Decision No. 1422/QD-BTC Issuing the Regulation on Work Procedures in Foreign Affairs Activities of the Ministry of Finance

Pursuant to …;

Issuing the Regulation on Work Procedures

in External Activities of the Ministry of Finance

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THE MINISTER OF FINANCE

Pursuant to Decree No. 77/2003/NĐ-CP dated July 1, 2003 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Finance;

Pursuant to Decision No. 164/2003/QD-BTC dated September 25, 2003 of the Minister of Finance stipulating the functions, tasks, powers, and organizational structure of the Department of International Cooperation;

To unify the management of external activities of the Ministry of Finance;

The Minister of Justice issues this Circular to revoke

DECISION:

Article 1This Decision promulgates the Regulation on Work Procedures in External Activities of the Ministry of Finance.

Article 2This Decision shall take effect fifteen days from the date of signature and replace previous regulations on international cooperation work of the Ministry of Finance.

Article 3The Heads of the Department of International Cooperation, the Director of the Office of the Ministry of Finance, the Heads of agencies and units under the Ministry, and all civil servants of the Ministry of Finance are responsible for implementing this Decision.

REGULATION ON WORK PROCEDURES

IN EXTERNAL ACTIVITIES OF THE MINISTRY OF FINANCE

(Issued together with Decision No. 1422/QD-BTC

dated June 25, 2008 of the Minister of Finance)

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PART I
GENERAL PROVISIONS

Article 1. Scope of Regulation

Article 1. This Regulation specifies principles, responsibility regimes, division of labor, coordination relations, and procedures for implementing external activities of the Ministry of Finance.

Article 2. External activities of the Ministry of Finance are those activities carried out directly or in the name of the Ministry of Finance by units or individuals to perform the Ministry's tasks related to international organizations, foreign agencies, non-governmental organizations, foreign economic organizations and enterprises, joint ventures, and foreign individuals including overseas Vietnamese or Vietnamese citizens working for foreign organizations (hereinafter referred to as foreign guests).

Article 3. The external activities within the scope regulated by this Regulation include:

a. Receiving and working with foreign guests;

b. Correspondence with foreign guests;

c. Organizing outbound delegations;

d. Organizing inbound delegations;

e. Organizing international conferences and seminars;

f. Other external activities including translation, reception, etiquette, and external propaganda.

Article 2. Applicability

The external activities of units under and affiliated with the Ministry are subject to this Regulation.

Article 3. Principles for organizing and implementing external activities

1. Adhering to the principles and external regulations of the Party and State, actively expanding external relations on the principle of mutual benefit, ensuring national interests, safeguarding state secrets, and complying with the provisions of this Regulation.

2. The Department of International Cooperation (hereinafter abbreviated as the Department of IC) serves as the focal point assisting the Minister of Finance in organizing and implementing the Ministry of Finance's external activities. The Heads of agencies and units under the Ministry are responsible to the Minister of Finance for organizing and implementing external activities within their assigned functions and tasks.

3. Units under the Ministry, public institutions, and enterprises under the Ministry are responsible to the Minister of Finance for formulating, issuing, and organizing the implementation of external activities to serve professional work within their assigned functions and tasks.

PART II
RECEIVING AND WORKING WITH FOREIGN GUESTS

Article 4. Procedure for Receiving and Working with Foreign Guests of the Ministry's Leadership

1. All requests for meetings (social greetings and work-related) from foreign guests sent to the Ministry or through its units must be transferred to the International Cooperation Department. The International Cooperation Department is responsible for investigating, consulting relevant units, proposing, and submitting to the Ministry the matter of receiving foreign guests at least four working days before the scheduled reception date (except in cases of urgent requirements), clearly stating the necessity, content, time, composition of the reception, and assigning the unit in charge of preparing the content for the reception.

In other cases, when the Ministry's leadership receives and works with foreign guests, the Ministry Office is responsible for informing the International Cooperation Department and related units to organize the reception according to the instructions of the Ministry's leadership.

2. Responsibilities of Relevant Units in Organizing Receptions for the Ministry's Leadership at the Ministry of Finance Headquarters

2.1 International Cooperation Department

a. Informing guests, the reception desk (Ministry Office), and related units about the time and location.

b. Coordinating with related units to prepare materials according to the assigned content.

c. Coordinating with the Financial Management and Administration Department to prepare appropriate material conditions for the reception in accordance with the work content and diplomatic protocol.

d. Arranging interpreters for the reception and working sessions with foreign guests.

