Circular No. 92/2012/TT-BQP guiding the format and technical presentation of administrative documents of agencies and units within the military.

CIRCULAR

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_______________________

Pursuant to the Law on Issuing Normative Legal Documents dated June 3, 2008;

Pursuant to Decree No. 110/2004/NĐ-CP dated April 8, 2004 of the Government on archival work; Decree No. 09/2010/NĐ-CP dated February 8, 2010 of the Government amending and supplementing Decree No. 110/2004/NĐ-CP dated April 8, 2004 of the Government on archival work;

Pursuant to Decree No. 104/2008/NĐ-CP dated September 16, 2008 of the Government stipulating the functions, tasks, and organizational structure of the Ministry of National Defense;onThe Director of the Office, Heads of Payment Department, Heads of units under the State Bank of Vietnam; credit institutions, foreign bank branches, payment switching organizations, electronic transaction settlement organizations are responsible for implementing this Circular.of the Government stipulating functions, tasks, powers, and organizational structure of the Ministry of Home Affairsu t, amended and supplemented by Decree No. 109/2025/NĐ-CP and Decree No. 193/2025/NĐ-CP organizational structure;

Considering the proposal of the Director of the Office of the Ministry of National Defense;

The Minister of National Defense issues this Circular guiding the format and technical presentation of administrative documents of organs and units within the Military as follows:

ChapterI:

GENERAL PROVISIONS

Article 1. Scope and Applicability

1. This Circular guides the format and technical presentation of administrative documents and the format and technical presentation of copies of documents.

2. This Circular applies to organs, units, enterprises, associations within the Military (hereinafter referred to collectively as organs, units) and related individuals.

Article 2. Types and formats of documentsperiod1. Administrative documents in organs and units of the Military include: Decisions, directives, regulations, provisions, notifications, guidelines, programs, plans, resolutions, projects, proposals, schemes, contracts, reports, minutes, telegrams, administrative letters, memorandums, commitments, agreements, certificates, powers of attorney, work permits, introduction letters, leave permits, invitations, mandates, receipt forms for files, submission forms, processing forms for documents, submission forms for simple matters, processing forms for tasks, transfer forms, notification forms, official letters.

2. The format of administrative documents in organs and units of the Military includes the following components:

- National emblem, slogan;

- Name of the organ or unit issuing the document;

- Number and code of the document;

- Authority, position, name and signature of the authorized person;

- Place name and date of issuance of the document;

- Type name and summary of the content of the document;

- Content of the document;

- Stamp of the organ or unit;

- Urgency and confidentiality stamp (if applicable);

- Recipient;

- Other components of the document format.

3. For telegrams, memorandums, commitments, agreements, certificates, powers of attorney, invitations, introduction letters, leave permits, work permits, receipt forms for files, submission forms, processing forms for documents, submission forms for simple matters, processing forms for tasks, official letters, it is not mandatory to have all the above components of the document format.

Article 3. Technical presentation of documents

1. The technical presentation of documents prescribed in this Circular applies to documents drafted on computers and printed on paper, including paper size, layout style, page margins, placement of document format components, font, font size, font style, and other presentation details.

2. The technical presentation of documents prescribed in this Circular does not apply to documents drafted using other technical methods or means, pre-printed paper forms, books, newspapers, magazines, and other types of publications.

Article 4. Font for presenting documents

The font used to present documents on computers is the Vietnamese Unicode/Times New Roman font according to Vietnam Standard TCVN 6909:2001.

The font used to display the text on computers is the Vietnamese font from the Unicode character set/Times New Roman according to Vietnam Standard TCVN 6909:2001.

Article 5. Paper size, layout style, page margins of the document and presentation position

1. Paper size

a) Administrative documents are presented on A4 paper size (210 mm x 297 mm).

b) Documents such as introduction letters, receipt forms for files, sending slips, transfer slips are presented on A5 paper size (148 mm x 210 mm) or on pre-printed templates (A5 paper size).

2. Layout style

a) Administrative documents are presented along the length of the A4 paper size and the print orientation is along the length.

b) In cases where the document contains tables or charts but not as separate appendices, the document may be presented along the width of the A4 paper size with the print orientation along the width.

