Circular No. 25/2011/TT-BTP on the format and technical presentation of legal regulatory documents of the Government, Prime Minister, Ministers, Heads of Ministries equivalent to Ministries, and joint legal regulatory documents.

CIRCULAR

Regarding the format and presentation techniques of regulatory legal documents issued by the Government, the Prime Minister,

Ministers, Heads of agencies at the ministerial level, and joint regulatory legal documents

 _____________________________

Pursuant to the Law on Legislative Documents of 2008;

Pursuant to Decree No. 24/2009/NĐ-CP dated March 5, 2009, of the Government detailing and providing measures for implementing the Law on Legislative Documents;

Pursuant to Decree No. 93/2008/NĐ-CP dated August 22, 2008, promulgated by the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Justice;

The Minister of Justice issues this Circular to guide on the format and presentation techniques of regulatory legal documents issued by the Government, the Prime Minister, Ministers, Heads of agencies at the ministerial level, and joint regulatory legal documents.

PART I

GENERAL PROVISIONS

Article 1. Scope and Applicability

This Circular guides on the format and presentation techniques of regulatory legal documents issued by the Government, the Prime Minister, Ministers, Heads of agencies at the ministerial level, and joint regulatory legal documents between the Government, Ministers, Heads of agencies at the ministerial level with other agencies and organizations (hereinafter referred to as documents).

Article 2. Format of the document

The format of the document specified in this Circular includes the introduction section, the content section, and the conclusion section.

Article 3. Presentation techniques of the document

The presentation techniques of the document specified in this Circular include the presentation techniques of the document's content and the presentation techniques of the document's form.

The presentation techniques of the document's content include the presentation techniques of the general layout of the document; the presentation techniques of the layout of parts, chapters, sections, articles, clauses, points; sentence construction, language usage in the document.

The presentation techniques of the document's form include paper size, layout style, page margins for the document, positions for presenting format components, font type, font size, font style, and other presentation details implemented according to the guidance provided in Chapter V and the Appendix attached to this Circular.

Chapter II

FORMAT OF THE DOCUMENT

Section 1

PRESENTATION OF THE INTRODUCTION SECTION OF THE DOCUMENT

Article 4. The introduction section of the document

1. The introduction section of the document includes the State Emblem, the name of the issuing authority, the number and code of the document, place name, date, month, year of issuance, the name of the document, and the basis for issuing the document.

2. For documents issued together with another form of document such as regulations, rules, charters, lists, and similar documents, the introduction section of the accompanying document includes the State Emblem, the name of the issuing authority, and the name of the document. Underneath the name of the accompanying document, the name, code, date, and year of issuance of the accompanying document must be clearly indicated.

Article 5. National Emblem and Motto

1. The National Emblem is: "SOCIALIST REPUBLIC OF VIET NAM". The National Emblem is presented in uppercase letters, font size from 12 to 13, upright bold font, and positioned at the very top right corner of the first page of the document.

2. The Motto is: "INDEPENDENCE - FREEDOM - HAPPINESS". The Motto is presented in lowercase letters, font size from 13 to 14, upright bold font, immediately below the National Emblem; the first letter of each phrase is capitalized, hyphenated between phrases, with spaces; below it is a solid horizontal line equal in length to the width of the line of text.

Article 6. Name of the Issuing Authority

1. The name of the issuing authority is the name of the authority with the power to issue the document based on legal provisions. The name of the issuing authority must be the official name and must be fully recorded.

2. The name of the issuing authority is presented in uppercase letters, upright bold font, font size 13, with a solid horizontal line underneath, equal in length from 1/3 to 1/2 the length of the line of text, and centered relative to the line of text.

Article 7. Number of Copies

1. The number and code of the document include the serial number, year of issuance, type of document, and issuing authority.

2. The number of the document is recorded using Arabic numerals, including the registration serial number assigned to each type of document issued by the authority within a year and the year of issuance; starting consecutively from number 01 on January 1 and ending on December 31 each year; the year of issuance must be fully recorded.