đ. Welcoming and seeing off guests at the first-floor lobby.

2.2 Units Participating in Receptions with the Ministry's Leadership

a. Unit assigned to lead the preparation of content (including the International Cooperation Department):

• Leading coordination with related units to prepare and compile reception contents to be submitted to the Ministry's leadership at least one day before the reception.

• Sending representatives to attend the reception with the Ministry's leadership.

• Summarizing and reporting to the Ministry the results of the reception, and proposing follow-up actions if necessary.

b. Participating Units:

• Preparing content according to requirements and sending it to the leading unit (both printed and electronic versions) at least two days before the reception.

• Sending representatives to attend and proposing follow-up actions after the reception if necessary.

2.3 Financial Management and Administration Department

a. Arranging locations and facilities required for the reception based on the proposal of the International Cooperation Department.

b. Assigning staff to serve and technical personnel during the Ministry's leadership reception.

2.4 Ministry Office

a. Assigning reception staff to guide and process formalities for guests according to the Ministry's Work Regulations.

b. Inviting reporters from within or outside the industry to report and promote the reception of foreign guests.

c. In special cases, under the Ministry's instructions, the Ministry Office is responsible for welcoming and seeing off guests.

3. For receptions of foreign guests organized outside the Ministry of Finance headquarters (including both domestic and international venues), the leading unit is responsible for coordinating with foreign guests to agree on the time and location of the reception and submitting the content prepared for the reception to the Ministry's leadership.

Article 5. Procedure for Receiving Foreign Guests of Units Under the Ministry

1. Units under the Ministry receive foreign guests upon direct request from foreign guests, or by delegation from the Ministry's leadership, or according to the proposal of the International Cooperation Department's Director. In cases where the reception involves multiple fields, the Director of the International Cooperation Department has the authority to propose the leading unit and participating units for the reception and request these units to organize the reception according to requirements.

2. Responsibilities of Relevant Units in Organizing Receptions for Foreign Guests at the Ministry of Finance Headquarters.

2.1 International Cooperation Department

a. Proposing relevant units to represent the Ministry in receiving foreign guests according to the instructions of the Ministry's leadership or the content proposed by foreign guests.

b. Supporting in arranging interpreters for units that cannot arrange them independently as stipulated in Article 16 of this Regulation.

2.2 Receiving Units

a. Contacting guests to confirm the time, location, and person receiving them.

b. Heads of units under the Ministry are responsible for assigning competent and qualified staff to receive guests.

c. Preparing content for the reception. For receptions involving multiple units, the leading unit coordinates with related units to prepare materials. If the content exceeds their decision-making authority, the head of the leading unit must report to the Ministry's leadership for guidance before the reception.

d. The leading unit is responsible for summarizing and reporting to the Ministry the results of the reception to propose follow-up actions if necessary.

đ. Registering the reception room with the Financial Management and Administration Department or being permitted to hold the reception in the unit's meeting room if appropriate.

e. Notifying the Ministry Office (reception section) of the time, location, and name of the guest to guide foreign guests when they arrive for work.

f. Assigning staff to welcome and see off guests at the first-floor lobby.

2.3 Financial Management and Administration Department

a. Arranging locations and facilities required for the reception based on the proposal of the requesting unit and informing the registering unit.

b. Assigning staff to serve during the reception.

3. For receptions of foreign guests organized outside the Ministry of Finance headquarters (including both domestic and international venues), the leading unit is responsible for coordinating with foreign guests to agree on the time and location of the reception and preparing the content for the reception within the scope of their delegated authority.

Chapter III
BUSINESS WITH FOREIGN GUESTS THROUGH WRITTEN DOCUMENTS

Article 6. Documents from foreign entities sent to the Ministry of Finance

1. The Office of the Ministry (the archive department) receives documents from foreign partners sent to the Ministry's agencies, classifies them, and transfers them to relevant units for handling or submits them to the Ministry for assignment to relevant units for handling. The process for handling documents from foreign entities sent to the Ministry is similar to the process for handling domestic documents.

2. Units that receive documents from foreign partners transferred by the Ministry's Office or the International Cooperation Department, or directly received from foreign partners, are responsible for handling such documents according to their specialized functions and tasks.

Article 7. Official documents of the Ministry of Finance sent abroad

1. The forms of official documents exchanged between the Ministry of Finance and foreign entities are expressed in the form of letters, notes, or memoranda, except for specific forms prescribed separately with certain foreign entities for special operations. Other forms of documents exchanged (such as work exchanges via email) are considered unofficial exchanges.