3. Page margins of the document (for A4 paper size)

Top margin: 25 mm from the top edge;

Bottom margin: 20 mm from the bottom edge;

Left margin: 35 mm from the left edge;

Right margin: 15 mm from the right edge.

4. Presentation positions of the components of the document format on an A4 sheet of paper are implemented according to the layout diagram of the document format components attached as Appendix II to this Circular. The presentation positions of the components of the document format on an A5 sheet of paper are applied similarly according to the diagram above.

ChapterII:

FORM AND TECHNIQUE OF DOCUMENT PRESENTATION

Article 6. National Emblem, Motto

1. Format

a) National Emblem on the document:The bottom line reads

b) Motto:"Independence - Freedom - Happiness".

2. Presentation techniques

The National Emblem and Motto are presented in box number 1; occupying about half the width of the page at the top, on the right side.

National Emblem:The bottom line readsis presented in all capital letters, font size 13, upright typeface, bold;

Motto:"Independence - Freedom - Happiness"is presented in lowercase letters, font size 13, upright typeface, bold; centered below the National Emblem; the first letter of each phrase is capitalized, short dashes are placed between phrases, and there is a solid horizontal line below, the length of which equals the length of the line (using the Draw/Line command), specifically:

SOCIALIST REPUBLIC OF VIET NAM
Independence - Freedom - Happiness
-----------------

The two lines of text above are separated by a single line space.

Article 7. Name of the issuing agency or unit

1. Format

a) The name of the issuing agency or unit includes the name of the direct supervising agency or unit (for enterprises with a parent company, the name of the parent company should be recorded) and the name of the issuing agency or unit.

b) For documents issued by the Ministry of Defense, economic groups, and general companies, the supervising agency is not recorded.

c) The name of the issuing agency or unit must be fully recorded or abbreviated according to the provisions in the founding document; regulations on functions, tasks, powers, and organizational structure; approval of operating permits or recognition of legal personality by the competent authority, for example:

d) The name of the direct supervising agency or unit may abbreviate common phrases such as Command (BTL), Military Command Board (BCHQS), for example:

2. Presentation techniques

a) The name of the issuing agency or unit is presented in box number 2; occupying about one-third of the width of the page at the top, on the left side.

b) The name of the direct supervising agency or unit is presented in all capital letters, font size 13, upright typeface. If the name of the direct supervising agency or unit is long, it can be presented in multiple lines.

c) The name of the issuing agency or unit is presented in all capital letters, font size 13, upright typeface, bold, centered below the name of the direct supervising agency or unit; there is a solid horizontal line below, the length of which is half the length of the line and aligned with the line. In cases where the name of the issuing agency or unit is long, it can be presented in multiple lines, for example:

The lines of text above are separated by a single line space.

Article 8. Number and code of the document

1. Format

a) Number of the document

The number of the document is the registration number of the document at the office of the agency or unit. The number of the document is recorded using Arabic numerals, starting from number 01 on January 01 and ending on December 31 each year.

b) Code of the document

- The code of the document includes the abbreviated name of the type of document according to the table of abbreviated names of types of documents attached to this Circular (Annex I) and the abbreviated name of the issuing agency or unit, for example:

Decision of the Commander of Military Region 3 issued is recorded as follows: Number:.../QĐ-BTL

Directive of the Director of Factory Z131 issued is recorded as follows: Number:.../CT-BGĐ

Decision of the Board of Directors issued is recorded as follows: Number:.../QĐ-HĐQT

Report of the Political Department is recorded as follows: Number:.../BC-CCT

- The code of the letter includes the abbreviated name of the issuing agency or unit and the abbreviated name of the drafting department (bureau, division, section) or the main drafting department; in cases where the letter is drafted through multiple levels before issuance by the agency, the code of the immediate subordinate department is used, for example:

Letter of the Ministry of National Defense drafted by the Finance Bureau: Number:.../BQP-CTC

Letter of the Command of Military Region drafted by the Propaganda Division/Political Department: Number:.../BTL-CCT

Letter of the Command of Military Region drafted by the Operations Division/General Staff: Number:.../BTL-BTM

- In cases where Councils and Steering Committees of agencies use seals to issue documents and the Councils and Committees are recorded as "issuing agencies," the number of the agency or unit must be used, for example: Decision No. 505 of the Military Personnel Council of the Command of Military Region 3 or the Organizing Committee of the Third Nationwide Secretarial, Security, and Archival Skills Competition is presented as follows:

