Circular No. 06/2002/TT-BNG guides the issuance, extension, amendment, and supplementation of diplomatic and official passports abroad pursuant to Decree No. 05/2000/NĐ-CP dated March 3, 2000 of the Government on exit and entry of Vietnamese citizens.

CIRCULAR

OF THE MINISTRY OF FOREIGN AFFAIRS NO. 06/2002/TT-BNG, SEPTEMBER 3, 2002
REGARDING GUIDELINES FOR ISSUING, EXTENDING, AMENDING AND SUPPLEMENTING
DIPLOMATIC PASSPORTS AND SERVICE PASSPORTS ABROAD PURSUANT TO DECREE NO. 05/2000NĐ-CP MARCH 3, 2000
OF THE GOVERNMENT ON EXIT FROM AND ENTRY INTO VIETNAM
BY VIETNAMESE CITIZENS

On March 3, 2000, the Government issued Decree No. 05/2000NĐ-CP on exit from and entry into Vietnam by Vietnamese citizens (hereinafter referred to as the decree). The Ministry of Foreign Affairs provides specific guidelines for issuing, extending, amending and supplementing passports abroad as follows:

II- SUPPORT MEASURES FOR STATE-OWNED AGRICULTURAL FARMS AND FORESTRY COMPANIES IN THE FIELD OF SCIENCE AND TECHNOLOGY

1- Diplomatic missions, consular offices or other agencies authorized to perform consular functions of Vietnam abroad (hereinafter referred to as the Diplomatic Missions) are the agencies receiving applications and processing the issuance, extension, amendment and supplementation of passports abroad.

2- The following cases are eligible for issuance, extension, supplementation or amendment of passports abroad: in the following cases, passports shall be issued, extended, supplemented, or amended abroad:

a) Persons who have been issued passports in accordance with Article 7, 8 of the Decree; when they are abroad and lose their passports, their passports are damaged, run out of pages or expired, or request supplementation or amendment of their passports provided that they continue to fulfill their official duties for state agencies, organizations, state enterprises, military units or public security units.

b) Persons who have been issued passports in accordance with Clause 5, Article 7 and Clause 8, Article 8 of the decree, during their time working abroad, have a decision to be appointed to diplomatic positions or change diplomatic positions.

c) Persons holding ordinary passports abroad who are appointed as members of Vietnam's Diplomatic Missions abroad; state news agency and press reporters permanently stationed abroad; or spouses under 18 years old of the aforementioned members.

d) Children under 18 years old of persons specified in Clause 5, Article 7 and Clauses 1-8, Article 8 of the Decree, whose names and photos are included in their parents' passports, if they request to be issued separate passports.

3- Issuance of passports abroad must comply with the provisions regarding eligible recipients for passports set forth in Articles 7, 8 of the Decree and Section II of Circular No. 04/2000/TT-BNG dated November 8, 2000 of the Ministry of Foreign Affairs guiding the issuance, extension, amendment, supplementation and management of diplomatic and service passports within the country pursuant to Decree No. 05/2000/NĐ-CP dated March 3, 2000 of the Government on exit from and entry into Vietnam by Vietnamese citizens.

4- Validity period of passports:

a) Passports issued to family members specified in Clause 6, Article 7 and family members of those mentioned in Clause 8, Article 8 of the Decree shall have validity periods consistent with the term of their relatives' overseas assignments, but not exceeding six months, starting from the day the officials or staff members complete their terms at the Diplomatic Missions.

b) In addition to the above provision, passports issued to children under 18 years old shall have validity periods until the child turns 18 years old, but not exceeding five years. When the child reaches 18 years old, the Diplomatic Mission shall issue an ordinary passport and invalidate the diplomatic or service passport previously issued.

5- Vietnamese citizens residing abroad requesting issuance, extension, supplementation or amendment of passports must personally visit the Diplomatic Mission to process the application. If the person is in a country without a Diplomatic Mission of Vietnam due to illness, health issues, or special reasons preventing them from visiting in person, the head of the Diplomatic Mission will consider and decide based on the application and power of attorney submitted by the applicant.