2. Letters in Vietnamese follow the current regulations on the format of domestic letters. Notes and memoranda are implemented according to the model specified in Appendix 1 of this Regulation.

3. Provisions regarding content, authority to sign, and storage regime for notes and memoranda:

3.1. Content: The leading unit responsible for drafting is responsible for the content of outgoing official documents according to its assigned functions and tasks. If the content of outgoing official documents relates to other units, the leading unit responsible for drafting must seek opinions from related units before sending them out.

3.2. Authority to sign (for notes) and full signature (for memoranda): The authority to sign outgoing official documents is similar to the authority to sign domestic letters. Leaders of the leading unit responsible for drafting outgoing official documents (officers at the General Department, Bureau, Department, Academy, and equivalent levels) sign according to their assigned authority. In cases where the content of outgoing official documents exceeds the decision-making authority, the leading unit is responsible for submitting the outgoing official documents to the Ministry for signing or requesting authorization to sign.

3.3. Storage regime:

a. Outgoing notes are stored: one copy at the Ministry's Office Archive, one copy at the International Cooperation Department, and one copy at the leading unit responsible for drafting.

b. Outgoing memoranda are stored one copy at the leading unit responsible for drafting.

4. Responsibilities of relevant units in transactions with foreign entities through documents

4.1. International Cooperation Department

a. Uniformly guide the models of notes and memoranda used in the Ministry of Finance's external affairs.

b. Inspect and evaluate the implementation of units and recommend measures to the Minister to enhance management of outgoing official documents.

4.2. Ministry's Office (archive department)

Maintain records and store outgoing notes similarly to the regime of domestic letters and papers.

4.3. Leading units responsible for drafting

a. Are responsible for the content and authority to sign outgoing official documents.

b. Organize the storage of outgoing official documents according to the storage regime of domestic letters and papers.

Chapter IV
ORGANIZATION OF RECEIVING FOREIGN DELEGATIONS FOR WORK VISITS

Article 8. Principles for organizing the reception of foreign delegations for work

1. Foreign delegations coming to work with the Ministry of Finance (incoming delegations) are those delegations entering according to programs agreed upon between the Ministry of Finance and foreign partners, including delegations invited by the Government or the Ministry of Finance.

2. At the end of the second quarter each year, based on the policy and direction of the Ministry, the Department of International Cooperation shall take the lead in coordinating with the Department of External Relations to guide units in building the plan for incoming delegations of the following year and submit it to the Ministry for approval.

3. All incoming delegations must be registered in the annual plan for incoming delegations approved by the Ministry's leadership. In cases where incoming delegations are not included in the annual plan for incoming delegations, the main unit must submit to the Ministry's leadership (with opinions from the Department of External Relations and the Department of Financial Management) for review and approval before inviting the delegation.

4. Inviting delegations at the level of Ministry leadership must be submitted to the Ministry's leadership (through the Department of External Relations) for review and approval. Specifically, delegations from the Ministerial level upwards must obtain the Prime Minister's consent. The content of the request for permission to invite the delegation from the main unit must clearly state: purpose, content, program, working time, number and position of guests, source of funds, and other details related to the delegation.

Article 9. Reception of delegations at the level of Ministry leadership (or equivalent and above)

1. Procedure and protocol for receiving delegations of Ministers visiting officially:

a. Receiving and seeing off delegations at the airport is carried out according to diplomatic protocol.

b. The Minister formally receives the visiting Minister at the location where negotiations will take place. The composition, layout, positions for receiving and negotiating with the delegation are arranged according to diplomatic protocol requirements and the nature of the work.

c. The leader of the Department of External Relations accompanies the Minister's delegation during their stay in Vietnam. Depending on specific circumstances, the Director of the Department of External Relations may report to the Ministry's leadership to assign the leader of the main unit to accompany the delegation.

d. The Minister organizes a banquet and presents commemorative gifts to the delegation.

e. The Minister sees off the delegation at the Ministry's headquarters according to the schedule of activities for each delegation. The leader of the Department of External Relations accompanies and sees off the delegation at the airport.

f. In cases where international organizations to which Vietnam belongs have different requirements for ceremonies and protocols compared to those stipulated in point 1 of this Article, they shall be implemented according to the regulations and customs of those international organizations.

