Consolidated Document number 4449/VBHN-BNG Circular guiding the registration and management of civil status records at Diplomatic Missions and Consular Posts of Vietnam abroad

SOCIALIST REPUBLIC OF VIET NAM Independence - Freedom - Happiness __________________

 

CIRCULAR

Guidelines for registering and managing household records at diplomatic missions and consular offices of Vietnam abroad

 

Circular No. 07/2023/TT-BNG dated December 29, 2023, issued by the Minister of Foreign Affairs, guiding the registration and management of household records at diplomatic missions and consular offices of Vietnam abroad, effective from February 15, 2024, amended and supplemented by:

Circular No. 07/2025/TT-BNG dated June 13, 2025, issued by the Minister of Foreign Affairs, amending and supplementing certain provisions of Circular No. 07/2023/TT-BNG dated December 29, 2023, issued by the Minister of Foreign Affairs, guiding the registration and management of household records at diplomatic missions and consular offices of Vietnam abroad, effective from July 13, 2025.

Pursuant to the Household Registration Law No. 60/2014/QH13 dated November 20, 2014;

Pursuant to the Nationality Law of Vietnam No. 24/2008/QH12 dated November 13, 2008; Law Amending and Supplementing Certain Provisions of the Nationality Law of Vietnam No. 56/2014/QH13 dated June 24, 2014;

Pursuant to the Marriage and Family Law No. 52/2014/QH13 dated June 19, 2014;

Pursuant to the Law on Diplomatic Missions of the Socialist Republic of Vietnam Abroad No. 33/2009/QH12 dated June 18, 2009; Law Amending and Supplementing Certain Provisions of the Law on Diplomatic Missions of the Socialist Republic of Vietnam Abroad No. 19/2017/QH14 dated November 21, 2017;

Based on Decree No. 123/2015/NĐ-CP dated November 15, 2015 of the Government detailing certain provisions and measures for the implementation of the Household Registration Law;

Pursuant to Decree No. 87/2020/NĐ-CP dated July 28, 2020, issued by the Government, regarding the electronic household registration database and online household registration;

Pursuant to Decree No. 47/2020/NĐ-CP dated April 9, 2020, issued by the Government, on the management, connection, and sharing of digital data of state agencies;

Pursuant to Decree No. 81/2022/NĐ-CP dated October 14, 2022, issued by the Government, on the functions and tasks of the Ministry of Foreign Affairs;

At the proposal of the Director of the Consular Department,

The Minister of Foreign Affairs issues this Circular guiding the registration and management of household records at diplomatic missions and consular offices of Vietnam abroad^[1].

PART I

GENERAL PROVISIONS

 

Article 1. Scope of Regulation^[2]

This Circular provides detailed guidance on Clause 1, Article 53 of the Household Registration Law concerning the registration of household records for Vietnamese citizens residing abroad; re-registering birth, marriage, death; issuing certified copies of household records; issuing Certificates of Marital Status for Vietnamese citizens residing abroad; state management of household records; the management of the electronic household registration database and online household registration at diplomatic missions and consular offices of Vietnam abroad (hereinafter referred to as the Mission) in accordance with the Household Registration Law, Decree No. 123/2015/NĐ-CP dated November 15, 2015, issued by the Government detailing certain provisions and measures for implementing the Household Registration Law, amended and supplemented by Decree No. 07/2025/NĐ-CP dated January 9, 2025, issued by the Government amending and supplementing certain provisions of decrees in the field of household registration, nationality, and authentication (hereinafter referred to as Decree No. 123/2015/NĐ-CP), and Decree No. 87/2020/NĐ-CP dated July 28, 2020, issued by the Government regarding the electronic household registration database and online household registration (hereinafter referred to as Decree No. 87/2020/NĐ-CP).

Article 2. Authority for Registering Household Records

1. The representative body shall carry out the registration of household records as prescribed in Article 3 of the Household Registration Law, re-registering birth, marriage, death; issuing certified copies of household records from the Household Register or the Electronic Household Record Database; issuing Certificates of Marital Status for Vietnamese citizens residing abroad in accordance with Vietnamese law, the laws of the receiving country, and international treaties to which Vietnam is a party.

2. For countries where Vietnam has two or more representative bodies, the authority for registering household records belongs to the representative body in the consular district where the person requesting the service resides.

3. For countries or territories without a representative body, the registration of household records shall be carried out at the representative body in the country of concurrent accreditation or the most convenient representative body.

Article 3. Explanation of Terms

In this Circular, the following terms are understood as follows:

1. Vietnamese citizens residing abroad are those who hold Vietnamese nationality and reside permanently or temporarily outside Vietnam.

2. Vietnamese citizens residing permanently abroad are those who hold Vietnamese nationality and are granted permanent residency status by the host country.

3. Vietnamese citizens residing temporarily abroad are those who hold Vietnamese nationality and work, study, labor, or reside for a limited period outside Vietnam.

4. Consular officials are diplomatic or consular officers assigned to perform household registration tasks at the representative body.

Article 4. Submission, Acceptance, and Delivery of Results for Household Registration

The submission, acceptance, and delivery of results for household registration at the representative body shall be carried out in accordance with Article 3 of Decree No. 123/2015/ND-CP, Article 12 of Decree No. 87/2020/ND-CP, Articles 2, 3, 4, and 5 of Circular No. 04/2020/TT-BTP dated May 28, 2020 of the Ministry of Justice detailing certain provisions of the Household Registration Law and Decree No. 123/2015/ND-CP dated November 15, 2015 of the Government detailing certain provisions and measures to implement the Household Registration Law (hereinafter referred to as Circular No. 04/2020/TT-BTP), and the following guidelines:

1. The household registration application may be submitted directly, through postal services, or via the online household registration system.

