Economic, educational, and employment cooperation between Vietnam and the U.S. (America) has been steadily increasing. Consequently, the demand for U.S. consular legalization of documents between the two countries has also become increasingly common.
In this article, No.1 Translation will provide detailed information on the process and recommend services to help you complete the U.S. consular legalization procedure conveniently and quickly.
What are U.S. Consular Certification and Legalization?
U.S. consular certification and consular legalization are two important steps in the international document legalization process, allowing Vietnamese documents to be used in the U.S. or American documents to be used in Vietnam.
Specifically:
Consular certification is the first stage in the process of legalizing documents from one country for use in another. This process is carried out at the consular section of the Ministry of Foreign Affairs or at the embassies/consulates of the country that issued the document.
After completing consular certification, the next step is consular legalization. This process is conducted by the embassy/consulate of the country where the document will be used, in order to confirm the document’s validity within that country.
Which Documents Require U.S. Consular Legalization and Certification?
- Vietnamese documents can only be legalized in Vietnam for use in the U.S.
- American documents can be legalized by either the U.S. or Vietnamese authorities for use in Vietnam.
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Procedures for U.S. Consular Legalization of Documents Issued in Vietnam for Use in the U.S.
The U.S. consular legalization service for Vietnamese documents is carried out as follows:
Step 1: Notarized Translation into English
Submit the documents for consular legalization along with notarized English translations at the State Notary Office or the Department of Justice.
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Step 2: Apply for Certification from the Vietnamese Ministry of Foreign Affairs
Prepare the following documents:
- 1 declaration form for consular certification/legalization following form number LS/HPH-2012/TK.
- Original identification documents (ID card/Citizen ID, passport, or equivalent documents). If submitting in person, bring the original; if submitting by mail, include a copy of the identification document.
- Documents requested for consular legalization must be notarized + 1 copy.
- 1 English translation of the documents requested for consular legalization + 1 copy of the translation for record-keeping.
- 01 self-addressed envelope with the recipient’s full address and phone number (if submitting by post and requesting return by mail).
Submit the application at one of the following two locations:
- Consular Department in Hanoi: 40 Tran Phu, Dien Ban, Ba Dinh, Hanoi. Phone: +84 24 37993127 (for Vietnamese documents issued by provinces/cities from Da Nang northwards).
- Department of Foreign Affairs in Ho Chi Minh City: 6 Alexandre de Rhodes, Ben Nghe, District 1, Ho Chi Minh City. Phone: (+84 28) 38224224 (for Vietnamese documents issued by provinces/cities from Quang Ngai southwards).
Processing time: 1–5 working days or longer if additional verification is required.
Vietnamese Ministry of Foreign Affairs consular certification fee: 30,000 VND per stamp
Step 3: Apply for U.S. Consular Certification at the U.S. Embassy/Consulate in Vietnam
Book an online appointment. Prepare the U.S. consular legalization documents according to the requirements, along with the appointment confirmation. Submit at the U.S. Embassy/Consulate in Vietnam at:
U.S. Embassy in Hanoi:
- Address: 7 Lang Ha, Ba Dinh, Hanoi
- Phone: 02438505000
U.S. Consulate General in Ho Chi Minh City:
- Address: 4 Le Duan Street, Ben Nghe, District 1, Ho Chi Minh City
- Phone: 02835204200
Processing time & fee:
- Processing time: 30 minutes – 1 hour
- Certification fee: approximately $50 per stamp
Note:
- If no appointments are available on the online system, check back later or monitor frequently as additional slots are often released.
- Fill in all required information before arriving at the Embassy/Consulate, but do not sign the documents in advance (sign in front of the consular officer at the office).
- Prepare a witness for the documents to be legalized if required.
U.S. Consular Legalization of Documents Issued in the U.S. for Use in Vietnam
The U.S. consular legalization process for documents to be used in Vietnam is as follows:
Step 1: Notarization/Acknowledgment of Documents
First, you need to meet with a notary public to have the documents notarized. After notarization, if the notary is authorized by the county, you must go to the Clerk of Court-where the notary works-to certify the notary’s signature.
If the notary is authorized by the state, you need to go to the Secretary of State’s Office where the notary operates to certify the document.
