Circular No. 25/2025/TT-BGDĐT promulgates the Regulation on the management of foreign trips for units under and affiliated with the Ministry of Education and Training.

CIRCULAR

ISSUING REGULATIONS ON THE MANAGEMENT OF OVERSEAS BUSINESS TRIPS OF UNITS UNDER AND AFFILIATED WITH THE MINISTRY OF EDUCATION AND TRAINING

On the basis of Law on Exit and Entry of Vietnamese Citizens dated November 22, 2019;

On the basis of Law Amending and Supplementing Certain Provisions of the Law on Exit and Entry of Vietnamese Citizens and the Law on Entry, Exit, Transit, and Residence of Foreigners in Vietnam dated June 24, 2023;

Decree No. Decree No. 37/2025/NĐ-CP dated February 26, 2025 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Education and Training;

Considering the proposal of the Director of the International Cooperation Department;

The Minister of Education and Training issues this Circular on the Regulations on the Management of Overseas Business Trips of Units Under and Affiliated with the Ministry of Education and Training.

Article 1. These Regulations on the Management of Overseas Business Trips of Units Under and Affiliated with the Ministry of Education and Training are promulgated together with this Circular.

Article 2. This Circular takes effect from January 13, 2026, and replaces Circular No. 17/2014/TT-BGDĐT dated May 26, 2014 of the Minister of Education and Training on the Regulations on the Management of Going Abroad of Officials, Civil Servants, and Employees, and Circular No. 23/2019/TT-BGDĐT dated December 25, 2019 of the Minister of Education and Training amending and supplementing certain provisions of the Regulations on the Management of Going Abroad of Officials, Civil Servants, and Employees issued together with Circular No. 17/2014/TT-BGDĐT dated May 26, 2014 of the Minister of Education and Training.

Article 3. The Head of the Office, the Director of the International Cooperation Department, the Heads of units under and affiliated with the Ministry of Education and Training; relevant organizations and individuals shall be responsible for implementing this Circular.

 

REGULATIONS

 MANAGEMENT OF OVERSEAS BUSINESS TRIPS OF UNITS UNDER AND AFFILIATED WITH THE MINISTRY OF EDUCATION AND TRAINING
 (Issued together with Circular No. 25/2025/TT-BGDĐT dated November 28, 2025 of the Minister of Education and Training)

PART I
GENERAL PROVISIONS

Article 1. Scope of Regulation

These Regulations provide for the management of overseas business trips of units under and affiliated with the Ministry of Education and Training, including principles, forms, and authority to dispatch delegations; procedures, formalities, files for dispatching delegations, document management, reporting systems, and implementation organization.

Article 2. Interpretation of Terms

Dispatching a delegation refers to the overseas business trip of civil servants and employees of units under and affiliated with the Ministry of Education and Training, excluding personal matters.

The inviting party includes countries, territories, international organizations, non-governmental organizations, ministries, departments, organizations, educational institutions.

Article 3. Applicability

These Regulations apply to civil servants and employees of units under and affiliated with the Ministry of Education and Training who are dispatched for overseas business trips, including:

1. Civil servants and employees of units under the Ministry of Education and Training.

2. Directors/Deputy Directors of project management boards, programs/projects under the Ministry of Education and Training.

3. General directors/Chairmen of the Board of Members at state-owned enterprises directly under the Ministry of Education and Training holding 100% of the charter capital.

4. Rectors/Principals of public universities directly under the Ministry of Education and Training.

5. Chairmen of University Councils/Chairmen of School Councils of public higher education institutions established based on agreements or international treaties and directly under the Ministry of Education and Training.

6. Heads of public service units under and affiliated with the Ministry of Education and Training.

Article 4. Principles for dispatching delegations abroad

1. Delegations must have practical, economical, and effective purposes, programs, and contents that align with the tasks of the unit and the sector. Traveling abroad shall not affect the progress and quality of work assigned to civil servants and officials within the country. The head of the agency or unit organizing the delegation is responsible for considering combining delegations with overlapping areas and similar nature of work; ensuring that the delegation's composition is concise and appropriate to its purpose, requirements, and content of work.