6- For passports issued by the Consular Department or the Ho Chi Minh City Department of Foreign Affairs with validity periods less than two years (issued exceptionally according to Article 7, Clause 7 and Article 8, Clause 11 of the Decree), if the holder requests reissuance or extension due to loss, damage, running out of pages or expiration, the Diplomatic Mission will notify personnel factors and FAX the dispatch document or confirmation of continued official duty abroad to the Consular Department and only issue a new passport or extend the passport upon agreement from the Consular Department. In this case, the passport will be issued or extended with a validity period as notified by the Consular Department.

7- The position title of the passport holder (on page 2 of the passport) shall be recorded as follows:

- For positions specified from Clause 2 to Clause 7, Article 8 of the Decree: record the position title in Vietnamese, except in cases where the managing agency requests not to record the position title of the passport holder;

- Ministers, Deputy Ministers of Foreign Affairs, members of Diplomatic Missions and their families: record the position title in both Vietnamese and English.

- For other positions: do not record the position title in the passport.

8- Dispatch documents for going abroad or confirmations of officials continuing to perform official duties abroad must meet the following requirements:

- Not more than six months from the date of signature;

- Clearly state the full name, position title of the person dispatched abroad or performing official duties abroad for their agency or organization, purpose, funding source for the trip;

- Signed directly by the authority specified in Article 15 of the decree and stamped by the agency.

In the case of state enterprise employees directly under the Prime Minister, dispatch documents for going abroad or confirmations of continuing to perform official duties abroad must be signed directly by the Chairman of the Board of Directors (for Board Members) or General Director (for Deputy General Directors and other staff) and stamped by the enterprise. directly signed by the Chairman of the Board of Directors (or the General Director for Deputy General Directors and other staff members) and stamped with the company's seal.

- If the document consists of two pages or more, it must be stamped across the join between pages;

- If there are amendments or supplements in the document then stamp must be placed over these amendments or supplements.

- The person applying for a passport or the agency or organization sending the person abroad may send the document mentioned in this section through the Consular Department to the Diplomatic Mission.

- For members of Diplomatic Missions, the document mentioned in this section can be replaced by a confirmation by the head of the Diplomatic Mission signing directly on the Passport Application Form.

9- When issuing a new passport, the representative agency shall record on the back page of the new passport the content "This passport replaces passport number..., issued by... on... day... month... year..." in both Vietnamese and English.

II- PROCEDURES FOR ISSUING PASSPORTS

1- Issuing a new passport due to loss:

1.1- Documents include:

- 01 application form for passport issuance (as prescribed)

- 03 identical photos, size 4 x 6 cm, taken with a direct gaze, bareheaded, without tinted glasses, taken not more than one year ago, of which 01 photo is affixed to the application form, and 02 photos are attached. Officers and professional soldiers in the People's Army, police officers, and staff members from sectors with specific uniforms must submit photos in civilian attire.

- A report on the loss of the passport with confirmation from the competent authority of the host country.

- The document dispatching abroad or confirmation that civil servants continue to perform official duties abroad as stipulated in Section 8 Part I of this Circular.

1.2- The representative agency shall handle as follows:

- The representative agency sends the personal information along with the photo (original photo or electronic photo) of the person applying for a passport to the agency that issued the old passport for verification.

Within ten working days, the agency that issued the old passport shall be responsible for checking and replying to the verification request of the representative agency.

Within five working days from the date of receiving the verification result, the representative agency shall issue a new passport if the agency requested for verification confirms the issuance of that passport.

In case the passport was lost due to the representative agency itself or the person who lost the passport has registered as a citizen at the representative agency, the representative agency shall check and compare with the retained file or citizen registration file. If it determines that the personal information and details of the old passport declared by the applicant are accurate, within five working days from the date of receiving all valid documents, the representative agency shall issue a new passport.

