The Latest Procedures and Documentation for Project Completion

Are you struggling with completion procedures and documentation? Today, we will guide you through the latest completion procedures and provide you with a comprehensive understanding of the required documentation.

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If you’re looking for information on the latest procedures and completion dossier, then look no further than this comprehensive guide!

1What is a Completion Certificate for a House?

A completion certificate is a requirement for getting your property’s pink book reissued.

According to Article 100 of the 2013 Land Law and the appendix to Circular No. 05/2015/TT-BXD, a completion certificate for a house is an administrative procedure in the construction of residential buildings to determine that the investors and contractors have completed the construction after obtaining a building permit and finished the construction work with an acceptance inspection.

Obtaining a completion certificate is a prerequisite for having your pink book reissued, which will reflect any changes to the status of the house and land after the construction is completed.

2Completion Dossier

The completion dossier includes the following documents:

For Contractors:

Contractors also need to prepare a completion dossier!

  • 1 copy of the construction contract.
  • 1 copy of the construction contract settlement.
  • 1 copy of the financial invoice according to the construction contract.
  • 2 originals of the completion drawings.
  • 1 original of the inspection report for the completion of the construction work.
  • 1 certified copy of the contractor’s business license.

For Investors:

Investors also need to prepare a complete completion dossier!

  • 1 original of the application for registration of asset changes (or issuance of land use right certificate with changes).
  • 1 original of the certificate of land and house ownership before construction.
  • 1 copy of the drawings submitted for the construction permit, along with 1 certified copy of the construction permit.
  • 1 copy of the land levy declaration.
  • 1 copy of the stamp duty declaration.
  • 1 certified copy of the personal papers of the owner, such as ID card, marriage certificate, and household registration.

3Where to Submit the Completion Dossier

Submit your dossier here!

You can submit your completion dossier at the People’s Committee of the district/ward where you plan to build.

4Procedure and Timeframe for House Completion

The procedure for resolving the dossier for the issuance of a certificate of ownership of houses and other assets attached to residential land and ownership of construction works is as follows:

The procedure for completing construction procedures is quite complicated.

  • Step 1: The owner submits the dossier, receives a transfer slip to the tax agency (district/ward tax department), and the certificate at the office of the People’s Committee of the district/ward (organization receiving and returning the dossier) according to the “one-door” principle.
  • Step 2: The office of the People’s Committee transfers the dossier to the Department of Urban Management of the district/ward for dossier handling, drafting the notice and certificate or signing a letter of refusal to resolve the dossier, and issuing a transfer slip to the district/ward tax department to determine the financial obligations.
  • Step 3: The office of the People’s Committee presents the certificate to the Chairman of the People’s Committee of the district/ward for signing and receives the signed certificate, transferring it to the organization in charge of receiving and returning the dossier to the owner.
  • Step 4: The owner receives the transfer slip and contacts the district/ward tax department. After fulfilling the financial obligations, the owner contacts the People’s Committee of the district/ward to receive the certificate.

The time limit for resolving the dossier for the issuance of a certificate of ownership for individuals is 30 days from the date of receipt of a valid dossier.

Note:

  • The Chairman of the People’s Committee of the district/ward shall determine the specific time for each stage and department of this procedure based on the actual situation of the locality.
  • For dossiers that do not meet the conditions for the issuance of a certificate, the Department of Urban Management of the district/ward will issue a written response stating the reason within 15 days.

5Conditions for Putting a House into Use

To put a house into use, the following conditions must be met:

The house must meet the following conditions before it can be occupied.

First, it must be inspected by a specialized agency under the Ministry of Construction to oversee the investor’s acceptance inspection before organizing the final acceptance and putting the house into use according to point a, Clause 2, Article 21 and point a, Clause 1, Article 32 of Decree No. 15/2013/ND-CP.

Second, according to Clause 3, Article 24 of Circular No. 10/2013/TT-BXD, the construction specialized agency shall only conduct the final inspection of the work after receiving the completion report of the investor according to the form prescribed in Appendix 3 of this Circular.

Third, according to the provisions of Point d, Point e, Clause 1, Article 22 of Circular No. 10/2013/TT-BXD, there must be a written approval from the competent authority on fire and explosion prevention, environmental safety, and safe operation, as well as the conclusion of the construction specialized agency on the inspection of the acceptance inspection for putting the work into use as prescribed in Article 32 of Decree 15/2013/ND-CP.

Fourth, a completed construction work may only be put into use after being accepted by the investor according to Clause 3, Article 31 of Decree No. 15/2013/ND-CP.

6Notes on Completing the Completion Dossier

In the case of completing a house that was built in violation of the construction permit, the investor or organization carrying out the construction shall be fined between VND 1,000,000 and VND 2,000,000 for constructing a separate house in a rural area, and between VND 5,000,000 and VND 10,000,000 for constructing a separate house in an urban area (Clause 4, Article 15 of Decree 139/2017/ND-CP).

In addition to the fine, the investor shall also be forced to remedy the violation, and the competent state agency shall request self-demolition of the part of the work that violates the construction permit. If the self-demolition is not carried out, forced demolition will be applied.

We hope that through this article, we have provided you with useful information about the latest procedures and completion dossier, as well as how to complete them!

Frequently asked questions

The procedures involve a well-defined and systematic approach. Firstly, ensure a clear understanding of the project requirements and scope. Then, develop a detailed plan outlining tasks, resources, and timelines. Effective communication and collaboration among team members are crucial, along with regular progress updates and issue resolution. Additionally, adapt to changes and client feedback, ensuring the final deliverable meets expectations.

Documentation plays a pivotal role in project completion. It ensures a comprehensive record of the project’s progress, decisions, and outcomes. Effective documentation enhances transparency, facilitates knowledge transfer, and enables efficient problem-solving. It also serves as a reference for future projects, helping to streamline processes and avoid potential pitfalls.

The components include a project charter, statements of work, project plans, requirements documentation, design specifications, meeting minutes, issue logs, and progress reports. The project charter defines the project’s purpose and scope, while statements of work detail the deliverables and tasks. Project plans outline timelines, resources, and dependencies, and requirements documentation captures the needs and expectations of stakeholders. Design specifications elaborate on the project’s technical aspects, and meeting minutes record discussions and decisions. Issue logs track and manage problems, and progress reports provide updates on milestones and achievements.

To ensure effective documentation, start by defining the purpose and audience. Organize and structure the content logically, making it easily navigable. Use clear and concise language, avoiding jargon or complexity. Maintain accuracy and consistency, and regularly update the documentation to reflect any changes. Store the documentation securely, ensuring accessibility to authorized individuals.

The benefits include improved efficiency, better risk management, enhanced collaboration, and client satisfaction. Following the latest procedures ensures a systematic approach, reducing errors and delays. Proper documentation facilitates knowledge transfer, streamlines decision-making, and provides a valuable reference for future projects. It also demonstrates professionalism and helps build trust with clients.

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