Procedures for issuance and supplementation of technical safety and environmental protection inspection templates for road motor vehicles in Vietnam

Procedures for issuance and supplementation of technical safety and environmental protection inspection templates for road motor vehicles in Vietnam (Image from the internet)

1. Procedures for issuance and supplementation of technical safety and environmental protection inspection templates for road motor vehicles in Vietnam

- Documentation: Request for issuance of inspection templates as per prescribed form.

- Sequence:

- Submission of application: The inspection unit requests the issuance of inspection templates via the Public Service Portal and the single-window information system of the Ministry of Transport from the 15th to the 20th of the last month of each quarter.

- Application Processing:

+ The Vietnam Register Department, based on demand and the inspection capabilities of each inspection unit, will send inspection templates through public postal services or directly to the inspection unit. This process occurs from the 23rd to the 30th of the last month of each quarter.

+ For supplementary requests, the inspection unit requests supplementary inspection templates via the Public Service Portal and the single-window information system of the Ministry of Transport of Vietnam as per the prescribed form. The Vietnam Register Department sends the inspection templates through public postal services or directly to the inspection unit within 15 days from the date of receipt of the supplementary request.

2. Procedure for Issuance of certificates and seals of technical safety and environmental protection inspection of road motor vehicles in Vietnam

* Preparing vehicle documentation

The inspection unit receives the documentation, checks the papers; if incomplete, guides the vehicle owner to complete it.

- The inspection unit prints the vehicle’s technical specifications from the production, assembly, and importation database of the Vietnam Register Department; inspects the vehicle and compares it with the papers and printed technical specifications. In cases where the vehicle is being liquidated, has diplomatic registration plates, and is not in the Vietnam Register Department’s production, assembly, importation, and inspection database, the unit inputs the vehicle’s administrative and technical information into the inspection management program and the vehicle documentation form.

- If the inspection and comparison results meet the requirements, input the vehicle's technical specifications and administrative information into the inspection management program; print the vehicle documentation form; if it does not meet the requirements, notify the vehicle owner to make corrections.

- For vehicles exempt from initial inspection, the inspection unit checks the completeness and validity according to regulations, and checks vehicle information on the motor vehicle alert software. If the vehicle has not been issued an Inspection Certificate or initial Inspection Sticker, the inspection unit issues the Inspection Certificate and Sticker and updates the data with the content "KDLD-Vehicle has been granted initial inspection exemption" on the motor vehicle alert software. If the vehicle has been issued the initial Inspection Certificate and Sticker, they will not be reissued. If the inspection unit uses the software to print the Inspection Certificate and Sticker for exempt vehicles, there is no need to query and update the alert software.

In cases where a vehicle only has a Temporary Registration Certificate, the inspection unit issues the initial Inspection Sticker and a temporary Inspection Certificate receipt to the vehicle owner. When the vehicle owner presents the vehicle registration papers (original Registration Certificate issued by competent state authorities or original Receipt for holding the original Registration Certificate from a credit institution or an original copy of the Registration Certificate with confirmation from a financial leasing organization), the inspection unit photocopies the registration or receipt (accompanied by a photocopy of the Registration Certificate if mortgaged by a credit institution or original confirmed Registration Certificate from a financial leasing institution) for record in the vehicle documentation and inspection documentation, and issues the Inspection Certificate. If the vehicle has been issued the initial Inspection Certificate and Sticker, they will not be reissued.

For vehicles required to undergo inspection, the inspection unit conducts the inspection and documents the motor vehicle with photographs (showing the time of capture): 02 overall photographs clearly showing the vehicle’s registration plates (01 at a 45-degree angle from the front side and 01 from the opposite rear angle).

* Inspection at the inspection unit:

The inspection unit receives the papers and conducts the inspection as follows:

- Receive, check, query alerts, and compare the documentation with data on the Inspection Management Program (for subsequent inspections following initial inspection exemption, the inspection unit must also compare the actual technical specifications with the production, assembly, and importation database of the Vietnam Register Department), if incomplete, guide the vehicle owner to complete it, if complete, register for inspection, conduct technical safety and environmental protection assessment, and print the inspection form.

- If the vehicle passes the inspection, the inspection unit issues the Inspection Certificate and affixes the Inspection Sticker. For vehicles with only a Temporary Registration Certificate, issue a temporary Inspection Certificate receipt. When the vehicle owner presents the registration papers, the inspection unit photocopies and records them in the vehicle documentation and inspection documentation, then issues the Inspection Certificate. If the vehicle is on the Vietnam Register Department’s portal with a failed inspection notification, the inspection unit removes the notification.

- If there are defects or damages, the inspection unit issues and sends a defect/damage notification for the vehicle owner to repair and correct. If the vehicle fails and is not issued an Inspection Certificate, the inspection unit enters the failed inspection content into the defective vehicle alert section on the Vietnam Register Department’s portal.

* Inspection outside the inspection unit:

- The inspection unit reviews and considers the vehicle owner’s request, if eligible and meeting test track conditions, notifies the vehicle owner of the inspection time within 03 working days from the receipt of the request. If conditions are not met, a written notification indicating the reason is sent to the vehicle owner.

- The vehicle owner brings the vehicle to the inspection site, and the inspection unit conducts the inspection according to the same procedures as inspections at the inspection unit.

* Vehicles issued with 15-day effective inspection templates and Stickers upon passing:

- Vehicles undergoing registration document transfer; vehicles that have been issued a Certificate of Technical Safety and Environmental Protection for altered motor vehicles or Certificate of Technical Safety and Environmental Protection for imported motor vehicles but are in the process of changing the Registration Certificate; domestically produced and assembled vehicles with Factory inspection templates; imported vehicles with Certificates of Technical Safety and Environmental Protection for imported motor vehicles.

- For unused vehicles requiring road transport for scientific research, production research, or pre-exhaust testing.

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