration and announcement of results thereof in Vietnam

Receipt of applications for civil registration and announcement of results thereof according to Article 3 of Circular 04/2020/TT-BTP is as follows:

- The recipient of an application shall inspect the whole application; if it is inadequate, instruct the applicant on how to revise it as per regulations.

In case the applicant cannot revise the application immediately, the recipient shall draw up an instructional document specifying the documents/contents needing to be added and put the recipient’s signature and full name to the document.

- The recipient shall receive civil registration applications that contain only the contents required by laws on civil status and shall not request civil registration applicants to submit documents not required by laws on civil status.

- Civil registration applicants may submit certified copies or copies issued from the master registers (hereinafter referred to as “copies”) or photocopies together with their authentic copies for comparison.

In case an applicant submits a photocopy together with its authentic copy, the application recipient shall inspect and compare the photocopy with its authentic copy and countersign and shall not request the applicant to submit a copy.

For documents presented for civil registration, the recipient shall inspect and compare them with information in the application, photograph or record information for retention purpose and return the documents to the person presenting them, and shall not request copies or photographs of such documents to be submitted.

- When announcing the civil registration result, the announcer shall instruct the applicant to check the contents of the civil status document and civil register.

When the applicant deems the contents correct and consistent with the application, they shall put their signature and full name to the civil register according to the announcer’s instructions.

- Both the man and woman must be present upon announcement of the marriage registration or re-registration result; both the parent and child must be present upon announcement of the result of recognition of parent-child relationship.

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