2.^[3] The person requesting household registration or issuance of certified copies of household records must present the original of one of the following documents: passport, identity card, citizen identification card, citizen card, electronic citizen identification, certificate of citizen identification, or other documents bearing a photograph and personal information issued by an authorized agency and still valid (hereinafter referred to as personal identification documents) to prove their identity; proof of residence in the host country (if available). The representative body will check, take photographs, and confirm that the copies match the originals for record keeping. In cases where the application is submitted through postal services, the certified true copies of the above documents should be submitted.

If the person requesting is a Vietnamese citizen who has been issued a personal identification number, they may present the original citizen identification card or electronic citizen identification (if submitting directly) or submit a copy of this document (if submitting through postal services or via the online household registration system) to prove their identity when technical infrastructure allows the representative body to connect to the National Population Database.

3. The representative body shall accept and process online household registration requests in accordance with the level of deployment of online public services and the synchronized use of the shared Household Registration and Management Software at the representative body. In cases where online household registration is not accepted and processed, the representative body shall notify on its official website or send a written notification to the person requesting and specify the reasons; such notifications can be sent via email if the person requesting has an email address.

4. Documents issued by the competent authority of the host country for use in registering household records at the representative body do not require legalization by a consul. In cases where there is doubt about the authenticity of the documents, the representative body shall request that the documents be certified by the competent authority.

Documents issued by the competent authority of a third country for use in registering household records at the representative body must be legalized according to regulations.

Foreign language documents in the household registration application must be translated into Vietnamese or English and notarized or authenticated according to the law.

5. When delivering the results of household registration, if the person requesting receives the result in person, the deliverer is responsible for guiding the person requesting household registration to check the contents of the household record documents and the Household Register. If the person requesting finds the contents correct and consistent with the household registration application, they must sign and write their full name in the Household Register; in cases where the result is received through postal services or electronically through the online public service system, signing the Household Register is not required, except as provided in Clause 6 of this Article.

6. For the following household matters, the person requesting household registration must be present at the representative body to sign the Household Register and receive the result: birth registration; marriage registration; guardianship; acknowledgment of parentage; correction of household registration, determination of ethnicity, supplementation of household registration information; death registration.

For other household matters, the person requesting household registration may choose to receive the result in accordance with one of the methods stipulated in Clause 4 of Article 12 of Decree No. 87/2020/ND-CP.

In cases where the person wishes to receive the result through postal services, the applicant must prepare a pre-addressed envelope with stamps or postage prepaid.

Article 5. Use of Forms and Household Registers

When handling requests for registering household status, the representative authority shall use the corresponding forms and Household Registers issued by the Ministry of Justice pursuant to Circular No. 04/2020/TT-BTP in cases of direct registration of household status; and Circular No. 01/2022/TT-BTP dated January 4, 2022, issued by the Minister of Justice detailing certain provisions and measures to implement Decree No. 87/2020/NĐ-CP dated July 28, 2020, of the Government on electronic household records databases and online household registration, and Circular No. 03/2023/TT-BTP dated August 2, 2023, amending and supplementing certain contents of Circular No. 01/2022/TT-BTP dated January 4, 2022 (hereinafter referred to as Circular No. 01/2022/TT-BTP) in cases of online registration of household status.

Chapter II

HOUSEHOLD REGISTRATION

 

Section 1. BIRTH REGISTRATION

Article 6. Authority for Birth Registration^[4]

The representative authority in the consular district where the father or mother of the child resides or where the child was born shall carry out birth registration for children born abroad who have not been registered at competent authorities abroad and fall under one of the following circumstances:

1. Having both parents as Vietnamese citizens;

2. Having one parent as a Vietnamese citizen and the other as a stateless person;

3. Having the mother as a Vietnamese citizen and the father's identity being unknown;

4. Having one parent as a Vietnamese citizen and the other as a foreign citizen, with both parents having a written agreement to choose Vietnamese nationality for their child when registering birth.

Article 7. Procedures for Birth Registration

1. The person requesting birth registration shall submit the following documents:

a) A birth registration form (according to the model);

b) A birth certificate or other documents issued by a competent authority abroad confirming the birth of the child and the mother-child relationship. In case such documents are unavailable, a statement from a witness confirming the birth must be submitted; if there is no witness, a sworn declaration about the birth must be provided.

c) A written agreement between the parents choosing Vietnamese nationality for the child in cases where one parent is a Vietnamese citizen and the other is a foreign citizen.

If the parents do not submit the application directly, the signatures on the written agreement must be legally certified.

d) If the parents of the child have registered their marriage, they must present documents proving the marital relationship, except in cases where both parents are Vietnamese citizens, have personal identification numbers, have registered their marriage or recorded it in the marriage register at a competent Vietnamese authority, and the representative authority has connected to the electronic household record database.

2. Immediately upon receiving the application, the consular officer shall be responsible for checking the entire application, verifying the information in the application; if the birth information is complete and valid, the consular officer shall record the birth details in the Birth Registration Book; submit the Birth Certificate for signature by the head of the representative authority. The issuance of the result of the birth registration application shall be carried out according to the provisions of Clause 6, Article 4 of this Circular.

3. In cases where the representative authority uses a common electronic household registration and management software, the creation and updating of birth registration information into the system and the assignment of personal identification numbers for those registered shall be done before recording in the Birth Registration Book, issuing the Birth Certificate, and delivering the results to the applicant according to the regulations.

