Circular No. 09/2026/TT-BTP on the reporting regime for administrative procedure oversight work

 

CIRCULAR

On the reporting regime for administrative procedure oversight work

 

Pursuant to the Law on Electronic Transactions No. 20/2023/QH15;

Pursuant to Decree No. 09/2026/NĐ-CP dated January 10, 2026 of the Government stipulating the functions, tasks, powers and organizational structure of the Ministry of Justice;

Pursuant to Decree No. 09/2019/NĐ-CP dated January 24, 2019 of the Government stipulating the reporting regime for administrative agencies;

Pursuant to Decree No. 63/2010/NĐ-CP dated June 8, 2010 of the Government on administrative procedure oversight; amended and supplemented by Decree No. 92/2017/NĐ-CP;

Pursuant to Decree No. 69/2024/NĐ-CP dated June 25, 2024 of the Government stipulating electronic identification and authentication; amended and supplemented by Decree No. 169/2025/NĐ-CP;

Pursuant to Decree No. 118/2025/NĐ-CP dated June 9, 2025 of the Government on implementing administrative procedures under a single window mechanism at Single Window Units and National Public Service Portal; amended and supplemented by Decree No. 367/2025/NĐ-CP;

Pursuant to Decree No. 45/2020/NĐ-CP dated April 8, 2020 of the Government on implementing administrative procedures in an electronic environment;

Pursuant to Decree No. 78/2025/NĐ-CP dated April 1, 2025 of the Government detailing and guiding implementation of certain provisions and measures under the Law on Issuance of Legal Normative Documents; amended and supplemented by Decree No. 187/2025/NĐ-CP;

At the proposal of the Director of the Administrative Procedure Oversight Department;

The Minister of Justice promulgates this Circular stipulating the reporting regime for administrative procedure oversight work.

PART I
GENERAL PROVISIONS

Article 1. Scope of Application

This Circular stipulates the periodic reporting regime for administrative procedure oversight work.

Article 2. Applicability

1. Ministries, agencies at ministerial level; units under ministries and agencies at ministerial level; units in the vertical system of ministries and agencies at ministerial level located in localities.

2. Provincial People's Committees (hereinafter referred to as provincial-level People's Committee) and units under provincial-level People's Committee; Commune, Ward, Special Administrative Unit People's Committees (hereinafter referred to as commune-level People's Committee).

3. Agencies: Vietnam Social Policy Bank, Vietnam Development Bank.
4. Other related organizations and individuals.

4. Other relevant organizations and individuals.

Article 3. Interpretation of Terms

In this Circular, the following terms are understood as follows:

1. High-level management account is an electronic identification account assigned to agencies and organizations in accordance with legal provisions on electronic identification and authentication; it is granted administrative control rights over the Administrative Procedure Monitoring System (hereinafter referred to as the System) by the Ministry of Justice.

2. User account is a level-2 electronic identification account for officials, civil servants, employees, and other subjects under the Ministries of National Defense and Public Security (hereinafter collectively referred to as officials), registered in accordance with legal provisions on electronic identification and authentication, and granted rights to use and exploit the System.

Article 4. Requirements for Agencies Submitting Reports

1. Collecting, compiling, updating information and data for reports must ensure completeness, accuracy, and timely submission as required.

2. Promptly adjusting and supplementing information and data according to requirements when the receiving agency returns the report on the System.

Article 5. Requirements for Agencies Receiving Reports

1. Checking, compiling information and data from submitted reports, reviewing them, and reporting to competent authorities.

2. Promptly returning and requesting the submitting agency to adjust or supplement incomplete or inaccurate reports.

Article 6. Methods of Submitting and Receiving Reports

1. Updating, compiling information and data, reviewing, and submitting/receiving reports as prescribed in this Circular shall be conducted through functions of the System. For reports containing state secrets, they must comply with legal provisions on protecting state secrets.

2. In case technical issues prevent submission or receipt of reports via the System within the stipulated timeframe, such submissions and receipts will be carried out using electronic documents through the National Document Interconnection Trunk or other methods as prescribed by law. The submitting agency is responsible for entering information into the System immediately after resolving any technical issues.

Article 7. Signing Electronic Reports

Agencies submitting electronic reports shall use specialized digital certificates issued in accordance with regulations to sign electronic reports and packages of data on the System, as prescribed by law.

