Decision No. 213/QD of the Minister of Foreign Affairs promulgating the Regulation on the coordination in preparing Letters of Credence and some related protocol issues concerning the presentation of Letters of Credence for Heads of Vietnamese Representative Offices appointed abroad.

REGULATIONS
ON COOPERATION IN PREPARING LETTERS OF CREDENCE
AND SOME PROTOCOL ISSUES RELATED TO PRESENTING LETTERS OF CREDENCE
OF HEADS OF VIETNAMESE REPRESENTATIVE OFFICES
APPOINTED ABROAD
(Issued together with Decision No. 213 dated January 2, 2006
of the Minister of Foreign Affairs)

I. GENERAL PROVISIONS
Article 1. Heads of Representative Offices of the Socialist Republic of Vietnam abroad:
1.1 Special Envoy Ambassador of the Socialist Republic of Vietnam to
the Head of State of another country.
1.2 Chargé d'Affaires and Acting Chargé d'Affaires of the Socialist Republic of Vietnam to
the Foreign Minister of another country.
1.3 Head of Consular Office of the Socialist Republic of Vietnam to
the Foreign Minister of another country.
the Secretary-General of the United Nations or Head of International Organization.
Article 2. Letters of Presentation and Recall of Heads of Representative Offices of the Socialist Republic of Vietnam abroad:

2.1 Letter of Credence of Special Envoy Ambassador of the Socialist Republic of Vietnam (State Letter) and Recall Letter of the Predecessor Special Envoy Ambassador to be presented to the Head of State of the receiving country.

There will be no recall letter as mentioned above in cases where Vietnam has withdrawn its embassy or not appointed an ambassador for many years, or the predecessor ambassador was not arranged to present the Letter of Credence.
The regional department or the International Organizations department retains one copy of the original Letter of Credence.

Article 3. Form of Letter of Credence.

3.1 The Letter of Credence bears the Emblem of the Socialist Republic of Vietnam and an appropriate title for each type of Letter of Credence.

3.2 The Letter of Credence and Recall Letter are printed on special paper, size A4.

3.3 The date in the Letter of Credence (both the copy and translation) is left blank. The date is filled in uniformly by the Head of the Appointed Representative Office in the original, copy, and translation according to the following principles:

For the Letter of Credence of Ambassadors and Consular Letters of Credence: after the receiving country officially responds in agreement and before leaving Vietnam.

For the Letter of Credence of Ambassadors to be presented in countries with concurrent accreditation: after the receiving country officially responds in agreement and before presenting the copy of the Letter of Credence.

For other Letters of Credence: before departure to take up duties.

3.4 The Letter of Credence and Recall Letter (if any) are made in five copies:

One original to be presented.

One copy retained at the President's Office (in case the Letter of Credence is signed by the President).

One copy retained at the Representative Office.

Two copies retained and kept as backup at the Protocol Department or Consular Department.

The regional department or the International Organizations department retains one copy of the original Letter of Credence.
Article 4. Language for drafting, copies, and translations of Letters of Credence.
4.1 Letters of Credence shall be drafted in Vietnamese. The name of the country and its capital city (if applicable) shall be transliterated into Vietnamese. Personal names of the person to whom the letter is addressed shall be in Latin script (English or French).
4.2 Only Letters of Credence for Ambassadors Plenipotentiary and Letters of Recall for Ambassadors Plenipotentiary shall have copies. A copy of the letter is one without signatures and seals. The Ambassador, upon approval, may present a copy of the letter to the Ministry of Foreign Affairs or designated agency according to the receiving country's regulations.
4.3 Unofficial translations of Letters of Credence into English, French, or another language suitable for the receiving country or Organization shall be provided along with the copy and original Letter of Credence.
Article 5. Signing and stamping Letters of Credence.
5.1 The Minister of Foreign Affairs countersigns and the President signs Letters of Credence and Letters of Recall for Ambassadors Plenipotentiary.
5.2 Based on the decision appointing the Head of Mission or Permanent Representative of Vietnam to International Organizations, the signing of Letters of Credence may be done by the President or the Minister of Foreign Affairs.
5.3 The Minister of Foreign Affairs signs letters of introduction for Chargés d'Affaires, Acting Chargés d'Affaires (as specified in Article 2), and Letters of Credence for Consular Officers.
5.4 Letters signed by the President shall bear the raised seal "President." Letters signed by the Minister of Foreign Affairs shall bear the official raised seal "Ministry of Foreign Affairs."
Article 6. Seeking Approval for Ambassadors, Heads of Consular Agencies, and Announcing Appointments.
6.1 The procedure for seeking approval for Resident Ambassadors can only be initiated after the President signs the appointment decision for Ambassadors Plenipotentiary. For countries with embassies in Hanoi, the Protocol Department of the Ministry of Foreign Affairs will handle the approval request through these embassies. For countries without embassies in Hanoi, the Vietnamese embassies in those countries will handle the approval request no later than ten days after receiving instructions from the Protocol Department.