3. The code of the document includes the abbreviation of the type of document and the abbreviation of the name or state position of the authority with the power to issue the document.

The abbreviation of the issuing authority's name must be specifically defined, ensuring brevity, clarity, and compliance with regulations.

4. The number and code of the document are presented as follows:

a) The sequence of the number and code of the documents is as follows: document serial number/year of issuance/type abbreviation-issuing authority abbreviation (this sequence is written continuously without spaces);

b) The number and code of the document are centered below the name of the issuing authority or organization;

c) The word "Number" is presented in lowercase letters, font size 13, upright font; followed by a colon after the word "Number"; for numbers less than 10, a leading zero must be added;

d) The code of the document is presented in uppercase letters, font size 13, upright font;

đ) Between the number, year of issuance, and document code, there is a forward slash (/); between abbreviations in the document code, there is a hyphen without spaces (-).

Article 8. Place name and date of issuance of the document

1. The place name on the document is the official name of the province or centrally governed city where the issuing agency's headquarters is located.

2. The date of issuance of the document is the day, month, and year when the document is signed for issuance or certification. The date of issuance must be fully written; the numbers indicating day, month, and year should be in Arabic numerals; for days less than 10 and months 1 and 2, a leading zero must be added.

3. The place name and date of issuance of the document are presented on the same line with the document number and symbol, in regular font, size from 13 to 14, italic style; the first letter of each word in the place name must be capitalized; a comma follows the place name; the place name and date of issuance are centered below the State Emblem and Motto.

Article 9. Name of the document

1. The name of the document includes the type name and the document title.

2. The type name of the document is the name of each type of document as prescribed by the Law on Issuance of Legal Normative Documents.

3. The document title is a short sentence or phrase that reflects the main content of the document.

4. The name of the document is presented as follows:

a) The type name of the document in all capital letters, size 14, upright style, bold; centered horizontally within the document.

b) The document title is centered directly under the type name, in regular font, size 14, upright style, bold;

c) For documents issued together with other documents, the explanatory note regarding the issuance of accompanying documents is placed in parentheses, italic style, size 14, centered immediately below the document title.

Article 10. Basis for Issuing the Document

1. The basis for issuing the document is a legal normative document with higher legal validity that is currently effective or has been promulgated/signed but not yet effective but must take effect before or at the same time as the issued document.

2. In cases where a legal normative document with higher legal validity contains provisions delegating detailed regulations, such specific provisions must be stated in the part of the document detailing the basis for issuance.

In cases where a detailed regulation document both details delegated provisions and includes other contents, it is not necessarily required to specifically state the detailed provisions in the basis for issuance section.

3. The basis for issuing the document is presented in regular font, italic style, size 14, below the document name; each basis must start on a new line, ending with a semicolon at the end of the line, except for the last basis which ends with a period.

Briefly describe technical improvements, production processes, raw materials, designs; new technology applications such as automation, digitalization, clean technology; management, marketing, distribution solutions; products winning awards or certifications related to innovation…):…Chapter 2

PRESENTATION OF THE CONTENTS OF THE DOCUMENT

Article 11. Structure of the Document

1. Depending on the scope of regulation of the document, one of the following structures may be chosen:

a) Part, Chapter, Section, Article, Clause, Point;

b) Chapter, Section, Article, Clause, Point;

c) Section, Article, Clause, Point;

d) Article, Clause, Point;

e) Clause, Point.

2. Parts, Chapters, Sections, Articles in the document must have titles. The title is a phrase indicating the main content of the part, chapter, section, or article.

