Thông tư 01/2011/TT-BNV hướng dẫn thể thức và kỹ thuật trình bày văn bản

• Số hiệu: 01/2011/TT-BNV
• Loại văn bản: Thông tư
• Nơi ban hành: Bộ Nội vụ
• Người ký: Trần Văn Tuấn
• Ngày ban hành: 19/01/2011

MINISTRY OF HOME AFFAIRS	SOCIALIST REPUBLIC OF VIETNAM Independence – Freedom - Happiness
No. 01/2011/TT-BNV	Hanoi, January 19, 2011

CIRCULAR

Instructions on formats and layouts of administrative documents

 

Pursuant to the Government’s Decree No. 48/2008/ND-CP dated April 17 defining functions, tasks, powers and organizational structure of Ministry of Home Affairs;

Pursuant to the Government’s Decree No. 110/2004/ND-CP dated April 08, 2004 on work of records and archives;

Pursuant to the Government’s Decree No. 09/2010/ND-CP dated August 02, 2010 amending and supplementing Decree No. 110/2004/ND-CP ,

The Ministry of Home Affairs provides instructions on formats and layouts of administrative documents as follows:

Chapter I

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Article 1. Scope and regulated entities

This Circular provides instructions on formats and layouts of administrative documents and copies thereof applicable to regulatory agencies, social organizations, socio-occupational organizations, economic organizations and people’s armed forces (hereinafter referred to as “agencies, organizations”).

Article 2. Format of documents

Format of a document is a collection of components of the document including common components applicable to all types of documents and supplemental components for particular cases or documents prescribed in Clause 3, Article 1 of the Government’s Decree No. 09/2010/ND-CP and instructions herein.

Article 3. Layout of documents

Layout of a document as prescribed herein includes page size, presentation style, margins, positions of document components, letter fonts, sizes, and other presentation details applicable to documents processed on computers, by other techniques or documents made into forms; not applicable to documents made into books, newspapers, magazines and other publications.

Article 4. Letter fonts

Fonts to be used are Vietnamese, Unicode characters according to Vietnam Standard TCVN 6969:2001.

Article 5. Page size, presentation style, margins and positions of components

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Administrative documents: A4 (210 mm x 297 mm)

Other documents such as letters of introduction, receipt, delivery, dispatch slips: A5 (148 mm x 210 mm) or on A5 size forms.

2. Presentation style

Texts of an administrative document are oriented portrait on an A4 size page or landscape if texts are contained in boxes or tables.

3. Margins (A4 size page)

Top margin: 20 - 25 mm from the top edge;

Bottom margin: 20 to 25 mm from the bottom edge;

Left margin: 30 - 35 mm from the left edge;

Right margin: 15 - 20 mm from the right edge;

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Chapter II

FORMAT AND LAYOUT OF AN ADMINISTRATIVE DOCUMENT

Article 6. National motto

1. Format

The motto on the document includes two lines: “THE SOCIALIST REPUBLIC OF VIETNAM” and “Independence – Freedom – Happiness”.

2. Layout

The motto shall appear on cell 1, occupying approximately half of horizontal side of the page, on the right top.

The first line: “THE SOCIALIST REPUBLIC OF VIETNAM” is in bold upper case, regular style, and 12-13 in size;

The second line: “Independence – Freedom – Happiness” is in bold lower case, regular style, 13 – 14 in size (if font size of the first line is 12 or 13, that of the second one is 13 or 14 respectively), placed under and in the center of the first line; initial letters of the words are capitalized. The words are connected together with hyphens. Underneath is a solid line the same length of the first line (Use command "Draw", not "Underline"), specifically as follows:

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The two lines above are single spaced.

Article 7. Name of agency/organization issuing documents

1. Format

Regarding ministries, ministerial-level agencies, Governmental agencies, the Office of the National Assembly, the Ethnic Council, committees of the National Assembly or the People’s councils and People’s committees at all levels; National assembly’s delegates from provinces, central-affiliated cities; state-owned economic corporations, Corporation 91, name of the governing body shall not be required.