2. Presentation techniques

a) The number and code of the document are displayed in cell number 3, centered below the name of the issuing agency or unit.

b) The word "Number" is displayed in lowercase letters, the code in uppercase letters, font size 13, upright style; a colon (:) follows the word "Number"; numbers less than 10 must have a leading zero; between the number and the document code, there is a forward slash (/), and between groups of abbreviated characters in the document code, there is a hyphen (-) without spaces, for example:

Number: 105/QĐ-BQP (Decision of the Minister of National Defense);

Number: 190/BCH-PTM (Letter of the Command drafted by the Operations Division);

Number: 123/BC-BTTM (Report of the General Staff);

Number: 1234/TĐ-BTM (Letter of the Regiment drafted by the Operations Section).

Article 9. Place name and date of issuance of the documentcouncillORSa place name and date, month, year of issuance of the document

1. Format

a) The place name on the document is the official name of the administrative unit (the specific name of the province, centrally governed city; district, county, town, provincial city; commune, ward, township) where the agency or unit is stationed; for administrative units named after a person, a number, or a historical event, the full name of the administrative unit must be recorded, specifically as follows:

- The place name on the document of combat units, ready-to-fight units, combat support units, and Border Guard Posts records the name of the centrally governed province or city where the agency or unit is stationed, for example:

+ Document of the 312th Division (Division headquarters located in Soc Son District, Hanoi City):HtoHanoi,

+ Document of the 50th Regiment (Regiment Command located in Do Son District, Hai Phong City):Hai Phong,

+ Document of the Command of Military Region 4 (Military Region Command located in Vinh City, Nghe An Province):Nghe An,

- The place name on the document of local military units:

+ For Commands and Military Services of centrally governed cities, record the name of the centrally governed city, for example:

Document of the Hanoi Capital Command and its affiliated bureaus: Hanoi, Document of the Hai Phong City Military Service and its affiliated departments: Hai Phong,

+ For Military Services of provinces, record the name of the province, for example:

Document of the Hai Duong Province Military Service and its affiliated departments (located in Hai Duong City, Hai Duong Province): Hai Duong, Document of the Quang Ninh Province Military Service and its affiliated departments (located in Ha Long City, Quang Ninh Province): Quang Ninh,

In cases where the place name on the document of the Military Service of a city within a province has the same name as the province, the two-word phrase "city" (TP.) must be added, for example:

Document of the Hai Duong City Military Service (Hai Duong Province):TP. Hai Duong,

- The place name on the document of the Military Service of a district or county is the name of the district, county, town, or provincial city, for example:

+ Document of the Thanh Ha District Military Service (Hai Duong Province):Thanh Ha,

+ Document of the Thanh Xuan District Military Service (Hanoi City):Thanh Xuan,

+ Document of the Phu Yen Town Military Service (Vinh Phuc Province):Phu Yen,

- The place name on the document of enterprises records the name of the centrally governed province or city, for example:

+ Document of the Military Telecommunications Group (headquartered in Ba Dinh District, Hanoi City):Hanoi,

+ Document of the 319 Corporation (headquartered in Long Bien District, Hanoi City):Hanoi,

b) Date of issuance of the document

- The date of issuance of the document is the date when the document is registered and stamped.

- The date of issuance of the document must be fully written; the numbers indicating day, month, and year use Arabic numerals; for days less than 10 and months 1 and 2, a leading zero must be added, specifically:

Ho Chi Minh City, February 05No.Tan Binh, February 10June 2024;2009

2010June 2024;The place name and date, month, year of issuance of the document are displayed on the same line with the number and code of the document, in cell number 4, in lowercase letters, font size 13, italic style; capitalize the first letter of each syllable forming the place name; a comma (,) follows the place name; the place name and date, month, year are centered below the heading.

2. Presentation techniques

Place names and dates of issuance of the document are presented on the same line with the number and symbol of the document, in cell number 4, in lowercase letters, size 13, italic style; capitalize the first letter of each syllable forming the place name; after the place name, there is a comma (,); place names and dates are centered below the title.

Article 10. Name type and summary content of the document

1. Format

a) The name type of the document is the name of each type of document issued by the agency or unit. When issuing a document, the name type must be recorded, except for circulars.

b) The summary content of the document is a short sentence or phrase reflecting the main content of the document.