3. The contents of the document are presented as follows:

a) The main content (text) is presented in regular font (justified on both margins), upright style; size from 13 to 14; when starting a new line, the first character may be indented from 1 cm to 1.27 cm (1 default tab); the minimum space between paragraphs is 6 pt; the minimum line spacing is single line spacing or 15 pt (exactly line spacing).

b) In cases where the document is structured according to parts, chapters, sections, articles, clauses, points, it is presented as follows:

"Part" and the serial number of the part, and "Chapter" and the serial number of the chapter are presented on a separate line, centered, in regular font, size from 13 to 14, upright style, bold; the serial number of the part and chapter uses Roman numerals. The title (name) of the part and chapter is presented immediately below, centered, in all capital letters, size from 13 to 14, upright style, bold;

"Section" and the serial number of the section are presented on a separate line, centered, in regular font, size from 13 to 14, upright style, bold; the serial number of the section uses Arabic numerals. The title of the section is presented immediately below, centered, in all capital letters, size from 12 to 13, upright style, bold;

"Article", the serial number, and the title of the article are presented in regular font, indented 1 default tab from the left margin, the serial number of the article uses Arabic numerals, followed by a period; the size is the same as the text body (13-14), upright style, bold;

The serial number of each clause within a section uses Arabic numerals, followed by a period, the size of the number is the same as the text body (13-14), upright style; if a clause has a title, the serial number and title of the clause are presented on a separate line, in regular font, the size is the same as the text body (13-14), upright style;

The order of each point within a clause uses Vietnamese alphabetical letters in order abc, followed by a closing parenthesis, in regular font, the size is the same as the text body (13-14), upright style.

Article 12. Documents issued together with other documents

In cases where a document is issued together with another document, the document shall be divided into two parts: the part issuing the accompanying document and the part being issued together.

The part issuing the accompanying document contains provisions on the issuance together with another document, implementation organization, and effectiveness of the document.

The part being issued together contains specific provisions of the document. Depending on the content, this part may be structured into sections, chapters, sub-sections, articles, clauses, and points.

Section 3

PRESENTATION OF THE END OF THE DOCUMENT

Article 13. Presentation of the end of the document

The end of the document includes the position, name, and signature of the authorized person signing the document; the stamp of the issuing agency; and the recipients of the document.

For documents issued together with another form of document, the end of the accompanying document includes the position, name, and signature of the authorized person signing the document; the stamp of the issuing agency.

Article 14. Presentation of signatures on documents

1. For Government Decrees, the Prime Minister signs on behalf of the Government and must write the abbreviation "TM." (on behalf of) before the word "Government."

For Prime Minister's Decisions and Circulars of Ministers or Heads of equivalent agencies, the Prime Minister, Minister, or Head of an equivalent agency signs.

In cases where a deputy signs for the document, the abbreviation "KT." (substitute signature) must be written before the position of the authorized person signing the document.

2. The position and name of the signatory and substitute signatory must be fully reflected in the document.

For joint documents, the position and name of the agency of the signatory must be clearly stated.

3. The abbreviations "TM.", "KT.", or "Q." (authority), authority, and position of the signatory are presented in uppercase letters, font size from 13 to 14, upright style, bold.

The name of the signatory is presented in lowercase letters, font size from 13 to 14, upright style, bold, centered relative to the authority and position of the signatory.

Article 15. Stamp of the issuing agency

1. The stamp of the issuing agency can only be affixed to the document after the authorized person has signed it.

2. The stamping process on the document is carried out according to the provisions of Clause 2 and Clause 3, Article 26 of the Government Decree No. 110/2004/NĐ-CP dated April 8, 2004, on archival work and relevant laws; the stamping process for documents and attached appendices is carried out according to the provisions of Clause 4, Article 26 of the Government Decree No. 110/2004/NĐ-CP.

The model of the stamp for classified documents (top secret, confidential, or secret) is implemented according to the regulations of the law on protecting state secrets.

Article 16. Recipients

1. The recipients of the document include supervisory agencies, inspection agencies, issuing agencies, the Official Gazette, archives, and other agencies or organizations, depending on the content of the document.

2. The term "recipients" is presented on a separate line (aligned with the line containing the "authority, position of the signatory" and close to the left margin), followed by a colon, in lowercase letters, font size 12, italic style, bold.

