Circular No. 11/2025/TT-BNG On model forms of documents and detailed guidance on certain provisions regarding consular certification and legalization

CIRCULAR

Regarding forms of documents and detailed guidance on certain provisions concerning consular certification and legalization

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Pursuant to Decree No. 111/2011/NĐ-CP dated December 5, 2011 of the Government on consular certification and legalization;

Pursuant to Decree No. 196/2025/NĐ-CP dated July 4, 2025 of the Government amending and supplementing certain articles of Decree No. 111/2011/NĐ-CP dated December 5, 2011 of the Government on consular certification and legalization;

Pursuant to Decree No. 28/2025/NĐ-CP dated February 24, 2025 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Foreign Affairs;

At the proposal of the Director of the Consular Department;

The Minister of Foreign Affairs issues this Circular on forms of documents and detailed guidance on certain provisions concerning consular certification and legalization.

Article 1. Scope of Regulation

This Circular specifies details of point g, Clause 2, Article 18 of Decree No. 111/2011/NĐ-CP dated December 5, 2011 of the Government on consular certification and legalization, amended and supplemented by Decree No. 196/2025/NĐ-CP dated July 4, 2025 of the Government (hereinafter referred to as the Decree), and provides detailed guidance on certain measures for implementation as prescribed in point b, Clause 2, Article 18 of the Decree.

Article 2. Authorities authorized to implement consular certification and legalization within the country

The Consular Department, the Department of Foreign Affairs of Ho Chi Minh City, and authorities authorized according to the law are the authorities authorized to implement consular certification and legalization within the country.

Article 3. Documents and materials that may be subject to consular certification

Documents and materials issued by Party and State agencies with authority and other organizations authorized to perform public services including administrative management, notarization, authentication, and certification include:

1. Administrative documents and decisions issued by administrative state agencies, agencies, and organizations entrusted with administrative management, or persons with authority within such agencies and organizations.

2. Household registration, nationality certificates issued by competent authorities in accordance with the law on household registration and nationality.

3. Criminal record certificates, enforcement decisions, court judgments, court decisions, vi bằngs, and other litigation documents.

4. Documents and texts that have been notarized or authenticated in accordance with the law on notarization and authentication.

5. Academic certificates, diplomas, documents, and materials confirming educational processes and results issued by educational institutions under the national education system in accordance with the law.

6. Health examination certificates, health certificates, medical examination conclusions, and other health-related documents issued by healthcare facilities or competent health authorities of Vietnam in accordance with the law.

7. Commercial documents certified or recognized by state agencies or organizations with authority in accordance with the law.

8. Other documents and materials if established, issued, or certified by Party and State agencies with authority and other organizations authorized to perform public services.

Article 4. Documents with seals, signatures, and titles that cannot be identified

The documents referred to in point a, Clause 2, Article 12 of the Decree include:

1. Documents with seals, signatures, and titles that have not been officially introduced.

2. Documents with seals, signatures, and titles that cannot be identified based on comparison with officially introduced seal models, signature samples, and titles, or based on verification results.

Article 5. Submission of consular certification and legalization application files through postal services

The submission of files via postal service to the Consular Department or the Foreign Affairs Office of Ho Chi Minh City as stipulated in Clause 2, Article 6 of the Decree shall be carried out at all post offices within the Vietnamese postal system according to the service agreement between the Consular Department of the Ministry of Foreign Affairs and the postal service provider.

Article 6. Introduction of seal models, signature samples, and titles

1. The introduction of seal models, signature samples, titles, and authorization periods (if applicable) of agencies and organizations issuing, notarizing, certifying, and attesting documents as prescribed in Clause 4, Article 11 of the Decree shall be conducted as follows:

a) Agencies and organizations are responsible for introducing the seal model of the agency or organization, signature sample, title, and signing period of relevant individuals; simultaneously providing contact points for receiving and processing in cases requiring verification.

b) Agencies and organizations are responsible for annually reviewing seal models, signature samples, and titles of agencies, organizations, and individuals, and reporting the review results before February 1st of the following year.

c) The Consular Department and the Foreign Affairs Office of Ho Chi Minh City receive the introduction of seal models, signature samples, and titles of central agencies and organizations, local agencies and organizations, and foreign diplomatic missions in Vietnam. Local foreign affairs agencies receive the introduction of seal models, signature samples, and titles of local agencies and organizations and central agencies located locally sent to the foreign affairs agency; transfer the original introduction document to the Consular Department and the Foreign Affairs Office of Ho Chi Minh City within five working days from the date of receipt and retain a copy of this document.

2. The Consular Department and the Foreign Affairs Office of Ho Chi Minh City are responsible for introducing their own seal models, signature samples, and titles to foreign diplomatic missions in Vietnam and Vietnamese diplomatic missions abroad. Agencies authorized to implement consular certification and legalization powers are responsible for introducing their own seal models, signature samples, and titles to the Consular Department for notification and introduction to foreign diplomatic missions in Vietnam and Vietnamese diplomatic missions abroad.