4. The content of birth registration shall be determined according to the provisions of Article 14 of the Household Registration Law, Clause 1, Article 4 of Decree No. 123/2015/NĐ-CP, Articles 6, 29, and 31 of Circular No. 04/2020/TT-BTP, and the guidance below:

a) In cases where the father cannot be identified, the surname, ethnicity, and place of origin of the child shall be determined based on those of the mother; the section regarding the father in the Birth Registration Book and Birth Certificate shall remain blank;

b) In cases where the father requests to recognize the child at the time of birth registration, the representative authority shall handle the recognition of the child and birth registration simultaneously. The procedures and requirements for combined birth registration and recognition of the father-child relationship shall be implemented according to the provisions of Clauses 2 and 3 of this Article and Articles 13 and 14 of this Circular. The representative authority shall issue simultaneously the Extract of the Recognition of Father, Mother, and Child and the Birth Certificate to the applicant;

c) In cases where the parents cannot determine some of the birth information (such as ethnicity and place of origin), the corresponding sections in the Birth Certificate and Birth Registration Book shall remain blank.

d) In cases where the child is born to the wife before the marriage registration, when registering the birth, if the couple acknowledges the child as their common child in writing, the information about the father shall be immediately recorded in the child's Birth Certificate without the need for additional father-child recognition procedures.

Section 2. REGISTRATION OF MARRIAGE

Article 8. Authority for Marriage Registration

The consular authority in the area where either the male or female Vietnamese citizen resides shall perform the registration of marriage between Vietnamese citizens residing abroad with each other or with foreign nationals.

Article 9. Documents for Marriage Registration

Both male and female parties requesting marriage registration must submit the following documents:

1. Application for marriage registration (according to the model); both male and female parties may jointly fill out one application form.

2. In cases where the party seeking marriage is a Vietnamese citizen, they must submit the following documents proving their marital status:

a) For Vietnamese citizens who have resided in Vietnam for a period of time and reached the legal age for marriage according to the Vietnamese Law on Marriage and Family before leaving the country, they must submit a Certificate of Marital Status issued by the People's Committee of the commune, ward, town (hereinafter referred to as the People's Committee at the commune level) where they resided prior to departure. If the citizen’s information has been updated in the National Population Database and the Consular Authority uses the common electronic registration and management software for household registration, then online information can be accessed according to the guidelines of the Ministry of Justice and the Ministry of Public Security to determine the marital status of the person seeking administrative procedures, without requiring the citizen to submit a Certificate of Marital Status.

b) For Vietnamese citizens who have resided in different countries, they must additionally submit a Certificate of Marital Status issued by the Consular Authority in the area where they previously resided. In cases where it is not possible to obtain a Certificate of Marital Status from previous places of residence, the person must submit a declaration regarding their marital status during their stay in those places and bear legal responsibility for the content of the declaration.

The content of the declaration must clearly state the period of residence, identity documents, place of residence, and marital status.

Example: I am Nguyen Van A, holding passport number ..., currently residing at ..., hereby declare that during my residence at ..., from ..., to ..., and during my residence at ..., from ..., to ..., I did not register for marriage with anyone. I hereby accept legal responsibility for the content of this declaration under Vietnamese law.

c) For Vietnamese citizens who simultaneously hold foreign nationality, they must submit a document proving their marital status issued by the competent authority of the country of which they are a national.

d) For Vietnamese citizens who permanently reside abroad without simultaneous foreign nationality, or for Vietnamese citizens who simultaneously hold foreign nationality but permanently reside in a third country, they must submit a document proving their marital status issued by the competent authority of the country where they permanently reside.

đ) For Vietnamese citizens who have divorced or annulled their marriage at a competent authority abroad, they must submit a certified copy of the entry in the Household Register regarding the divorce or annulment of the marriage (Divorce Annotation Extract).

3. In cases where either the male or female party is a foreign national, they must submit a document proving their current marital status confirming that they are not married.

Where the laws of a foreign country do not provide for the issuance of a document proving marital status, such a document shall be replaced by a document issued by a competent authority of the foreign country confirming that the individual meets the conditions for marriage under the laws of that country.

The validity of a document proving the marital status of a foreign national is determined by the duration indicated on the document. In cases where a document proving the marital status of a foreign national does not indicate a validity period, the document shall be valid for six months from the date of issue.

4. In cases where a Vietnamese citizen temporarily residing abroad marries a Vietnamese citizen permanently residing abroad or a foreign national; or where Vietnamese citizens permanently residing abroad marry each other or a foreign national, both male and female parties must submit an additional Certificate issued by a competent health organization in Vietnam or abroad within the last six months, confirming that they are not suffering from mental illness or any other disease that impairs their ability to understand and control their behavior.

Article 10. Procedure for Registering Marriage

1. Within ten working days from the date of receiving complete and valid files, consular officers shall examine and verify the files, and if necessary, conduct verification. If the files are complete and valid, and the examination and verification results show that both parties meet the marriage conditions stipulated by law, the consular officer shall report to the Head of the Diplomatic Mission to sign two original copies of the Certificate of Marriage.

2. Within three working days from the date the Head of the Diplomatic Mission signs the Certificate of Marriage, the Diplomatic Mission shall organize the issuance of the Certificate of Marriage to both male and female parties.

When registering marriage, both male and female parties must be present at the Diplomatic Mission's office. Consular officers shall ask the opinions of both parties; if they voluntarily agree to marry, the marriage shall be recorded in the Marriage Registration Book; both parties shall sign the Marriage Registration Book; and they shall be guided to sign the Certificate of Marriage. The Head of the Diplomatic Mission shall issue each party a copy of the Certificate of Marriage. A marriage extract (copy) shall be issued upon request.

3. In cases where one or both male and female parties cannot be present to receive the Certificate of Marriage as notified by the Diplomatic Mission, they must submit a written request for extending the time for issuing the Certificate of Marriage. The extension period shall not exceed sixty days from the date the Certificate of Marriage was signed.

After sixty days, if both male and female parties have not come to receive the Certificate of Marriage, the consular officer shall report to the Head of the Diplomatic Mission to cancel the signed Certificate of Marriage.

If both male and female parties still wish to marry each other afterwards, they must go through the marriage registration procedure again from the beginning.

Section 3. REGISTRATION OF GUARDIANSHIP

Article 11. Authority for Registering, Changing, and Terminating Guardianship

The Diplomatic Mission in the consular area where the guardian or the person under guardianship is a Vietnamese citizen resides shall implement the registration of guardianship between Vietnamese citizens residing abroad with each other.

