Technology

The Simplest and Fastest Guide to Online Birth Certificate Application in 2024

This article will guide you through the process of applying for a birth certificate online, making it simpler, easier, and more convenient than the traditional method. For citizens, this process has become much easier through the use of the National Online Public Services Portal.

Administrator

7 February, 2024

Nowadays, with the explosion of modern technology, especially the strong development of automation. The process of birth registration becomes simpler than ever. You can complete the entire process right on your smartphone. It’s time for us to leverage the power of technology to reduce and optimize the paperwork process for all citizens. Following, FPT Shop will guide you on how to quickly and easily make an online birth registration. Let’s follow along in this article.

Step-by-step guide to make an online birth registration

Main interface when making an online birth registration

Step 1: Access the National Public Service Portal

To make an online birth registration, citizens can access the National Public Service Portal: https://dichvucong.gov.vn. The access process requires online identity verification and connection to the National Database on Population to use available information.

People who want to register a birth will fill in the information directly on the interactive electronic form provided on the Public Service Portal. In particular, the system will extract information from the National Population Database to automatically fill in the relevant fields on the form.

Carry out the operation of uploading the necessary documents as per regulations, including:

A copy of the Birth Certificate or an Electronic Birth Certificate (if available).
Marriage Certificate (if available, or if the information is already available in the database, it is not necessary to upload).
Copy of ID card/Citizen identification card.
Residential book (if not previously authenticated).
Power of attorney (in case of birth registration by authorization).
Payment of fees (if applicable) through the integrated online payment function on the Public Service Portal.

After completing this online birth registration process, citizens can be assured that their files have been submitted and processed through this utility technology platform.

Step 2: One-stop Department’s official is responsible for checking the accuracy, completeness, consistency, and validity of the file.

Procedures when making an online birth registration

The online birth registration process is implemented in an organized and flexible manner to ensure efficiency and convenience for the people. Below is a detailed description of how to check the accuracy, completeness, consistency, and validity of the file:

(1) When the file is complete and valid, the civic registrar will proceed immediately. This process includes transferring the file to the civil registrar to perform the necessary steps to update information and issue a birth certificate. For files received after 3:00 PM and cannot be resolved immediately, citizens will receive an appointment slip and the result will be returned on the next working day.
(2) In case the file is incomplete but still valid, the applicant will receive detailed instructions on the documents, additional information required, or completed. After the file is supplemented, the processing process will continue as described in case (1).
(3) If the applicant cannot supplement or complete the file, the registrar will report to the Head of the one-stop Department and issue a written refusal to resolve the birth registration request. This document will state the reasons for rejection and provide detailed information to citizens for a better understanding of the situation and further processing if necessary.

Thus, with the above, it will ensure that the birth registration process is transparent, efficient, and safeguard the rights of the people.

Step 3: Civil registrar performs file verification

The civil registrar plays an important role in the birth registration process. Below is a detailed description of their role and the steps they take:

File Verification: The civil registrar is responsible for verifying the file to ensure the consistency, validity of the information, documents, and accompanying materials. They check the accuracy and completeness of the information provided in the file.
Handling cases that require supplementation or rejection: In case the file needs to be completed or supplemented, or does not meet the conditions for resolution, the registrar will send a notification of the status of the file to the One-stop Department. This notification will be used to inform the applicant and guide them to repeat step 2, corresponding to cases (2) and (3).
Record in the Birth Registration book and update information: If the file is confirmed to be complete, valid, and compliant with regulations. The civil registrar will record in the Birth Registration book. At the same time, the birth registration information is updated on the shared electronic birth registration and management software.
Transfer Information to the National Database on Population: After completing the recording and updating, the civil registrar transfers the birth registration information to the National Database on Population. This process helps to obtain the personal identification number and makes the information complete and synchronized with the national system.

Step 4: Get the result

After the National Database on Population returns the personal identification number, the civil registrar prints the Birth Certificate, then submits it to the head of the People’s Committee for approval. The Birth Certificate will be forwarded to the One-stop Department after receiving the signature of the leader. The One-stop Department will provide the result to the citizen, completing the birth registration process.

Step 5: Citizen verification of information

Citizens need to check the information on the Birth Certificate

After the birth registration process is completed, citizens will perform the following steps to verify and complete the process:

Check information: Citizens check the information on the Birth Certificate to ensure the accuracy and completeness of the personal information registered.
Check in the Birth Registration book: Next, citizens check the information in the Birth Registration book for comparison and confirmation of the accuracy and consistency of the data.
Sign the Birth Registration book: After checking, citizens sign in the Birth Registration book to confirm their agreement and acceptance of the registered information.
Pay fees (if applicable): In the case of birth registration fees, citizens make payments at this step to ensure the completion of the process.
Receive the Birth Certificate: After checking, signing, and paying fees (if required), citizens receive their Birth Certificate from the One-stop Department.

Note: The online birth registration guide is only for those who request online birth certificates. The civil registrar will follow the regulations of Article 14 of Circular 01/2022/TT-BTP, return the signed birth certificate electronically after completing step 5.