3. Vietnamese diplomatic missions abroad are responsible for introducing their own seal models, signature samples, and titles to the Ministry of Foreign Affairs or other competent authorities of the host country and notifying the Consular Department.

4. In case of changes to the seal models, signature samples, and titles mentioned in Clauses 1, 2, and 3 of this Article, the relevant agency must introduce new seal models, signature samples, and titles within twenty days from the date of change.

Article 7. Storage of stamp samples, signature samples, and officially introduced titles

The agency authorized to implement consular certification and legalization powers, and the local foreign affairs agency shall be responsible for scientifically and systematically preserving and permanently storing stamp samples, signature samples, and officially introduced titles.

Article 8. Documents and materials not required to be accompanied by a Vietnamese or English translation

1. Documents and materials not required to be accompanied by a Vietnamese or English translation as stipulated in point đ clause 1 Article 15 and point b clause 1 Article 15a of the Decree are those established in Russian, French, Spanish, Chinese, or German languages and submitted for consular legalization at the corresponding representative offices in Russia, France, Spain, China, or Germany. This provision also applies to documents and materials established in other languages if the representative office has staff capable of understanding that language.

2. Translations of documents and materials referred to in point đ clause 1 of Articles 14, 15, and point b clause 1 of Article 15a of the Decree need not be certified; the applicant must bear responsibility for the accuracy of the translation according to the model LS/HPH-2025/CK specified in the Appendix of this Circular.

Article 9. Consular certification and legalization for documents and materials with only stamps or signatures and titles

1. The agency authorized to implement consular certification and legalization powers shall certify only the stamp or only the signature and title on documents and materials submitted for consular certification and legalization in the following cases:

a) Documents and materials with only a stamp or only a signature and title.

b) Documents and materials with only an original stamp or only an original signature.

2. The Consular Department or the Foreign Affairs Office of Ho Chi Minh City shall issue a certificate confirming that the documents and materials have been presented to the Ministry of Foreign Affairs for documents and materials as stipulated in clause 2 Article 12 of the Decree.

Article 10. Forms used in consular certification and legalization

1. Attached to this Circular is an Appendix specifying the following forms:

a) Application form for consular certification and legalization (model LS/HPH-2025/TK) and interactive electronic form (model LS/HPH-2025/TKĐT);

b) Seal for consular certification and legalization (model LS/HPH-2025/CN);

c) Electronic seal for consular certification and legalization (model LS/HPH-2025/CNĐT);

d) Seal for presenting documents and materials (model LS/HPH-2025/XT);

e) Translator's declaration (model LS/HPH-2025/CK);

f) Letter introducing stamp samples, signature samples, and officially introduced titles (model LS/HPH-2025/GT);

g) Register of consular certification and legalization (model LS/HPH-2025/SĐK).

2. The seals specified in points b, c, and d of clause 1 of this Article are specialized documents serving consular legalization and certification work. The Ministry of Foreign Affairs prints and distributes the consular certification and legalization seal forms and the seal forms for presenting documents and materials for domestic use. Representative offices may directly use the seals issued together with this Circular or print seals abroad according to the prescribed forms.

3. The application forms for consular certification and legalization, letters introducing stamp samples, signature samples, and officially introduced titles, and registers of consular certification and legalization are published on the Ministry of Foreign Affairs' website at https://mofa.gov.vn for agencies, organizations, and individuals to download and use as needed.

Article 11. Transitional Provisions

1. Files received before the effective date of this Circular but not yet resolved shall continue to be processed according to the provisions of Circular No. 01/2012/TT-BNG dated March 20, 2012, issued by the Minister of Foreign Affairs guiding the implementation of certain provisions of Government Decree No. 111/2011/NĐ-CP dated December 5, 2011 on consular certification and legalization.

2. The model of the Consular Certification and Legalization Register issued together with Circular No. 01/2012/TT-BNG dated March 20, 2012, issued by the Minister of Foreign Affairs guiding the implementation of certain provisions of Government Decree No. 111/2011/NĐ-CP dated December 5, 2011 on consular certification and legalization shall continue to be used until December 31, 2025.

3. The issuance of stamps according to the models specified in points b, c, d of Clause 1, Article 10 and the deployment of interactive electronic forms shall commence from January 1, 2026.

Article 12. Effective Date

1. This Circular takes effect from August 3, 2025, and replaces Circular No. 01/2012/TT-BNG dated March 20, 2012, issued by the Minister of Foreign Affairs guiding the implementation of certain provisions of Government Decree No. 111/2011/NĐ-CP dated December 5, 2011 on consular certification and legalization.