2. Presentation techniques

a) The name type and summary content of various types of documents with recorded name types are presented in cell number 5a; the name type of the document is centered (in the content presentation section) in uppercase letters, font size 14, upright style, bold.

b) The summary content of the document is centered immediately below the name type of the document, in lowercase letters, font size 14, upright style, bold; under the summary content is a solid horizontal line, the length of which is one-third the width of the line and is aligned with the line, for example:

Pursuant to …;

On the establishment of the Appraisal Committee for Document Value
------------------

c) The summary content of the circular is presented in cell number 5b, after the word "Regarding" in lowercase letters, font size 12, upright style; it is centered below the number and code of the document, with a 6pt space from the number and code of the document, for example:

Number: 172/VP-BM

Regarding reporting on work situation

Archives, confidentiality, storage in 2012

Article 11. Content of the document

1. Format

a) The content of the document is the main component of the document that must meet the following basic requirements:

- Consistent with the form of the document used;

- Consistent with the Party's policies, guidelines, and policies; consistent with the provisions of the law;

- It should be briefly, clearly, and accurately presented;

- Use simple language and clear expression;

- Common Vietnamese language terms should be used (local and foreign terms should not be used unless absolutely necessary). For specialized terms that need to be clarified, they must be explained within the document;

- Abbreviations may only be used for common terms and Vietnamese terms that are easily understood. For terms frequently used in the document, abbreviations may be used, and the first letters of the abbreviated term must be placed in parentheses immediately after the term;

- In cases where related documents are cited, the first citation must include the full name type of the document; the number, code, date, month, year of issuance; the issuing agency or unit, and the summary content of the document (for laws and ordinances, only the name type and name of the law or ordinance should be noted), for example: "as stipulated in Decree No. 110/2004/NĐ-CP dated April 8, 2004 of the Government on archival work"; in subsequent citations, only the name type and number, code of the document should be noted, for example "...as stipulated in Decree No. 110/2004/NĐ-CP";

- Capitalization in administrative documents shall be carried out according to Appendix VI - Rules for Capitalization in Administrative Documents.

b) Structure of the document

- Depending on the type and content, the document may have a legal basis section for issuance, an opening section, and may be structured into parts, chapters, sections, articles, clauses, points, or divided into parts, sections from large to small according to a specific sequence, specifically:

+ Decision: By article, clause, point; regulations (provisions) accompanying the decision: By chapter, section, article, clause, point;

+ Directive: By clause, point;

+ Resolution: By article, clause, point or by clause, point;

+ Other forms of administrative documents: By part, section, clause, point or by clause, point.

- For documents structured by part, chapter, section, article, the part, chapter, section, article must have a title.

2. Presentation techniques

The content of the document is presented in cell number 6.

a) The content section is presented in lowercase letters (justified on both margins), upright style; font size 14; when starting a new line, the first character of the line must be indented by 1.27 cm (1 default tab); the minimum spacing between paragraphs is 6pt; the minimum line spacing is single line spacing or 15pt (exactly line spacing) or more; the maximum line spacing is 1.5 lines.

b) For documents that have a legal basis section for issuance, a new line must be started after each basis, ending with a semicolon (;), except for the last basis which ends with a comma (,).

c) In cases where the document content is structured by part, chapter, section, article, clause, point, it is presented as follows:

- Part, Chapter: The words "Part", "Chapter" and the serial number of the part, chapter are presented on a separate line, centered, in lowercase letters, font size 14, upright style, bold. The serial number of the part, chapter uses Roman numerals. The title (name) of the part, chapter is presented directly below, centered, in uppercase letters, font size 13, upright style, bold;

- Section: The words "Section" and the serial number of the section are presented on a separate line, centered, in lowercase letters, font size 14, upright style, bold; the serial number of the section uses Arabic numerals. The title of the section is presented directly below, centered, in uppercase letters, font size 13, upright style, bold;

- Article: The words "Article", the serial number, and the title of the article are presented in lowercase letters, indented from the left margin by 1 default tab, the serial number of the article uses Arabic numerals, followed by a period (.); font size 14, upright style, bold;