Name of agency or organization issuing the document includes name of the governing body (if any) (for economic organizations as parent companies) and name of the agency or organization issuing the document.

a) Name of agency or organization issuing the document must be written in full or shorten as prescribed in the Document on establishment, definition of tasks, powers and organizational structure of an apparatus, grant of approval and  operation licenses or certification of legal personality by competent agencies, specifically:

THE MINISTRY OF TRANSPORT

VIETNAM ELECTRICITY

THE PEOPLE’S COUNCIL OF NGHE AN PROVINCE

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b) Name of the governing body may be abbreviated to commonly used phrases such as the People’s Committee (UBND), the People’s Council (HDND), Vietnam (VN), specifically:

UBND TỈNH QUẢNG BÌNH
SỞ NỘI VỤ

VIỆN KHOA HỌC XÃ HỘI VN
VIỆN DÂN TỘC HỌC

2. Layout

Name of the agency or organization issuing the document shall appear on cell 2, occupying approximately half of horizontal side of the page, on the left top.

Name of the governing body shall be in non-italic upper case the same size as the National motto. Name of the governing body too long can be arranged in multiple lines.

Name of the agency or organization issuing the document shall be in bold, non-italic uppercase the same size as the National motto, placed under and in the center of the governing body's name. Right under is a solid line one- third or half the length of the name’s line, centered. Name of the governing body too long can be arranged in multiple lines as follows:

THE MINISTRY OF HOME AFFAIRS
STATE RECORDS MANAGEMENT AND ARCHIVES DEPARTMENT
OF VIETNAM

The lines above are single spaced.

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1. Format

a) Number

Number of the document is the ordinal number registered with archive office of the agency or organization. Number of the document is written in Arabic numerals starting from 01 on the first day of year and ending on December 31 of year.

b) Symbol

- Symbol of a document includes abbreviated name of document type according to the list of abbreviations of document types in Annex I enclosed herewith and abbreviated name of the agency or organization, or government title (applicable to state president and prime minister titles) issuing the document. See example below:

Resolution of the Government:  Number: ……/NQ - CP

Directive of the Prime Minister: Number: ……/CT-TTg.

Decision by Standing Committee of the People’s Council: Number: …/QD-HDND

Reports by committees of the People’s Council: Number …/BC-HDND

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Official Dispatch of the Government drafted by the Government Office’s Department of Administration: Number: ……/CP-HC.

Official Dispatch of the Ministry of Home Affairs drafted by Ministry of Home Affairs’ Organization and Personnel Department: Number: ……/ BNV-TCCB

Official Dispatch of Provincial People’s Council drafted by Economic and Budget Committee: Number: …./HDND-KTNS

Official Dispatch of Provincial People’s Committee drafted by a team of experts (or secretaries) in charge of socio-cultural areas: Number: …/UBND-VX

Official Dispatch of the Department of Home Affairs drafted by the Department’s Office: Number: …/SNV-VP

2. Layout

Number, symbol of the document shall appear on cell 3, placed under and in the center of the name of the agency or organization issuing the document.

The word “Number” is in regular style followed by a colon (:). The code is in non-italic upper case, 13 in font size; between the number and symbol is a slash (/) (See example below):

Number: 15/QD-HDND (Decision by standing committee of the People’s Council);

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Number: 23/BC-BNV (Report by Ministry of Home Affairs);

Number: 234/SYT-VP (Official Dispatch drafted by the Department of Health’s Office)

Article 9. Place name and date of issue of document

1. Format

a) Place name written on the document is the official name of the administrative unit (proper name of a province, central-affiliated city; rural district, district, district-level town, provincial city; commune, ward, township) where the agency or organization is headquartered; any administrative unit named after the name of a person, a numeral or a historical event must be written in full as follows:

- Place name written on the document issued by a central agency or organization is the name of a province, central-affiliated city where such agency or organization is headquartered. For example:

A document issued by the Ministry of Industry and Trade, Power Generation Corporation No. 1 affiliated to Vietnam Electricity headquartered in Hanoi City: Hanoi, …

A document issued by the College of Finance and Business Administration affiliated to the Ministry of Finance headquartered in Nhu Quynh Township, My Van District, Hung Yen Province): Hung Yen, …

A document issued by the Institute of Oceanography affiliated to Vietnam Academy of Science and Technology headquartered in Nha Trang City, Khanh Hoa Province): Khanh Hoa, ….