2. Responsibilities of relevant units in organizing the reception of delegations at the level of Ministry leadership.

2.1. Responsibilities of the main unit in preparing content

a. Drafting a proposal to the Prime Minister requesting permission to receive delegations at the Ministerial level.

b. Taking the lead in coordinating with related units to prepare documents for submission to the Ministry's leadership.

c. Appointing staff to participate in the delegation's activities according to the approved program.

d. Taking the lead in coordinating with related units to report to the Ministry's leadership on the results of the working session and reporting to the Prime Minister for delegations at the Ministerial level within five working days after the end of the working session.

2.2. Department of International Cooperation:

a. Taking the lead in coordinating with related units to submit to the Ministry's leadership for approval of the plan for receiving delegations.

b. Being responsible for handling necessary diplomatic procedures to serve the reception of delegations.

c. Taking the lead in organizing reception services for delegations: receiving and seeing off at border gates or at locations according to the approved reception plan, arranging accommodation, hosting banquets, purchasing gifts... and managing the program of activities of the delegation according to the program approved by the Ministry's leadership.

d. Preparing budgets and settling accounts for the costs of organizing the reception of delegations.

2.3. Department of Financial Management

a. Ensuring material resources, equipment, and funding to serve the delegation according to the approved program and budget.

b. Auditing the budget and settling accounts for costs according to prescribed regulations.

c. Providing logistical support during the delegation's working period.

2.4. Ministry Office

a. Organizing information and publicity work on communication channels according to the program approved by the Ministry's leadership.

b. Arranging transportation for incoming delegations based on requests from the Department of External Relations or the unit assigned to host the delegation according to the Ministry's assignment.

3. Procedures and protocols for receiving delegations below the Ministerial level shall be adjusted according to specific delegations, consistent with diplomatic customs.

Article 10. Welcoming Delegations at the Specialist Level

1. The welcoming of delegations at the specialist level shall be carried out according to standard diplomatic protocols, except where adherence to the protocols and practices of regional and international organizations to which Vietnam belongs is required.

2. Responsibilities of Relevant Units.

2.1 Leading Unit for Content:

a. Lead the coordination with related units to submit to the Ministry's leadership for approval of the working plan with the delegation (if necessary).

b. Implement necessary diplomatic procedures to serve the welcoming of the delegation.

c. Lead the reception work for welcoming the delegation and arrange accompanying staff according to the approved working program.

d. Lead the coordination with units working with the delegation according to the approved content and program.

đ. Lead the coordination with related units to report to the Ministry on the results of the working period no later than five working days after the end of the working period.

2.2 Financial Management Department

a. Ensuring material resources, equipment, and funding to serve the delegation according to the approved program and budget.

b. Auditing the budget and settling accounts for costs according to prescribed regulations.

c. Providing logistical support during the delegation's working period.

2.3 Ministry Office:

Arrange transportation means for the delegation according to the approved working program.

2.4 International Cooperation Department

a. Participate in opinions with the leading unit regarding the plan for welcoming the delegation.

b. Support the leading unit during the welcoming process of the delegation (if necessary).

3. Welcoming delegations of experts coming to work for projects funded by foreign sources for the Ministry of Finance shall be the responsibility of the project management boards to implement according to the project activity programs.

CHAPTER V
ORGANIZING DELEGATIONS TO ABROAD

Article 11. Principles for Organizing Delegations to Abroad

1. Delegation to abroad is a group of Ministry of Finance officials dispatched for overseas work funded by the state budget or by other organizations (domestic and foreign agencies and technical assistance projects funded by foreign sources).

2. At the end of the second quarter each year, based on the policy and orientation of the Ministry, the Financial Management and Administration Department leads and coordinates with the International Cooperation Department to guide units in building the next year’s delegation to abroad plan, including study and survey delegations under the activities of projects under the Ministry of Finance, and submit it to the Ministry for approval.

3. All delegations to abroad must be registered in the annual delegation to abroad plan approved by the Ministry's leadership, except for delegations invited and funded by domestic and foreign organizations. For delegations to abroad arising outside the plan and using state budget funds, the leading unit must seek the opinion of the Financial Management and Administration Department and the International Cooperation Department before submitting to the Ministry for approval.