The Diplomatic Mission where the guardianship has been registered shall implement the registration of changes and termination of guardianship.

Article 12. Procedures for Registering Guardianship, Terminating Guardianship, and Changing Guardianship

The procedures for registering guardianship, terminating guardianship, and changing guardianship shall be carried out according to the provisions of Articles 20, 21, 22, and 23 of the Household Registration Law.

Section 4. REGISTRATION OF ACKNOWLEDGEMENT OF PARENTS AND CHILDREN

Article 13. Authority for Registering Acknowledgment of Parents and Children

The Diplomatic Mission in the consular area where the person to be acknowledged as parent or child resides shall implement the registration of acknowledgment of parents and children between Vietnamese citizens residing abroad with each other or between Vietnamese citizens and foreigners residing abroad.

Article 14. Procedures for Registering Acknowledgment of Parents and Children

1. The party requesting the registration of acknowledgment of parents and children must submit the following documents:

a) Application form for registering acknowledgment of parents and children (according to the model).

b) Copy of Birth Registration Certificate or Birth Extract (copy) of the child, if the child has already been registered for birth at a competent authority in Vietnam.

c) Written confirmation from a health agency, forensic agency, or another competent authority in Vietnam or abroad regarding the father-child relationship or mother-child relationship.

In case there is no such written confirmation, the parties acknowledging the parent-child relationship shall establish a written declaration about the parent-child relationship, with at least two witnesses confirming the parent-child relationship.

2. Within seven days from the date of receiving complete and valid files, consular officers shall examine the files and simultaneously post the acknowledgment of parents and children at the Diplomatic Mission's office. If it is found that the acknowledgment of parents and children is correct, in compliance with the law, and without disputes, the consular officer shall report to the Head of the Diplomatic Mission to sign the original Extract of Registration of Acknowledgment of Parents and Children for the parties, and the Extract of Registration of Acknowledgment of Parents and Children (copy) shall be issued upon request.

When registering acknowledgment of parents and children, all parties must be present. Consular officers shall record in the Registration Book of Acknowledgment of Parents and Children, and both parties shall sign the Registration Book of Acknowledgment of Parents and Children. The Diplomatic Mission shall supplement the information of the parent(s) in the original Birth Registration Certificate of the child (if applicable).

In case verification is required, the processing time may be extended up to fifteen days.

3. In cases where the child is a Vietnamese citizen who has already been registered for birth at a competent authority in Vietnam, after registering acknowledgment of parents and children, the Diplomatic Mission shall send a notification along with a copy of the Extract of Registration of Acknowledgment of Parents and Children to the household registration authority that registered the birth of the child to make a note in the Birth Registration Book.

Section 5. REGISTRATION OF CHANGES, CORRECTIONS, SUPPLEMENTS TO HOUSEHOLD REGISTRATION AND REDETERMINATION OF ETHNICITY

Article 15. Competence for Registration of Changes, Corrections, Supplements to Household Registration and Redetermination of Ethnicity

1. The authority that previously registered the household registration shall carry out the registration of changes, corrections, supplements to household registration and redetermination of ethnicity.

2. The authority where the entry regarding the resolution of the Vietnamese citizen's household registration by a competent foreign authority has been recorded in the Household Register also has the competence to resolve requests for changes, corrections, supplements to household registration and redetermination of ethnicity.

Article 16. Procedures for Registration of Changes, Corrections, Supplements to Household Registration and Redetermination of Ethnicity

1. The scope of changes to household registration, procedures for registering changes, corrections, supplements to household registration and redetermination of ethnicity shall be carried out in accordance with the provisions of Articles 26, 28, 29, and 47 of the Household Registration Law, Clause 2 of Article 16, Articles 17, 18, 19, and Clause 2 of Article 20 of Circular No. 04/2020/TT-BTP.

2. In cases where the Household Register has been transferred to the Consular Department, after registering changes, corrections, supplements to household registration and redetermination of ethnicity, the representative office shall issue a notification letter accompanied by an extract of the change/correction/supplement to household registration/redetermination of ethnicity (a copy) to the Consular Department to record in the Household Register currently held by the Consular Department.

Section 6. REGISTRATION OF DEATH

Article 17. Competence for Registration of Death

The consular office in the area where the deceased last resided shall carry out the registration of death for Vietnamese citizens who died abroad. If the place of last residence of the deceased cannot be determined, the consular office in the area where the person died or where the body was discovered shall carry out the registration of death.

Article 18. Procedures for Registration of Death

1. The person registering the death shall submit a Death Registration Form (in accordance with the model) and a death certificate or other documents replacing the death certificate issued by a competent foreign authority.

2. Immediately upon receiving all necessary documents, if the death registration is found to be correct, the consular officer shall record it in the Death Registration Book. The head of the consular office shall sign the Death Extract and issue it to the person registering the death. The issuance of results shall be carried out in accordance with Clause 6 of Article 4 of this Circular. In cases requiring verification, the processing time shall not exceed three working days.

Section 7. RECORDING OF CHANGES TO HOUSEHOLD REGISTRATION BASED ON JUDGMENTS AND DECISIONS OF COMPETENT AUTHORITIES

Article 19. Competence for Recording Changes to Household Registration Based on Judgments and Decisions of Competent Vietnamese Authorities

1. The authority that previously registered the events of household registration of Vietnamese citizens shall record the changes to household registration based on the provisions of Clause 2 of Article 3 of the Household Registration Law, based on the notification accompanying the judgment extract and the copy of the decision of the competent Vietnamese authority transferred by the Consular Department.

2. In cases where the Household Register has been transferred to one volume at the Consular Department, the Consular Department shall also record the changes to household registration and the basis for such changes in the transferred Household Register.