After issuing the passport, the representative agency shall notify the cancellation of the lost passport to the Consular Department, the Exit and Entry Administration Department, and the competent authority for exit and entry management of the host country.

2- Issuing a new passport due to full pages, damage (tear, dirt...), or expiration of validity period (for passports that have been extended once):

2.1- Documents include:

- 01 application form for passport issuance (as prescribed);

- 03 photos according to regulations;

- The document dispatching abroad or confirmation that civil servants continue to perform official duties abroad as stipulated in Section 8 Part I of this Circular.

- Passport damaged, full pages, or expired validity period (extended once).

2.2- The representative agency shall handle as follows:

- The representative agency shall examine the old passport, if confirmed to be a valid passport and personal details and photo are clear and accurate, then consider issuing a new passport within five working days from the date of receiving all valid documents.

- In case there is a basis to suspect that the old passport has been tampered with, replaced with a different photo, or torn/dirty at the personal data page or photo page, thus failing to ensure the authenticity of the personal details and photo in the passport, the representative agency shall send the personal information along with the photo (original photo or sent electronically) of the person applying for a passport to the agency that issued the old passport for verification.

Within ten working days, the agency that issued the old passport shall be responsible for checking and replying to the verification request of the representative agency.

Within five working days from the date of receiving the verification result, the representative agency shall issue a new passport if the agency requested for verification confirms the issuance of that passport.

- The representative agency shall take a copy of the personal data page of the old passport, then cut the corner, stamp it cancelled, and return it to the person receiving the new passport.

3- Issuing a passport in cases of being appointed to diplomatic positions or changing diplomatic positions:

The documents include:

- 01 application form for passport issuance (as prescribed);

- 03 photos according to regulations;

- Decision or notification of the Ministry of Foreign Affairs regarding the appointment to diplomatic positions or change in diplomatic positions;

- Current passport.

The representative agency shall issue a new passport within two working days from the date of receiving all valid documents. After issuing the new passport, the representative agency shall take a copy of the personal data page of the old passport, then cut the corner, stamp it cancelled, and return it to the person receiving the passport.

4- Issuing a passport for individuals holding ordinary passports abroad who are appointed as representatives of Vietnamese agencies abroad, state news agencies and press reporters permanently stationed abroad, or spouses (partners) under 18 years old of such representatives:

The documents include:

- 01 application form for passport issuance (as prescribed),

- 03 photos according to regulations,

- Decision or notification of the Ministry of Foreign Affairs regarding the appointment as a representative or state news agency and press reporter permanently stationed abroad,

- Opinion - Opinion of the Organization and Cadre Department of the Ministry of Foreign Affairs (in cases of visiting or accompanying representatives as stipulated in Clause 6 Article 7 and Clause 9 Article 8 of the Decree),

- Current passport.

The representative agency shall issue a new passport within five working days from the date of receiving all valid documents. After issuing the new passport, the representative agency shall take a copy of the personal data page of the old passport, then cut the corner, stamp it cancelled, and return it to the person receiving the passport.

5- Issuing a separate passport for children whose names and photos appear in the passports of their parents as specified in Clause 5 Article 7 and Clauses 1-8 Article 8 of the Decree:

Children whose names and photos appear in their parents' passports may be issued a separate passport upon request.

The documents include:

- 01 application form for passport issuance (as prescribed),

- 03 photos according to regulations,

- Copy of the parents' passport containing the child's name and photo; the original must be presented for comparison,

- Copy of the birth certificate, decision recognizing adoption; the original must be presented for comparison.

The representative agency shall compare the data of the child in the parents' passport, birth certificate, and adoption recognition decision, and issue a passport for the child within five working days from the date of submitting all valid documents. The representative agency shall delete the child's name from the parents' passport.

III. PROCEDURES FOR EXTENDING, SUPPLEMENTING, AND AMENDING PASSPORTS

1- Extending a passport:

Before the passport expires, the passport holder must complete the extension procedures. In case the passport has expired or has already been extended once, the procedures for issuing a new passport as stipulated in Section 2 Part II shall apply.