Part listing the agencies, organizations, units, and individuals receiving the document shall be presented in regular font, size 11, upright style; the name of each agency, organization, unit, or individual, or each group of agencies, organizations, units receiving the document shall be presented on a separate line, with a dash at the beginning of the line aligned to the left margin, and a semicolon at the end of the line; for the last line, it includes the word "Lưu" followed by a colon, then the abbreviation "VT" (office of the agency or organization), the abbreviation of the unit (or department) drafting the document, and the number of copies to be kept (only in necessary cases) enclosed in parentheses, ending with a period.

Chapter III

TECHNIQUES FOR PRESENTING THE CONTENT OF DOCUMENTS

Article 17. Layout of the document

1. The arrangement of provisions on the same issue within parts, chapters, sections must ensure the principle:

a) General provisions are presented before specific provisions;

b) Provisions on content are presented before procedural provisions;

c) Provisions on rights and obligations are presented before sanctions provisions;

d) General provisions are presented before special provisions;

đ) General provisions are presented before exceptional provisions.

2. The presentation of the structure of the document must ensure the following principles:

a) Part is the largest layout presented in the document, the contents of the parts in the document must be independent from each other;

b) Chapter is the second largest layout presented in the document, the chapters in the document must have relatively independent contents and systematic and logical interconnections;

c) Section is the third largest layout presented in the document, the division of sections according to relatively independent, systematic, and logical contents. Sections can be used in chapters with multiple contents and articles;

d) Article may be presented in clauses and points. The content of each article must be fully expressed, complete in meaning and sentence, and grammatically correct;

đ) Clause is used when the content of the article has relatively independent meanings, the content of each clause must be fully expressed in one meaning; each clause must be written as a complete sentence;

e) Point is used when the content of the article or clause has different meanings.

Article 18. Language used in the document

1. The language used in the document is Vietnamese; the vocabulary used must be common terms.

2. Do not use local dialects, archaic terms, and colloquialisms; do not use foreign languages.

In cases where foreign terms must be used due to the lack of Vietnamese equivalents, they may be used directly if they are commonly used and widely known, or they should be transliterated into Vietnamese.

Article 19. Proper use of vocabulary

1. The document must use written language; expressions must be clear, simple, and easy to understand.

2. In cases where specialized terms need to clarify their content in the document, such terms must be explained.

3. Abbreviations may only be used when necessary and the content of the abbreviation must be explained at its first appearance in the document.

For documents using many abbreviations, a specific article should be established to explain all abbreviations in the document.

Article 20. Proper use of vocabulary

1. Vocabulary used in the document must accurately convey the intended content without generating multiple interpretations; in cases where a term can be understood in multiple ways, it must be explained according to the meaning used in the document.

2. Interrogative terms and rhetorical devices shall not be used in the document.

3. Vocabulary must be used consistently throughout the document.

Article 21. Sentences in the document

1. Sentences must be complete in content, well-formed in structure, and ensure the coherence between the parts of the sentence.

2. Legal regulations must directly stipulate the content to be regulated, not make general provisions; they must be presented concisely, clearly, and accurately.

3. Sentences must be concise and clear; superfluous words should not be used in sentences.

4. Interrogative and exclamatory sentences shall not be used in the document.

Article 22. Punctuation marks in the document

The use of punctuation marks in the document must comply with the spelling rules of the Vietnamese language. Question marks, exclamation marks, and ellipses shall not be used in the document.

Article 23. Presentation of numbers in the document

1. Numbers in the document must be presented in Arabic numerals and annotated with words immediately following the number, except in cases specified in Clause 2 of this Article.

2. Numbers at the beginning and end of the document; numbers indicating the duration, numbers indicating time points, and numbers indicating quantities of measurement units shall be presented in Arabic numerals.

Article 24. Presentation of measurement units

Measurement units in the document shall be presented in words.

The symbols of measurement units shall be written immediately after and placed in parentheses.

The names and symbols of measurement units shall be uniformly presented according to the measurement regulations.

Article 25. Presentation of deadlines and time points

1. When the deadline is determined in minutes, hours, days, weeks, months, quarters, or years, the deadline shall be presented with the number indicating the length of the deadline and the unit of time.