- Clause: The serial number of clauses within each section uses Arabic numerals, followed by a period, font size 14, upright style; if the clause has a title, the serial number and title of the clause are presented on a separate line, in lowercase letters, font size 14, upright style, bold;

- Point: The order of points within each clause uses alphabetical letters in Vietnamese in the order abc, followed by a closing parenthesis, in lowercase letters, font size 14, upright style.

d) In cases where the document content is divided into parts, sections, clauses, points, it is presented as follows:

- Part (if any): The words "Part" and the serial number of the part are presented on a separate line, centered, in lowercase letters, font size 14, upright style, bold; the serial number of the part uses Roman numerals. The title of the part is presented directly below, centered, in uppercase letters, font size 14, upright style, bold;

- Section: The serial number of sections uses Roman numerals, followed by a period and is indented from the left margin by 1 default tab; the title of the section is presented on the same line as the serial number, in uppercase letters, font size 14, upright style, bold;

- Clause: The serial number of clauses within each section uses Arabic numerals, followed by a period, font size 14, upright style; if the clause has a title, the serial number and title of the clause are presented on a separate line, in lowercase letters, font size 14, upright style, bold;

- Point is presented as in cases where the document content is structured by part, chapter, section, article, clause, point.

Article 12. Authority, position, rank, name, and signature of the authorized person

1. Format

a) Authority and position of the signatory

- The position recorded on the document is the official title of the signatory appointed by the competent authority. Only positions such as Commander, Deputy Commander, Director (Political Chief), Deputy Director shall be recorded; positions not defined by the State such as Acting Deputy, Military Deputy, Logistics Deputy, etc., shall not be recorded; the name of the agency or unit shall not be repeated except for joint documents issued by two or more agencies or units; the delegation of signing and proxy signing shall be specified in writing by the agencies or units, for example:

COMMANDER                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     &

- The position recorded on the document issued by consulting organizations (not part of the organizational structure of the agency specified in the decision on establishment; decision stipulating the functions, tasks, and organizational structure of the agency) is the leadership position of the person signing the document within the board or council. For boards or councils not permitted to use the seal of the agency or unit, only the position of the person signing the document within the board or council should be recorded, without recording the position within the agency or unit.

b) Recording the authority of the signatory is carried out as follows:

- In cases where signing instead of the head of the agency or unit, the abbreviation "KT." (signing instead) must be written before the position of the head, for example:

- In cases where signing on behalf of a collective, the abbreviation "TM." (on behalf of) must be written before the name of the leadership collective or the name of the agency or unit, for example: Documents of the Military Council of agencies and units are recorded as follows:

In cases of signing by delegation, the abbreviation "TUQ." must be written before the position of the authorized person; signing by order, the abbreviation "TL." must be written before the position of the authorized person, for example:

- The position (title) of the signatory of the document issued by the Board or Steering Committee of the Military Region, where the Deputy Chief of Staff or Deputy Political Commissar serves as Head of the Board or Deputy Head of the Board, Chairman or Deputy Chairman of the Board, is recorded as follows, for example:

The position (title) of the signatory of the document issued by the Board or Steering Committee of the Army Corps, where the Commander serves as Chairman of the Board or Head of the Board, and the Logistics Director serves as Deputy Chairman of the Board or Deputy Head of the Board, is recorded as follows, for example:

c) Rank, full name including surname, middle name (if any), and given name of the signatory

For administrative documents, only the military rank is recorded before the name of the signatory, without recording academic titles, degrees, and state honors.

2. Presentation techniques

a) The authority and position of the signatory are presented in cell number 7a; other positions of the signatory are presented in cell number 7b; abbreviations for authority such as: "TM.", "KT.", "TUQ.", "TL.". Authority and position of the signatory are presented in uppercase letters, size 13, upright style, bold.

b) Rank and full name of the signatory of the document are presented in cell number 7b; in lowercase letters, size 14, upright style, bold, centered relative to the authority and position of the signatory.

c) Signature of the authorized person is presented in cell number 7c.

Article 13. Seal of agencies and units

1. The affixing of seals on documents shall be carried out in accordance with the regulations stipulated in the Charter on Archival Work, Document Management, and Information Security within the Military.

2. The seal of agencies and units shall be presented in cell number 8; the overlapping seal shall be affixed in the space between the right margin of the document or its annex, covering part of the pages; each time the maximum number of pages that can be stamped is five.