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- Place name written on the document issued by agencies or organizations at province level:

+ For a central-affiliated city, place name is the name of such city. For example:

A document issued by the People’s Committee of Hanoi City and municipal agencies, departments: Hanoi, ……issued by the People’s Committee of Ho Chi Minh City and municipal agencies, departments: Ho Chi Minh City, …

+ For a province, place name is the name of such province. For example:

A document issued by the People’s Committee of Hai Duong Province and provincial-affiliated agencies, departments headquartered in Hai Duong City, Hai Duong Province: Hai Duong, ….issued by the People’s Committee of Quang Ninh Province and provincial-affiliated agencies, departments headquartered in Ha Long City, Quang Ninh Province): Quang Ninh,…. by the People’s Committee of Lam Dong Province and provincial-affiliated agencies, departments headquartered in Da Lat City, Lam Dong Province: Lam Dong, ….

If place name written on a document issued by an agency headquartered in a central-affiliated city which has the same name as the province, add the word “City” to the place name. For example:

A document issued by the People’s Committee of Ha Tinh City (Ha Tinh Province) and municipal agencies, departments: Ha Tinh City, …

- Place name written on a document issued by an agency or organization at district level is the name of the rural district, district, district-level town, provincial city where the agency or organization is headquartered. For example:

A document issued by the People’s Committee of Soc Son District (Hanoi City) and the district-affiliated agencies, departments: Soc Son, ....

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A document issued by the People’s Committee of the district-level town of Ba Ria (Ba Ria – Vung Tau Province), town-affiliated agencies, departments: Ba Ria, ...<

- Place name written on a document issued by people’s councils, people’s committees, or organizations at commune level is the name of the commune, ward and township where the agency or organization is headquartered. For example:

A document issued by the People’s Committee of Kim Lien Commune (Nam Dan District, Nghe An Province): Kim Lien,…

A document issued by the People’s Committee of Dien Bien Phu Ward (Ba Dinh District, Hanoi City): Dien Bien Phu Ward,…

- Place name written on documents issued by people’s armed agencies, organizations and forces under the management of the Ministry of Public Security, Ministry of Defence shall be conformable with laws and particular regulations by the Ministry of Public Security, Ministry of Defence.

b) Date of issue

Date of issue of a document is the date the document is issued.

Date of issue must be written fully in Arabic numerals; a zero shall be added before any numeral less than 10. For example:

Thành phố Hồ Chí Minh, ngày 05 tháng 02 năm 2009 (Ho Chi Minh City, February 05, 2009)

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2. Layout

Place name and date of issue shall appear on the same line of number and symbol of a document at cell 4, in italic upper case, size 13 – 14; initial letters of the place name are capitalized and followed by a comma; place name and date of issue are placed under and in the center of the National Motto.

Article 10. Document type names and subjects

1. Format

Type name of a document is the name of a document type issued by agencies or organizations. A document to be issued must carry on it name of the document type except an official dispatch.

Subject of a document is a short sentence or a phrase reflecting key contents of a document.

2. Layout

Type name and subject of a document shall appear on cell 5a; type name of a document (resolutions, decisions, plans, reports, statements and other documents) is centered, in bold non-italic upper case, 14 in font size; subject of a document is in bold, non-italic lower case, 14 in font size, placed right under and in the center of the type name. Under the subject is a solid line one-third or half length of the line of the subject. See example below:

DECISION
Subject: Appointment of personnel

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Number: 72/VTLTNN-NVDP

Subject: Plan for inspection of work of archives and records in 2009

Article 11. Content of a document

1. Format

a) Content of a document is the main body of the document.

Content of a document shall meet following basic requirements:

- Be aligned with document type used:

- Be aligned with the Communist Party’s policies and guidelines and laws;

- Be concisely, clearly and accurately presented;

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- Be written in plain Vietnamese.  Any incomprehensible technical terms (if any) must be interpreted in the document;

- Only commonly used phrases or words of comprehensible Vietnamese are accepted for abbreviation. Words or phrases that are repeatedly used in a document may be accepted for abbreviation and the first abbreviations of such words or phrases must be put in parentheses (...) right after;

- When a relevant document is referred to in the document for the first time, the type name, number, symbol, date of issue, name of agency or organization issuing the document, subject of the document must be fully included. See example below: “…as prescribed in the Government’s Decree No. 110/2004/ND-CP dated April 08, 2004…; if the document is further referred to, only type name, number and symbol is stated;

- Capitalization in an administrative document is prescribed in Annex VI.

b) Outline of a document

Depending on genre and content, a document may include legal foundations, preamble and may be arranged in parts, chapters, sections, articles, clauses, points or divided into parts, sections in descending order, specifically as follows:

- Resolutions (specific): articles, clauses, points or clauses, points;

- Decisions (specific): articles, clauses, points; regulations enclosed with the decisions: chapters, sections, articles, clauses, points;

- Directives (specific): clauses, points;

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If an administrative document is arranged in parts, chapters, sections, such parts, chapters, sections and articles must have headings.