Article 20. Procedures for Recording Changes to Household Registration Based on Judgments and Decisions of Competent Vietnamese Authorities

1. After receiving the notification accompanying the judgment extract and the copy of the decision transferred by the Consular Department, the consular officer shall record the content and basis for the change in the corresponding Household Register.

2. In cases where the consular office has not yet received the notification accompanying the judgment extract and the copy of the decision transferred by the Consular Department but the person whose household registration information has changed provides a valid judgment extract or a copy of the decision that has taken legal effect, the consular office shall also record it in the Household Register in accordance with Clause 1 of this Article, while noting the content of the change on the back of the original household registration document.

Section 8. RE-REGISTRATION OF BIRTH, MARRIAGE, AND DEATH

Article 21. Competence for Re-registration of Birth, Marriage, and Death

The representative agency that registered birth, death, and marriage before January 1, 2016 but where both the Household Register and the original household registration documents are lost shall carry out the re-registration of birth, death, and marriage. The re-registration of birth and marriage can only be carried out if the person making the request is still alive at the time of receiving the application file.

Article 22. Procedures for Re-registering Birth, Marriage, and Death

1. Upon receipt of a request for re-registration, the consular officer shall check the Household Register and the retained household registration file at the representative agency.

In cases where the previous household registration was conducted by the representative agency but the Household Register is no longer available, within two working days from the date of receiving all valid documents, the representative agency has the responsibility to send a request for verification regarding the retention of the Household Register to the Consular Department. Within five working days from the date of receiving the verification request, the Consular Department will send the verification results to the representative agency.

If there is a retained Household Register at the representative agency or the Consular Department, the representative agency will guide the applicant to follow the procedures for requesting a certified copy of the household record according to the regulations.

2. The procedures for re-registering birth shall be implemented in accordance with Article 26 of Decree No. 123/2015/ND-CP and Articles 9 and 10 of Circular No. 04/2020/TT-BTP.

The procedures for re-registering marriage and death shall be implemented in accordance with Articles 27 and 28 of Decree No. 123/2015/ND-CP.

Section 9. ENTRIES INTO THE HOUSEHOLD REGISTER OF HOUSEHOLD MATTERS OF VIETNAMESE CITIZENS THAT HAVE BEEN RESOLVED BY COMPETENT AUTHORITIES IN FOREIGN COUNTRIES

Article 23. Entry into the Household Register of Birth

The representative agency responsible for the consular district where the parents of the child reside or where the child was born shall enter into the Household Register the birth of a Vietnamese citizen born abroad and registered with a competent authority in a foreign country in accordance with Article 49 of the Household Registration Law.

Article 25. Entry into the Household Register of Marriage

1. Conditions for entering into the Household Register the marriage of a Vietnamese citizen resolved by a competent authority in a foreign country (hereinafter referred to as the entry of marriage) shall be carried out in accordance with Article 34 of Decree No. 123/2015/ND-CP.

2. The representative agency in the consular district where the Vietnamese citizen resides shall carry out the entry of marriage.

3. Documents for the entry of marriage include:

a) A marriage entry form (according to the model);

b) A certified copy of the marriage certificate issued by a competent authority in a foreign country.

c) If a Vietnamese citizen has divorced or annulled their marriage at a competent authority in a foreign country, they must submit a certified copy of the divorce entry.

4. The processing period for the entry of marriage is five working days from the date of receiving all documents, and if verification is required, the period does not exceed ten working days.

5. If the request to enter the marriage into the Household Register meets the conditions stipulated in Article 34 of Decree No. 123/2015/ND-CP, the consular officer shall enter it into the Household Register. The head of the representative agency shall sign and issue the original certified copy of the marriage entry to the applicant.

6. If the marriage falls under one of the circumstances specified in Clause 1 of Article 36 of Decree No. 123/2015/ND-CP, the head of the representative agency shall refuse to enter the marriage into the Household Register, notify in writing, including the reasons sent to the applicant.

Article 26. Recording Divorce and Annulment of Marriage in Household Registry that have been Resolved by Competent Authorities Abroad

1. The divorce or annulment of marriage of Vietnamese citizens resolved by competent authorities abroad shall be recorded in the Household Registry (hereinafter referred to as "divorce note") at the Diplomatic Mission if it meets the provisions stipulated in Clause 1, Article 37 of Decree No. 123/2015/NĐ-CP.

2. The Diplomatic Mission in the consular district where Vietnamese citizens reside shall carry out the recording of divorce and annulment of marriage in the Household Registry (hereinafter referred to as "divorce note").

3. The divorce note dossier includes:

- A divorce note application form (in accordance with the model);

- A copy of the judgment, decision on divorce or annulment of marriage, or divorce agreement that has taken legal effect, or other documents recognizing the divorce issued by competent authorities abroad (hereinafter referred to as "divorce document").

4. Within five working days from the date of receiving a complete and valid dossier as prescribed in Clause 3 of this Article, the consular officer shall examine the dossier. If the divorce note does not violate the provisions stipulated in Clause 1, Article 37 of Decree No. 123/2015/NĐ-CP, or does not fall under the cases published on the Ministry of Justice's online portal as stipulated in Clause 3, Article 37 of Decree No. 123/2015/NĐ-CP, then the consular officer shall record it in the Household Registry. The head of the Diplomatic Mission shall sign and issue the original extract of the divorce note for the applicant.

In case verification is required, the processing time shall not exceed ten working days.

If the request for recording the divorce note does not meet the conditions stipulated, the Diplomatic Mission shall reject the recording of the divorce note and notify the applicant.

5. Updating Information on the Divorce Note

a) In case the previous marriage was registered with the household registration office within the country, after recording the divorce note, the Diplomatic Mission shall send a notification along with a copy of the divorce note extract to the Consular Department to inform the previous marriage registration authority to record the divorce note in the Household Registry.

b) If the previous marriage was registered with another Diplomatic Mission, after recording the divorce note, the Diplomatic Mission shall send a notification along with a copy of the divorce note extract to the Diplomatic Mission that previously registered the marriage to record the divorce note in the Household Registry.