6.2 Seeking approval for Non-Resident Ambassadors can only occur after receiving formal approval from the resident country or after presenting the Letter of Credence in the resident country.

6.3 The procedure for seeking approval for Heads of Consular Agencies can only be initiated after the Minister of Foreign Affairs signs the appointment decision for Heads of Consular Agencies.

6.4 Public notification regarding the appointment of Ambassadors Plenipotentiary and Heads of Vietnamese Consular Agencies shall be made after the receiving country officially responds with approval. Media outlets shall report after the Ambassador Plenipotentiary presents the Credentials and the Heads of Consular Agencies, Chiefs of Missions, and Permanent Representatives of Vietnam to International Organizations present their Letters of Credence.

6.5 After the Ambassador (who has been approved) arrives at the receiving country to take up his post and presents a copy of the Letter of Credence to the receiving country, the appointed Ambassador may commence activities under the title of an approved Ambassador in accordance with the receiving country's regulations.

6.6 Depending on the receiving State's or Organization's regulations, Chargés d'Affaires, Acting Chargés d'Affaires, Heads of Consular Agencies, Heads of Missions, and Permanent Representatives may commence official activities immediately upon arrival in the receiving country or after presenting the Letter of Credence.

Article 7. Diplomatic biography of the Head of the Representative Office:

7. The diplomatic biography of Ambassadors and Heads of Consular Offices appointed by the Cadre and Organization Department shall be drafted in collaboration with the Protocol Department or the Consular Service Bureau and the appointee, and shall be handed over together with the letter of credence seeking approval.

7.2 The diplomatic biography of Special Envoys and Plenipotentiary Ambassadors and Heads of Consular Offices shall include the following information:

Full Name

Date of Birth

Occupation

Education

Languages

Family

Training and work experience

7.3 When seeking approval for an Ambassador to concurrently serve in another country, additional information shall be included in the diplomatic biography of the Ambassador stating: "is the Special Envoy and Plenipotentiary Ambassador of the Socialist Republic of Vietnam to (name of the host country)" if the Letter of Credence has been presented in the host country, or "has been approved as the Ambassador to (name of the host country)" if approval has been granted but the Letter of Credence has not yet been presented in the host country.

II/ IMPLEMENTATION
Article 8. Responsibilities of the Cadre and Organization Department:
8.1 Coordinate with the Regional Department, take the lead in soliciting opinions from the Ministry's leadership, promulgate, amend, and supplement the list of countries where permanent Ambassadors are stationed, countries appointing concurrent Ambassadors, countries requiring presentation of Letters of Credence, and countries not requiring presentation of Letters of Credence.
- Coordinate with the International Organization Department to take the lead in soliciting opinions from the Ministry's leadership, promulgate, amend, and supplement regulations on international organizations requiring the appointment of Heads of Delegations or Permanent Representatives; Heads of Delegations or Permanent Representatives appointed by the President of the State; Heads of Delegations or Permanent Representatives appointed by the Minister of Foreign Affairs.
8.2 Report to the President's Office all the following accurate information:
- Full name of the appointee,
- Full title of the appointee,
- Permanent representative office, countries, and international organizations concurrently serving (requiring presentation of Letters of Credence),
- Full name of the predecessor (if applicable),
for the President's Office to prepare the decision to appoint Special Envoys and Plenipotentiary Ambassadors, Heads of Delegations, or Permanent Representatives of Vietnam to international organizations (when appointed by the President of the State).
8.3 Prepare the decision of the Minister of Foreign Affairs to appoint Chargés d'Affaires, Acting Chargés d'Affaires (as stipulated in Article 2), Heads of Consular Offices, Heads of Delegations, or Permanent Representatives of Vietnam to international organizations (when appointed by the Minister of Foreign Affairs) with the following accurate information:
- Country, territory, or international organization to which appointed,
Full name of the predecessor (if applicable),
8.4 Notify the Protocol Department of the decision to appoint Ambassadors, Chargés d'Affaires, Acting Chargés d'Affaires (as stipulated in Article 2), Heads of Delegations, or Permanent Representatives of Vietnam to international organizations. Notify the Consular Service Bureau of the decision to appoint Heads of Consular Offices.
8.5 Coordinate with the appointee and the Protocol Department or the Consular Service Bureau to prepare the diplomatic biography.
- Full title of the appointee,
- Permanent representative office, countries, and international organizations concurrently serving (requiring presentation of Letters of Credence),
8.6 Guide and process internal procedures for the Head of the Representative Office appointed to leave Vietnam to assume duties as prescribed.
Name of predecessor (if any),