4. The organization of delegations to abroad must be submitted to the Ministry's leadership (through the Organization and Cadre Affairs Department) for examination and approval. The content of the report to the Ministry from the leading unit must clearly specify: content, personnel, program and working time, location and organizations to work with, funding source, and other relevant issues related to the delegation. For units under the Ministry with a vertical system, the decision on officials going abroad for work is implemented according to current regulations on the分级管理干部、公务员和事业编制人员的规定。此处的翻译应保持原意，但英文表述中没有直接对应的条款，因此保留原文中的“规定”一词。

Article 12. Delegations to Abroad at the Ministry Leadership Level

1. Delegations to abroad at the Minister and Deputy Minister levels shall be conducted within the framework of negotiating and signing agreements, forums, and regional and international cooperation arrangements, upon invitation from foreign partners, in accordance with the activities of programs and projects, and the inspection plans of the Ministry's leadership. For delegations to abroad at the Minister level, permission from the Prime Minister must be sought.

2. Responsibilities of Relevant Units in Organizing Delegations to Abroad Led by Ministry Leadership

2.1 Leading Unit for Content Preparation

a. Lead the drafting of letters requesting permission from the Prime Minister for delegations to abroad at the Minister level, to be submitted for approval by the Ministry's leadership, clearly stating the content, composition, working time abroad, and issues requiring guidance from the Prime Minister.

b. Submit to the Ministry (through the Organization and Cadre Affairs Department) the content, program, expected organizations to work with, composition, funding source, and other relevant issues. For delegations to abroad using state budget funds not included in the approved plan, the leading unit must seek the opinion of the Financial Management and Administration Department and the International Cooperation Department before submitting to the Ministry.

c. Prepare the budget estimate and final accounts for the delegation according to prescribed regulations.

d. Lead the compilation of the delegation's work content to be submitted for approval by the Ministry's leadership.

đ. Report on the results of the working period no later than ten working days after the end of the working trip. For delegations to abroad at the Minister level, reports must be submitted to the Prime Minister.

2.2 Organization and Cadre Affairs Department

Lead the submission to the Ministry for decisions on personnel for the delegation.

2.3 International Cooperation Department

a. Be responsible for handling necessary procedures to serve the delegation to abroad, except for delegations within the framework of foreign technical assistance projects.

b. Prepare reception and logistical procedures for the delegation to abroad (passports, visas, purchasing air tickets, gifts, welcoming and seeing off the Minister...).

c. Arrange interpreters (except for delegations under Ministry projects).

2.4 Ministry Office

Organize publicity work about the delegation (if necessary).

2.5 Financial Management and Administration Department

Review the budget estimates and final accounts for the delegation for expenses using state budget funds.

3. For delegations to abroad at the Ministry leadership level that are members of the working delegation of the Party, State, Government, or other Ministries and Departments, the participating units together with the Ministry leadership are responsible for preparing the content and reception services for the Ministry leadership's delegation to abroad. In cases where there is no participating unit with the Ministry leadership, the Ministry Office leads and coordinates with the International Cooperation Department and related units to prepare the content and reception services for the delegation to abroad.

Article 13. Dispatching at the Specialist Level

1. Dispatches at the specialist level must be decided by the Ministry's leadership. For units under the Ministry with vertical systems, the decision on officials going abroad for work is carried out according to Decision No. 2981/QĐ-BTC dated September 15, 2004 of the Minister of Finance regarding the delegation of management authority over officials, civil servants, and administrative and public service staff of the Ministry of Finance.

2. Units and officials dispatched for work (including survey teams funded by the budget) shall be responsible for contacting foreign partners to arrange programs, prepare content and visa procedures, and logistical support for the dispatch.

3. Officials dispatched for work, study, seminars, or surveys must submit a report on the results of their trip to the Ministry's leadership (for departments and bureaus and above) and to the leadership of their unit (for divisions and specialists) within ten working days from the end of the mission.

CHAPTER VI
OTHER PROVISIONS

Article 14. Organizing International Conferences and Seminars

1. The organization of international conferences and seminars in Vietnam hosted by the Ministry of Finance must be carried out according to Decision No. 122/2001/QĐ-TTg dated August 21, 2001 of the Prime Minister on organizing and managing international conferences and seminars.

2. Units under and affiliated with the Ministry, when organizing international conferences and seminars, must have a written request for permission from the Ministry's leadership, specifying:

- The purpose of the conference or seminar.

- The content of the conference or seminar.

- The time and location of the event.

- The participants.

- The budget.