Article 27. Recording Guardianship, Acknowledgment of Parentage and Child, Determination of Parentage and Child, Adoption, Death Registration, and Other Changes in Household Registration of Vietnamese Citizens that have been Resolved by Competent Authorities Abroad

1. The Diplomatic Mission in the consular district where Vietnamese citizens reside shall carry out the recording of guardianship, acknowledgment of parentage and child, determination of parentage and child, adoption, death registration, and other changes in household registration of Vietnamese citizens that have been resolved by competent authorities abroad (hereinafter referred to as "other household registration notes").

2. The dossier for recording other household registration notes includes:

a. An application form (in accordance with the model);

b. A copy of the document proving the household registration matter resolved by competent authorities abroad.

3. After receiving all required documents as stipulated, the consular officer shall record them in the Household Registry. The head of the Diplomatic Mission shall sign and issue the Extract of the Record of Other Household Registration Matters.

For the case of recording adoption, after recording in the book, the Diplomatic Mission shall issue the Extract of the Record of Adoption Resolved by Competent Authorities Abroad.

In case verification is required, the processing time for requests to record other household registration matters shall not exceed three working days.

Section 10. ISSUING CERTIFIED COPIES OF HOUSEHOLD REGISTRATION RECORDS

Article 28. Competence to Issue Certified Copies of Household Registration Records

1. The agency responsible for keeping the Household Register shall issue certified copies of household registration records upon request from individuals or authorized agencies and organizations.

2. In cases where an individual has registered their household status with the agency abroad and now resides in Vietnam, the Consular Department shall issue certified copies of household registration records.

Article 29. Procedures for Issuing Certified Copies of Household Registration Records

1.^[5] Upon receiving a request for a certified copy of a household registration record, if the conditions are met, the agency shall issue the certified copy to the requesting party immediately; if the request is received after 15:00 hours and cannot be processed on the same day, it shall be completed on the next working day.

2. The issuance of certified copies of household registration records by the Consular Department shall be carried out in accordance with the provisions of Clause 1 of this Article.

If the Consular Department has not yet received the Household Register from the agency for storage, after accepting the application, the Consular Department will request the agency to provide information. The agency must respond to the Consular Department within three working days from the date of receipt of the verification request. Within two working days from the date of receipt of the response from the agency, the Consular Department shall issue the certified copy to the requesting party.

Section 11. ISSUING CERTIFICATES OF MARITAL STATUS

Article 30. Competence to Issue Certificates of Marital Status

The consular agency in the area where Vietnamese citizens reside shall issue certificates of marital status for Vietnamese citizens for purposes of marriage or other purposes.

Article 31. Procedures for Issuing Certificates of Marital Status

The issuance of certificates of marital status shall be carried out in accordance with the provisions of Articles 21, 22, and 23 of Decree No. 123/2015/ND-CP, Article 12 of Circular No. 04/2020/TT-BTP, and the following guidelines:

1. The person requesting a certificate of marital status must submit the following documents:

a) A declaration form for issuing a certificate of marital status (according to the model);

b) In cases where the applicant has been married but has divorced, they must submit a certified copy of the divorce decree that has taken legal effect; in cases where the spouse has died, they must submit a certified copy of the death certificate or other proof of death.

If the case falls under Clause 1 of Article 26 of this Circular, a certified copy of the divorce annotation must be submitted.

c) In cases where the certificate of marital status is requested for registering marriage at an authorized foreign agency, the following additional documents must be submitted:

- A certificate of marital status issued by the People's Committee of the commune where the person resided before departure, if the Vietnamese citizen was of marriageable age according to the Law on Marriage and Family of Vietnam before departure; in cases where the Vietnamese citizen had registered marriage before departure but subsequently divorced or the spouse died, the provisions of point b, Clause 1 of this Article shall apply.

- A certificate of marital status issued by the consular agency in the area where the Vietnamese citizen previously resided, if the Vietnamese citizen has resided in multiple places. In cases where confirmation of marital status cannot be obtained from previous places of residence, the applicant must submit a written statement regarding their marital status during the time spent in those places and bear legal responsibility for the contents of the statement.

d) In cases where the applicant is a Vietnamese citizen who has been assigned a personal identification number, whose information has been updated in the National Population Database, and the consular agency uses a common electronic household registration management software, the consular agency shall access the information online according to the guidance of the Ministry of Justice and the Ministry of Public Security, and the applicant does not need to submit the documents specified in points b and c, Clause 1 of this Article.

2. In cases where the certificate of marital status is requested for the purpose of marriage, the applicant must meet the marriage conditions stipulated by the Law on Marriage and Family of Vietnam.

3. Within three working days from the date of receipt of complete and valid applications, the consular officer shall check the marital status of the applicant based on the Household Register and the files kept by the consular agency. If the conditions are met and the request for a certificate of marital status complies with the law, the officer shall record the information in the Certificate of Marital Status Register, report to the head of the consular agency for signature, and issue one copy of the certificate of marital status to the applicant.

In cases where the certificate of marital status is requested for purposes other than marriage, the number of certificates issued shall be determined according to the applicant's request.

4. The content of the certificate of marital status shall be recorded in accordance with the guidelines set forth in Article 33 of Circular No. 04/2020/TT-BTP.

In cases where the certificate of marital status is requested for marriage at an authorized foreign agency, the consular agency shall confirm the marital status of the applicant up to the date of issuance of the certificate.

In cases where the certificate of marital status is requested for marriage in Vietnam or for other purposes, based on the status of the file and the applicant's request, the consular agency shall issue the certificate of marital status up to the date of issuance or within a specific period.

