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THE
MINISTRY OF FOREIGN AFFAIR
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SOCIALIST
REPUBLIC OF VIET NAM
Independence - Freedom - Happiness
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No:
06/2002/TT-BNG
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Hanoi,
September 03, 2002
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CIRCULAR
GUIDING THE ISSUANCE, EXTENSION, AMENDMENT, SUPPLEMENTATION OF
DIPLOMATIC PASSPORTS AND OFFICIAL PASSPORTS OVERSEAS UNDER THE GOVERNMENT�S
DECREE No.05/2000/ND-CP OF MARCH 3, 2000 ON EXITS AND ENTRIES OF VIETNAMESE
CITIZENS
On March 3, 2000 the Government
issued Decree No.05/2000/ND-CP on exits and entries of Vietnamese citizens
(hereinafter called the Decree for short). The Ministry for Foreign Affairs
hereby guides in detail the issuance, extension, amendment and supplementation
of diplomatic passports and official passports (hereinafter referred
collectively to as passports) in foreign countries as follows:
I. GENERAL
PROVISIONS
1. The diplomatic missions, the
consulates or other agencies authorized to perform the consular function of
Vietnam in foreign countries ( hereinafter called the representative missions
for short) are the agencies which receive dossiers and settle the granting,
extension, amendment or supplementation of passports overseas.
2. Passports shall be granted,
extended, amended or supplemented overseas in the following cases:
a) Persons who have been granted
passports under the provisions in Articles 7 and 8 of the Decree, and, while in
foreign countries, have their passports lost, damaged, left with no more blank
pages or expired or request the supplements or amendments to their passports
provided that such persons continue to perform the official tasks of agencies,
organizations, State enterprises, People Army or People’s Police units.
b) Persons who have been granted
passports under the provisions in Clause 5 of Article 7 and Clause 8 of Article
8 of the Decree and, while on working missions in foreign countries, have been
appointed to hold diplomatic positions or change their diplomatic titles under
decisions.
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d) Under-18 children of the
persons defined in Clause 5 of Article 7 and Clauses 1 thru 8 of Article 8 of
the Decree with their names and photos in their fathers (mothers) passports, if
they request to be granted separate passports.
3. The granting of passports
overseas must comply with the provisions on subjects eligible for the passport
granting defined in Articles 7 and 8 of the Decree and Section II of Circular
No.04/2000/TT-BNG of November 8, 2000 of the Ministry for Foreign Affairs,
guiding the granting, extension, amendment, supplementation and management of
diplomatic passports and official passports at home according to the
Government’s Decree No.05/2000/ND-CP of March 3, 2000 on exits and entries of
Vietnamese citizens.
4. Validity duration of
passports:
a) The validity duration of the
passports granted to family members defined in Clause 6 of Article 7 and family
members of the persons defined in Clause 8 of Article 8 of the Decree shall
correspond to the working terms of their relatives overseas, but shall be no
longer valid within 6 months as from the dates the officials and employees
finish their working terms at their representative missions.
b) Apart from the regulations in
Item (a) above, the passports granted to under 18- children shall be valid till
the date they turn full 18 years of age, but not for over 5 years. When
children are full 18 years old, representative missions shall issue ordinary
passports and cancel the issued diplomatic or official passports.
5. Vietnamese citizens who are
being in foreign countries and request the granting, extension, supplementation
or amendment of passports shall have to personally go to Vietnamese
representative missions to fill in the procedures therefor. In cases they are
in countries where the Vietnamese representative missions are not yet
available, or due to their sickness, ailments or other special reasons they
cannot go personally, the heads of the representative missions shall consider
and decide the cases on the basis of their applications and authorization
papers.
6. For passports issued by the
Consular Department or the Diplomatic Service of Ho Chi Minh City with the
validity of under 2 years (issued in exceptional cases under Article 7, Clause
7 and Article 8, Clause 11, of the Decree), if the passport bearers request
re-issuance or extension due to loss, damage, running out of pages or expiry,
the representative missions shall notify the person identifications and fax the
documents on sending such persons overseas or the written certification of
continued performance of official tasks overseas to the Consular Department and
shall grant new passports or make passport extension only when so consented by
the Consular Department. For these cases, the validity duration of the issued
or extended passports shall comply with the notification of the Consular
Department.
7. The item on office title of
the passport bearer (in page 2 of the passport) shall be inscribed as follows:
- For positions prescribed in
Clause 2 thru Clause 7, Article 8 of the Decree: To inscribe the office titles
in Vietnamese, except where the managing agencies request not to inscribe the
office titles of the passport bearers;
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- For other positions: Not to
inscribe their office titles in the passports.
8. The documents on sending
officials, employees abroad or the written certification of their continued
performance of official tasks overseas should satisfy the following
requirements:
- They have been issued for not
more than 6 months as from the date of signing;
- They are inscribed clearly
with the full names and office titles of the persons who have been sent abroad
or are performing official tasks of their agencies or organizations in foreign
countries, the purpose of, and financial sources for the trips;
- They are signed directly (not
with the photocopied signatures) by the competent persons defined in Article 15
of the Decree and affixed with the seals of their agencies.
