|
THE GOVERNMENT OFFICE
-------
|
SOCIALIST REPUBLIC OF VIETNAM
Independence - Freedom – Happiness
---------------
|
|
No. 03/2025/TT-VPCP
|
Hanoi, September 15, 2025
|
CIRCULAR
GUIDELINES FOR ENFORCEMENT OF THE
GOVERNMENT'S DECREE NO. 118/2025/ND-CP DATED JUNE 09, 2025 ON INITIATION OF
ADMINISTRATIVE PROCEDURES BY EMPLOYING SINGLE-WINDOW SYSTEM AND INTER-AGENCY
SINGLE-WINDOW SYSTEM AT SINGLE-WINDOW SECTION AND NATIONAL PUBLIC SERVICE
PORTAL
Pursuant
to the Government's Decree No. 36/2025/ND-CP dated February 25, 2025 on
functions, duties, powers and organizational structure of the Government
Office;
Pursuant
to the Government's Decree No. 118/2025/ND-CP dated June 09, 2025 on initiation
of administrative procedures by employing single-window system and inter-agency
single-window system at single-window section and national public service
portal;
Pursuant
to the Government's Decree No. 150/2025/ND-CP dated June 12, 2025 on
organization of specialized authorities affiliated to People’s Committees of
provinces and central-affiliated cities and People’s Committees of communes,
wards and special zones of provinces and central-affiliated cities;
At
the request of the Director of Administrative Procedures Control Agency;
The
Minister-Chairman of Government Office promulgates Circular on guidelines for
enforcement of the Government's Decree No. 118/2025/ND-CP dated June 09, 2025
on initiation of administrative procedures by employing single-window system
and inter-agency single-window system at single-window section and national
public service portal.
Article 1. Scope
...
...
...
Please sign up or sign in to your Pro Membership to see English documents.
Article 2. Regulated entities
This
Circular applies to competent and relevant authorities, organizations and
individuals during initiation of administrative procedures.
Article 3. Public announcement about list of administrative
procedures to be initiated regardless of administrative boundaries within a
province
1.
Decision on public announcement about a list of administrative procedures to be
imitated regardless of administrative boundaries within a province shall
clearly specify receipt locations at the provincial-level public administrative
service center and commune-level public administrative service centers as
specified in clause 2 Article 14 and clause 4 Article 40 of the Decree No.
118/2025/ND-CP. The public announcement about the list of administrative
procedures regardless of administrative boundaries may be integrated into the
decision on public announcement about administrative procedures according to
regulations on control of administrative procedures.
2.
The public announcement about administrative procedures to be imitated
regardless of administrative boundaries shall comply with regulations on
control of administrative procedures.
Article 4. Establishment of internal/electronic procedures
for handling administrative procedures
1.
Principles of establishment of internal/electronic procedures for handling
administrative procedures
a)
Apply quality control systems conforming to national standards to activities of
authorities or organizations belonging to the state administrative system;
b)
Simplify and restructure procedures, reuse data and initiate procedures
regardless of administrative boundaries according to the roadmap, in accordance
with regulations of law and current context;
...
...
...
Please sign up or sign in to your Pro Membership to see English documents.
2.
Establishment of internal procedures for handling administrative procedures
a)
Regarding ministries and ministerial authorities
Specialized
units shall preside over and cooperate with relevant units in reviewing and
establishing internal procedures for handling administrative procedures within
their jurisdiction; consulting specialized units about control of
administrative procedures for completion before requesting the Ministers or
Heads of ministerial authorities to approve such internal procedures.
b)
Regarding local authorities
Specialized
authorities affiliated to provincial People's Committees shall preside over and
cooperate with relevant units in reviewing and establishing internal procedures
for handling administrative procedures within the jurisdiction of provincial
and commune-level authorities; consulting specialized authorities and units
about control of administrative procedures for completion before requesting
Chairpersons of provincial People's Committees to approve such internal
procedures.
3. On
the basis of internal procedures approved, Ministers, Heads of ministerial
authorities and Chairpersons of provincial People's Committees shall direct establishment
and promulgation of electronic procedures for handling administrative
procedures on software of ministerial- and provincial-level information systems
for handling administrative procedures for uniform application at ministries
and central and local authorities, thereby promptly initiating administrative
procedures when they come into force.
Article 5. Photocopying documents to convert them into
electronic forms
1.