Article 14. Recipients

1. Format

a) Recipients are determined as those agencies and units receiving the document and bearing responsibilities for reviewing and resolving; implementing; inspecting and supervising; reporting; exchanging work; being informed; and retaining.

b) Recipients must be specifically identified in the document. Based on legal provisions; based on the functions, tasks, and authorities of the agency or unit and working relationships; based on the requirements to resolve matters, the drafting unit or individual, or the main drafting unit has the responsibility to propose the agencies and units receiving the document to be decided by the signatory of the document.

c) For documents sent only to specific recipients, the name of each agency or unit receiving the document must be recorded; for documents sent to one or several specific groups of recipients, the recipients shall be listed collectively, for example:

- Agencies and units under the Ministry;

- Provincial and municipal military command departments; divisions under the Military Region.

d) For documents with a type name, the recipients include the term "Recipients" and a list of agencies and units receiving the document.

đ) For administrative letters, the recipients consist of two parts:

- The first part includes the phrase "Respectfully sent to", followed by the names of the agencies and units directly handling the matter;

- The second part includes the term "Recipients", below which is the phrase "As above", followed by the names of other related agencies and units receiving the document.

2. Presentation techniques

a) The recipient section in cell number 9a is presented as follows:

- The phrase "Respectfully sent to" and the names of the agencies and units receiving the document are presented in regular font, size 14, upright style;

- After the phrase "Respectfully sent to", there is a colon; if the letter is sent to one agency or unit, the phrase "Respectfully sent to" and the name of the agency or unit are presented on the same line; in case the letter is sent to two or more agencies or units, it is moved to a new line; the name of each agency or unit or each group of agencies or units is presented on a separate line, with a dash (-) at the beginning of the line, a semicolon at the end of the line, and a period at the end of the last line; the dashes at the beginning of the lines are aligned under the colon.

b) The recipient section in cell number 9b (applicable generally to administrative letters and other types of documents) is presented as follows:

- The term "Recipients" is presented on a separate line (aligned horizontally with the line containing the "position and title of the signatory" and close to the left margin), followed by a colon, in regular font, size 12, italic and bold;

- The list of agencies and units receiving the document is aligned horizontally, below and after the colon (:) in regular font, size 11, upright style; the name of each agency or unit or each group of agencies or units receiving the document is presented on a separate line, with a dash (-) at the beginning of the line close to the left margin, a semicolon at the end of the line; the last line includes the word "File" followed by a colon, then the abbreviation "VT" (archives), a comma, the abbreviation of the drafting unit's name and a semicolon, followed by the abbreviation of the drafter's name and the number of copies issued, ending with a period.

Article 15. Other components

1. Format

a) Confidentiality level mark: The determination and stamping of confidentiality levels (Top Secret, Confidential, or Secret), and the retrieval mark for documents containing confidential information shall be carried out in accordance with the laws on state secrets protection.

b) Urgency level mark: Depending on the need for expedited transmission, the urgency level of the document shall be determined according to four levels: urgent, very urgent, immediate, and immediate with time limit; when drafting urgent documents, the drafting unit or individual shall propose the urgency level for the document signer's decision.

c) For documents with limited circulation and usage scope, guidance on circulation scope such as "RETURN AFTER MEETING (CONFERENCE)", "RETURN AFTER REVIEW", "INTERNAL CIRCULATION" shall be used.

d) For Top Secret documents, there must be a specific identifier and separate numbering for each copy issued.

e) In cases where the document has appendices attached, the document must include instructions regarding those appendices. Appendices of the document must have titles; if the document has two or more appendices, they must be numbered sequentially using Roman numerals.

f) Documents with two pages or more must be numbered using Arabic numerals.

