Certified True Copy of Vietnamese Documents (Sao Y Ban Chinh)
A certified true copy is an officially confirmed copy of an original document, issued by a Vietnamese notary office or People's Committee. It is not the same as a certified translation, and many applications need both. This guide explains the difference and how the two combine.
When an authority asks for your documents, they often want to keep a verified copy rather than your single original. A certified true copy gives them exactly that, and a certified translation makes the content readable in English. People applying for visas, university admission, or civil registry matters frequently need the two together, so it helps to understand which office provides which.
What a certified true copy is
A certified true copy is a photocopy of an original document that an authorized Vietnamese office has compared against the original and stamped to confirm the two match. It lets you submit a verified copy and keep your original safe, which matters for documents like a birth certificate or diploma that are hard or slow to replace. The copy carries an official seal and the date it was certified. It says nothing about the language of the document; it only confirms that the copy is faithful to the original.
Who issues it in Vietnam
Certified true copies are issued by notary offices (van phong cong chung or phong cong chung) and by the justice section of People's Committees at the commune or district level. These are Vietnamese authorities, and the certification is a government or notarial act. As the translator, I do not issue certified true copies; that is outside what a translator can sign. When a true copy is needed, it is obtained from one of these offices, and I then translate it.
True copy vs certified translation
A certified true copy and a certified translation answer two different questions. The true copy answers is this copy identical to the original, and is signed by a notary or People's Committee. The certified translation answers does this English version faithfully reflect the source, and is signed by the translator with a certificate of accuracy. One is about the copy, the other is about the language. Confusing them is a common reason applications get rejected, because providing a translation when the authority asked for a notarized copy, or the reverse, does not satisfy the request.
When you need a true copy plus its translation
Many foreign authorities want a certified true copy of the Vietnamese original and a certified English translation of it, submitted together. This is common for university applications, some visa categories, and civil registry filings abroad. The true copy proves the submitted document is a faithful copy of a genuine original, and the translation makes its content usable in English. If only one is provided when both are required, the file is usually returned, so it is worth checking the exact wording of the request.
How the two combine
In practice the true copy is usually obtained first from a notary office or People's Committee, and the certified translation is produced from that certified copy so that the certification stamps are included in the English version. This keeps the package consistent: the authority receives a verified copy and a faithful translation that mirrors it, including the stamps. I handle the certified translation step and can advise on the order, while the true copy itself is issued by the Vietnamese office. Doing it in this sequence avoids a mismatch between what was translated and what was certified.
Step by step
Check what is required
Confirm whether the authority wants a certified true copy, a certified translation, or both, and read the exact wording of their request.
Obtain the true copy
Get the certified true copy from a Vietnamese notary office or the justice section of a People's Committee, which compares it to your original and stamps it.
Translate the certified copy
I produce the certified English translation from the certified copy, including its stamps, with a signed certificate of accuracy.
Submit together
Submit the certified true copy and its certified translation as one package so the authority has both the verified copy and the readable content.
FAQ
Is a certified true copy the same as a certified translation?
No. A true copy confirms a photocopy matches the original and is issued by a notary or People's Committee. A certified translation confirms the English version is faithful and is signed by the translator.
Can you issue the certified true copy for me?
No. A certified true copy is a notarial or government act, issued by a Vietnamese notary office or People's Committee. As the translator, I provide the certified translation, not the true copy.
Do I need both for my application?
Often yes. Many universities, visa categories, and civil registry filings want a certified true copy of the original plus a certified English translation of it. Check the exact wording of your authority's request.
Should the copy be certified before or after translation?
Usually the true copy is obtained first, then translated, so the certification stamps appear in the English version and the package stays consistent.
Where do I get a certified true copy in Vietnam?
From a notary office (van phong cong chung) or the justice section of a commune or district People's Committee. They compare the copy to your original and apply an official seal.
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