On July 31, 2025, the Ministry of Foreign Affairs issued Circular No. 11/2025/TT-BNG, providing regulations on document forms and detailed instructions for several provisions regarding consular certification and legalization. This document is not only a continuation of previous regulations but also a breakthrough in standardizing processes and forms while integrating technological elements to simplify administrative procedures for citizens and businesses. The Circular will officially take effect on September 3, 2025, completely replacing the former Circular No. 01/2012/TT-BNG.
Clear Definition of Authority and Scope
Circular 11/2025/TT-BNG was issued based on important Decrees, such as Decree No. 111/2011/ND-CP and Decree No. 196/2025/ND-CP, regarding consular certification and legalization. Under Article 2, the Circular clearly identifies the domestic authorities competent to perform consular certification and legalization as the Consular Department, the Ho Chi Minh City Department of Foreign Affairs, and other agencies decentralized according to legal regulations.
Article 6 also details the responsibilities and decentralization for local foreign affairs agencies in receiving and circulating introductory samples of seals and signatures, ensuring a seamless process from the local to the central level.
List of Documents and Papers Eligible for Consular Certification
A key feature of the Circular is the detailed listing of types of papers and documents that can be certified under Article 3. This list includes eight main groups:
- Administrative documents and decisions from state administrative agencies.
- Civil status and nationality documents.
- Criminal record certificates, court judgments, court decisions, and other legal proceeding documents.
- Notarized or authenticated documents and papers.
- Diplomas, certificates, and academic confirmation papers within the national education system.
- Health examination records and medical certificates.
- Commercial papers and documents.
- Other documents established or issued by competent agencies and organizations of the Party and State.
However, the Circular notes in Article 4 that documents for which the seal, signature, and title cannot be identified—because they have not been officially introduced or cannot be verified—will not be eligible for the procedure.
Maximum Convenience via Postal Services and Translation Exemptions
To reduce travel time and costs for the public, Circular 11/2025/TT-BNG regulates the submission of consular certification requests through postal services. According to Article 5, individuals can send their applications via the Vietnam post system to the Consular Department or the Ho Chi Minh City Department of Foreign Affairs based on service agreements between the parties.
Regarding language, the Circular introduces a positive change in Article 8, specifying certain cases where documents do not require an accompanying translation into Vietnamese or English. Specifically, documents written in Russian, French, Spanish, Chinese, or German will be accepted if the official receiving the application at the overseas Vietnamese representative mission understands those languages. This provision helps save significant translation costs for citizens living and working in countries using these languages.
Professional Mechanism for Introducing Seal and Signature Samples
To ensure authenticity, Article 6 of the Circular stipulates a strict process for introducing seal and signature samples. Agencies and organizations are responsible for conducting annual reviews and notifying the results of these seal and signature sample reviews before February 1 of the following year. In the event of a change in personnel or seals, units must provide an introductory notice of the new samples within 20 days of the change.
Local foreign affairs agencies, after receiving the introductory samples from their locality, must transfer the original copies to the Consular Department or the Ho Chi Minh City Department of Foreign Affairs within five working days. Article 7 emphasizes the permanent storage and preservation of these seal and signature samples for long-term comparison purposes.
Digitalization and the New Form System
Circular 11/2025/TT-BNG is issued with a system of appendices including standardized forms ranging from declaration forms and certification stamps to tracking logs. Some prominent forms include:
- Form LS/HPH-2025/TK: Declaration for consular certification and legalization.
- Form LS/HPH-2025/TKĐT: Interactive electronic form.
- Form LS/HPH-2025/CN and CNĐT: Consular certification stamps (paper and electronic versions).
- Form LS/HPH-2025/GT: Document for introducing seal and signature samples.
The most notable point is found in Article 12, which mandates that the issuance of electronic consular certification stamps (interactive electronic forms) will officially commence on January 1, 2026. These stamps will feature QR codes to facilitate online authenticity verification and comparison. These forms are currently posted on the Electronic Information Portal of the Ministry of Foreign Affairs (https://mofa.gov.vn) for easy download and use by organizations and individuals.
Implementation and Impact
Circular No. 11/2025/TT-BNG, signed by Vice Minister of Foreign Affairs Le Thi Thu Hang, is expected to create a public, transparent, and modern administrative environment in the consular field. The standardization of the translator's commitment forms (Form LS/HPH-2025/CK) also helps increase the translator's responsibility regarding the accuracy of the document.
The birth of this Circular is a testament to the Ministry of Foreign Affairs' efforts toward administrative reform and digital transformation, providing effective support for Vietnamese citizens in international exchange, study, and cooperation activities. Any difficulties arising during implementation should be promptly reported to the Ministry of Foreign Affairs for handling instructions.