2. During the process of implementation, if there are any difficulties, relevant agencies, organizations, and individuals are requested to promptly report to the Ministry of Foreign Affairs for guidance.

 

Appendix

FORMS USED IN CONSULAR CERTIFICATION AND LEGALIZATION WORK

(Issued with Circular No. 11/2025/TT-BNG dated July 31, 2025)

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Model LS/HPH-2025/TK

 

APPLICATION FORAUTHENTICATION/ LEGALIZATION CONSULAR

Application for consular authentication

 

 

 

(4) Contact address;

(5) Telephone number;

 

Model LS/HPH-2025/TKĐT

 

(11) Purpose of use (select value);

* The applicant declares that the information provided is true and accepts full responsibility under the law for the content of the declaration.

 

* The interactive electronic form records the time (hours, minutes, seconds, day, month, year) when the information was provided; the applicant had previously logged into the system and completed electronic verification as required. person submits the application

(1) Surname, middle name, given name;

(2) Personal identification number/Passport/Alternative travel document;

(3) Identity document: Type of document used (ID card/Passport/Alternative valid document); attached copy;

(4) Contact address;

(5) Telephone number;

(6) Email;

II. Information on documents and materials

(7) Documents to be certified/legalized: Name of document; Type of document; Total number of copies; Document number; Name of holder; Issuing authority, certified copy; Signatory, title, date signed; electronic version of the document, material;

(8) Attached documents (Vietnamese or English translation in case of request for legalization of documents not drafted in these languages);

(9) In case the document does not meet the conditions for certification/legalization according to the law, I request that the presentation of the document at the Ministry of Foreign Affairs be certified;

• 3. Commitment to comply with declared quality standards.
• Primary market:

(10) The above document will be used in the country:

(11) Purpose of use (select value):

* The applicant declares that the provided information is true and assumes full legal responsibility for the content of this declaration.

* Interactive electronic form records the time (hours, minutes, seconds, day, month, year) of completing the information submission; the applicant has previously logged into the system and completed electronic verification as prescribed.

The electronic version will be automatically sent to the email address/digital device/telephone/Electronic Data Management Repository of the applicant after completing the procedures at the agency authorized to perform consular certification and legalization functions.

 

||| Model LS/HPH-2025/CN

                                                        

                                                                                                                      

                                                                                                            

Note: At the bottom of the stamp, there are notes stating: (i) This stamp does not certify the content or the form of the document for which it was issued; (ii) The scope of use of the Stamp, "This certificate is valid for use in Viet Nam only." (if it is an Apostille) or "This certificate is valid for use abroad only." (if it is a Consular Certification Stamp); (iii) QR Code for verification and checking authenticity.

 

 

Model LS/HPH-2025/CNĐT

 

                                                                                                                      

 

Note: At the bottom of the stamp, there are notes stating: (i) This stamp does not certify the content or the form of the document for which it was issued; (ii) The scope of use of the Stamp, "This certificate is valid for use in Viet Nam only." (if it is an Apostille) or "This certificate is valid for use abroad only." (if it is a Consular Certification Stamp); (iii) QR Code for verification and checking authenticity.

 

 

Model LS/HPH-2025/XT

 

 

Note: At the bottom of the stamp, there are notes stating: (i) This stamp does not certify the content or the form of the document for which it was issued; (ii) The scope of use of the Stamp, "This certificate is valid for use in Viet Nam only." (if it is an Apostille) or "This certificate is valid for use abroad only." (if it is a Consular Certification Stamp); (iii) QR Code for verification and checking authenticity.

 

Model LS/HPH-2025/CK

 

 

Translator's Declaration

 

Today, the date..., month..., year..., at the address....

I am..., residing at..., Identity Card number... issued on... at...

I hereby declare:

- The attached document has been accurately translated from... language into Vietnamese. The translation consists of... pages, ... pages.

- The content of the translation has not been altered or modified compared to the original, does not violate the law, and does not contravene social morals.

 

 

 

 

Note: The translator must be a graduate of a university in foreign languages or another university fluent in that foreign language; they must bear legal responsibility for the accuracy and appropriateness of the content of the translation they have performed.

 

 

Model LS/HPH-2025/GT

 

 

DOCUMENT INTRODUCING SAMPLE SEAL, SIGNATURE AND TITLE

 

 

 

Pursuant to Decree No. 111/2011/ND-CP of the Government on consular certification and legalization, amended and supplemented by Decree No. 196/2025/NĐ-CP of the Government, (Name of Authority) hereby introduces:

1. Name of authority: ...

1. Sample seal:

 

 

1. Name, title, and sample signature of the person being introduced (attached).
2. For additional information, please contact: (Address) (Full name) – phone number:...

 

We hereby notify your office for coordination purposes./.

 

Name, title, sample signature and term of signing of the persons being introduced