2. Layout

Content of a document shall appear on cell 6.

Content of a document must be justified, in non-italic lower case, 13 – 14 in font size; to start a new line, the first letter of the line must be indented from 1 cm to 1.27 cm (1 default tab); paragraph spacing at least 6 pt; line spacing from 15 pt to 1.5 line.

If a document includes legal foundations, each foundation must start with a new line and end with a semicolon (;). The final foundation ends with a comma.

Content of a document divided into parts, chapters, sections, articles, clauses, points shall be arranged as follows:

- Parts, chapters: The word “Part”, “Chapter” and ordinal numbers of each part, chapter shall be arranged on a separate line, justified, in bold and non-italic lower case, 13 – 14 in font size. Ordinal numbers of parts, chapters are in roman numerals. Headings of parts, chapters are in bold, non-italic upper cases, 13 - 14 in font size, justified right under;

- Sections: “Section” and ordinal numbers of each part, chapter shall be on a separate line, justified, in bold and non-italic lower case, 13 – 14 in font size. Ordinal numbers of sections are in Arabic numerals. Headings of sections are in bold, non-italic upper cases, 12 - 13 in font size, justified right under;

- Articles: The word “Article”, ordinal numbers and headings are in bold, non-italic lower case; distance from left margin is 1 default tab; ordinal numbers of articles are in Arabic numerals, and end with a period; 13-14 font;

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- Points: Points of each clause are marked in order of abc in Vietnamese alphabet.

Content of a document divided into parts, sections, clauses, points shall be arranged as follows:

- Parts (if any): The word “Part” and ordinal numbers of each part, chapter shall be on a separate line, justified, in bold and non-italic lower case, 13 – 14 in font size. Ordinal numbers of parts are in Roman numerals. Headings of parts are in bold, non-italic upper cases, 13 - 14 in font size, justified right under;

- Sections: Ordinal numbers of sections are in Roman numerals, ending with a period, distanced 1 default tab from left margin; headings of sections are arranged on the same line of ordinal numbers, in bold, non-italic upper cases, 13-14 in font size;

- Clauses: Ordinal numbers of clauses are in Arabic numerals, ending with a period, in non-italic style, 13 – 14 in font size; ordinal numbers and headings (if any) of a clause shall be arranged on a separate line, in bold, non-italic uppercase, 13-14 in font size;

- Points are arranged the same way as in the case the content of a document is divided into parts, chapters, sections, articles, clauses, points.

Article 12. Authority, position, full name and signature of competent persons

1. Format

a) Authority of a signer shall be written as follows:

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PP. THE PEOPLE’S COUNCIL

PP. NATIONAL ASSEMBLY’S DELEGATION

- In case of signing on behalf of heads of an agency or organization, write “PP.” before position of the head. See example below:

PP. THE CHAIRMAN
VICE CHAIRMAN

PP. THE MINISTER
DEPUTY MINISTER

b) Position of a signer

A position written on a document is the official position of a signer in an agency or organization; only positions such as Minister (Minister, Head), Deputy Minister, Chairman, Vice Chairman, Director, Deputy Director, Acting Director... are written. Any position not defined by the state such as standing deputies, deputies in charge… shall not be written. Name of the agency or organization shall not be re-written in the document except documents issued by two or more agencies or organizations;

Titles written on documents issued by advisory organizations (outside organizational structure of the agencies as prescribed in the establishment decision; decisions on functions, tasks and organizational structure of agencies) are leading titles of signers in the committee or council. If a committee or council is not allowed to use legal seals of an agency or organization, only title of the signer in the committee or council is written, not position in the agency or organization.