 

Chapter II
REGIME FOR REPORTING ON ADMINISTRATIVE PROCEDURE CONTROL WORK

 

Article 8. Contents of Reports on Administrative Procedure Control Work

The contents of reports on administrative procedure control work include the situation and results of implementing the following tasks:

1. Evaluating the impact of administrative procedures prescribed in draft regulatory legal documents.

2. Reviewing administrative procedures prescribed in draft regulatory legal documents.

3. Announcing and publicizing administrative procedures, lists of administrative procedures.

4. Reviewing, approving, and implementing plans to reduce and simplify administrative procedures.

5. Reducing and simplifying administrative procedures based on data.

6. Receiving and handling complaints and suggestions regarding regulations and administrative procedures.

7. Situation and results of resolving administrative procedures.

8. Implementing a single-window mechanism in the resolution of administrative procedures.

9. Performing administrative procedures on an electronic platform.

10. Announcing, publicizing, and reducing or simplifying internal administrative procedures among state administrative agencies.

11. Communication to support administrative procedure control activities.

12. Researching and proposing innovative initiatives for administrative procedure reform.

13. Inspecting the implementation of administrative procedure control.

14. Other contents.

15. Difficulties, obstacles, and suggestions, recommendations.

Article 9. Frequency of Reporting on Administrative Procedure Control Work

Reports on administrative procedure control work are conducted monthly (months: 1, 2; 4, 5; 7, 8; 10, 11), quarterly (quarters: I, III), mid-year and annually.

Article 10. Time for Finalizing Data in Reports on Administrative Procedure Control Work

The time for finalizing data in reports is as prescribed in Article 12 of Decree No. 09/2019/NĐ-CP.

Article 11. Agencies Responsible for Reporting, Receiving Reports, Procedures and Deadlines for Submitting Reports on Administrative Procedure Control Work

1. Departments, units under ministries or agencies at the ministerial level and departments, units in the vertical system of ministries or agencies at the ministerial level in localities submit reports to ministries or agencies at the ministerial level no later than the 20th day of each month, the last day of the month in each quarter, June 20th and December 20th annually; ministries or agencies at the ministerial level compile, review, and submit reports no later than the 23rd day of each month, the last day of the month in each quarter, June 23rd and December 23rd annually.

2. People's Committees of communes, departments, units under provincial people's committees update and submit to provincial people's committees no later than the 20th day of each month, the last day of the month in each quarter, June 20th and December 20th annually; provincial people's committees compile, review, and submit reports no later than the 23rd day of each month, the last day of the month in each quarter, June 23rd and December 23rd annually.

For centrally-administered cities establishing a one-level Public Service Center, People's Committees of communes update and submit to branches of the same level Public Service Center; departments, units under city people's committees update and submit to the one-level Public Service Center as assigned by the city people's committee. City people's committees compile, review, and submit reports or decide to authorize the one-level Public Service Center to compile, review, and submit reports no later than the 23rd day of each month, the last day of the month in each quarter, June 23rd and December 23rd annually.

3. Vietnam Social Policy Bank, Vietnam Development Bank compile reports from subordinate agencies and units, review, and submit reports no later than the 23rd day of each month, the last day of the month in each quarter, June 23rd and December 23rd annually.

4. Ministry of Justice compiles reports from ministries or agencies at the ministerial level, provincial people's committees, Vietnam Social Policy Bank, Vietnam Development Bank, and submits reports to the Government and Prime Minister at monthly regular government meetings and on December 25th annually.

5. In the case where the System is integrated and synchronized with other information systems and databases (National Public Service Portal, administrative procedure resolution information systems, etc.), and the managing authorities of these information systems and databases confirm that they ensure the provision of information and data according to the reporting forms prescribed in the Appendix attached hereto, then there is no need to update, review, or submit reports as stipulated in Clauses 1, 2, 3, and 4 of this Article.

6. The results of implementing the reporting system on administrative procedure control by ministries, agencies, and localities through the System, after being received and compiled by the Ministry of Justice, are synchronized in real-time with the National Public Service Portal and serve as a basis for evaluating service quality to citizens and businesses according to the Directive Index for Guidance, Management, and Evaluation of Service Quality to Citizens and Businesses in Administrative Procedure Implementation and Public Services.

Article 12. Reporting Frameworks and Data Forms on Administrative Procedure Control Work

The reporting frameworks and data forms are guided by the Appendix attached hereto.

