Certified translation of foreign documents for use in Vietnam: legalisation before translation, where to translate, certification of the translator's signature and validity period

Degrees, criminal record certificates, birth certificates and marriage certificates issued abroad all require a valid Vietnamese translation when submitted to Vietnamese state authorities. Applications for work permits, family-visit temporary residence cards or dependant registration are often returned because steps were done in the wrong order: translating first and legalising afterwards, or leaving the certification stamps untranslated.

The rules have changed considerably over the past two years. From 01/7/2025, the 2024 Law on Notarisation abolished the notarisation of translations and replaced it with certification of the translator's signature. From 01/11/2025, commune-level People's Committees may certify translators' signatures under Decree 280/2025/NĐ-CP. From 11/9/2026, the Apostille Convention takes effect for Vietnam. The phrase "notarised translation" is still in everyday use, but the correct legal procedure today is certification of the translator's signature.

Which documents need an Apostille or legalisation before translation

The general rule under Decree 23/2015/NĐ-CP (as amended): documents issued, notarised or certified by foreign authorities must undergo consular legalisation before they can serve as the basis for certifying a translator's signature, unless exempt. Exemptions under Decree 111/2011/NĐ-CP, as amended by Decree 196/2025/NĐ-CP, cover: cases under international treaties to which both Vietnam and the other country are parties, or on the basis of reciprocity; documents transferred directly or through diplomatic channels between the competent authorities of the two countries; and other cases exempted by Vietnamese law.

From 11/9/2026, the approach depends on the issuing country and the type of document. An Apostille only authenticates the signature, seal and authority of the signatory; it does not authenticate the content and does not replace a Vietnamese translation. The list of contracting states and states objecting to Vietnam's accession may change, so check before applying.

• Public documents from Apostille member states with which the Convention applies in relation to Vietnam: only an Apostille issued by the issuing country is needed. Vietnamese diplomatic missions no longer accept legalisation for these documents.
• Documents outside the scope of the Convention, such as documents executed by diplomatic or consular agents, or administrative documents dealing directly with commercial or customs operations: consular legalisation is still required.
• Documents from countries that are not party to the Convention or that object to Vietnam's accession: consular legalisation is still required under Decree 111/2011/NĐ-CP as amended.
• Documents exempt under bilateral agreements: no Apostille or legalisation needed, but they must still be translated and certified.

What order to follow

The safe approach in practice is to complete all certification abroad first, then translate in Vietnam. Apostille and legalisation stamps are part of the document and must be translated too. If you translate before the stamps are added, you will have to translate again. Obtaining an Apostille or legalisation is usually the most time-consuming step, so start early.

• Step 1: ask the receiving authority which documents are required, and whether originals or certified copies.
• Step 2: determine whether each document needs an Apostille, consular legalisation or is exempt, based on the issuing country and document type.
• Step 3: obtain the Apostille from the competent authority of the issuing country, or carry out consular legalisation as required.
• Step 4: translate the entire document into Vietnamese, including seals, signatures and certification stamps.
• Step 5: have the translator's signature certified at a commune-level People's Committee or a notarial practice organisation.
• Step 6: check that names, dates of birth and passport numbers in the translation match your passport before submitting.

Where to translate and who may translate

Two things need to be distinguished: translation and certification of the translator's signature. A translation company handles the translation. Certification of the signature is carried out by a competent authority. A translation is only valid for submission to state authorities once the translator's signature has been certified by the proper authority.

Some websites still describe a procedure for notarising translations, or name the district-level Justice Division as the place to go. This information has been outdated since the 2024 Law on Notarisation took effect and the two-tier local government model was introduced.

• Commune-level People's Committee: certifies translators' signatures from 01/11/2025 under Decree 280/2025/NĐ-CP.
• Notarial practice organisations (Notary Offices and private Notary Offices): notaries certify translators' signatures under point c, clause 1, Article 18 of the 2024 Law on Notarisation.
• Translators who are registered translation collaborators of a commune-level People's Committee, under Article 17 of Decree 120/2025/NĐ-CP.
• People translating their own documents who are not collaborators. Ask the certifying office in advance about its requirements for self-translators.

Documents, timing and fees for certifying a translator's signature

The procedure at commune-level People's Committees is published on the National Public Service Portal. Results are usually issued the same day, or the next working day if submitted after 3 pm. It may take longer if both parties agree in writing, in which case the office must issue an appointment slip.

The fee for certifying a translator's signature at a People's Committee is VND 10,000 per case under Circular 226/2016/TT-BTC. At notarial practice organisations, the signature certification fee is also VND 10,000 per case under Circular 257/2016/TT-BTC. The VND 10,000 per page figure that some articles still cite was the fee for notarising translations, a procedure abolished from 01/7/2025. Translation fees are agreed between the parties. Fees may be adjusted, so check again where you submit.

• Translation collaborators: present the translation together with the original document.
• Self-translators: the translation, the original document and valid ID such as a passport, citizen identity card, identity card or electronic ID.
• The original document with an Apostille or consular legalisation, unless exempt.
• Foreigners submitting in person should bring their original passport.

Documents refused for translation or certification, and formal requirements

The certifying office will refuse if the original document does not meet requirements. Check the condition of your documents before sending them for translation. For translations of 2 pages or more, the certification statement goes on the last page; for 2 sheets or more, a seal must be stamped across adjoining pages. The certification statement uses the new template under Decree 280/2025/NĐ-CP. The certifying office keeps one copy for 02 years, but you should still keep a scan of the certified translation.

• Documents with erasures, alterations, or invalid additions or deletions.
• Damaged or worn documents whose content cannot be determined.
• Documents stamped as classified.
• Foreign documents without an Apostille or legalisation when not exempt.

How long a translation remains valid

To current understanding, the law on certification sets no general validity period for translations with a certified translator's signature. A translation is generally usable while the original document remains valid. This point has not been fully checked against the original legal texts, so confirm with the receiving authority.

In practice, the limit usually comes from the receiving authority. Some documents, such as criminal record certificates or certificates of marital status, are only accepted within a certain period from the date of issue. Once the original document exceeds that period, you must obtain a new one, get a fresh Apostille or legalisation, and translate it again.

Translations notarised before 01/7/2025 remain valid under clause 11, Article 76 of the 2024 Law on Notarisation. If you need a new one, the applicable procedure is certification of the translator's signature.

• Ask the receiving authority about the accepted validity period for each document type, preferably in writing.
• Time the issue of original documents so they are still valid when you submit your main application.
• Have several certified translations made at once if you need to submit to multiple authorities.
• When you renew your passport, check whether translations showing the old passport number are still accepted.

How Gateway can help

Gateway handles translation and the related certification steps for work permit, temporary residence card, marriage and study applications, carried out by the same specialist already managing your case. Fees are quoted by the number of pages translated and the number of documents needing legalisation or an Apostille. State and diplomatic fees are listed separately in the quote. Contact: [email protected], +84367387309.

• Checking whether your documents need an Apostille, consular legalisation or are exempt, and guiding you through the steps in the issuing country.
• Legalising foreign documents for use in Vietnam and guiding you on obtaining an Apostille in the issuing country.
• Translating degrees, transcripts, experience letters, employment contracts, birth certificates, marriage certificates, criminal record certificates and health certificates.
• Certifying translations once documents have an Apostille or have been legalised, for submission to state authorities.