2. Presentation techniques

a) Confidentiality level mark

The seals for confidentiality levels (TOP SECRET, CONFIDENTIAL, or SECRET) and the retrieval seal shall be pre-engraved according to the provisions of Section 2, Circular No. 12/2002/TT-BCA dated September 13, 2002, of the Ministry of Public Security guiding the implementation of Decree No. 33/2002/NĐ-CP of the Government detailing the enforcement of the State Secrets Protection Ordinance 2000. The confidentiality level seal shall be stamped in box number 10a, and the retrieval seal shall be stamped in box number 11.

b) Urgency level mark

The seals for urgency levels shall be pre-engraved in rectangular shapes measuring 30mm x 8mm, 40mm x 8mm, and 20mm x 8mm, with the words "URGENT", "VERY URGENT", "IMMEDIATE", and "IMMEDIATE WITH TIME LIMIT" presented in uppercase letters, font Times New Roman size 14, bold upright style, and centered within a single-lined rectangular frame. The urgency level seal shall be stamped in box number 10b. The ink used for stamping the urgency level seal shall be bright red.

c) Instructions on circulation scope: Presented in box number 11; phrases such as "RETURN AFTER MEETING (CONFERENCE)", "RETURN AFTER REVIEW", "INTERNAL CIRCULATION" shall be balanced within a single-lined rectangular frame, in uppercase letters, font Times New Roman, size 14, bold upright style.

d) Numbering for Top Secret documents; Copy number: ...; presented in box number 15.

e) Abbreviation of the typist's name and the number of copies issued shall be presented in box number 13; marked in uppercase letters, quantity in Arabic numerals, size 11, upright style.

f) Appendices of the document shall be presented on separate pages; the phrase "Appendix" and the appendix sequence number shall be presented as a single line, centered, in lowercase letters, size 14, bold upright style; the appendix title shall be presented centered, in uppercase letters, size 13, bold upright style.

g) Page numbers of the document shall be presented at the bottom right corner of the page (footer section) using Arabic numerals, size 13, upright style, without numbering the first page. Appendix page numbers shall be separately numbered according to each appendix.

The model characters and details of the presentation of the document format components are illustrated in Appendix IV attached to this Circular.

Examples of the presentation of certain types of administrative documents are illustrated in Appendix V attached to this Circular.

Chapter III:

FORM AND TECHNIQUES FOR PRESENTING COPIES OF DOCUMENTS

Article 16. Format of Copies

1. Copy Form

"TRUE COPY", "EXTRACT COPY" or "REGISTERED COPY".

2. Name of the agency or unit making the copy

3. The number and symbol of the copy including the registration number assigned to all types of copies made by the agency or unit, and the abbreviated name of the type of copy according to the Abbreviated Names Table for Types of Documents and Copies attached hereto (Annex I). The number shall be written in Arabic numerals starting from number 01 on January 01 and ending on December 31 each year.

4. Other components of the copy format include the place name and date of copying; authority, position, rank, full name and signature of the authorized person; seal of the agency or unit making the copy and the recipient location, which shall be carried out in accordance with the guidance provided in Articles 9, 12, 13, and 14 of this Circular.

Article 17. Presentation Techniques

1. Positioning of the components of the copy format (on A4 size paper)

Follow the layout diagram of the components of the copy format attached to this Circular (Annex III).

a) The components of the copy format are presented on the same sheet of paper immediately following the last part of the document to be copied, below a continuous line spanning the entire width of the presentation area of the document.

b) In cases where the end of the document does not have enough space to present the copy format, it may be moved to the back side of the document to be copied.

2. Presentation Technique of Copies

a) The phrase "TRUE COPY", "EXTRACT COPY" or "REGISTERED COPY" is presented in cell number 1 (Annex III) in uppercase letters, font size 14, upright style, bold.

b) The name of the agency or unit making the copy (in cell number 2); the number and symbol of the copy (in cell number 3); the place name and date of copying (in cell number 4); the position, full name and signature of the authorized person (in cells number 5a, 5b, and 5c); the seal of the agency or unit making the copy (in cell number 6); the recipient location (in cell number 7) are presented according to the guidance for presenting the components of the format in Annex III.

The model characters and details of the presentation of the components of the copy format are illustrated in Annex IV; the presentation model of the copy is illustrated in Annex V attached to this Circular.

Chapter IV:

IMPLEMENTATION

Article 18. Effective Date

1. This Circular shall take effect 45 days from the date of signature.

2. This Circular replaces Chapter II and Chapter III of the Regulations on Issuance and Management of Administrative Documents issued together with Decision No. 206/2005/QĐ-BQP dated December 20, 2005 of the Minister of National Defense.

Article 19. Implementation

1. Commanders of agencies and units in the Military are responsible for organizing the implementation of this Circular.

2. The Office of the Ministry of National Defense is responsible for guiding and inspecting the implementation of this Circular.