 

Chapter III
ELECTRONIC REPORTING

ON ADMINISTRATIVE PROCEDURE CONTROL WORK

 

Article 13. Implementation of Electronic Reporting on Administrative Procedure Control Work

Electronic reporting on administrative procedure control work is conducted through the System, which has functions meeting the requirements stipulated in Articles 15, 17, and 18 of Decree No. 09/2019/NĐ-CP, including the following main functional groups:

1. Management of reporting systems as prescribed in Article 8 of this Circular, including:

a) Creating, editing, updating, and managing the content of each reporting system to ensure all components of the reporting system are complete according to the provisions of Article 7 of Decree No. 09/2019/NĐ-CP and this Circular on the System; managing the deadlines for submitting reports as prescribed by each reporting system.

b) Establishing interactive electronic forms in accordance with the reporting frameworks and data forms specified in the Appendices attached hereto, ensuring convenience, flexibility, ease of use, and user-friendliness.

c) Assigning agencies or units responsible for implementing reporting systems to corresponding electronic forms for each reporting system.

2. Management of users on the System, including:

a) Adding new users, deleting users, and transferring users between agencies or units when there are changes in organizational structure, functions, tasks, or due to work requirements.

b) Assigning permissions for updating, compiling, reviewing, and submitting electronic reports according to the division of responsibilities by agencies or units.

c) Managing user levels based on the principle: The high-level management of ministries, agencies, and provincial People's Committees manages all users under their subordinate agencies or units. In necessary cases, the high-level account of ministries, agencies, and provincial People's Committees may delegate management permissions to accounts of subordinate agencies or units.

3. Monitoring the updating, compiling, reviewing, and submitting of electronic reports by subordinate agencies or units through visual display screens (Dashboard) or System functions.

4. Software subsystems serving periodic, thematic, and urgent reporting tasks are established under the direction of the Ministry of Justice.

Article 14. Management and Use of the System Account

1. Ministries, agencies, People's Committees at provincial level shall register and manage organization identity accounts in accordance with laws on electronic identification and authentication; use these accounts to manage users within ministries, agencies, and People's Committees at all levels, manage reporting systems on the System or delegate management according to regulations.

2. The Ministry of Justice shall grant high-level administrative rights to high-level management accounts of ministries, agencies, and provincial People's Committees on the System.

3. Officials, civil servants, and employees assigned to implement level two electronic identity reporting systems for exploiting and using the System; manage their accounts and passwords in accordance with laws on identification and authentication.

Article 15. Responsibilities of Agencies and Units in Managing, Using, and Exploiting the System

1. Utilize functions of the System to implement reporting procedures regarding administrative procedure control; coordinate with the Ministry of Justice to deploy periodic, thematic, and urgent software subsystems as stipulated in Clause 4, Article 13 of this Circular on the System; exploit comprehensive information and stored data on the System consistent with assigned functions or utilize publicly available information and data on the System for professional work.

2. Take the lead in reviewing and verifying administrative procedure control reporting figures against information and data calculated and displayed on the National Public Service Portal (National Index of Directive, Management, and Quality Assessment of Services to Citizens and Enterprises) and assessment scores for administrative reform activities of ministries, agencies, and localities; promptly coordinate with the Ministry of Justice to address discrepancies, inadequacies, or inaccuracies between reporting figures on the System and synchronized figures on the National Public Service Portal and assessment scores for administrative reform activities of ministries, agencies, and localities.

3. Notify the Ministry of Justice immediately upon discovering errors or technical issues affecting system operations or information security; provide feedback to the Ministry of Justice to improve management methods and enhance the System.

 

Chapter IV
IMPLEMENTATION

 

Article 16. Transitional Provisions

During the period before the System is put into operation, the submission and receipt of reports on administrative procedure control shall be carried out through electronic documents via the National Document Interconnection Trunk or other methods as prescribed by law.

Article 17. Effectiveness and Responsibility for Implementation

1. This Circular takes effect from August 1, 2026.

2. Ministries, agencies at the ministerial level; the Vietnam Social Policy Bank, the Vietnam Development Bank; provincial People's Committees, commune-level People's Committees, and related organizations, entities, and individuals shall strictly implement the reporting system on administrative procedure control as prescribed in this Circular and other regulatory legal documents; they are responsible for the accuracy of information and data reported through the System.

3. The Ministry of Justice is responsible for:

a) Providing guidance, monitoring, urging, and inspecting the implementation of this Circular; managing, storing, and sharing reporting information as prescribed.

b) Building and operating the System to ensure connectivity and data sharing in accordance with legal provisions.

4. During the implementation of this Circular, if there are difficulties or obstacles, they should be promptly reported to the Ministry of Justice for study and resolution./.