Article 15. Signing International Documents

1. The signing of international documents with foreign counterparts shall be carried out according to the requirements of professional work. The form, content, and authority to sign such documents must comply with Law No. 41/2005/QH11 dated June 14, 2005 of the National Assembly on the signing, accession, and implementation of international treaties and Ordinance No. 33/2007/PL-UBTVQH11 dated April 20, 2007 on the signing and implementation of international agreements and other relevant legal documents of the State.

2. Responsibilities of units preparing for the signing of documents

2.1 Leading Unit for the signed document:

a. Shall be responsible to the Ministry for the form, content, and authority of the signed document.

b. Shall lead the coordination with related units to complete domestic legal procedures for the signing of the document (if necessary).

c. Prepare and conduct the signing ceremony program.

d. Prepare the speech of the Head of the Delegation (or authorized representative) of Vietnam (if applicable).

e. Lead the provision of information to the press (if necessary) about the content of the signing ceremony.

f. Arrange interpreters for the signing ceremony in accordance with Article 16 of this Regulation.

g. Organize the storage of documents according to prescribed regulations.

2.2 Department of International Cooperation:

a. Coordinate with leading units to complete necessary domestic procedures for organizing the signing of documents.

b. Coordinate with the Department of Overseas Investment and the leading unit to prepare reception arrangements for the signing ceremony ensuring compliance with diplomatic protocol.

c. Arrange interpreters for meetings where Ministry leaders directly sign documents.

2.3 Department of Financial Management:

Prepare material and logistical conditions for the signing ceremony.

2.4 Office of the Ministry:

Announce news about the signing ceremony on internal and external media channels based on the content proposed by the leading unit.

Article 16. Translation and Interpretation Work Serving Foreign Affairs Activities

1. Contents of Interpretation and Translation Work:

1.1. Interpretation work includes:

a. Interpretation for the Ministry's Leaders when receiving and working with foreign guests, participating in foreign affairs activities, attending conferences, seminars, signing ceremonies with foreign partners, and outbound delegations.

b. Interpretation for units under the Ministry when receiving and working with foreign guests (excluding meetings directly related to the activities of technical assistance projects and programs).

1.2. Translation and proofreading work includes:

a. Documents sent to and received from foreign partners.

b. Documents serving the Ministry's Leaders when working with foreign partners.

c. Research and reference materials.

d. Other documents to serve foreign affairs work.

2. Responsibilities of Units in Interpretation and Translation Work

2.1 International Cooperation Department

a. Arranging interpreters for the Ministry's Leaders when receiving and working with foreign guests, participating in foreign affairs activities, attending conferences, seminars, signing ceremonies with foreign partners, and outbound delegations led by the Ministry's Leaders.

b. Organizing the translation of documents in areas under their management as assigned by the Ministry's Leaders.

c. Supporting interpretation and translation work for units under the Ministry that cannot independently undertake such tasks. The list of units unable to independently undertake these tasks will be announced periodically by the Department of International Cooperation based on consultations with relevant units.

2.2. Units under the Ministry with Conditions to Arrange Interpreters and Translators

a. Organizing interpretation work for tasks within their functions and responsibilities, including receptions of the Ministry's Leaders involving professional issues within their functions (if requested for support).

b. Organizing translation work for documents in specialized fields under their responsibility.

c. Implementing interpretation and translation work in special cases as stipulated in Point 3, Article 16 below.

3. Interpretation and Translation Work in Special Cases

3.1. In cases where it is necessary to interpret and translate special languages (Japanese, Chinese, Spanish, Lao, etc.) or due to large volumes of work exceeding the capacity of units, units are permitted to hire organizations or individuals to provide translation services. Expenses for hiring external translation services are implemented according to prescribed regulations. If expenses exceed the budget, the main unit must coordinate with the Department of Legal Affairs and the Department of International Cooperation to submit to the Ministry for consideration and decision.

3.2. In certain specific cases, staff will be mobilized to serve common Ministry tasks. The Department of International Cooperation will lead coordination with units to propose mobilization plans to the Ministry. Mobilization principles are as follows:

a. For interpretation serving receptions of the Ministry or welcoming inbound delegations or international conferences and seminars: The Department of International Cooperation sends mobilization notifications to units with staff to be mobilized two days before regular foreign affairs activities; one week in advance for inbound delegation interpretation; and two weeks in advance for major foreign affairs activities such as international conferences and seminars organized by the Ministry of Finance.

b. For interpretation for outbound delegations led by the Ministry's Leaders: the main unit coordinates with the Department of Organization and Cadres and the Department of International Cooperation to propose interpreters based on the capabilities and available time of the proposed interpreters to be designated, to be submitted to the Ministry for decision.