Where the applicants for
passport granting are officials of State enterprises under the Prime Minister,
the overseas dispatch documents or written certifications of continued
performance of official tasks overseas must be signed directly by the Managing
Board chairmen (for members of the Managing Boards) or the general directors
(for deputy-general directors and other officials) and affixed with the seals
of such enterprises.
- If the documents comprise 02
or more pages; the overlapping seals must be stamped between pages.
- If amendments and/or
supplements are made to the documents, the seals must be stamped on such
amendments and/or supplements.
- The applicants for passport
granting or extension or the agencies or organizations which dispatch such
persons on overseas missions may send through the Consular Department the
documents mentioned in this Item to the representative missions.
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9. When re-issuing passports,
the representative missions shall inscribe in the annotation pages of the new
passports the contents "This passport replaces Passport No. issued by.on
day month year" in Vietnamese and English.
II.
PASSPORT-GRANTING PROCEDURES
1. Passport
re-granting due to loss:
1.1. The dossier includes:
- 01 declaration of application
for passport granting (according to set form),
- 03 identical photos, size 4x6
cm, taken with straight eyes, bare heads, without sun-glasses, within less than
one year, of which one photo is stuck to the declaration form and two others
enclosed therewith. Officers and professional army men in the People�s Army or the People�s Police, officials and
employees of branches with own uniforms must have their photos taken in mufti.
- The application reporting on
passport loss with certification by a competent agency of the host country.
- The document on sending the
official or employee abroad or the certification of his/her continued
performance of official mission overseas mentioned in Item 8, Part I of this
Circular.
1.2. The representative missions
shall settle as follows:
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Within 10 working days, the
agencies which have issued the passports, have the responsibility to examine
and reply the verification requests of the representative missions.
Within 05 working days as from
the date of receiving the verification results, the representative missions
shall issue new passports if the agencies asked to give the verification reply
that they have issued such passports.
- Where the lost passports were
issued by the representative missions themselves or the passport losers have
already registered citizenship at the representative missions, the
representative missions shall examine, compare with the archived dossiers or
the citizenship registration dossiers; if determining that the personal
identifications and details in the former passports, which are declared by the
applicants for passport re-granting, are accurate, the representative missions
shall, within 05 working days as from the date of fully receiving the valid
dossiers, re-issue the passports.
- After re-issuing the
passports, the representative missions shall notify the cancellation of lost
passports to the Consular Department, the Exit and Entry Management Department
and the host countries agencies with functions of managing exits and entries.
2. Re-issuing
passports due to page running out, damage (torn, dirty�) or
expiry (for passports already extended once):
2.1. The dossier includes:
- 01 declaration of application
for passport granting (according to set form);
- 03 photos as prescribed;
- The document on sending
officials or employees abroad or the certification of continued performance of
official missions overseas by such officials or employees, as mentioned in
Section 8, Part I of this Circular.
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2.2. The representative missions
shall settle the cases as follows:
- The representative missions
shall examine the old passports; if ascertaining that the passports are valid
and the personal identification details as well as photos remain clear and
accurate, they shall consider and grant new passports within 05 working days as
from the date of fully receiving the valid dossiers.
- Where there are grounds to
doubt that the old passports have been erased, have photos replaced, have been
torn, dirty at pages on personal identification or photo pages without guaranty
of the truthfulness of the personal identification details and passport photos,
the representative missions shall send the personal identification details
together with photos (original photos or photos sent via e-mail) of the
applicants for passport granting to the agencies which have issued the old
passports for verification.
Within 10 working days, the
agencies which have issued such passports shall have to examine and respond to
the verification requests of the representative missions.
Within 05 working days as from
the date of receiving the verification results, the representative missions
shall issue new passports if the agencies asked to give the verification
confirm that they have issued such passports.
- The representative missions
shall photocopy the personal identification pages of the old passports, then
cut the corner, stamp the cancellation seals and return them to the passport
re-grantees.
3. Granting
passports in cases of appointment to hold diplomatic positions or changes of
diplomatic titles:
The dossier includes:
- 01 declaration of application
for passport granting (according to set form);
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- The Foreign Ministry’s
decision or notice on the appointment to hold diplomatic position or on the
change of diplomatic titles;
- The passport in current use.
The representative missions
shall issue new passports within 02 working days as from the date of fully
receiving the valid dossiers. After issuing new passports, the representative
missions shall photocopy the personal identification pages of the old
passports, then cut off the corners thereof, stamp the cancellation seals and
return them to the passport grantees.
