Who Issues a Certified True Copy in Vietnam - and Who Cannot?
💡 In Vietnam, certified true copies are issued by notary offices (văn phòng công chứng) and People's Committees (UBND) - not by translators. A translator signs the certified translation, converting the content into English. You need each from a different provider, and for most immigration filings including USCIS, only the certified translation is required.
- Certified true copies in Vietnam are issued by notary offices or People's Committees at commune or district level - not by translators.
- Vietnamese embassies and consulates abroad can certify true copies for overseas Vietnamese under Decree 23/2015/ND-CP.
- The agency that issued a document (a school, a company) can also certify copies of its own records.
- USCIS requires only a certified translation with the translator's signed certificate of accuracy - no certified true copy required.
- When a certified true copy is required by some non-US authorities, obtain it first, then request a certified translation from it.
| Document type | Who issues the certified true copy | Who provides the certified translation |
|---|---|---|
| Birth, marriage, death, or divorce certificate | Commune/district UBND or notary office | Certified translator |
| Household registration book (sổ hộ khẩu) | Commune UBND or notary office | Certified translator |
| University diploma or transcript (bảng điểm) | Notary office, issuing school, or UBND | Certified translator |
| Criminal background check (Phiếu lý lịch tư pháp) | Notary office or UBND (the original already carries an official seal) | Certified translator |
| Business license or company documents | Notary office or provincial/district UBND | Certified translator |
| Vietnamese document you hold abroad | Vietnamese embassy or consulate in your country | Certified translator |
What a certified true copy actually is under Vietnamese law
A certified true copy (bản sao có chứng thực, sometimes called 'SAO Y BẢN CHÍNH') is a photocopy that a competent authority has compared against the original and sealed as identical. Under Decree 23/2015/ND-CP, the authorized officer stamps the copy with the phrase 'SAO Y BẢN CHÍNH,' signs it, and records the comparison date. The stamp confirms the copy is genuine - it says nothing about the document's meaning in another language.
The four categories of authorities authorized to issue certified true copies
Vietnamese law defines exactly who may certify a true copy. Notary offices (văn phòng công chứng) are the most flexible option: they accept nearly any original document and certify copies on the spot. People's Committees at commune (xã, phường, thị trấn) and district (quận, huyện) level handle most civil and personal documents and charge very little. Vietnamese diplomatic missions abroad, including embassies and consulate-generals, certify true copies for overseas Vietnamese. Finally, the agency that originally issued a document - such as a university or employer - may certify copies of its own records.
Can a translator certify a true copy of my Vietnamese document?
No. A certified translator is authorized to certify that a translation is complete and accurate - that is all. Certifying that a photocopy matches an original is a notarial act: it requires a government-authorized notary or People's Committee officer, not a translation provider. If an authority asks for a certified true copy, go to a notary office or UBND first, then bring that certified copy to a translator. For more on the difference between a certified true copy and a certified translation, see the companion post.
What if I am outside Vietnam - can a foreign notary certify my Vietnamese document?
A foreign notary cannot certify that a Vietnamese document is authentic in the way a Vietnamese authority can. The correct option is to visit the nearest Vietnamese consulate-general or embassy. Under Decree 23/2015/ND-CP, Vietnamese diplomatic missions are specifically authorized to certify true copies of Vietnamese-issued documents for overseas Vietnamese. Consulate offices in the United States are in Washington DC, Houston, San Francisco, and New York. Check the consulate's website for current appointment requirements and fees.
Does USCIS actually require a certified true copy of my Vietnamese document?
No. Under 8 CFR 103.2(b)(3), USCIS requires a full certified English translation plus the translator's signed certification of competency and accuracy, and a plain uncertified photocopy of the original. There is no USCIS rule that demands a 'SAO Y BẢN CHÍNH' seal on the photocopy. For more on whether USCIS requires a certified true copy of Vietnamese documents, see the dedicated post. The same approach applies to Canada's IRCC and the UK Home Office: certified translation, plain copy, no certified true copy required.
For your certified Vietnamese document translation with a signed certificate of accuracy, send your document and I return the certified translation - typically the same business day. Need a notary for your copy? Go to a văn phòng công chứng or UBND first, then come back for the translation.
Do I need a certified true copy before getting a certified translation?
Only when the receiving authority explicitly requires one - which USCIS, IRCC, and the UK Home Office do not. For those authorities, submit a plain photocopy alongside the certified translation. When a certified true copy is required (certain EU civil registries or specific consular procedures), get the certified copy first, then request the translation from it. See also: the correct order for certified copy and certified translation and whether certified translations need notarization.
FAQ
Can my translator certify a true copy of my Vietnamese document?
No. Translators certify the accuracy of the translation only. Certifying that a photocopy matches an original is a notarial act, reserved for notary offices and People's Committees. Your translator certifies the translation; your notary or UBND certifies the copy.
Does USCIS need a certified true copy or just the certified translation?
USCIS needs only the certified translation and a plain uncertified photocopy of the original. Under 8 CFR 103.2(b)(3), there is no requirement for a 'SAO Y BẢN CHÍNH' stamp on USCIS filings. A visit to a Vietnamese notary before submitting to USCIS is not required.
Which office in Vietnam certifies true copies - a notary or the People's Committee?
Both are valid and equally recognized. Notary offices (văn phòng công chứng) handle virtually any document type. People's Committees at commune and district level are free or very low cost and are ideal for civil records such as birth certificates and household books. Either stamp is accepted by immigration authorities worldwide.
I am in the United States - how do I get a certified true copy of my Vietnamese document?
Visit the nearest Vietnamese consulate-general. Offices in the US are in Washington DC, Houston, San Francisco, and New York. Vietnamese diplomatic missions abroad are authorized by Decree 23/2015/ND-CP to certify true copies of Vietnamese-issued documents. Check the consulate website for appointment requirements and current fees.
Can the school that issued my Vietnamese diploma certify a true copy of it?
Yes. Under Vietnamese law, the agency that originally issued a document may certify copies of its own records. Your university's academic affairs office (phòng đào tạo) can certify copies of your diploma and transcripts. This copy carries the same legal weight as one certified by a notary office.
Written by Dao Huy (Lucas), Vietnamese translator & localization specialist (EN · ZH · FR → Vietnamese). See translation services → · Certified Documents →