Documents to be converted into electronic forms as specified in point c clause
1 Article 17 of the Decree No. 118/2025/ND-CP shall be photocopied in
accordance with clause 1, clause 2 Article 8 of the Circular No.
01/2023/TT-VPCP dated April 05, 2023.
2.
Documents of which photocopies used to convert into electronic forms are not
required:
...
...
...
Please sign up or sign in to your Pro Membership to see English documents.
b)
Documents only required to be presented upon submission of administrative
formalities;
c)
Results of examination, verification, and response to opinions of authorities
and units participating in the handling of administrative procedures, except
for unless otherwise prescribed by the law.
d)
Confidential documents as per law.
Article 6. Data extraction of a document
1.
Electronic data and information prescribed in clause 2 Article 19 of the Decree
No. 118/2025/ND-CP shall be extracted and updated in accordance with Article 9
of the Circular No. 01/2023/TT-VPCP.
2.
Data included in the following documents must not be extracted:
a) Documents
which have been shared in the form of data by national and specialized
databases, the National Public Service Portal and ministerial and
provincial-level information systems for handling administrative procedures and
have legal value;
b)
Documents which are part of dossiers on handling of administrative procedures,
are photocopies and certified true photocopies, except for electronic certified
true copies of original copies;
c)
Documents only required to be presented upon submission of administrative
formalities;
...
...
...
Please sign up or sign in to your Pro Membership to see English documents.
Article 7. Suspension of administrative procedures
1.
After receiving a request for suspension of administrative procedures in person
or by post from an organization/individual according to clause 1 Article 21 of
the Decree No.118/2025/ND-CP, the single-window section where the documentation
is received shall be responsible for inspecting the status and results of
handling administrative procedures.
In
case a decision to handle administrative procedures or written notification of
results of handling administrative procedures has not been yet issued, the
single-window section where the documentation is received shall notify the
suspension of processing documentation according to the Form of Notification of
suspension of processing documentation as specified in this Circular.
2.
The national public service portal shall notify suspension of administrative
procedures on its system at the request of the organization/individual, in
accordance with regulations in clause 2 Article 21 of the Decree No.
118/2025/ND-CP and according to the Form of Notification of suspension of
processing documentation as specified in this Circular.
Article 8. Personnel appointed to work at single-window
sections at all levels
1. At
ministries and ministerial authorities
On
the basis of personnel proposals submitted by units affiliated to ministries,
the Ministry Office, ministerial authorities or specialized units for control
of administrative procedures of ministries, ministerial authorities shall
consolidate and submit such proposals to Ministers and Heads of ministerial
authorities for approval of list of personnel or change of personnel appointed
to work at Document Receipt and Response Divisions. A personnel plan shall
include a list of official personnel, backup personnel, specific duties, and
expected appointment time.
In
case a Document Receipt and Response Division is established at an
authority/unit affiliated to a ministry or ministerial authority, the
Minister/Head of the ministerial authority shall delegate the jurisdiction to
approve the list of personnel appointed to work at the Document Receipt and
Response Division.
2. At
provincial level
...
...
...
Please sign up or sign in to your Pro Membership to see English documents.
In
case a one-level public administration service center is established, on the
basis of personnel proposals submitted by specialized authorities and other
authorities affiliated to the People's Committee or city, the Director of
one-level public administration service center shall approve the list of
personnel or change personnel appointed to work at the one-level public
administration service center. A personnel plan shall include a list of
official personnel, backup personnel, specific duties, and expected appointment
time.
3. At
commune level
On
the basis of personnel proposals submitted by commune-level specialized
divisions or provincial-level authorities/units that have their branches
located within the commune, the commune-level public administration service
center shall consolidate and submit such proposals to the Director of the
center for approval of list of personnel or change of personnel appointed to
work at the commune-level public administrative service center. A personnel
plan shall include a list of official personnel, backup personnel, specific
duties, and expected appointment time.
Personnel
shall be assigned or allocated to work at the commune-level public
administrative service center within the headcount limit as assigned by the
competent authority and in such a way to meet the actual needs, be suitable for
local characteristics and comply with regulations on signature of service
supply contracts according to the Decree No. 118/2025/ND-CP and labor contracts
according to the Government’s Decree No. 173/2025/ND-CP dated June 30, 2025.
Development and approval of job positions and determination of positions to be
held by civil servants and public employees shall comply with regulations of
law.
4.