5. In cases where the applicant requests a replacement certificate of marital status for marriage and cannot return the previously issued certificate of marital status, the applicant must clearly state the reasons for not being able to return the certificate. Within three working days from the date of receipt of the application, the consular agency shall send a letter to the Consular Department to communicate with the previous intended marriage registration place for verification. If verification is not possible or no results are received, the consular agency shall allow the applicant to make a written statement regarding their marital status in accordance with Articles 4 and 5 of Circular No. 04/2020/TT-BTP.

Chapter III

MANAGEMENT OF HOUSEHOLD REGISTERS, HOUSEHOLD DOCUMENTS, REPORTS, AND STATISTICS ON HOUSEHOLDS

 

Article 32. Management and use of Household Registration Books and household registration documents

The recording of Household Registration Books and household registration documents; the management and use of Household Registration Books shall be carried out in accordance with the provisions of Section 2 Chapter II of Decree No. 123/2015/ND-CP, Article 15 of Decree No. 87/2020/ND-CP, and Articles from 29 to 37 of Circular No. 04/2020/TT-BTP.

Article 33. Archiving of household registration files

Household registration files must be numbered correspondingly with the registration number in the Household Registration Book, arranged in order, and stored and preserved at the representative office in accordance with the law on archiving.

Article 34. Reporting and statistics of household registration data

1. The representative office has the responsibility to send reports on the situation of household registration and statistics of household data to the Consular Department for consolidation and submission to the Ministry of Justice.

2. By no later than March 1st each year, the representative office has the responsibility to send reports on the situation of household registration and statistics of household data of the previous year to the Consular Department for consolidation and submission to the Ministry of Justice.

Consolidated reports and statistics of household data at representative offices shall be submitted by the Ministry of Foreign Affairs to the Ministry of Justice before March 15th.

3. Accompanying this Circular are forms for statistics of representative offices and consolidated forms for statistics of the Ministry of Foreign Affairs to be submitted to the Ministry of Justice.

Chapter IV

ELECTRONIC HOUSEHOLD REGISTRATION DATABASE, ONLINE HOUSEHOLD REGISTRATION AT REPRESENTATIVE OFFICES

 

Article 35. General Principles

1. After meeting the conditions for connection, the representative office uses the common software for electronic household registration and management to register household matters, update, digitize, standardize, and manage household data, exploit, and utilize the electronic household registration database.

2. The representative office exploits and utilizes the electronic household registration database to register household matters within its authority; issue certified copies of household records; issue Certificates of Marital Status; compile statistics of household registration data; and perform other state management activities in the field of household registration as prescribed by law.

Article 36. Updating and Adjusting Personal Household Information in the Electronic Household Registration Database

1. All personal household events registered in the Household Registration Book must be promptly, fully, and accurately updated into the electronic household registration database. The information to be updated includes personal household information and the household information of parents, spouse, or children when there is a change due to marriage, correction, amendment, supplementation of household information, determination of nationality, acknowledgment of parentage, guardianship, adoption, death registration, recording changes in household status according to court judgments or decisions of competent state agencies; recording the resolution of household status of Vietnamese citizens processed by foreign competent authorities in the Household Registration Book.

2. The representative office is responsible for the accuracy and completeness of the information updated into the electronic household registration database within the scope of its authority for household registration.

Article 37. Submission, Acceptance, and Delivery of Results of Online Household Registration Requests

1. The submission, acceptance, and processing of online household registration requests at the representative office shall be carried out in accordance with the guidance and procedures stipulated in Clause 1, 2, and 3 of Article 12 of Decree No. 87/2020/ND-CP and Clause 1, 2, 3, and 4 of Article 6 of Circular No. 01/2022/TT-BTP. Requirements for legalization of consular documents and translation of documents issued by foreign competent authorities shall be implemented in accordance with Clause 4 of Article 4 of this Circular.

2. The delivery of results of online household registration shall be carried out in accordance with Clause 4 and Clause 5 of Article 12 of Decree No. 87/2020/ND-CP and Clause 5 of Article 6 of Circular No. 01/2022/TT-BTP.

3.^[6] For death registrations, after completing the procedures and issuing the death certificate, the representative office shall lock the household information of the deceased in the electronic household registration database in accordance with Clause 2 of Article 34 of the Household Registration Law.

Article 38. Issuing Copies of Extracts from Household Registration Records from the Electronic Household Registration Database

The issuance of copies of extracts from household registration records from the Electronic Household Registration Database at the Representative Office shall be carried out in accordance with Clause 1 and Clause 3 of Article 13 of Decree No. 87/2020/NĐ-CP and Article 7 of Circular No. 01/2022/TT-BTP.

Article 39. Digitization of Household Registration Books

1. The household registration information to be digitized is the household registration information that has been registered in the Household Registration Books prior to the date when the Representative Office officially implements and puts into use the common electronic household registration and management software.

2. The Representative Office shall be responsible for the accuracy and completeness of the digitized household registration data according to the technical documentation on the digitization process of the Ministry of Justice and shall notify the results of the digitization to the Consular Department after completing the digitization process before officially updating the data into the Electronic Household Registration Database.

3. The digitization of household registration data must comply with regulations on protecting private life, personal privacy, family privacy, and related laws. The Representative Office shall be responsible for ensuring the security and safety of the digitized information.

Chapter V

IMPLEMENTATION

 

Article 40. Transitional Provisions

Household registration files received by the Representative Office before this Circular takes effect and have not yet been resolved shall continue to be processed in accordance with Joint Circular No. 02/2016/TTLT-BNG-BTP dated June 30, 2016, issued by the Ministry of Foreign Affairs and the Ministry of Justice guiding the registration and management of household registration at diplomatic representative offices and consular representative offices of Vietnam abroad.

Article 41. Effective Date^[7]

1. This Circular shall take effect from February 15, 2024.

2. Abolish the provisions of Joint Circular No. 02/2016/TTLT-BNG-BTP dated June 30, 2016, issued by the Ministry of Foreign Affairs and the Ministry of Justice guiding the registration and management of household registration at diplomatic representative offices and consular representative offices of Vietnam abroad.