2. Organizing delegations abroad must be based on the annual delegation dispatch plan approved or within the framework of cooperation projects and programs already signed. In cases where delegations are dispatched outside the approved plan, the agencies and units organizing the delegations must report in writing detailing the purpose, content, program, composition of the delegation, time, location, and source of funding for approval by the competent authority. Unnecessary delegations for exchange, survey, and foreign experience learning funded by the state budget shall not be organized.

3. Dispatching delegations based on invitations from the inviting side must have content consistent with the assigned functions and tasks and be approved by the Minister or the head of the unit authorized by the Minister to manage.

4. Individuals specified in Article 3 who are dispatched to work abroad must have relevant expertise, meet language proficiency requirements, and have good health to ensure the completion of their tasks. A delegation with two or more people must have a leader.

Article 5. Forms of delegations abroad

1. Delegations accompanying Party and State leaders and inter-ministerial delegations.

2. Delegations led by Ministry leaders visiting and conducting official business with countries; attending international conferences, seminars, forums, negotiations, intergovernmental meetings within the framework of international agreements and treaties to which Vietnam is a member.

3. Delegations attending international conferences, seminars, forums, negotiations, intergovernmental meetings within the framework of international agreements and treaties to which Vietnam is a member.

4. Delegations attending international conferences, seminars, forums, negotiations, research, surveys, experience exchanges, short-term training, participating in international educational fairs, cultural exchange activities, summer camps, sports congresses, international competitions within the framework of cooperation agreements, signed projects, and cooperation programs or participating in other education-related activities.

Article 6. Provisions on the number, duration, and composition of delegations abroad

1. For delegations dispatched according to the forms stipulated in Clause 1 and Clause 2 of Article 5 of this Regulation, the number of participants, working duration, purpose, content, and work program shall be based on the approved delegation project by the competent authority.

2. For delegations dispatched according to the forms stipulated in Clause 3 and Clause 4 of Article 5 of this Regulation, the following principles must be followed:

a) Unit leaders traveling abroad shall not exceed two times per year, and no more than two unit leaders from the same agency shall participate in the same delegation (except in cases of genuine necessity or emergencies, which require reporting to the competent authority for consideration and decision).

b) The delegation's composition must be concise, aligned with each member's tasks, ensuring practicality, effectiveness, and cost-saving; not exceeding five members per delegation for delegations led by a head (in genuinely necessary cases requiring additional members, report to the competent authority for consideration and decision).

c) Working duration in one country shall not exceed three days (excluding transit time, departure, and return), except in cases of attending or organizing large-scale, important events but not exceeding five days (excluding transit time, departure, and return). Each mission shall not exceed three countries and should reasonably arrange visits to nearby countries within the same region to ensure efficiency and cost-saving. In genuinely necessary cases requiring organizing overseas missions exceeding the prescribed duration, frequency, or number of countries, the main unit must report to the competent authority for consideration and decision.

d) In cases where delegations are dispatched within the framework of international agreements and treaties to which Vietnam is a member; within the framework of signed cooperation projects and programs or participating in training courses with durations and numbers of delegation members exceeding those stipulated in this Article, the main unit dispatching the delegation must report to the competent authority for consideration and decision.

Article 7. Authority to dispatch delegations

1. The Minister of Education and Training shall issue decisions to dispatch Deputy Ministers on overseas missions; approve the policy for dispatching leaders of units under and affiliated with the Ministry of Education and Training on overseas missions.

2. The Minister shall assign the Deputy Minister responsible for international cooperation to issue decisions to dispatch civil servants and officials as specified in Article 3 of this Regulation on overseas missions.

3. Heads of units authorized to manage shall issue decisions to dispatch officials from their agencies and units on overseas missions in accordance with current regulations.

4. In special cases, the Minister of Education and Training shall examine and decide.

Chapter II
DOCUMENTATION, PROCEDURES, AND FORMALITIES FOR DISPATCHING DELEGATIONS

Article 8. Documentation for dispatching delegations

One set of documentation for dispatching delegations includes:

1. A request letter from the main organizing unit of the delegation according to the model prescribed in Appendix I attached to this Regulation.