Heads of centrally-controlled authorities organized in the vertical structure
at communes shall appoint personnel or implement plans to assign replacements
or have backup personnel at provincial-level public administration service
centers, one-level public administration service centers, or commune-level
public administration service centers to receive and handle administrative
procedures with their jurisdiction.
Article 9. Duties and powers of commune-level public
administration service centers
Commune-level
public administration service centers specified in clause 3 Article 7 of the
Decree No. 118/2025/ND-CP shall advise commune-level People's Committees or
Chairpersons of commune-level People's Committees to or, within their
jurisdiction, perform duties and powers prescribed in the Decree No.
118/2025/ND-CP and the following duties and powers:
1.
Regarding supervision of implementation of single-window system and
inter-agency single-window system and initiation of administrative procedures
a)
Advise Chairpersons of commune-level People's Committees to promulgate rules
for organization of operations of commune-level public administration service
centers;
...
...
...
Please sign up or sign in to your Pro Membership to see English documents.
c)
Monitor, urge and supervise the handling of administrative procedures to make
sure that such procedures are handled in accordance with regulations on quality
and period; cooperation and interconnection among governments at all levels and
authorities during the handling of administrative procedures;
d)
Monitor and assess the satisfaction of people and enterprises in initiation of
administrative procedures to improve quality of services;
dd)
Organize professional training; monitor, urge, comment on and assess compliance
with internal rules and working regulations by personnel working at
commune-level public administration service centers;
e)
Propose initiatives and solutions to innovate, improve and raise quality of
services provided by commune-level public administration service centers.
2.
Regarding guidance on and support for initiation of administrative procedures
a)
Provide guidance for organizations and individuals on preparation, amendments
and completion of documentation; check eID account status;
b)
Receive physical and electronic documentation; digitize records according to
regulations; collect fees and charges and fulfill financial obligations (if
any);
c) Provide
guidelines and support for provision of online public services;
d)
Update records and steps to the management software and forward them to
competent authorities or persons for settlement;
...
...
...
Please sign up or sign in to your Pro Membership to see English documents.
3.
Regarding control of administrative procedures
a)
Advise commune-level People's Committees and Chairpersons of commune-level
People's Committees to promulgate programs and plans for reform in and control
of administrative procedures within communes;
b)
Control regulations and initiation of administrative procedures as per law;
c)
Receive, settle or report to competent authorities on settlement of feedbacks
and petitions sent by organizations and individuals against initiation of
administrative procedures at commune-level public administration service
centers or professional units, cadres, civil servants, public employees, and
employees under the management of commune-level People's Committees during the
handling of administrative procedures as per law;
d)
Conduct final review and report reform and control of administrative
procedures.
4.
Regarding establishment of e-government and supervision of application of
information technology at commune-level People's Committees
a)
Perform duties towards establishment of e-government and supervision of
application of information technology as assigned by Chairpersons of
commune-level People's Committees;
b)
Advise Chairpersons of commune-level People's Committees to promulgate and
organize execution of programs, plans, schemes for and projects on information
technology related to provision of public services and handling of
administrative procedures at commune-level People's Committees;
c)
Issue, within their jurisdiction, or request Chairpersons of commune-level
People's Committees to issue rules, procedures for and documents providing
technical guidance on management and operation of information systems and
application programs serving operations of commune-level public administration service
centers and organize implementation of such rules, procedures and documents.
...
...
...
Please sign up or sign in to your Pro Membership to see English documents.
dd)
Manage and ensure that network infrastructure and information technology
equipment at commune-level public administration service centers operate in a
manner that is uninterrupted and maintains information safety and
cybersecurity; promptly troubleshoot problems about information systems,
computer networks, software and databases; cooperate with provincial-level
authorities and units in charge of assurance of information security in case of
incidents related to provincial-level systems;
e)
Manage facilities and equipment; upgrade, repair, maintain, and replace
equipment to meet mission requirements set by commune-level public
administration service centers within their jurisdiction;
g)
Cooperate with Divisions of Culture and Society in giving training and guidance
to community digital technology teams to enable local organizations and
individuals to provide online public services.
5.
Perform other duties as per law and as assigned by commune-level People's
Committees and Chairpersons of commune-level People's Committees.
Article 10. Guidelines for initiation of administrative
procedures in case of use of sample completed forms and instructional
videos
1. If
necessary, Ministers, Heads of ministerial authorities, Chairpersons of
provincial People's Committees shall decide to select administrative procedures
and prefer those which are popular or have large volumes of documents so that
they can determine whether guidelines are given by providing sets of sample
completed forms or instructional videos, and shall publicly inform about
their decisions at single-window sections.