3. During implementation, if there are difficulties or new matters arise, the Representative Office shall promptly report to the Ministry of Foreign Affairs for timely guidance./.

 

MINISTRY OF FOREIGN AFFAIRS __________ Number: 4449/VBHN-BNG   Place of Receipt: - Ministries: Public Security, Justice; - Vietnamese Representative Offices abroad; - Department of Legal Documents Inspection and Administrative Violation Handling, Ministry of Justice; - Official Gazette; - Government Electronic Portal; - Ministry of Foreign Affairs Electronic Information Portal; - File: HC, LS.

CERTIFIED CONSOLIDATED DOCUMENT   Hanoi, July 16, 2025   DEPUTY MINISTER DEPUTY MINISTER Le Thi Thu Hang

 

 

 

^{_____________________________}

^[1] Circular No. 07/2025/TT-BNG dated June 13, 2025, issued by the Minister of Foreign Affairs amending and supplementing certain articles of Circular No. 07/2023/TT-BNG dated December 29, 2023, issued by the Minister of Foreign Affairs guiding the registration and management of household registration at diplomatic representative offices and consular representative offices of Vietnam abroad is promulgated based on the following:

"Pursuant to the Household Registration Law No. 60/2014/QH13 dated November 20, 2014;

Pursuant to the Nationality Law of Vietnam No. 24/2008/QH12 dated November 13, 2008; Law Amending and Supplementing Certain Provisions of the Nationality Law of Vietnam No. 56/2014/QH13 dated June 24, 2014;

Pursuant to the Marriage and Family Law No. 52/2014/QH13 dated June 19, 2014;

Pursuant to the Law on Diplomatic Missions of the Socialist Republic of Vietnam Abroad No. 33/2009/QH12 dated June 18, 2009; Law Amending and Supplementing Certain Provisions of the Law on Diplomatic Missions of the Socialist Republic of Vietnam Abroad No. 19/2017/QH14 dated November 21, 2017;

Based on Decree No. 123/2015/NĐ-CP dated November 15, 2015 of the Government detailing certain provisions and measures for the implementation of the Household Registration Law;

Pursuant to Decree No. 87/2020/NĐ-CP dated July 28, 2020, issued by the Government, regarding the electronic household registration database and online household registration;

Pursuant to Decree No. 07/2025/NĐ-CP dated January 9, 2025, issued by the Government amending and supplementing certain articles of decrees in the field of household registration, nationality, and certification;

Pursuant to Decree No. 47/2020/NĐ-CP dated April 9, 2020, issued by the Government on managing, connecting, and sharing primary data of state agencies;

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

Based on the proposal of the Consular Department Director,"

^[2] This provision is amended in accordance with Clause 1, Article 1 of Circular No. 07/2025/TT-BNG dated June 13, 2025, issued by the Minister of Foreign Affairs to amend and supplement certain provisions of Circular No. 07/2023/TT-BNG dated December 29, 2023, issued by the Minister of Foreign Affairs guiding the registration and management of household registration at diplomatic missions and consular posts of Vietnam abroad, which takes effect from July 13, 2025.

^[3] This clause is amended in accordance with Clause 2, Article 1 of Circular No. 07/2025/TT-BNG dated June 13, 2025, issued by the Minister of Foreign Affairs to amend and supplement certain provisions of Circular No. 07/2023/TT-BNG dated December 29, 2023, issued by the Minister of Foreign Affairs guiding the registration and management of household registration at diplomatic missions and consular posts of Vietnam abroad, which takes effect from July 13, 2025.

^[4] This provision is amended in accordance with Clause 3, Article 1 of Circular No. 07/2025/TT-BNG dated June 13, 2025, issued by the Minister of Foreign Affairs to amend and supplement certain provisions of Circular No. 07/2023/TT-BNG dated December 29, 2023, issued by the Minister of Foreign Affairs guiding the registration and management of household registration at diplomatic missions and consular posts of Vietnam abroad, which takes effect from July 13, 2025.

^[5] This clause is amended in accordance with Clause 4, Article 1 of Circular No. 07/2025/TT-BNG dated June 13, 2025, issued by the Minister of Foreign Affairs to amend and supplement certain provisions of Circular No. 07/2023/TT-BNG dated December 29, 2023, issued by the Minister of Foreign Affairs guiding the registration and management of household registration at diplomatic missions and consular posts of Vietnam abroad, which takes effect from July 13, 2025.

^[6] This clause is amended in accordance with Clause 5, Article 1 of Circular No. 07/2025/TT-BNG dated June 13, 2025, issued by the Minister of Foreign Affairs to amend and supplement certain provisions of Circular No. 07/2023/TT-BNG dated December 29, 2023, issued by the Minister of Foreign Affairs guiding the registration and management of household registration at diplomatic missions and consular posts of Vietnam abroad, which takes effect from July 13, 2025.

^[7] Article 2 of Circular No. 07/2025/TT-BNG dated June 13, 2025, issued by the Minister of Foreign Affairs to amend and supplement certain provisions of Circular No. 07/2023/TT-BNG dated December 29, 2023, issued by the Minister of Foreign Affairs guiding the registration and management of household registration at diplomatic missions and consular posts of Vietnam abroad, which takes effect from July 13, 2025, provides as follows:

"Article 2. Implementation Provisions

1. This Circular takes effect from July 13, 2025.

2. Files received before this Circular takes effect shall continue to be processed in accordance with the provisions of Circular No. 07/2023/TT-BNG dated December 29, 2023, issued by the Minister of Foreign Affairs guiding the registration and management of household registration at diplomatic missions and consular posts of Vietnam abroad and related legal regulations.

3. During implementation, if there are any difficulties or new matters arise, the diplomatic missions and consular posts shall promptly report to the Ministry of Foreign Affairs for timely guidance.”