2. Invitation letters from foreign parties or invitation documents from ministries, sectors, organizations, and educational institutions. In cases where the invitation letters are written in languages other than English, a certified Vietnamese translation by an authorized agency must be attached.

3. List of delegation members (if the delegation has two or more members).

4. Proposed work program.

5. Documents or decisions on dispatching participants issued by the main managing unit (if delegation members are from units under and affiliated with the Ministry of Education and Training).

6. Documents containing the approval opinions of the Minister and the Deputy Minister responsible regarding the policy for dispatching leaders of Departments/Bureaus/units under the Ministry of Education and Training.

Article 9. Procedures and formalities for dispatching delegations

1. The main organizing unit sends one set of documentation for dispatching delegations to the International Cooperation Department. The International Cooperation Department leads the process of submitting to the competent authority for permission to dispatch the delegation; handles the procedures for dispatching the delegation if the Ministry leader is the head of the delegation or participates in the delegation.

2. For delegations dispatched according to the forms stipulated in Clause 3 and Clause 4 of Article 5 of this Regulation, the main organizing unit of the delegation transfers the documentation in accordance with Article 8 of this Regulation to the International Cooperation Department at least 20 (twenty) working days before the mission date. Within 07 (seven) working days from the date of receiving complete and valid documentation, the International Cooperation Department reviews, submits for examination and signature of the decision to dispatch the delegation by the Ministry leadership.

If the documentation is not valid, within 02 (two) working days from the date of receipt of the documentation, the International Cooperation Department will notify in writing the main organizing unit of the delegation to amend, supplement, and complete the documentation. The processing time for the documentation is calculated from the date the International Cooperation Department receives complete and valid documentation.

Chapter III
REPORTING SYSTEM AND MANAGEMENT OF DOCUMENTS AND INFORMATION

Article 10. Reporting System

1. Delegation headed by Ministry leadership

a) Delegation headed by the Minister: within 15 (fifteen) working days after the end of the trip, the International Cooperation Department or the unit assigned by the Ministry leadership to take charge and coordinate with relevant units to prepare a report for the Minister's review and approval to submit to the Prime Minister about the results of the trip.

b) Delegation headed by the Deputy Minister: within 15 (fifteen) working days after the end of the trip, the International Cooperation Department or the unit assigned by the Ministry leadership to take charge and coordinate with relevant units to prepare a report on the results of the trip for the Deputy Minister's review and approval to submit to the Minister.

2. Other delegations

Within 15 (fifteen) working days after the end of the trip, a written report along with relevant documents of the mission (if any) about the results of the mission must be submitted to the competent authority and the International Cooperation Department (in cases where the Ministry of Education and Training issues a decision to dispatch on a mission) according to the model prescribed in Appendix II attached to this Regulation.

For civil servants and officials who do not hold leadership positions going on overseas missions not as part of a delegation, it is requested that they submit reports on the results of the mission to the head of the agency or unit responsible for managing civil servants and officials in overseas missions.

3. Based on the importance of the mission and upon the proposal of the mission team leader, the International Cooperation Department may issue a document requesting the Minister's permission to organize a seminar, report on the results, and exchange information among relevant units after the end of the mission.

Article 11. Management of Documents and Information

1. The delegation must comply with the confidentiality regime for information as prescribed by the Law on State Secrets Protection and related regulations.

2. Documents and information collected during the mission that are valuable for the development of the education sector shall be common property. The head of the delegation or individuals possessing such documents and information shall hand them over to their respective agencies or units for management and utilization in accordance with regulations.

3. By December 20 each year, units shall submit reports on the management of outbound delegations according to the model prescribed in Appendix III attached to this Regulation to the Ministry of Education and Training (through the International Cooperation Department).