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PP. THE COUNCIL
CHAIRMAN

(Signature, seal of the Ministry of Construction)

THE MINISTER OF CONSTRUCTION
Nguyen Van A

PP. THE HEAD
DEPUTY HEAD

(Signature, seal of the Ministry of Construction)

DEPUTY MINISTER OF CONSTRUCTION

Tran Van B

Position (title) of a signer written on a document issued by the council or  committee to which deputy minister of construction is chairman of the council or head of the committee, leaders of departments, agencies affiliated to the Ministry of Construction is deputy chairman of the council or deputy head of the committee shall be written as follows:

PP. THE COUNCIL CHAIRMAN

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DEPUTY MINISTER
Tran Van B

PP. THE HEAD
DEPUTY HEAD

(Signature, seal of the Ministry of Construction)

GENERAL DIRECTOR OF ORGANIZATION AND PERSONNEL DEPARTMENT
Le Van C

c) Full name of a signer includes first name, middle name and last name

2. Layout

Authority and position of a signer are on cell 7a; other positions on cell 7b; authority and position are in bold, non-italic uppercase, 13 – 14 in font size.

Full name of the signer is on cell 7b, in bold, non-italic lower case, 13 – 14 in font size, placed under and in the center of the cell 7a (authority and position of the signer).

Signature of competent persons is on cell 7c.

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1. The affixing of seals on documents including the affixing of seals on joining pages are prescribed in the Government’s Decree No. 110/2004/ND-CP dated April 08, 2004 and relevant law provisions;

2. Legal seals of agencies or organizations are affixed on cell 8; seals on joining pages affixed on the center of the right margin of the document or annexes thereto, covering part of the pages; each seal is affixed on a maximum of five pages.

Article 14. Recipients

1. Format

Recipients are agencies, organizations and units and individuals which have responsibility for consideration, handling, inspection, monitoring and making reports.

Recipients are specified in the document. Pursuant to laws; functions, tasks, and powers of agencies, organizations and business relationship; pursuant to requirements for handling of work, the unit or individual drafting or presiding over drafting a document shall be responsible for proposing agencies, organizations, units and individuals as recipients to the signer for decision.

If a document is delivered to particular recipients, name of individual recipients shall be written. If a document is delivered to one or several groups, name of recipients shall be written as follows:

- Ministries, ministerial-level agencies, Governmental agencies;

- People’s Committees of provinces, central-affiliated cities;

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If an administrative document is an official dispatch, there shall be two parts:

- The first part includes “Respectfully addressed to”, followed by name of agencies, organizations, units and/or individuals directly involved;

- The second part includes “Recipients” under which is “As above", and next is name of other relevant recipients.

2. Layout

“Recipients” are on cells 9a and 9b.

“Recipients” on cell 9a is arranged as follows:

- “Respectfully addressed to” and name of agencies, organizations or individuals as recipients are in non-italic lower case, 13-14 font;

- “Respectfully addressed to” is followed by a colon. If a document is delivered to one agency, organization or individual, “Respectfully addressed to” and name of the agency, organization or individual shall be written on the same line; if it is delivered to two or more agencies, organizations or individuals, a new line is started; name of individual agencies, organizations or individuals are on a separate line with a dash and a comma at the beginning and end of each line respectively, and a period at the end of the final line; dashes must be arranged in the alignment with the colon above.

“Recipients” on cell 9b (applicable to official dispatches and other documents) is arranged as follows:

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- Name of agencies, organizations, units and individuals as recipients are in non-italic lower case, 11 in font size; name of each agency, organization, unit and individual is on a separate line; name of individual agencies, organizations and units receiving the document is on a separate line with a dash close to the left margin and a semicolon at the end of each line; particularly, the final line include “Filed” followed by a colon, “VT” (Records and archives of agency or organization), a comma, abbreviated name of the unit (or department) drafting the document and number of filed copies (if need be), and finally a period.

Article 15. Other components

1. Format

a) Seals of confidentiality

Affixing of seals of confidentiality, seals of recovery of documents of state secrets are prescribed in Articles 5, 6, 7, 8 of the Ordinance on Protection of State Secrets in 2000.

b) Seals of urgency

When a document is delivered, the unit or individual drafting the document shall propose level of urgency (urgent, top urgent, express…) to the signer.

c) For documents limited to governing scope or regulated entities, use instructions such as "RETURN AFTER MEETING”, “RETURN AFTER REFERENCE”, “INTERNAL CIRCULATION”.

d) For official dispatches, write addresses of agencies, organizations; emails, phone numbers, telex numbers, facsimile, websites in addition to components as prescribed.