4. Expenses for supporting interpretation and translation work serving the Ministry's foreign affairs activities are implemented according to current regulations.

Article 17. Management of Entry and Exit for Foreign Guests

1. The International Cooperation Department shall be responsible for entry and exit procedures for foreign guest delegations at the level of the Ministry and equivalent, invited by the Ministry of Finance to work according to the state regulations.

2. Units inviting foreign guests shall be responsible for their entry and exit procedures and cooperate with the International Cooperation Department to resolve any issues arising from the invitation of foreign guests to work.

Article 18. Regulations on Protocol and National Day Celebrations

1. Commemoration of the National Day of countries with cooperative relations with the Ministry of Finance.

1.1. Depending on specific circumstances, the International Cooperation Department shall submit to the Minister for participation in national day commemorative activities of countries with special cooperative relations with the Ministry of Finance, or when the Ministry of Foreign Affairs requests the Minister of Finance to be the main guest of honor at the commemoration ceremony. For commemorative activities of other countries' national days, the Minister may delegate participation to the Deputy Minister in charge of external affairs or the head of the International Cooperation Department.

1.2. The International Cooperation Department shall send congratulatory cards for the national day along with business cards of the Ministry's leadership (Minister or Deputy Minister in charge of external affairs) to the relevant embassies. In necessary cases, flower baskets accompanied by congratulatory cards from the Ministry's leadership can also be sent.

1.3. Leaders and staff of units participating in national day commemorative activities or receptions shall attend based on invitations from the embassy.

2. Other Commemorative Activities

2.1. The International Cooperation Department shall submit to the Ministry for decision regarding participation, issuance of participation certificates, and forms of participation in other commemorative activities such as the establishment of diplomatic relations, birthdays of leaders of other countries, anniversaries of major international organizations, etc.

2.2. For sensitive countries or regions: Participation in commemorative activities related to these countries or territories shall follow the general guidelines of the Ministry of Foreign Affairs.

3. National Day, New Year's Day, and Vietnamese Lunar New Year

3.1. Regarding Vietnam's National Day, the International Cooperation Department shall receive congratulatory cards and flower baskets from foreign partners and compile a list to report to the Ministry's leadership. In cases where foreign guests request meetings with the Ministry's leadership to congratulate the National Day, the International Cooperation Department will submit each case individually to the Ministry.

3.2. Regarding New Year's Day

a. Based on the cooperative relationship of the Ministry and the proposals of its units, the International Cooperation Department shall compile the need for congratulatory cards from the Ministry's leadership and units in November each year, print uniform templates, and organize implementation according to the principle:

• The Minister shall sign New Year's Day congratulatory cards to send to the Ministers of Finance (and equivalents) of countries with cooperative relations, ambassadors of countries, and heads of permanent resident offices of international organizations in Vietnam.

• Deputy Ministers in charge of sectors shall sign New Year's Day congratulatory cards to send to Deputy Ministers of Finance of countries with cooperative relations, leaders of organizations and large enterprises with special cooperative relations with the Ministry of Finance.

• Units under the Ministry shall send New Year's Day congratulatory cards to their respective partners.

b. The International Cooperation Department shall receive New Year's Day congratulatory cards and flower baskets from embassies, international organizations, and foreign guests sent to the Ministry of Finance, compile them into a list to report to the Ministry's leadership. In cases where foreign guests request meetings with the Ministry's leadership to congratulate the New Year, the International Cooperation Department will submit each case individually to the Ministry.

Article 19. Organizing Banquets and Gift-Giving

1. Based on the rank and position of the head of outgoing and incoming delegations, the unit primarily responsible for organizing such delegations shall submit to the leadership of the Ministry for decision regarding the organization of banquets and gift-giving to foreign guests based on current standards and regulations, ensuring economy, courtesy, and appropriateness with national cultural traditions.

2. For outgoing and incoming delegations of Ministry leaders, the Department of International Relations shall take the lead, coordinating with the Department of Financial Administration and the Ministry's Office to report to the Ministry's leadership on the organization of banquets and gift-giving.

3. The Department of International Relations shall be responsible for researching common gift models that symbolize the financial sector and engraving them for presentation as gifts to delegations.

Article 20. Provision of External Information

1. The provision of materials and exchange of information with foreign partners must comply with state confidentiality regulations and current Ministry regulations.