Chapter IV
IMPLEMENTATION

Article 12. Responsibilities of Units and Individuals in Dispatching Outbound Delegations

1. International Cooperation Department

The International Cooperation Department is the focal unit assisting the Minister in performing the function of managing outbound missions of units under and directly affiliated with the Ministry of Education and Training, including:

a) Taking the lead in drafting the annual plan for outbound missions of the Ministry's leadership, reporting to the Government Office and the Ministry of Foreign Affairs.

b) Taking the lead and coordinating with the Planning and Finance Department, the Ministry’s Office, and other units under the Ministry of Education and Training to draft the plan for outbound delegations and the budget estimate for such delegations of the Ministry of Education and Training to be submitted to the Minister by July each year.

c) Taking the lead and coordinating with relevant agencies and units to prepare the content and program of work, contact the Vietnamese representative offices abroad and the foreign side for delegations led by the Ministry's leadership, ensuring consular and reception services for these delegations.

d) Taking the lead in submitting to the Minister or Deputy Minister responsible for international cooperation for approval and signature of decisions to dispatch outbound delegations of the Ministry of Education and Training.

đ) Serving as the focal point to assist units under the Ministry of Education and Training in contacting Vietnamese representative offices abroad and the foreign side regarding the organization and development of programs of work for outbound delegations, guiding consular procedures and reception services for these delegations.

e) Receiving and processing information and proposing to the Ministry's leadership plans for dispatching delegations not included in the plan, delegations invited by the foreign side or domestic partners.

g) Summarizing and reporting to the Ministry's leadership on cases where civil servants, officials, and employees travel abroad contrary to the designated targets, standards, and timeframes, and recommending handling measures.

h) Summarizing and reporting to the Ministry's leadership on the situation of outbound delegations of the Ministry of Education and Training annually before December 31.

i) Taking the lead in guiding, inspecting, and urging the implementation of this Regulation.

2. Organization and Cadres Department

Cooperating with the International Cooperation Department to advise the Ministry's leadership on the management of cadres, civil servants, and officials traveling abroad; guiding the implementation of policies and regulations of the state concerning cadre work while abroad.

3. Heads of units under and directly affiliated with the Ministry of Education and Training

a) Heads of units directly under the Ministry of Education and Training shall develop plans for dispatching outbound delegations for the following year of their units in accordance with regulations and submit them to the International Cooperation Department before September 30 each year for consolidation and reporting to the Ministry's leadership (according to the model at Appendix IV attached to this Regulation).

b) Shall be responsible to the Minister for proposing personnel under their supervision when participating in outbound delegations.

c) Managing documents and files, organizing the exploitation and utilization of valuable documents and information collected by outbound delegations.

4. Head of the outbound delegation dispatched by the Minister of the Ministry of Education and Training

a) Implementing the tasks of the delegation abroad in accordance with the approved program and Vietnamese laws, international laws.

b) During the stay abroad, if issues arise due to objective reasons, the head of the delegation needs to promptly report to the International Cooperation Department and the direct supervising agency or unit of the civil servants and officials traveling abroad to unify solutions.

c) Reporting on the results of the mission in accordance with Article 10 of this Regulation.

d) Completing financial settlement procedures (if using state budget) no later than fifteen working days after the end of the trip.

5. Civil Servants and Officials dispatched to work abroad

Adhering to current regulations on traveling abroad, fulfilling assigned tasks, maintaining the honor and reputation of the industry and the country; reporting in writing on the situation and results of the mission to the head of the agency or unit; cooperating to complete financial settlement procedures (if using state budget) no later than fifteen working days after the end of the trip.

 

 

Appendix I

OUTBOUND DELEGATION DISPATCH NOTICE
(Attached to Circular No. 25/2025/TT-BGDĐT dated November 28, 2025 of the Minister of Education and Training)

 

Respected Leadership of the Ministry of Education and Training,

 Respectfully also to: International Cooperation Department

On the basis of Circular No. …/2025/TT-BGDĐT dated …/…/20… of the Ministry of Education and Training on the issuance of the Regulation on the Management of Outbound Missions of Units Under and Directly Affiliated with the Ministry of Education and Training;

On the basis of the Invitation Letter from (clearly stating the inviting unit), No. … dated … month … year 20...;

[Unit] reports and requests to dispatch an outbound delegation as follows:

1. Name of the delegation: clearly state the name of the delegation and the content of the work (official visit/negotiation/travel to implement projects/participate in conferences, seminars...);

2. Purpose of the mission:

3. Composition: (clearly state full names, positions, units)

- Please specify clearly whether this is the nth outbound mission of each member in the year (if applicable).

