How to Avoid Frustration When Applying for a Copy Extract of Birth Certificate in Vietnam? And 2 Essential Steps

Imagine finding yourself in a situation where you urgently need to provide proof of your birth, only to realize that your original birth certificate is lost or damaged. The stress and anxiety of such a scenario can be overwhelming, especially when you are not always in Vietnam to handle the administrative work. The extract of birth certificate in Vietnam is not just a piece of paper; it is a document that proves your identity and legal status.

Without an extract of birth certificate, you may face significant delays in accessing essential services, enrolling in schools, applying for jobs, or even handling legal matters.

The emotional toll of these delays is compounded by the bureaucratic hurdles involved.

If you are outside Vietnam, the process becomes even more complicated. Authorizing someone else to obtain the document on your behalf involves navigating a maze of notarization, certification, and authentication, or apostille procedures. Each step requires meticulous attention to detail and compliance with legal requirements, which can be both time-consuming and frustrating.

This situation highlights the importance of having your extract of birth certificate ready and accessible. By understanding the process and being proactive, you can avoid the emotional and logistical challenges associated with not having this crucial document when you need it most.

What is Extract of Birth Certificate in Vietnam?

Extract of birth certificate in Vietnam is a document issued by a competent state agency to prove the birth fact of an individual registered at the civil status registry.

According to the regulations in Vietnam, the original birth certificate cannot be  re-issued.  An extract of birth certificate is a certified true copy of the birth certificate which the applicants might need for various purposes. The reason people need to apply for a copy of the birth certificate extract is because the original copy of the civil status extract is misplaced, lost or damaged.  

Whom Issue Extract of Birth Certificate in Vietnam?

According to the regulations, the authority whom issue copy extract of birth certificate will not depend on the place of residence of the person having the right to request, hence the requester can apply for a copy of extract birth certificate at civil status management agencies nationwide.

However, at present, because the electronic civil status database system has not been synchronized nationwide, the request for issuance of a copy of civil status extract, in this case, the extract of birth certificate in Vietnam is still within the competence authority of the People’s Committee of the province, commune where the birth was originally registered. The extract of birth certificate has the same value as the original.

How to Apply for Extract of Birth Certificate in Vietnam?

Applying for an extract of birth certificate in Vietnam is an administrative procedure. Specifically, the person who wishes to apply for a copy of extract birth certificate can do this by himself or authorize another person to carry out this procedure. In addition, the requester can apply in person or send it by post or submit an application online.

Steps Taken to Apply for Extract of Birth Certificate in Vietnam

In addition, the application for a copy of extract birth certificate must also comply with the regulations.

Prepare Dossiers

Accordingly, the dossier includes:

(i) Declaration;

(ii) The original of one of the identification papers to prove identity;

(iii) Power of attorney or documents proving the kinship relationship. The authorization must be made in writing and authenticated according to the law. In case, authorizing a relative, the authorization document does not need to be notarized or authenticated, but documents relating to the relationship with the authorizing person is needed. If the documents are in a foreign language, they must be translated into Vietnamese and notarized or authenticated by the translator’s signature as prescribed by law.

Submit to Authority

Within three working days from the date of receipt of the dossier, the civil status registration and management agency will verify the dossier and compare the information in the electronic civil status database.

If the request for certification is correct, a document certifying civil status information shall be returned to the requester.

In case of authority having to check and verify, the time limit can be extended but not exceeding ten working days.

What if Birth Information Data is Not Found?

This could happen!

For many reasons which birth registration data is missing due to changes of administrations, merging or splitting provinces or long time has passed. 

If the birth registration data is not found, the civil status agency will normally send a written reply with the content not found in the data.

Few Last Words: Ensure You Have Your Extract of Birth Certificate Ready

Obtaining an extract of birth certificate in Vietnam is a crucial process for many administrative and legal purposes. By understanding the steps involved and preparing the necessary documents, you can streamline this process and avoid unnecessary delays.

Remember, the extract of birth certificate holds the same value as the original, making it an essential document for various needs.

Not having your extract of birth certificate ready can lead to significant inconveniences. Whether you need it for school enrollment, job applications, legal proceedings, or personal identification, the lack of this document can delay important processes.

In some cases, it might even prevent you from accessing essential services or exercising your rights.

Additionally, if your birth registration data is not found, the process becomes more complicated and time-consuming. This scenario underscores the importance of having your extract of birth certificate readily available.

It is advisable to apply for it well in advance of any anticipated need, ensuring you have it on hand when required.

Don’t wait until you urgently need your extract of birth certificate.

Start the application process today by preparing your documents and submitting your request to the relevant civil status agency.

If you encounter any challenges, seek assistance from legal experts or reach out to the authorities for guidance.

Taking proactive steps now will save you time and stress in the future, ensuring you have your essential documentation ready when you need it most.

About ANT Lawyers, a Law Firm in Vietnam

We help clients overcome cultural barriers and achieve their strategic and financial outcomes, while ensuring the best interest rate protection, risk mitigation and regulatory compliance. ANT lawyers has lawyers in Ho Chi Minh city, Hanoi,  and Danang, and will help customers in doing business in Vietnam.