Chapter III 

DOCUMENTS, TEMPLATES, AND REPORTS ON INSPECTION AFFAIRS

Article 9. Certificate of inspection, seal of inspection 

1. Qualified motor vehicles shall be issued with Certificate of inspection and seals of inspection with form under Annex X attached hereto.

a) Certificate of inspection and seal of inspection provided to a motor vehicle must carry the same serial number, be printed from inspection management program on templates issued by Vietnam Register, and contain information conforming to vehicle dossiers and data on inspection management program. Motor vehicles declared by vehicle users to provide transport services shall be issued with Certificate of inspection and seals of inspection for motor vehicles providing transport services; motor vehicles declared by vehicle users to not provide transport services shall be issued with Certificate of inspection and seals of inspection for motor vehicles not providing transport services.

b) Motor vehicles that do not participate in road traffic shall only be issued with Certificate of inspection but not seals of inspection.

c) For motor vehicles that have been issued with Certificate of technical safety and environmental protection for imported motor vehicles or Certificate of technical safety and environmental protection for assembled automobiles which mandate operation in closed spaces and oversized vehicles according to Circular No. 46/2015/TT-BGTVT, only issue Certificate of inspection which reads “Khi tham gia giao thông phải xin phép cơ quan quản lý đường bộ” (Ask road authority for permission when participating in road traffic) but not seals of inspection.

2. Effective period of Certificate of inspection and seals of inspection shall conform to frequency of inspection under Annex XI attached hereto but does not exceed expiry date of vehicle registration (if any) or the date on which useful life of the motor vehicles expires.

3. Motor vehicles shall be issued with Certificate of inspection and seals of inspection with effective period of 15 days when inspected and qualified vehicles fall under any of following circumstances:

a) Motor vehicles under warnings on inspection management program according to Clause 12 Article 80 of Decree No. 100/2019/ND-CP

b) Motor vehicles currently subject to application for region transition; motor vehicles issued with the Certificate of technical safety and environmental protection for renovated motor vehicles; manufactured and assembled motor vehicles that have been issued with Inspection record for release; imported motor vehicles that have been issued with the Certificate of technical safety and environmental protection for imported motor vehicles; exported motor vehicles that have been issued with the Certificate of technical safety and environmental protection for manufactured and assembled motor vehicles (in case the Certificate of technical safety and environmental protection for manufactured and assembled motor vehicles, provide documents of manufacturers) that need to participate in traffic to move to defined destination (are not required to submit documents under Article 6 hereof when inspected). 

c) Motor vehicles that must move to serve research and testing prior to being certified for technical safety and environmental protection in manufacturing and assembling motor vehicles. In this case, vehicle users are not required to submit documents under Article 6 hereof during inspection but are required to submit following documents: design dossiers; documents proving that vehicles tested in internal roads of factories are safe within at least 3000 km; written commitment of manufacturers about assuming responsibilities for technical safety and environmental protection during transportation to serve research and experimentation which specifies range, route, operation period; technical specification declaration attached to inspection records for manufacturing and assembling quality of manufacturing facilities and note sections of Certificate of inspection must read: “Chủ xe phải chạy đúng phạm vi, tuyến đường, thời gian hoạt động và chịu trách nhiệm đảm bảo an toàn trong quá trình di chuyển” (Vehicle users must comply with designated range, route, operation time, and assume safety during transportation).

4. Certificate of inspection must be carried by vehicle users during traffic participation, Seal of inspection is applied on the top right corner, on the inside of the front windshield of automobiles; for trailers and semi-trailers, seal of inspection must be placed on the chassis close to the license plate and covered by a transparent protective layer.

5. If Certificate of inspection or seals of inspection are missing or damaged, vehicle users must present vehicles for re-inspection for re-issuance of Certificate of inspection and/or seals of inspection.

6. Upon detecting documents provided by vehicle users are fabricated or falsified; If issued Certificate of inspection and seals of inspection are not suitable with inspected motor vehicles, register authority must revoke and retrieve Certificate of inspection and seals of inspection issued to said motor vehicles (if still valid) and reports to Vietnam Register.

7. Certificate of inspection and seals of inspection expire when:

a) Motor vehicles are issued with new Certificate of inspection and seals of inspection;

b) Vehicle users have declared missing Certificate of inspection or seals of inspection with register authority;

c) Register authority have issued notice on retrieval;

d) Motor vehicles are involved in accidents to such an extent that technical safety and/or environmental protection cannot be guaranteed as per the law.

dd) Register authority has verified discrepancy between technical specifications on Certificate of inspection and actual technical specifications of motor vehicles.

Article 10. Provision of inspection templates 

1. Register authority shall prepare and send application for provision of inspection templates (in person or via post service or via email) using Form under Annex XII attached hereto to Vietnam Register from the 15^th to the 20^th of the last month of each quarter.

2. Vietnam Register shall rely on demands of register authority to send inspection templates via post or in person to respective register authority from the 23^rd to the 30^th of the last month of each quarter.

3. In case of applying for additional provision, register authority shall prepare and send application for additional provision of inspection templates (in person or via post service or via email) using Form under Annex XII attached hereto to Vietnam Register. Vietnam Register shall rely on demands of register authority to send inspection templates via post service or in person to register authority within 15 days from the date of in which Vietnam Register receives applications for additional provision of inspection templates.