2. A
set of sample completed forms shall include all necessary information in forms
or declaration forms (if any) delivered according to the method of presumption
or hiding of personal information, forms as an integral part of documentation,
forms of receipt of documentation and forms of notification of results in
accordance with laws. Forms shall carry the word "MẪU (SAMPLE)"
written in bold block capitals, using Vietnamese font Unicode (Times New Roman)
in the text size of 16 according to Vietnamese Standard TCVN 6009:2001 at the
top right corner of the paper sheet. Sets of sample completed forms shall be
publicized at single-window sections having jurisdiction to receive
administrative documentation.
3. Sample
instructional videos must fully provide instructional information about
initiation of administrative procedures, specific requirements for constituent
documents, preparatory steps and procedures for initiation of administrative
procedures in accordance with laws. Instructional videos shall be played at
single-window sections and posted on ministerial-level or provincial-level web
portals, electronic media, mass media, and social networks allowed by competent
authorities. Formats and technical standards of instructional videos shall
comply with regulations of the law on electronic transactions and guidelines
provided by the Ministry of Science and Technology.
Article 11. Forms used for handling administrative
procedures
...
...
...
Please sign up or sign in to your Pro Membership to see English documents.
2. On
the basis of the forms prescribed in clause 1 of this Article, Ministers, Heads
of ministerial authorities, Chairpersons of provincial People's Committees may
provide additional information fields in accordance with regulations of
specialized laws and practical requirements.
3.
Forms specified in clause 1 of this Article are designed for use on electronic
media and printed on A4 paper size (210 mm x 297 mm) when necessary.
Article 12. Principles and methods of completion and use of
forms, and storage of reports, documents or records
1.
Forms referred to in clause 1 of Article 11 herein must adhere to the following
principles and requirements:
a)
They must be available on information systems for handling administrative
procedures, may be printed out and must ensure accessibility when necessary.
b)
Information about administrative procedures contained in the note of document receipt
and appointment for notification of results (Form No. 01) and the document
monitoring book (Form No. 07) must be extracted from the national database of
administrative procedures while information about people and enterprises must
be extracted from the national population database and the national enterprise
registration database;
c) In
addition to automatically available information, upon provision of
instructions, receipt, processing and notification of results of handling of
administrative procedures, cadres, civil servants, public employees and
employees must enter all required information clearly and accurately to
complete forms.
d) Digital signatures must be granted in
accordance with laws on digital signatures.
2.
Storage of reports, documents or records shall comply with regulations of the
law on storage and relevant laws.
...
...
...
Please sign up or sign in to your Pro Membership to see English documents.
1.
Code structure
MX1X2.Y1Y2Y3.Z1Z2
-YYMMDD-XXXX
Where:
a)
MX1X2.Y1Y2Y3.Z1Z2: electronic ID codes of ministries, central and local
authorities;
b)
YYMMDD: Date on which documentation is received, including 06 numeric
characters; YY stands for 02 ending numbers of the year, MM stands for 02
ending numbers of the month and DD stands for 02 ending numbers of the day.
c) XXXX:
ordinal number of documentation received within the day, including at least 04
numerical characters. Its length depends on the actual quantity of
documentation generated.
2.
Ministries, central and local authorities receiving documentation may apply barcode
or QR code technologies and codes of administrative procedures in order to
monitor the handling of administrative procedures.
Article 14. Codes of sectors or industries in which
administrative procedures are involved
1.
Code structure
...
...
...
Please sign up or sign in to your Pro Membership to see English documents.
MX1X2
Where:
MX1X2: the level-1 unit code in compliance with national
technical regulations on structure of ID codes and formats of data packets
serving connection among document management and administration systems as
prescribed by the Ministry of Science and Technology.
2.
Sector/industry codes shall be available for use in the national public service
portal and ministerial- or provincial-level information systems for handling
administrative procedures.
Article 15. Professional requirements to be satisfied by
ministerial- and provincial-level information systems for handling
administrative procedures
The
ministerial- or provincial-level information system for handling administrative
procedures shall satisfy the following professional requirements
1.
Authenticate users by the method of integration with the authentication system
of the national public service portal.
2.
Receive wholly and partially online public services provided by the
organization/individual through the national public service portal.
3.
