Foreign papers legalized by consulates for usage in Vietnam

Foreigners wishing to legally use documents such as University Degrees, Police Record, Marriage Certificates, or Birth Certificates in Vietnam must first have them validated by their country’s diplomatic missions in Vietnam, followed by consular legalization within the country. Although the requirements for document authorization can vary among different nations’ diplomatic missions in Vietnam, this article focuses specifically on the process of consular legalization.

• What does Vietnam’s Consular Legalization mean?

Consular legalization in Vietnam refers to the process by which decent Vietnamese authorities certify the stamps, signatures and titles on documents issued by foreign entities for being authenticated and permitted for use in Vietnam regarding Government Decree No. 111/2011/ND-CP dated December 5, 2011. 

Instead of authorizing the contents or formats of papers and documents, consular legalization only validates the stamps, signatures, and titles on such documents.

• Documents-exempt from Consular Legalization in Vietnam 

According to article 9 of the aforementioned Decree, the following 4 categories of papers and documents are excluded from consular legalization in Vietnam:

• Papers and documents covered by treaties that Vietnam and the relevant foreign countries are contracting parties, or based on the principle of reciprocity.
• Papers and documents exchanged directly between the Vietnamese and international authorities, or via diplomatic channels.
• Papers and documents are excluded thanks to Vietnamese legislation. 
• Papers and documents not necessitated for consular legalization as mandated by the relevant Vietnamese or foreign laws of the recipient agency.

• Vietnam’s Consular Legalization Requirements for Documents

To undergo consular legalization by competent Vietnamese agencies, papers and documents issued by foreign entities must meet the following criteria:

• They must not have any alterations or deletions unless correctly rectified according to legal requirements.
• They must not include incompatible information.
• They must not be counterfeit or improperly issued or certified as per legal standards.
• They must not contain any non-original signatures or stamps.
• They must not include content that violates the interests of the Vietnamese state.

Before proceeding with the consular legalization process, foreigners need to ensure that:

• Paper or document that constitutes two or more pages must have a seal affixed across adjoining pages.
• Papers and documents must first be certified by the diplomatic missions, consulates, or other authorized agencies of your country in Vietnam.
• Papers and documents must be translated into Vietnamese or English if they are not already in those languages.

• Where in Vietnam Can Consular Legalization Be Completed?

In Vietnam, you can apply for consular legalization of your documents at the following designated and competent authorities:

• In Hanoi: Consular Department, the Ministry of Foreign Affairs, at 40 Tran Phu street, Ba Dinh district, Hanoi.
• In Ho Chi Minh City: Ho Chi Minh City Department of External Relations, the Ministry of Foreign Affairs, at 184 bis Pasteur, Ben Nghe Ward, District 1, Ho Chi Minh City.

• Guide to Consular Legalization of Documents in Vietnam

To have your documents consular legalized in Vietnam, you may follow the suggested process below: 

Authentication by the MOFA in the issuing country ► Consular Legalization by the Vietnamese Embassy in the issuing country

As indicated by the procedure, to prepare your document for use in Vietnam, you will need to complete the following two steps:

Step 1: Authentication of Documents for Use in Vietnam

In this initial step, you must present the documents intended for use in Vietnam to the Consular Department of the Ministry of Foreign Affairs in the country of issuance for authentication.

► Important Note: Compliance with the specific requirements set by the Ministry of Foreign Affairs for authentication is mandatory. For instance:

• Some MOFAs may require prior certification by a Notary Public,
• Others may require diplomas to be certified by the Ministry of Education and Training, etc.

Step 2: Legalization at the Vietnam Embassy

Also referred to as Vietnam embassy attestation or authentication, this step requires the preparation of the following documents:

• One application for certification/legalization of documents – form LS/HPH-2012/TK (available for download),
• Original identification papers for in-person submissions; or one copy of identification papers for submissions by mail,
• Original and one copy of the documents to be legalized, which have already been authenticated by the MOFA of the issuing country,
• Original and one copy of the translation of documents into Vietnamese or English, if they are not already in one of these languages.

These documents must then be submitted to the Vietnamese embassy or consulate general in the issuing country for consular legalization.