8.4 Notify the Protocol Department of the decision to appoint Ambassadors, Chargés d'Affaires, or Acting Chargés d'Affaires (as provided for in Article 2), the Head of the Mission, or the Permanent Representative of Vietnam to International Organizations. Notify the Consular Department of the decision to appoint the Head of the Consular Post.
8.5 Coordinate with the appointed person and the Protocol Department or the Consular Department to prepare the biographical note.
8.6 Guide and process internal procedures for the Head of the Diplomatic Mission who has been appointed to leave Vietnam to assume duties as prescribed.
Regarding the Head of the Consular Post:
- Date of application for approval of the Head of the Consular Post (in cases where the Mission processes the application for approval),
- Date of presentation of the Letter of Credence.
KT.BỘ TRƯỞNG
appoint to leave Vietnam to assume duties as prescribed.
Article 9. Responsibilities of the Protocol Department:
9.1 Regarding the request for approval for Ambassadors:
- For countries with permanent diplomatic missions in Hanoi: prepare the diplomatic note requesting approval from the Ministry of Foreign Affairs along with the biographical information of the Ambassador, and hand it over to the receiving permanent mission in Hanoi, except in cases where the receiving country does not accept such procedures abroad.
- For countries without permanent diplomatic missions in Hanoi: notify and provide necessary information to the Vietnamese permanent or concurrent embassy so that the embassy can handle the approval procedures.
9.2 Notify the appointed Ambassador and relevant units about the approval of the receiving country, which was handled by the Protocol Department.
9.3 Draft Letters of Credence and Recall for Special Envoy Ambassadors, Letters of Introduction for Chargés d'Affaires and Acting Chargés d'Affaires (as specified in Article 2), Letters of Credence for Heads of Delegations or Permanent Representatives of Vietnam to International Organizations.
9.4 Submit to the Minister of Foreign Affairs and the State President for signature.
9.5 Deliver the Letters of Credence to the Ambassadors, Chargés d'Affaires, Acting Chargés d'Affaires (as specified in Article 2), Heads of Delegations or Permanent Representatives of Vietnam to International Organizations, and guide the Heads of newly appointed Missions on related protocol procedures.
Article 10. Responsibilities of the Regional Department and the International Organizations Department:

10.1 Provide the Protocol Department in a timely, complete, and accurate manner all information needed to draft Letters of Credence, including:
- Full name of the country and capital city in Vietnamese (including phonetic transcription) and in English or French,
- Full name of the recipient in English or French,
- Full title of the recipient, full name of the Ministry of Foreign Affairs or designated agency of the receiving country, full name of the International Organization in Vietnamese and English or French.
10.2 Coordinate with the Cadre Organization Department to determine countries requiring permanent Ambassadors; countries requiring presentation of Letters of Credence and those not requiring such presentation; International Organizations requiring delegations or permanent representatives.
10.3 Determine the language of the translation of Letters of Credence; translate Letters of Credence and other related documents (if any) if the language of translation is not English or French.
Article 11. Responsibilities of the Consular Bureau:
11.1 Handle the request for approval for the Heads of Vietnamese Consular Missions abroad.
11.2 Notify the appointed Heads of Vietnamese Consular Missions and relevant units about the approval.
11.3 Prepare Letters of Credence for the Heads of Vietnamese Consular Missions abroad and submit them to the Minister of Foreign Affairs for signature.
11.4 Deliver Letters of Credence and guide related issues to the Heads of Consular Missions before their scheduled departure to assume duties.
Article 12. Responsibilities of Relevant Missions:
12.1 Handle the request for approval for Ambassadors at the host country and concurrently accredited countries (if applicable) as stipulated in Article 6, and coordinate with the Protocol Department or the Consular Bureau to handle approval procedures when requested.
12.2 Notify the Cadre Organization Department, the Protocol Department, or the Consular Bureau and the Regional Department:
Concerning Ambassadors:

Date of requesting approval for the Ambassador at the host country and concurrently accredited countries (if applicable),
Date of approval,
Date of presenting the Letter of Credence.
Concerning Heads of Consular Missions:
- Date of requesting approval for the Head of the Consular Mission (when the Mission handles the approval request),
- Date of presenting the Letter of Credence.
Regarding the Head of Consular Agency:
- Date of application for approval of the Head of Consular Agency (in cases where the representative office processes the application for approval),
- Date of presentation of the Letter of Credence.
- Date of requesting approval for the Head of the Consular Mission (when the Mission handles the approval request),
DEPUTY MINISTER
Article 13. Responsibilities of the Head of the Diplomatic Mission appointed:
13.1 Coordinate with the Department of Organization and Cadres, the Protocol Department, or the Consular Bureau to complete the diplomatic biography.
13.2 Contact the Protocol Department or the Consular Bureau to obtain information on approval.
13.3 Contact the Protocol Department or the Consular Bureau to receive the Letter of Credence before leaving Vietnam to assume duties.
13.4 The Ambassador or the Head of the Consular Office shall proceed to the assigned country as the Head of the Diplomatic Mission after being officially approved by that country.
Article 14. Responsibilities of the Translation Section:
Translate the Letter of Credence and other related documents (if any) into English or French at the request of the Protocol Department, the Consular Bureau, and the Department of Organization and Cadres.
Hanoi, February 9, 2006

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