2. When the time point is determined in minutes, hours, days, weeks, months, quarters, or years, the time point shall be presented with the number indicating the time point and the unit of time.

3. Units of time period and units of time point shall be expressed in words and presented immediately following the number indicating the length of the time period and the number indicating the time point.

Article 26. Presentation of contents for amendment and supplementation in the chapter on implementation clauses or the clause on implementation clauses

1. In cases where the issued document contains amendments and supplements to parts, chapters, sections, articles, clauses, points, or phrases of other documents, these contents shall be presented in Chapter "Implementation Clauses" or the clause on implementation clauses. The contents of amendments and supplements may be structured into articles, clauses, or points depending on the scope and extent of the amendments and supplements.

2. In the contents of amendments and supplements, it must clearly specify the parts, chapters, sections, articles, clauses, or points of the document being amended or supplemented.

Article 27. Presentation of transitional provisions

1. Transitional provisions are used to handle existing legal relationships before the issuance of the document in cases where it is difficult to immediately apply the provisions of the new document to existing legal relationships.

The establishment of transitional provisions must aim to protect basic citizens' rights; ensure harmony between the interests of the people and the state's interests.

2. Transitional provisions are stipulated as a separate article at the end of the document, named "transitional provisions" or specified directly in the articles or clauses that require transitional provisions.

Article 28. Presentation of effective date

1. The effective date of the document must be specifically determined in the document.

2. The name of the document, parts, chapters, sections, articles, clauses, or points of the document being replaced or abolished must be specifically listed in the article stipulating the effective date of the document. In cases where there are too many documents, articles, clauses, or points being replaced or abolished, they must be compiled into a list attached for issuance.

Article 29. Techniques for citing documents

1. When citing related documents, the full name of the document, number, and code of the document; the name of the agency or organization issuing the document must be recorded.

2. In cases where citing parts, chapters, or sections of a legal normative document, the specific part, chapter, or section of the document must be identified.

3. In cases where citing to articles, clauses, or points, it is not necessary to clearly identify the structural unit containing the article, clause, or point.

4. In cases where citing to parts, chapters, sections, articles, clauses, or points of a legal normative document, citations must follow the order from small to large and the name of the document; if citing from one clause or point to another within the same article or from one section or article to another within the same chapter of the same document, the name of the document does not need to be specified but must be cited specifically.

Chapter IV

PRESENTATION OF AMENDMENT AND SUPPLEMENT DOCUMENTS

Section 1

PRESENTATION OF DOCUMENTS AMENDING AND SUPPLEMENTING CERTAIN ARTICLES

Article 30. Amendment and Supplement Document of Certain Articles

1. An amendment and supplement document of certain articles is a document amending, supplementing, abolishing, or replacing one or several provisions of the current document.

2. An amendment and supplement document of certain articles must clearly specify the chapters, sections, articles, clauses, or points being amended, supplemented, abolished, or replaced.

Article 31. Name of the amendment and supplement document of certain articles

The name of the amendment and supplement document of certain articles includes the type of document with the phrase "amendment and supplement of certain articles of" and the full name of the document being amended and supplemented.

Article 32. Structure of the amendment and supplement document of certain articles

1. The contents of the amendment and supplement document of certain articles of a document can be structured into four articles: Article 1 stipulates the contents of amendments and supplements; Article 2 stipulates the abolition or change of wording related to multiple articles or clauses in the current document; Article 3 stipulates the responsibility for organizing implementation (if any); and Article 4 stipulates the effective date of the document.

2. Provisions on the contents of amendments, supplements, abolitions, or replacements are arranged in order corresponding to the sequence of articles or clauses of the document being amended or supplemented.

Article 33. The numbering sequence of supplementary Articles and Clauses

The numbering sequence of supplementary Articles and Clauses shall be carried out as follows:

1. Determine the position of supplementary Articles and Clauses based on their content within the current text.

2. Number supplementary Articles and Clauses by adding letters from the Vietnamese alphabet after the number of the preceding Article or Clause.

