The Certificate of Origin (C/O) is one of the essential documents in import-export activities. However, for a C/O to be legally recognized and used abroad, businesses must undergo the consular legalization process. The following article provides a detailed guide on the consular legalization of Certificates of Origin (C/O), from document preparation to completion at the foreign embassy.
Purpose of Consular Legalization of Certificates of Origin (C/O)
In the context of globalization and growing international trade, the demand for using Certificates of Origin (C/O) between Vietnam and other countries is steadily increasing.
Specifically, many individuals need to legalize Certificates of Origin issued by foreign authorities for use in Vietnam, or conversely, certify documents issued by Vietnam for use abroad. This procedure is particularly common in cases related to migration, marriage, or import-export activities.
> > See more: Consular Legalization and Certification at the Ministry of Foreign Affairs of Vietnam
Consular Legalization of Certificates of Origin Issued by Foreign Authorities for Use in Vietnam
Consular legalization is the process of verifying the validity of signatures and seals on Certificates of Origin issued by foreign authorities. Once legally confirmed, the document is recognized for official use in Vietnam.
Depending on the country and specific requirements, this procedure can be carried out either in Vietnam or in the country that issued the certificate.
Step 1: Consular Certification at the Embassy or Consulate of the Issuing Country
- The applicant must bring the Certificate of Origin along with a translation into Vietnamese or English (if the document is not originally in one of these languages) to the consular office of the issuing country in Vietnam, or to a diplomatic authority authorized to perform consular certification.
- The documents will then be reviewed and stamped with the consular certification seal.
> > See more: Fast Consular Legalization of Employment Contracts
Step 2: Apply for Consular Legalization at Vietnamese Authorities
After completing the consular certification, you need to prepare and submit your documents to:
- Consular Department – Ministry of Foreign Affairs of Vietnam (40 Trần Phú, Ba Đình, Hanoi)
- Ho Chi Minh City Department of Foreign Affairs (6 Alexandre de Rhodes, District 1)
The profile includes:
- Application form for consular legalization/certification (according to the prescribed template)
- Original and copy of personal identification: valid citizen ID or passport
- Original and copy of the Certificate of Origin that has been consularly certified by the foreign authority
- Other related documents if specifically required by the receiving authority
Once the procedure is completed, the Certificate of Origin issued abroad will be legally valid for use in Vietnam in transactions, administrative procedures, or commercial activities.
Note: Some types of certificates may be exempt from consular legalization under the law. To confirm whether your case qualifies for exemption or to receive fast and complete assistance, you can contact Dịch Thuật Số 1 for consultation and full support.
> > See more: Documents Exempt from Consular Legalization.
Consular Legalization Procedure for Certificates of Origin Issued in Vietnam for Use Abroad
The Certificate of Origin (C/O) is an important document in export activities, indicating the origin of goods. When this certificate needs to be used abroad (e.g., for customs clearance, preferential tariff benefits, or participating in international tenders), it must undergo consular certification. This involves verifying the validity of signatures and seals on the document by the competent authority in Vietnam, followed by legalization at the foreign embassy or consulate in Vietnam.
Detailed Steps of the Procedure:
Step 1: Prepare Initial Documents
- Original Certificate of Origin issued by the competent authority in Vietnam, such as the Vietnam Chamber of Commerce and Industry (VCCI) or other authorized agencies.
- Certified translation into English or the language of the country where the document will be used (depending on the receiving country’s requirements).
Note: Some countries only accept translations certified by a judicial authority, so it is important to check the specific requirements beforehand.
> > See more: Reliable Consular Legalization Service for Economic Contracts.
Step 2: Fill Out the Consular Legalization/Certification Declaration Form
Access the Ministry of Foreign Affairs’ public service portal to submit the declaration online:
- If submitting at the Consular Department – Hanoi: https://dichvucong.mofa.gov.vn/web/cong-dich-vu-cong-bo-ngoai-giao/to-khai-truc-tuyen#/thong-tin-to-khai?renew=1
- If submitting at the Ho Chi Minh City Department of Foreign Affairs: https://dichvucong.mofa.gov.vn/web/cong-dich-vu-cong-bo-ngoai-giao/to-khai-truc-tuyen#/thong-tin-to-khai/
After completing the declaration, the system will provide a case code and an appointment slip. Print these documents to submit along with your application.
Step 3: Submit Documents to the Consular Certification Authority
Bring the complete application to one of the following addresses, depending on your location or convenience:
- Consular Department – Ministry of Foreign Affairs: 40 Trần Phú, Ba Đình, Hanoi
- Ho Chi Minh City Department of Foreign Affairs: 6 Alexandre de Rhodes, Bến Nghé Ward, District 1, Ho Chi Minh City
The profile includes:
- Certificate of Origin (original + translation, if applicable)
- Printed declaration form from the system
- Personal identification (ID card or citizen ID)
- Pre-stamped envelope (if requesting results by mail)
> > See more: High-Quality Consular Legalization Services for Financial Reports.
Step 4: Receive Consular Certification Results
Based on the appointment slip, you can either pick up the results in person or wait for delivery if registered for mail service. The result is a Certificate of Origin stamped by the Vietnamese authority, confirming its legal validity (consular certification seal).
Step 5: Schedule an Appointment with the Embassy or Consulate of the Destination Country
After completing the consular certification in Vietnam, proceed with consular legalization at the diplomatic representation of the country where the document will be used:
- Visit the official website of the foreign embassy/consulate in Vietnam to schedule an appointment in advance (most require online booking).
- Prepare the documents according to the specific requirements of each country (typically including the consularly certified document, translation if needed, specific declaration forms, fees, etc.).
Step 6: Submit Documents and Pay Fees at the Foreign Embassy or Consulate
Attend the scheduled appointment and submit your documents along with the required fees at the embassy/consulate. The authority will re-verify the legal validity of the documents (based on certification by the Vietnamese Ministry of Foreign Affairs) and then return the legalized document, which is legally valid for use in the respective country.
> > See more: Which Documents Require Consular Legalization?.
Choosing Full-Service Consular Legalization at Dịch Thuật Số 1
If you lack the time or encounter difficulties navigating the complex administrative procedures, you can use professional support services from Dịch Thuật Số 1. With over 15 years of experience, their team of specialists will help you:
- Provide guidance on the correct type of documents and the specific requirements for each country.
- Certified Translation performed accurately and in compliance with standards.
- Complete the online declaration form and submit your application on your behalf.
- Carry out the entire consular certification and legalization process quickly and accurately.
Consular Legalization Service Price List:
- Translation from English to Vietnamese: From 49,000 VND/page + notarization fee from 50,000 VND
- Translation from Vietnamese to English: From 55,000 VND/page + notarization fee from 50,000 VND
- Consular certification (Seal of the Consular Department – Department of Foreign Affairs, Vietnam): 300,000 VND/stamp (for 1 stamp) or 250,000 VND/stamp if applying for 2 stamps or more
- Embassy fees: Consular legalization fees at the embassy vary depending on the document
You only need to provide the original documents for legalization, and Dịch Thuật Số 1 will handle all the complex procedures.
The consular legalization of Certificates of Origin (C/O) is a mandatory step to ensure the legal validity of the document when used abroad. For professional assistance, do not hesitate to contact Dịch Thuật Số 1 for prompt consultation and handling.
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