The documents include:

- 01 application form for passport extension (as prescribed),

- Passport,

- The document dispatching abroad or confirmation that civil servants continue to perform official duties abroad as stipulated in Section 8 Part I of this Circular.

If the passport of the applicant is found to be intact, without signs of alteration, tampering, replacement of photographs, pages, or stitching, and not damaged or out of space, the representative agency shall extend the validity of the passport within two working days.

2. Supplementing and amending passports:

2.1. Supplementing and amending personal information in passports:

The documents include:

- One application form for supplementing and amending passports (as prescribed),

- Three photographs as required (if a new passport needs to be issued),

- Passport,

- A copy (presenting the original for verification) of valid documents proving the personal information to be supplemented or amended in the passport. The representative agency will verify the authenticity of these documents; if correct, they will be supplemented and amended and noted in the passport.

In cases where the request is to amend the surname, given name, or middle name based on a decision allowing the change or correction of the surname, given name, or middle name by the People's Committee at the provincial or centrally governed city level, the representative agency will not make a note in the passport but will require the issuance of a new passport.

2.2. Supplementing children under 16 years old who are abroad and are children of persons specified in Clause 5 of Article 7 and from Clause 1 to Clause 8 of Article 8 of the Decree, or those being guardianship by such persons, into the passport of their parents or guardian (if there is a request to include them in the passport of their parents or guardian); - One application form for supplementing and amending passports (as prescribed), with the child's photograph affixed;

- Two photographs of the child; - Passport of the parent (or guardian);

The documents include:

- A copy of the Birth Certificate, Decision on Recognition of Adoption, or Decision on Recognition of Guardianship (presenting the original for verification);

Opinion of the Organization and Cadre Department, Ministry of Foreign Affairs (for cases where the child travels or visits members of the representative agency specified in Clause 6 of Article 7 or Clause 9 of Article 8 of the Decree);

The representative agency will consider and resolve within two working days from the date of receipt of complete and valid documents. After supplementing the child into the passport of the parent or guardian, the representative agency will make a note in the passport.

1. The Consular Bureau is responsible for guiding representative agencies in implementing this Circular.

- Opinion 2. After issuing a passport, the representative agency is responsible for promptly informing the Consular Bureau of the list of individuals issued passports, specifying personal information, number, date of issue of the old and new passports, validity period of the new passport, reason for issuing the passport, and the position of the individual issued the passport. 3. This Circular takes effect thirty days from the date of signature and replaces relevant provisions concerning the issuance, extension, amendment, and supplementation of diplomatic and service passports abroad in Circular No. 163/NG/TT dated May 25, 1995, issued by the Ministry of Foreign Affairs to guide the implementation of Decree No. 24/CP dated March 24, 1995, of the Government on exit and entry procedures. pursuant to or visiting representatives of agencies specified in Clause 6, Article 7 or Clause 9, Article 8 of the Decree);

- The representative agency shall examine and resolve within two working days from the date of receiving complete and valid files. After adding children to the passports of their parents or guardians, the representative agency shall be noted in the passports. noted in the passport.

IV- IMPLEMENTATION

1- The Consular Department is responsible for guiding representative agencies in implementing this Circular.

2- After issuing the passport, the representative agency is responsible for promptly informing the Consular Department of the list of individuals who have been issued passports, specifying personal factors, number, date of issuance of old and new passports, validity period of the new passport, reasons for issuing the passport, and the position of the individual to whom the passport was issued.

3- This Circular shall take effect thirty days after its signing and shall replace relevant provisions concerning the issuance, extension, amendment, and supplementation of diplomatic and official passports abroad in Circular No. 163/NG- TT dated May 25, 1995, issued by the Ministry of Foreign Affairs to guide the implementation of Government Decree No. 24/CP dated March 24, 1995 on exit and entry procedures.