3. The numbering sequence of supplementary Chapters, Sections, Articles, and Clauses consists of a numeric part and a letter part. The numeric part reflects the sequence of Chapters, Sections, Articles, and Clauses in the amended text. The letter part is arranged according to the alphabetical order in the Vietnamese alphabet.

The numbering sequence of supplementary Points consists of a letter part and a numeric part. The letter part reflects the sequence of Points in the amended text. The numeric part is arranged starting from number 1.

Article 34. Order of Articles and Clauses in the amended text

The presentation of the amended text must not alter the order of Articles and Clauses that have not been amended, supplemented, abolished, or replaced in the current text.

Section 2

PRESENTATION OF DOCUMENTS AMENDING AND SUPPLEMENTING MANY DOCUMENTS

Article 35. Amending and supplementing multiple texts

An amended and supplemented text involving multiple texts is a text that simultaneously amends, supplements, abolishes, or replaces provisions of several related texts.

Article 36. Name of the amended and supplemented text involving multiple texts

Depending on the content being amended and supplemented, the name of the amended and supplemented text involving multiple texts is expressed as follows:

The type of text followed by the phrase "amending and supplementing certain Articles of" the text being amended and supplemented, which is generalized or specifically listed.

Article 37. Structure of the amended and supplemented text involving multiple texts

1. Depending on the content, the amended and supplemented text involving multiple texts may be structured into different Articles, each containing the content being amended and supplemented of one text, except for the Article stipulating the responsibility/implementation organization/effective date of the amended and supplemented text itself.

2. The content of the Articles and Clauses of the amended and supplemented text involving multiple texts must clearly specify the name of the text, Article, Clause, and Point of the related texts being amended and supplemented.

The title of the Article of the text is a directive indicating the amendment, supplementation, abolition, or replacement of each specific text.

3. The Article of the amended and supplemented text involving multiple texts can be structured into Clauses; Clauses can be structured into Points.

4. A Clause includes a directive indicating the amendment, supplementation, abolition, or replacement of Chapters, Sections, Articles, Clauses, and Points accompanied by the content of amendment, supplementation, abolition, or replacement.

5. The content of amendment, supplementation, abolition, or replacement is arranged in sequence corresponding to the order of Articles and Clauses of the amended and supplemented text.

Chapter V

PAPER SIZE, MARGINS, FONT, AND PAGE NUMBERING OF THE TEXT

Article 38. Paper Size

The original text is presented on A4 paper with a width of 210 millimeters (mm) and a length of 297 millimeters (mm). These dimensions are allowed to have an error margin of 0.2 millimeters (mm).

Article 39. Margins of the Text Page

1. The page margins are as follows:

a) Top margin: 20 millimeters (mm);

b) Bottom margin: 20 millimeters (mm);

c) Left margin: 30 millimeters (mm);

d) Right margin: 20 millimeters (mm).

2. The dimensions specified in Clause 1 of this Article are allowed to have an error margin of 5 millimeters (mm).

Article 40. Font

The font of the document must be the font of the Vietnamese character code set (Vietnamese Unicode font) according to the Vietnamese standard TCVN6909: 2001.

Article 41. Page Numbering of Documents

Pages of a multi-page document shall be numbered consecutively with Arabic numerals from the second page to the last page of the document, centrally aligned horizontally within the top margin of the document or right-aligned horizontally within the bottom margin of the document.

Chapter VI

IMPLEMENTING PROVISIONS

Article 42. Repeal of Existing Provisions

The provisions of this Circular replace the existing provisions on the format and presentation techniques for normative legal documents of the Government, Prime Minister, Ministers, Heads of ministerial-level agencies, and joint normative legal documents stipulated in Joint Circular No. 55/2005/TTLT-BNV-VPCP of the Ministry of Home Affairs and the Government Office dated May 6, 2005, guiding the format and presentation techniques for documents.

Article 43. Effective Date

This Circular takes effect from March 1, 2012.

Article 44. Implementation Organization

Ministries and ministerial-level agencies are responsible for organizing the implementation of this Circular./.