- In case a decision is needed for visa application procedures, please provide full position, place of work, civil servant/volunteer grade code, salary level, source of salary as prescribed.

Example 1. For civil servants: Nguyen Van A, Deputy Director of the Organization and Cadres Department; Grade A2 civil servant, Level 2/8, Senior Specialist rank, Code 01.002, receiving salary...¹

Example 2. For officials: Nguyen Van B, Principal of School C; Type A3.1 management official, Level 3/6, Senior Lecturer rank, Code V.07.01.01, receiving salary...²

4. Duration: from …day …month …year 20... to …day …month …year 20... (excluding travel time or including travel time).

5. Budget: Unit pays …/Inviting party sponsors…(specify each budget item in detail, for example: School A will cover round-trip international airfare expenses, hotel costs, meals, visa fees, passport fees, etc.)

6. Office address:

7. Contact information (phone, email):

8. Opinion of the unit (if applicable).

Respectfully./.

 

 

^{_______________________________}

¹ Indicate clearly whether salary is received from the state budget or the public institution's payroll fund as prescribed by law.

² Specify as directed in Item 1 above.

 

REPORT ON THE RESULTS OF OVERSEAS BUSINESS TRIPS
(Attached to Circular No. 25/2025/TT-BGDĐT dated November 28, 2025 of the Minister of Education and Training)

 

REPORT

On the results of business trips to...

Respected Leadership of the Ministry of Education and Training,
Respectfully submitted to: International Cooperation Department

1. Name of the person reporting: (if it is a group, list all members of the group. The reporter is the group leader).

2. Position:

3. Place of work:

4. Business trip destination country/territory:

5. Decision/Letter number:

6. Source of funding:

7. Purpose of the trip:

6. Duration of the business trip:

8. Travel itinerary:

9. Implemented work program (time, location, content of work performed):

10. Evaluation of the trip results:

11. Recommendations:

12. Attached documents (if any): (Please list the document index)

 

 

ANNEX III

ANNUAL WORK MANAGEMENT REPORT FOR GROUPS ABROAD
(Attached to Circular No. 25/2025/TT-BGDĐT dated November 28, 2025

specialized agency under the People's Committee of the province/city.of the Minister of Education and Training)

 

Respected: Ministry of Education and Training (International Cooperation Department)

1) Statistics on the number of outbound groups (From January ... to December ...)

2) Evaluation of results

Achievements: Evaluate the results obtained annually from outbound groups (provide evidence if available), specify advantages and difficulties.

3) Recommendations (if any)

 

 

Note:

- Group name: Clearly indicate the name of the working group (official visit/diplomatic negotiation/project implementation...);

- Group leader: Clearly indicate the full name and position of the group leader;

- Number of group members: Clearly indicate the total number of participants in the group, including the group leader.

- Destination country: Fully indicate the countries visited according to the itinerary.

- Implementation period: Clearly indicate from which day, month, and year to which day, month, and year;

- Funding: Clearly indicate which items Vietnam covers, from which source; which items the counterpart covers;

- Report: Indicate clearly the number and date of the report document on the group's activities, where the report was sent (leave blank if there is no report).

- Group in plan: Mark (x) if it is a group included in the approved plan, leave blank if it is an unplanned group.

 

ANNEX IV

PROPOSED OUTBOUND GROUP PLAN FOR YEAR...
(Attached to Circular No. 25/2025/TT-BGDĐT dated November 28, 2025 of the Minister of Education and Training)

 

PROPOSED OUTBOUND GROUP PLAN FOR YEAR ...

UNIT: USD

 

 

(*) The basis for the budget estimate shall be based on the current documents of the Ministry of Finance stipulating the subsistence allowance system for state officials and civil servants going on short-term missions abroad, which are funded by the State budget.