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NOTARIZATION OF DOCUMENTS

(As of 01 January 2025)

Submission of documents/requests is strictly from 8:30 AM until 2:00 PM only.

Processing of documents takes three (3) working days upon receipt of complete requirements.

Releasing of documents is strictly from 3:00 PM to 4:00 PM only.

The following documents can be notarized by the Embassy:

  1. Affidavit (General)
  2. Affidavit of Loss of Passport
  3. Affidavit of Mutilation/Destruction of Passport
  4. Affidavit of Support and Invitation
  5. Affidavit of Support and Consent with Special Power of Attorney
  6. Certificate of Nationality
  7. Name Certification
  8. Passport Issuance Certification
  9. Special Power of Attorney

The following are the requirements for the notarization of documents:

  1. Personal appearance of the applicant/signatory and witnesses.
  2. Duly-accomplished affidavit/SPA form

** Forms are available at at the following link: https://hanoipe.dfa.gov.ph/downloadable-forms

** Physical forms are available at the the Consular Section of the Embassy

  1. Original and photocopy of applicant/signatory and witnesses’ valid passports.

* Additional documents for Affidavit of Support and Invitation:

  1. Copy of TRC / Work Permit / Labor Contract

* Additional documents for Name Certification:

  1. Original and copies of Philippine documents (which reflects different arrangements of names)

*Additional documents for Certificate of Nationality for Newborns:

  1. Notice of birth from the hospital (notarized with English translation)
  2. Copies of parents’ passports
  3. Photocopy of the passports of the parties named in the Affidavit or the authorized Attorney-in-Fact

NOTE: Consular officers may require additional documents on a case-by-case basis.

Processing Fee:          VND 650,000.00

                                    (Cash transactions only)

Procedures for legalizing labor contracts executed in Vietnam for submission to the POEA

Notarization (or legalization) of labor contracts for submission to POEA may be done either through “authentication” or “acknowledgement,” the procedures and requirements of which are as follows:

I.  AUTHENTICATION

A labor contract may be authenticated by the Philippine Embassy after it has gone through local authentication as follows:

  1. Notarization by a Vietnamese notary public (you may wish to check if notarization by a notary public needs to be certified by the Department of Justice in your area, prior to submitting it to MOFA)
  2. Certification / authentication by the Ministry of Foreign Affairs (Hanoi or HCMC)
  3. Authentication by the Philippine Embassy in Hanoi (application may be sent by mail or through any authorized representative) or by the Philippine Honorary Consul General in HCMC

Processing fee is US$25 per document. If the application will be sent by mail to the Embassy, the fee may be deposited to the Embassy’s HSBC account with the following details:

                        Account name:       Philippine Embassy
                        USD Account:                      002 016566 101
                        Beneficiary bank: HSBC Hanoi Branch
                        Bank’s address:       83B Ly Thuong Kiet Street, Hanoi

The bank deposit receipt must be included in the application documents to be mailed to the Consular Section of the Embassy. The applicants must arrange for the delivery by mail/courier of the documents to the Embassy and for their return to the applicant. The Embassy, however, does not guarantee the reliability of the mailing system and assumes no responsibility for any delay or loss in the mail or while the documents are in the custody of the courier service.

Processing time is 3 working days.

II.   ACKNOWLEDGEMENT

Another way to notarize the labor contract is through “acknowledgment,” whereby the Embassy’s consular officer OR the Philippine Honorary Consul General in HCMC acknowledges that the labor contract was signed before her. This requires personal appearance of the person/s who will sign the contract, and he/they must sign the labor contract in front of the Embassy’s consular officer or the Philippine Honorary Consul General in HCMC.

The person/ who will sign the labor contract must also bring the following:

  1. valid passport and a photocopy thereof, as proof of identity
  2. an authenticated copy (meaning, notarized by Vietnamese notary public and certified/authenticated by MOFA) of the company’s business license (with English translation) as proof of the legality of said company’s operation in Vietnam.

The processing fee is also US$25 per document and processing time is 3 working days.
Labor contracts of Household Service Workers (household help, nannies) may be notarized through “acknowledgement.” In addition to the labor contract, the applicant must bring the following:

  1. valid passport of the employee and employer, and photocopies thereof
  2. Photocopy of the employer’s visa, or Temporary Residence Card
  3. Work Permit of the employer, and a photocopy thereof, OR if the employer owns a business in Vietnam, submit a notarized copy of business license and a company certification on his/her designation in the company

LEGALIZATION OF DOCUMENTS FOR USE IN VIETNAM AND THE PHILIPPINES

  1. Documents issued in the Philippines for use in Vietnam must go through the following procedures in consecutive order:

    1. The document must be authenticated by the issuing agency (please refer to http://dfa.gov.ph/?page id=2506 for details).
    2. The document must be authenticated by the Department of Foreign affairs (DFA) in Manila.
    3. After DFA authentication, the document may either be authenticated in Manila by the Vietnamese Embassy or in Vietnam by the Philippine Embassy in Hanoi or by the Philippine Honorary Consulate General in Ho Chi Minh City.
  2. Documents issued in Vietnam for use in the Philippines must go through the following procedures:

    1. Acknowledgement – The Embassy/Consulate acknowledges a document that is signed by an individual; in the presence of the consular officer, with the individual declaring it to be his/her true and voluntary act and deed. The person must present his/her passport and a temporary residence card or any other acceptable identification card that contains his/her photograph and signature. The person must sign the original and duplicate copy of the document/s in the presence of the consular officer.
      2. Or
    2. Authentication – Individual or corporate entitles may not be able to execute legal documents in the presence of the Embassy’s consular officer. Such documents then require authentication. Following are the requirements before the Embassy could authenticate a document executed in Vietnam:
      1. It has to be translated into English by the Notary Public of the Government of Vietnam;
      2. It should be notarized by a Notary Public; and
      3. It should be certified/authenticated by the Consular Department of the Ministry of Foreign Affairs (MOF) of Vietnam.
  3. Those who want to swear an oath to attest the truth of certain statements, like those contained in an affidavit, must appear in person and sign said affidavit in front of the Embassy’s consular officer. (Note: Honorary Consular Officers are not authorized to notarize affidavits, unless they are practicing notaries public in their areas of jurisdiction).
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