Article 11. Reports on inspection affairs 

1. Reports on inspection results and reports on use of inspection templates:

a) Name of report: Report on inspection results and report on use of inspection templates;

b) Required contents of report: report number of inspected vehicles, including vehicles inspected outside of the facilities (if any), number of templates used, number of templates remaining;

c) Report producer: report register;

d) Report recipient: Vietnam Register for reports on inspection results, reports on use of inspection templates, and reports on number of inspection templates; Departments of Transport for reports on inspection results;

dd) Methods of sending, receiving reports: send in person or via post service or email;

e) Deadline for submission: before the 20^th of each month;

g) Frequency of report production: submit reports on a monthly basis;

h) Figure conclusion date: from the 15^th of the previous month to the 14^th of the reporting month;

i) Schedule model for report figures: under Annex XIII attached hereto.

2. Reports on expired automobiles, reports on close-to-expired automobiles:

a) Name of report: Report on expired automobiles, report on close-to-be expired automobiles:

b) Required contents of report: report number of automobiles expired and number of automobiles close to be expired;

c) Report producer: report register;

d) Report recipient: Vietnam Register and Departments of Transport;

dd) Methods of sending, receiving reports: send in person or via post service or email;

e) Deadline for submission: before January 20 each year for reports on expired vehicles and before August 20 each year for reports on close-to-be expired vehicles;

g) Frequency of report production: submit reports on an annual basis;

h) Figure conclusion date: from January 1 of reporting year for reports on number of expired vehicles, and from January 1 of the following year for reports on number of close-to-be expired vehicles.

i) Schedule model for report figures: under Annex XIV attached hereto.

3. Submit irregular reports at request of competent agencies.

Article 12. Storage of inspection documents and data 

Register authority must manage and store vehicle dossiers, inspection documents, and inspection data. Documents must be stored adequately, properly, and in a manner that allows easy monitor and examination.

1. Vehicle dossiers are printed and arranged into separate sets based on number of vehicle dossiers. Vehicle dossiers consist of:

a) Record for vehicle dossier preparation;

b) Documents under Point b Clause 1 Article 6 hereof;

c) Certificate of technical safety and environmental protection for renovated motor vehicles (for renovated motor vehicles);

d) Photos of motor vehicle appearance according to Point d Clause 1 Article 8 hereof (including cases where renovated motor vehicles alter technical specifications and/or overall appearance);

dd) Copies of first Certificate of inspection after producing vehicle dossiers or after altering technical specifications;

e) Copies of vehicle registration documents for first-time inspection when producing vehicle dossiers or after changing vehicle registration;

g) Documents relating to revision of administration information and technical specifications during use of motor vehicles (if any).

h) Documents relating to verifying conformity on the basis of data on vehicle registration or vehicle registration authority for motor vehicles requiring verification as per the law.

2. Inspection documents of each motor vehicle shall be arranged into separate sets based on number of notice for document tracking and stored by each day together with copies of notice on daily assignment, prints of reports on daily inspection results. Inspection documents consist of:

a) Notice for document tracking, inspection records; for cases where re-inspection is conducted within the working day, inspection records shall be kept in the same inspection documents;

b) Copies of: documents on vehicle registration, Certificate of inspection, seals of inspection issued anew for motor vehicles. Cases where seals of inspection are not issued, store templates of seals of inspection;

c) Documents relating to revision of vehicle dossiers for vehicle dossiers not under their management;

d) Copies of inspection results of tracking devices, surveillance cameras via website;

dd) Copies of photographs of cargo bays; photographs of passenger compartment from the front of the vehicle and from the rear of the vehicle in case of passenger automobiles with more than 9 seats (including driver’s seat).

3. Produce records of documents and templates to monitor storage and reporting affairs, including:

a) Log for issuance of Certificate of inspection, seals of inspection using form under Annex XV attached hereto;

b) Log for revision of records for vehicle dossier preparation using form under Annex XVI attached hereto;

c) Record on assignment for inspection tasks using form under Annex XVII attached hereto;

d) Log for management of records for vehicle dossier preparation using form under Annex XVIII attached hereto.

4. Inspection data shall be stored at register authority and on database of inspection management program at Vietnam Register.

5. Damaged templates shall be stored by types, serial numbers of templates, and on a monthly basis, templates must have cause of damage written on them for disposal as soon as Vietnam Register provides guidelines.

6. Time and location of storage

a) Vehicle dossiers and logs for management and issuance during preparation of vehicle dossiers: stored at register authority that produces vehicle dossiers throughout use period of motor vehicles. Vehicles that have expired their useful life shall be disposed after 3 years (36 months) from the expiry date.

b) Inspection documents and logs for management and issuance during inspection; photos of motor vehicles entering into inspection: stored at register authority that conducts inspection and disposed after 3 years (36 months) from date of inspection.

c) Motor vehicles entering into inspection must be recorded throughout inspection process on inspection lines and storage period at register authority. IP surveillance camera footage during inspection period at inspection lines must be stored at register authority using video format for at least 30 days from the date of inspection.

d) Photos of motor vehicles entering into inspection according to Clause 7 Article 7 hereof must be stored under .JPEG format and classified by date of inspection within 3 years (36 months) from the date of inspection.