Latest forms of copies of administrative documents in Vietnam

Latest forms of copies of administrative documents in Vietnam (Image from the Internet)

Regarding this matter, LawNet provides the following explanation:

1. Latest forms of copies of administrative documents in Vietnam

The forms of copies of administrative documents in Vietnam according to Clauses 1, 2, and 3 of Article 25 of Decree 30/2020/ND-CP are as follows:

1. True copies, including: True paper copies of paper documents; true paper copies of electronic documents; true electronic copies of paper documents.

- True paper copies of paper documents are made by photocopying original paper documents or primary paper documents.

- True paper copies of electronic documents are made by printing original electronic documents.

- True electronic copies of paper documents are made by digitalizing paper documents and digitally signing by entities.

2. Exemplified copies

- Exemplified copies, including: Exemplified paper copies of paper documents; exemplified electronic copies of paper documents; exemplified paper copies of electronic documents.

- Exemplified copies are made by printing or photocopying true copies.

3. Extracts

- Extracts, including: Paper extracts from paper documents; electronic extracts from paper documents; electronic extracts from electronic documents; paper extracts from electronic documents.

- Extracts are taken from documents by completely reproducing their formatting structures and contents.

2. Format and presentation techniques of copies of documents in Vietnam

The format and presentation techniques of copies of documents in Vietnam according to Part II of Appendix I issued along with Decree 30/2020/ND-CP are as follows:

* Electronic Format Copy

- Copy form

“True copy” or “exemplified copy” or “extract”.

- Standards of digitized document

+ Portable Document Format (.pdf), version 1.4 or higher.

+ Color image.

+ Minimum resolution: 200dpi.

+ Digitization ratio: 100%.

- Digital signature form of the agency, organization on the electronic format copy

+ Position: Top right corner, first page of the document, presented in box number 14 Section IV Part I Appendix I issued along with Decree 30/2020/ND-CP.

+ Digital signature image of the agency, organization: Not displayed.

+ Information: Copy form, name of the agency, organization copying the document, time of signing (date-month-year; hour-minute-second; Vietnam time zone according to ISO 8601 standard) presented in Times New Roman font, lowercase, regular style, font size 10, black color.

* Paper Format Copy

- Format of paper format copy

+ Copy form: “True copy” or “exemplified copy” or “extract”.

+ Name of the copying agency, organization.

+ Number, sign of the copy including the registration serial number (universally numbered for all types of copies made by the agency, organization) and the abbreviation of the copy type name according to the Abbreviation Chart and document, copy presentation sample at Section I of Appendix III issued along with Decree 30/2020/ND-CP. The number is written in Arabic numerals, starting consecutively from number 01 on January 1 and ending on December 31 annually.

+ Place name and time of copying the document.

+ Position, full name, and signature of the person authorized to copy the document.

+ Seal of the copying agency, organization.

+ Recipient.

- Presentation techniques of paper format copy

+ Format components of the copy are presented on the same sheet of paper (A4 size), immediately after the last part of the document to be copied below a solid line, extending the full width of the document presentation area.

+ Phrases “True copy”, “exemplified copy”, “extract” are presented in uppercase letters, font size from 13 to 14, regular style, bold.

+ Font size, style of the name of the copying agency, organization; number, sign of the copy; place name and time of copying; position, full name, and signature of the person authorized; seal of the copying agency, organization and recipient are presented according to the guidelines of the format components at clauses 2, 3, 4, 7, 8, 9 Section II Part I Appendix I issued along with Decree 30/2020/ND-CP.

+ The format sample of paper format copy is illustrated in Appendix III issued along with Decree 30/2020/ND-CP.

* Presentation position of the format components of paper format copy

Box number : Format component of the copy

1 : Copy form: “True copy”, “exemplified copy” or “extract”

2 : Name of the copying agency, organization

3 : Number, sign of the copy

4 : Place name and date, month, year of copying

5a, 5b, 5c : Position, full name, and signature of the person authorized

6 : Seal of the agency, organization

7 : Recipient

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