Receive and digitize administrative procedure documentation in person at the
single-window section.
4.
Implement the entire process of handling administrative procedures received
from the single-window section or the national public service portal,
automatically create administrative procedure documentation codes and digital
document codes; monitor the processing of documentation and return results on
the basis of recording each step of the process in real time and storing the
history of activities involved in handling of administrative procedures; seek
opinions from relevant authorities during the handling of administrative
procedures; return electronic administrative procedure handling results at the
electronic data management warehouse of the organization or individual and
return physical administrative procedure handling results at the single-window
section or by post; make online payment.
...
...
...
Please sign up or sign in to your Pro Membership to see English documents.
6.
Assess the handling of administrative procedures and resolution of complaints
and recommendations from the state authority.
7.
Store data on the handling of administrative procedures at the administrative procedure
documentation data warehouse, including:
a)
Documentation on receipt of the handling of administrative procedures;
b)
History of the handling of administrative procedures;
c) Results
of digitization of documentation and documents on the handling of
administrative procedures by ministries, central and local authorities;
d)
Result of the handling of administrative procedures within the jurisdiction of
a ministry, ministerial-authority or local authority managing the system in
case such result is not stored at the national or specialized database;
dd) Result of certification of electronic copies from their original copies in
case the local authority certifies such electronic copies by itself;
e)
Links regarding data related to the organization/individual that has their
account on the system and stored at the national or specialized database.
8.
Provide an account-based electronic data management warehouse for each
organization/individual to enable them to monitor, manage, and store electronic
information and data related to administrative transactions conducted by the
organization/individual.
...
...
...
Please sign up or sign in to your Pro Membership to see English documents.
10.
Publish data, convert from electronic administrative procedure documentation
and results into physical electronic administrative procedure documentation and
results and from physical documents to data messages as per law on electronic
transactions conducted by state authorities and information system for
e-transactions.
11.
Connect, integrate and share information and data with the national public
service portal according to regulations issued by the Minister-Chairman of
Government Office.
12.
Connect and share data with the document management and administration system
in order to support the handling of administrative procedures, extract data on
the administrative procedure handling results which are electronic documents.
13.
Connect and share data with the digital document management system serving
storage of electronic administrative procedures as per law.
14.
Connect and integrate with the national reporting information system to
provide information on status and results of the handling of administrative
procedures in the reporting period.
15.
Meet other professional requirements as decided by Ministers, Heads of
ministerial authorities, Chairpersons of provincial People's Committees.
Article 16. Visual identity of single-window section
Ministries,
ministerial authorities, People's Committees of provinces and cities shall use
visual identity as specified in the Appendix II issued together with this
Circular for single-window sections at all levels and ministerial- and
provincial-level information systems for handling administrative procedures and
during communication activities in a manner appropriate to resources and actual
conditions of their authorities and units.
Article 17. Effect and implementation responsibilities
...
...
...
Please sign up or sign in to your Pro Membership to see English documents.
2.
The Circular No. 01/2018/TT-VPCP dated November 23, 2018 of the
Minister-Chairman of Government Office will cease to have effect from the
effective date of this Circular.
3.
Some articles and clauses of the Circular No. 01/2023/TT-VPCP dated April
05, 2023 of the Minister-Chairman of Government Office shall be amended or
annulled as follows:
a)
Clause 3 Article 5 shall be amended as follows: “3. Nhân sự của doanh nghiệp
cung cấp dịch vụ bưu chính công ích, doanh nghiệp cung ứng dịch vụ theo hợp đồng
lao động quy định tại Điều 10 Nghị định số 118/2025/NĐ-CP” (personnel of public
postal service providers and service providers under the signed employment
contracts specified in Article 10 of the Decree No. 118/2025/ND-CP).
b)
Clause 4 Article 4, clause 3 Article 8 and Article 23 shall be annulled.
4.
Ministers, Heads of ministerial authorities, Heads of Governmental authorities,
Chairpersons of provincial-level and commune-level People's Committees and
relevant authorities, organizations and individuals shall be responsible for
implementing this Circular./.
5.
The Administrative Procedure Control Agency affiliated to the Government
Office shall be responsible for assisting the Minister-Chairman of Government
Office in monitoring, urging and inspecting implementation of this Circular.
Any
difficulties arising in the implementation of this Circular should be
reported to the Government Office for consolidation and study.
...
...
...
Please sign up or sign in to your Pro Membership to see English documents.