Registry of civil status is not required to present and submit a copy of personal documents
When registering for a household registration, people are not required to present or submit a copy of their identification documents if the information is already in the database system.
The Government has just issued Decree No. 18/2026/ND-CP amending and supplementing a number of decrees to reduce and simplify administrative procedures and business conditions under the management of the Ministry of Justice, effective from January 15.
Regarding the issue of civil status, Decree No. 18/2026/ND-CP amends and supplements Clause 1, Article 2 on presentation and submission of documents when registering for civil status (DKHT) in the direction of clearly stipulating the mechanism for handling procedures based on electronic data, limiting the requirement to present original documents. At the same time, clearly stipulate how to handle when information cannot be exploited or information is inaccurate.
The person applying for administrative leave or issuing a copy of the civil status certificate is responsible for presenting the original copy of one of the following documents: Passport, Citizen identification card, Identification card, Certificate of identification or other documents with photos and personal information issued by a competent authority, still valid for use (hereinafter referred to as identification documents) to prove his/her identity when completing procedures directly at the administrative leave agency.
In case the identification documents used are: Passport, ID card, citizen identification card, ID certificate, only need to provide information about the documents or personal identification number, the administrative boundary agency is responsible for looking up information through connection with the Electronic Household Database, National Population Database or other relevant databases for comparison and data exploitation.
In case the information cannot be exploited or the exploited information is not complete or accurate, the administrative boundary agency will require the person traveling on the administrative boundary to present the original documents for proof, and at the same time request the person registering for civil status to update and adjust the information in the databases according to the provisions of law.
Amend and supplement Clause 2, Article 22 on procedures for confirming the status of a divorced marriage or the death of a husband or wife and Clause 2, Article 24 on re-registering birth, marriage, and death in the direction of simplifying administrative procedures.
The requestor only needs to provide information about the documents; it is not required to present/submit a paper copy if the information is already in the database system.
In case the person requesting the confirmation of the marital status is a wife/husband but has been divorced at the competent People's Court or the wife/husband has died and has registered for death at the competent death certificate agency, the person requesting the death certificate is responsible for providing information about the documents.
If the case is specified in Clause 2, Article 37 of this Decree, provide the corresponding information of the divorce note extract; the supervisory authority is responsible for looking up and exploiting the information of these documents through connection with the Electronic Civil Servants Database and the National Population Database.
The person requesting to re-register birth, marriage, or death is responsible for providing all documents and papers related to the re-registry.
In case the documents and papers are household registration documents or personal documents in the group of documents that can be replaced with data, provide information about those documents and papers according to the instructions of the database management agency.
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