Hanoi-Vietnam: Regulations on receiving applications for civil status registration and returning results thereof

Hanoi-Vietnam: Regulations on receiving applications for civil status registration and returning results thereof (Image from Internet)

1. What are civil status and civil status registration?

According to Article 2 of the Law on Civil Status 2014, civil status and civil status registration are defined as follows:

• Civil status refers to events stipulated in Article 3 of the Law on Civil Status 2014, determining an individual's personal status from birth until death.

• Civil status registration is the process whereby a competent state agency confirms or records the individual's civil status events in the Civil Status Register, establishing a legal basis for the State to protect the legal rights and interests of the individual and manage the population.

2. Regulations on receiving applications for civil status registration and returning results there

The process of receiving applications for civil status registration and returning results thereof is specifically regulated in Article 3 of Circular 04/2020/TT-BTP (amended by points a and b, Clause 1, Article 2 of Circular 04/2024/TT-BTP) as follows:

• The application receiver is responsible for checking the entire application; if the application is incomplete, he/she must immediately guide the applicant to supplement and complete it according to regulations.

• If it is not possible to supplement and complete the application immediately, the receiver must prepare a written guide specifying the type of document, and content to be supplemented or completed, sign, and clearly state the receiver's name.

  • The receiver is responsible for correctly and fully accepting civil status registration applications according to civil status law, and should not ask the applicant to submit additional documents not required by civil status law.
  • The receiver should access information in the national population database as per legal regulations if the applicant has provided the full name; date, month, year of birth; personal identification number/citizen ID number/ID card number. If the necessary information is not available in the national population database, the applicant will be requested to provide full details.
• The applicant can submit certified copies from the originals or copies provided from the principal register (referred to as copies), or photocopies accompanied by the originals for comparison. If the applicant submits photocopies along with the original documents, the receiver is responsible for verifying and matching the photocopies with the originals and signing to confirm, not requiring the submission of certified copies.
  • For documents presented during civil status registration, the receiver is responsible for checking, verifying the information in the declaration form, making copies or recording information for file storage, and returning them to the presenter, without requiring certified copies or photocopies of those documents.
• When returning civil status registration results, the result deliverer must guide the applicant to verify the content of civil status documents and the Civil Status Register.
  • If the applicant finds the content correct and consistent with the civil status registration file, they should sign and clearly state their name in the Civil Status Register as guided by the result deliverer.

• When returning results of marriage registration or re-registration, both male and female parties must be present; for results of parent, and child registration, both the registering and the registered parent and child must be present.

• The online submission, receipt, processing of civil status registration requests, and online return of civil status registration results are carried out in accordance with the regulations in Decree 87/2020/ND-CP.

Vo Tan Dai

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