Note: The U.S. Department of State only accepts notarized copies certified by the notary public. However, for documents such as birth certificates, marriage certificates, death certificates, divorce papers, court documents, or federal-issued documents, certification by the Secretary of State’s Office is required for the U.S. Department of State to accept them as true copies of the original.
Step 2: Apply for Certification from the U.S. Department of State
When legalizing documents at the U.S. consulate, it is necessary to obtain certification from the U.S. Department of State. There are three ways to apply:
Method 1: Apply for Certification via Mail
Prepare the following documents:
- Completed authentication request form DS-4194
- Documents requested for consular legalization
- 1 envelope with the recipient’s address and phone number for receiving the results by mail
Send the application to: Office of Authentications, U.S. Department of State, 44132 Mercure Circle, P.O. Box 1206, Sterling, VA 20166-1206
Processing time: 5–6 weeks from the date the complete application is received.
Note: It is recommended to use a tracked shipping service such as FEDEX or UPS and record the tracking number for monitoring.
Method 2: Apply for Certification via Pre-Scheduled Appointment (Only for Urgent Cases with Justifiable Reasons)
Prepare the following documents:
- Proof of emergency (translated into English by a certified translator)
- Proof of international travel (itinerary, boarding pass, or reservation within 48 hours)
- Completed authentication request form DS-4194
- Documents requested for consular legalization
Method 3: Apply for Certification In Person at the Counter
- Address: 2201 C St NW, Washington, DC 20451, USA
- Phone: +1 202-647-4000
- Website: https://www.state.gov/
Step 3: Apply for Consular Certification at the Vietnamese Embassy/Consulate in the U.S.
Prepare the following documents:
- U.S. consular legalization request form or a registration form stating your request
- Original identification document (passport or equivalent) if submitting in person, or 1 copy if submitting by mail
- Original documents requested for consular legalization, already notarized and authenticated by the competent authority + 1 copy for record-keeping
- One envelope with recipient’s address and phone number if receiving results by mail.
Submit your application at:
- Vietnamese Embassy in the U.S.: 1233 20th St NW #400, Washington, DC 20036, USA
- Vietnamese Consulate General in San Francisco: 1700 California St #580, San Francisco, CA 94109, USA
Submission hours: 9:00 am – 12:00 pm and 2:00 pm – 4:30 pm, Monday – Friday
Note: The Vietnamese Embassy/Consulate in the U.S. does not accept submissions by proxy. The document owner must submit the application in person.
Full-Service U.S. Consular Legalization at No.1 Translation
We offer a complete U.S. consular legalization service starting from 2,500,000 VND per set of documents, with a commitment of no additional fees.
Why Choose No. 1 Translation?
- Time-Saving: We will handle the entire process for you, from preparing the documents to submitting them and receiving the results.
- Simple Procedures: Customers only need to provide the necessary information and documents. We will take care of all the remaining steps.
- Competitive Pricing: No.1 Translation is committed to offering the most reasonable rates on the market. All costs are clearly communicated with no hidden fees.
- Legal Consultation: We provide guidance to help you choose the most suitable consular legalization or certification method based on your intended use.
- Thorough Document Review: We ensure that all information and documents are complete and accurate, preventing cases of applications being returned due to omissions.
- Professional service: Our team of experienced professionals will provide dedicated and attentive support.
Latest Pricing for U.S. Consular Legalization Services
Fee English translation:
- From 49,000 VND per page
- From 55,000 VND per page
Notarization fee for the translated document:
- Notarization in Hanoi and Northern provinces: From 50,000 – 60,000 VND per document.
- Notarization in Ho Chi Minh City and Southern provinces: 50,000 VND per document.
Consular Seal Fee – Department of Foreign Affairs, Vietnamese Ministry of Foreign Affairs: 300,000 VND per stamp and 250,000 VND per stamp if applying for 2 or more stamps
Embassy Fee: From 2,500,000 VND per set of documents.
Note:
- This price applies to one set of documents, covering all four steps: translation, notarization, consular seal, and embassy legalization.
- Completion time: 7–10 working days for all four steps.
If you are looking for a complete solution for U.S. consular legalization, No.1 Translation is currently the most reliable choice. We are committed to providing you with satisfaction and peace of mind. Contact us today for consultation and support with all matters related to U.S. consular legalization!
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