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e) Any annex accompanying a document must be referred to in the document. An annex must have a heading; if a document is accompanied by at least two annexes, such annexes must be numbered in ordinal numbers in Roman numerals.

b) If a document has multiple pages, the pages must be numbered in Arabic numerals.

2. Layout

a) Seal of confidentiality

Seals of confidentiality (STRICTLY CONFIDENTIAL, CONFIDENDIAL, TOP SECRETE) and seal of recovery shall be made according to Section 2 of the Government’s Circular No. 12/2002/TT-BCA dated September 13, 2002 instructing implementation of the Government’s Decree No. 33/2002/ND-CP. Seals of confidentiality are affixed on cell 10a, seal of recovery on cell 11.

b) Seals of urgency

A seal of urgency is made in the form of a rectangle, size 30mm x 8mm, 40mm x 8mm and 20mm x 8mm on which the texts “URGENT”, “TOP URGENT”, “EXPRESS” A seal of urgency is affixed on cell 10b in red ink.

c) Instructions on scope of circulation

Instructions on scope of circulation are on cell 11; phrases “RETURN AFTER MEETING”, “RETURN AFTER REFERENCE”, “INTERNAL CIRCULATION” are justified inside a rectangle, in bold, non-italic upper case, Times New Roman, 13-14 font.

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These components are on cell 14, first page of the document, in non-italic lower case, 11-12 font.

dd) Typewriter identification code and number of circulation copies

 Typewriter identification code and number of circulation copies are on cell 13, the code in non-italic uppercase, the number of circulation copies in Arabic numerals, 11 font.

e) Annexes

Annexes are on separate pages. The word “Annex” and ordinal numbers of annexes are on a separate line, in bold,  non-italic lower case, 14 font, justified; name of annexes are justified in bold, non-italic upper case, 13-14 font.

g) Page number

Page number is on the right bottom corner of the page (footer), in Arabic numerals, non-italic and 13-14 font, first page not numbered.  Each annex has its own pages numbered.

Letter fonts and details of components of a document are prescribed in Annex IV enclosed herewith.

Forms of a number of administrative documents are prescribed in Annex Vietnam Social Security enclosed herewith.

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FORMAT AND LAYOUT OF A COPY

Article 16. Format

Format of a copy includes:

1. Forms of a copy: “CERTIFIED COPY” or “COPY FROM MASTER REGISTER"

2. Name of agency or organization issuing a copy

3. Number, symbol of a copy includes ordinal numbers of copies issued by the agency or organization and abbreviated name of copy type (See Table of abbreviations of documents and copies enclosed herewith) (Annex I) Number is written in Arabic numerals starting from 01 on the first day of year and ending on December 31 of year.

4. Other components of a copy including place name and date of issue, authority, position, full name and signature of competent persons; legal seals from agencies, organizations issuing the copy, and recipients are prescribed in Articles 9, 12, 13 and 14 herein.

Article 17. Layout

1. Positions of components of a copy (on an A4 size page)

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Components of a copy are arranged on the same page.

2. Layout

a) Phrases “ CERTIFIED COPY”, or “COPY FROM MASTER REGISTER” are on cell 1 (Annex III), in bold, non-italic upper case, 13-14 font size.

b) Name of agencies or organizations issuing the copy (on cell 2); number, code (on cell 3); place name and date of issue (cell 4); position, full name and signature of competent persons (cell 5a, 5b, 5c); legal seals of agencies or organizations issuing the copy (cell 6); recipients (on cell 7) (See Annex III).

Fonts and components of a copy are prescribed in Annex IV enclosed herewith. Forms of presentation of a copy (See Annex enclosed herewith).

Chapter IV

IMPLEMENTATION

Article 18. Implementary provisions

This Circular takes effect after 45 days as of the signing date.

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Article 19. Implementation

Ministries, ministerial-level agencies, Governmental agencies, People’s Committees of provinces, central-affiliated cities, state-owned economic corporations, state-owned general companies (91) shall be responsible for executing this Circular.

THE MINISTER




Tran Van Tuan