2. Heads of units shall be responsible for supervising the implementation within their units and shall be accountable to the Minister for compliance with confidentiality regulations as stipulated by law.

Article 21. Attire for Diplomatic Activities

1. All officials and civil servants participating in diplomatic activities must wear attire appropriate for diplomatic protocol.

2. Depending on specific weather conditions, officials and civil servants must wear suitable attire.

a. For men: diplomatic attire includes a shirt, suit pants, a suit jacket, a tie, and shoes or sandals with straps.

b. For women: diplomatic attire includes a suit, a dress, a traditional ao dai, and shoes or sandals with straps.

3. For formal events such as receptions, negotiations, banquets, etc., organized by the Ministry of Finance and the State, officials and civil servants must wear attire as specified in the invitation.

Article 22. Promotion of Diplomatic Activities

1. For regular meetings with Ministry leaders, based on the content and nature of the meeting, the Ministry's Office shall take the lead, coordinating with the Department of International Relations to invite industry newspapers to report.

2. For major diplomatic events and high-level delegations of Ministry leaders, based on the content and importance of each delegation, the Ministry's Office shall take the lead in organizing appropriate promotional activities (before, during, and after diplomatic events through mass media, taking commemorative photos, holding press conferences, etc.).

Chapter VII
IMPLEMENTATION

Article 23. Responsibilities of Units and Individuals

1. The Department of International Relations shall be responsible for disseminating, monitoring, urging, reminding, and compiling the implementation status of this Regulation.

2. Heads of units shall be responsible for disseminating and implementing this Regulation among their officials and civil servants; they shall be jointly liable if individuals in their units violate it, and at the same time, they shall reflect and propose amendments if deemed necessary.

3. Units or individuals violating this Regulation will be criticized, reprimanded, or warned depending on the severity of the violation.

ANNEX 1

1. Sample Diplomatic Note in Vietnamese

No.: TC/ code of drafting unit

(Times New Roman 14-upright)

The Ministry of Finance of the Socialist Republic of Vietnam respectfully greets the Embassy of ... in Hanoi and has the honor to address the following matter:

(Content of the note: Times New Roman 14-upright)

On this occasion, the Ministry of Finance of the Socialist Republic of Vietnam wishes to extend its respectful greetings to the Embassy of ... in Hanoi. (signature stamp)

Hanoi, day month year 200...

(Times New Roman 14-italic)

(Seal of the Ministry)

Embassy of ... in Hanoi

Also sent to:

(Times New Roman 14-bold, upright)

2. Sample Diplomatic Note in English

N |||⁰No.: TC/code of drafting unit

The Ministry of Finance of the Socialist Republic of Vietnam has the honor to address the Embassy of ... as follows:

(Content of the note: Times New Roman 14-upright)

The Ministry of Finance of the Socialist Republic of Vietnam takes this opportunity to renew its highest regards to the Embassy of .... (signature stamp)

Hanoi, / /

(Times New Roman 14-italic)

(Seal of the Ministry)

To: the Embassy of ...

CC: ....

(Times New Roman 14-bold, upright)

3. Sample Diplomatic Letter in Vietnamese

On the classification results for exported and imported goods

Dear Nguyen Van A,

Position

Currency Exchange Agent No. 3

Sir/Madam,

(Content of the letter: Times New Roman 14-upright)

Sincerely,

(Signature)

Full Name

Position

MINISTRY OF FINANCE

28 Tran Hung Dao, Hanoi

Fax: 844...Phone: 844...

4. Sample Diplomatic Letter in English

Hanoi, ...

To:

Dear Sir or Madam,

(Times New Roman 14-upright)

Sincerely yours,

(Signature)

Full Name

Position

MINISTRY OF FINANCE

28 Tran Hung Dao Street, Hanoi, Vietnam

Tel: 844...Fax: 844...

ANNEX II: SAMPLE OUTGOING AND INCOMING DELEGATION PLANS

OUTGOING DELEGATION PLAN FOR YEAR.....

Unit:........

TTName of Outgoing DelegationCountryVisitedLevel of Head of DelegationPurpose of VisitEstimated Duration and Number of DaysNumber of StaffEstimated BudgetNSNNOther Sources

INCOMING DELEGATION PLAN FOR YEAR.....

Unit:........

TTName of Incoming DelegationPurpose of VisitLevel of Head of DelegationEstimated Duration and Number of DaysNumber of StaffEstimated BudgetNSNNOther Sources