Nowadays, the demand for certification of true copies from originals and authentication of translators’ signatures of individuals and organizations is increasing during the integration process. When any organization or individual goes abroad to work, study, travel, reside, etc., or to do business with domestic or foreign organizations: investment law, bidding, related documents, etc. legal documents are required for businesses and identity papers such as household registration, identity card, birth certificate, degree, academic transcript, marriage certificate, etc. are required for each individual.
Depending on the destination country, it is necessary to copy and translate into English, French, Russian, German, American and many other languages. This applies to both oversea organizations or individuals coming to Vietnam. As a result, certification of true copies from originals and authentication of translators’ signatures plays an important role in today’s social life. Although the demand for authentication is increasing, many people still do not understand the regulations and conditions on document authentication and do not know which agency is competent.
Following is some necessary knowledge related to true copies from originals and authentication of translators’ signatures (according to Decree No. 23/2015/ND-CP) that individuals or organizations should learn:
Firstly, the definition of certifying copies of originals as true and authentication of translators’ signatures
1. Certifying copies of originals as true
“Certifying copies of originals as true” means competent agencies shall certify copies of the originals as true based on the originals. According to current Vietnamese law, the agency competent to certify copies of the originals as true is the ward, commune or district authority whose heads are responsible for sign their names and affix seals for the aforesaid matters.
There are 2 types of certifying copies of originals as true:
- Certifying copies of originals as true in Vietnamese: To be carried out at commune level agencies.
- Certifying copies of originals as true in a foreign language: To be carried out at district level agencies.
2. Authentication of translators’ signatures
Authentication of translators’ signatures is when you can ask the translator of your papers or documents (you can be the translator yourself) to the Justice Office of District People’s Committee to authenticate signatures on translation as signatures of the translator.
Qualifications of the translators: Have a degree (at least bachelor’s degree or university degree) in a foreign language as target language.
Second, rights and responsibilities of requesters for authentication
- Requesters for authentication have the rights to request authentication from any competent agency or organization that is most convenient.
- In case of rejection, requesters have the rights to ask the agency or organization to give reasons in writing or complaints shall be filed according to the law provisions.
- Requesters shall be responsible for information and eligibility of papers, documents to be submitted for authentication or to be presented as procedures for authentication under this Decree.
Third, rights and responsibilities of authenticating persons
- Ensure honesty, accuracy and objectivity when authentication is carried out;
- Take legal responsibility for one’s own authentication;
- Do not authenticate contracts or signatures concerning properties or interests of their own or of their relatives (spouses, biological and adoptive parents, biological and adopted children)
- Reject authentication in cases as defined in Articles 22, 25 and 32 of Decree No. 23/2015/ND-CP;
- Request relevant agencies, organizations, and individuals to provide necessary information to verify legality of the papers and documents submitted for authentication.
- Document, impound and transfer to competent state agencies for handling any paper or document (submitted for authentication) that is illegally issued, falsified or contain information as defined in Clause 4, Article 22 of Decree No. 23/2015/ND-CP.
- Instruct requesters to make supplements to the papers or documents (submitted for authentication) if necessary or instruct them to make submission to the right competent agency upon finding they go to the wrong place.
- In case of rejection, authenticating persons must give proper reasons in writing to the requester.