4. Granting
passports to ordinary-passport bearers overseas, who are appointed to be
members of the foreign-based Vietnamese representative missions, overseas-based
correspondents of State-run news agency and press of Vietnam or the wives
(husbands) or under 18- children of the members of the above-said agencies:
The dossier includes:
- 01 declaration of application
for passport granting (according to set form);
- 03 photos as prescribed;
- The Foreign Ministry’s
decision or notice on the appointment of members of the representative missions
or correspondents of State-run news agency or press of Vietnam in foreign
countries;
- The opinions of the
Organization-Personnel Department of the Foreign Ministry (for cases of visits,
dependents of members of the representative missions as prescribed in Clause 6
of Article 7 and Clause 9 of Article 8 of the Decree),
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The representative missions
shall issue new passports within 05 working days as from the date of fully
receiving the valid dossiers. After issuing the new passports, the
representative missions shall photocopy the personal identification pages of
the old passports, then cut off the corners thereof, stamp the cancellation
seals and return them to the passport grantees.
5. Granting
separate passports to children being offspring of the persons defined in Clause
5 of Article 7 and Clauses 1 thru 8 of Article 8 of the Decree with their names
and photos in the passports of their fathers (mothers):
Children with their names and
photos in the passports of their fathers (mothers) shall be granted separate
passports, if they so request.
The dossier includes:
- 01 declaration of application
for passport granting (according to set form);
- 03 photos as prescribed;
- The copies of their fathers
(mothers) passports containing the names and photos of such children; the
original passports should be produced for comparison;
- The copies of birth
certificates, the decisions on recognition of adopted children; the originals
should be produced for comparison.
The representative missions
shall compare data on the children in the passports of their fathers (mothers),
birth certificates, decisions on recognition of adopted children and grant
passport to those children within 05 working days as from the date the valid
dossiers are fully submitted. The representative missions shall annotate the
obliteration of the children’s names in the passports of the fathers (mothers).
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1. Passport extension:
Before their passports expire,
the passport bearers must carry out procedures for the extension thereof. Where
their passports have already expired or been extended once, they must fill in
the procedures for passport re-granting as provided for in Section 2, Part II.
The dossier includes:
- 01 declaration of application
for passport extension (according to set form);
- The passport;
- The document on sending the
officials or employees abroad or the written certification of their continued
performance of official missions overseas as mentioned in Section 8, Part I of
this Circular.
If determining that the
passports of the applicants for the extension thereof are intact, showing no
signs of erasure, modification in the personal identification pages, photo
replacement, page replacement or rebinding, which are neither damaged nor run
out of pages, the representative missions shall make the passport extension
within 02 working days.
2. Supplementing, amending
passports:
2.1. Supplementing, amending
personal identification details in the passports:
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- 01 declaration of application
for passport supplementation or amendment (according to set form),
- 03 photos as prescribed (for
cases of granting new passports),
- The passport,
- The copies (with originals
produced for comparison) of valid papers proving the personal identification
details which need to be supplemented, amended in the passport.
The representative missions
shall check the truthfulness of these papers; if the papers are true, they
shall make supplements, amendments and annotations to the passports.
Regarding the requests for
amendment of family names, given names and/or middle names under the decisions
of the People’s Committees of the provinces or centrally-run cities permitting
the changes or correction of family names, given names and/or middle names, the
representative missions shall not make annotations in the passports but request
the applicants to fill in procedures for granting of new passports.
2.2. Adding under 16- children
being in foreign countries, who are children of the persons defined in Clause
5, Article 7 and in Clauses 1 thru 8 of Article 8 of the Decree or are taken
care of by these persons into the passports of their fathers, mothers or
guardians (if requesting to inscribe the children’s names into the passports of
their fathers, mothers or guardians):
The dossier includes:
- 01 declaration of application
for passport supplement, amendment (according to set form), affixed with such
child’s photos,
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- The passport of the father
(mother) or the guardian,
- The copies of the birth
certificate, decision on recognition of adopted child, the decision on
recognition of the guardianship (with originals thereof produced for comparison),
- The opinions of the
Organization- Personnel Department of the Foreign Ministry (for cases where
children accompany or visit the representative missions members defined in
Clause 6, Article 7 or Clause 9 of Article 8 of the Decree).
The representative missions
shall consider and settle the cases within 02 working days as from the date of
fully receiving the valid dossiers. After supplementing the children’s names to
the passports of their fathers, mothers or guardians, the representative
missions shall make annotations in the passports.
IV.
IMPLEMENTATION ORGANIZATION
1. The Consular Department shall
have to guide the representative missions in implementing this Circular.
2. After issuing passports, the
representative missions shall have to promptly notify the Consular Department
of the lists of the passport grantees, clearly stating their personal
identifications, the dates of issuance of old and new passports, the validity
duration of the new passports, the reasons for granting of passports and the office
titles of the passport bearers.
3. This Circular takes effect 30
days after its signing and replaces the regulations on the granting, extension,
amendment and supplementation of diplomatic passports and official passports in
foreign countries in the Foreign Ministry’s Circular No. 163/NG-TT of May 25,
1995 guiding the implementation of the Government’s Decree No. 24/CP on exit
and entry procedures.
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FOR THE FOREIGN MINISTER
VICE MINISTER
Nguyen Phu Binh