Components of an online birth registration file

Types of documents needed when registering a birth online

The interactive online civil register form for birth registration is designed to facilitate applicants. Citizens will be required to provide information or extract information from the National Database on Population, in accordance with the provisions stated in Annex 02 attached to Circular 01/2022/TT-BTP. This process requires the applicant to upload a copy of the following documents:

Birth certificate: In case there is no birth certificate, the applicant can provide a written statement of the birth or a birth statement if no witness is present.
Power of attorney (if any): In the case of authorization, a notarized power of attorney must be uploaded according to legal regulations.
Personal documents (In case ID card is not used): If the ID card is not used, personal documents must be uploaded.
Marriage certificate: If there is no information about the marriage certificate in the National Database on Population, the applicant needs to upload it.

Birth registration online requirements

Requirements when registering a birth online

The process of submitting, receiving, resolving, and returning results of online birth registration through the National Public Service Portal and Provincial-level (Level 3) Public Service Portal is restructured with the following conditions:

Data connection and exploitation: The National Public Service Portal and Provincial-level Public Service Portal have completed the connection and data exploitation of citizens from the National Database on Population, ensuring the accuracy and completeness of information.
Civil register data interconnection: Connecting and interconnecting civil registration data with shared online civil registration and management software of the Ministry of Justice. This process ensures the accuracy and legal validity of citizens’ data during the birth registration process.
Online birth registration: The applicant can access the National Public Service Portal or Provincial-level Public Service Portal to perform online registration. Citizens provide information or extract information from the national population database as prescribed.
Submit the file and upload documents: The applicant uploads a copy of the birth certificate and other required documents, ensuring the accuracy and completeness of the information.
Check and process the file: The civil registrar checks the file, checking the consistency and validity of the information and documents. In case of supplementation, the applicant will be guided to complete the file.
Print the birth certificate and return the result: The civil registrar prints the birth certificate, the People’s Committee leader signs it. The copy of the birth certificate will be sent to the One-stop Department after receiving the leader’s signature. The One-stop Department provides results to citizens.
Citizen check and receive the birth certificate: Citizens check the information on the birth certificate and in the birth registration book. If it is accurate, citizens sign in the book, pay fees (if necessary), and receive their birth certificate.

The above process ensures transparency, efficiency, and convenience for citizens in the online birth registration process, while ensuring the accuracy and legality of citizens’ data.

Processing time: On the same working day, in case the file is received after 3:00 PM and cannot be resolved immediately, the result will be returned on the next working day.

Some important notes:

The copies of documents attached to the online birth registration file must be clear, complete, and intact in content. The copies can be taken with a camera, phone, or scanned with an electronic device. Besides, the documents must be valid and still in use.
In the case of documents issued by foreign competent authorities, they must be legalized and translated into Vietnamese in accordance with regulations unless exempted from legalization.
If the documents already have electronic copies or have electronic copies in the online birth registration file, citizens can use these electronic copies.
When going to the civil registration agency to receive results (birth certificate/copy of birth certificate), the birth registration applicant must submit the original birth certificate and present personal documents.
If the parents of the child have registered their marriage, they need to present the original marriage certificate, unless the electronic copy of the marriage certificate has been uploaded.
In the case of a person going to the birth registration for a child is a relative other than the father, mother, no power of attorney from the child’s parents is required, but there must be a consensus with the child’s parents on the birth registration contents.

Regarding determining the surname, ethnicity, and naming the child

Determining the child’s surname, ethnicity, and naming: The determination of the child’s surname, ethnicity, and naming must comply with legal regulations. In particular, it highlights the preservation of the nation’s identity, customs, and beautiful cultural traditions of Vietnam. Avoiding long and inconvenient names ensures convenience in daily use.
In case parents cannot agree: In the case of parents unable to agree on the child’s surname, ethnicity, and place of birth when registering a birth. The information will be determined according to customs but must still comply with the surname, ethnicity, and place of birth of the father or mother.
Written affirmation: The birth registration applicant is allowed to make a written affirmation about the birth registration request. The registration agency must clearly explain the responsibilities and legal consequences of falsely affirming.
Rejection or cancellation of results: The registration agency has the right to refuse to resolve or request the competent authority to cancel the birth registration results if there are grounds to determine that the affirmation is false.

Fees and charges for online birth registration

Above is the most detailed guide to making an online birth registration that you can refer to. Additionally, there will be regulations on exemptions and charges to facilitate and support individuals with difficult circumstances. At the same time, ensure fairness and transparency in the birth registration process.

Exempt fee: In the case of on-time birth registration, fee exemption applies to the following subjects:

People in families with contributions to the revolution.
People in poor households.
People with disabilities.

Delayed birth registration fee: For cases of delayed birth registration, the fee will be based on the regulations set by the Provincial People’s Council.

Fee for issuing copies of Birth Certificates: In case a copy of the Birth Certificate needs to be issued (upon request), the fee will be calculated according to the provisions in Circular 281/2016/TT-BTC.

Payment of fees at the civil registration agency: In case the birth registration applicant has not made the payment, citizens can make the payment at the civil registration agency when receiving the result.

Legal basis: The above information is based on Official Letter 1868/BTP-HTQTCT and Circular 01/2022/TT-BTP.

Temporary Conclusion

FPT Shop’s article has guided you on how to make an online birth registration in the most detailed and specific way for everyone. Hopefully, through this article, everyone can easily register their and their loved ones’ births.