Certified True Copy & Certified Translation of Vietnamese Documents
A certified true copy (sao y bản chính) is an officially confirmed copy of an original document, issued in Vietnam by a notary office or the justice section of a People's Committee. It is not a translation, and many applications need both: the true copy proves the original is genuine, and the certified translation makes it readable. I provide the certified English translation with a signed certificate of accuracy; the true copy itself is a notarial or government act I do not issue. This guide explains the difference and how the two combine.
The short answer: for United States immigration filed with USCIS you do not need a certified true copy, a notarization or an apostille on the original, only a complete certified English translation with a certificate of accuracy (8 CFR 103.2(b)(3)). Other authorities, such as universities and some consulates, often want a certified true copy of the Vietnamese original and a certified translation of it, submitted together. So it helps to know which office provides which: a Vietnamese notary office or People's Committee issues the copy, and I produce the certified translation.
What a certified true copy is
A certified true copy is a photocopy of an original document that an authorized Vietnamese office has compared against the original and stamped to confirm the two match. It lets you submit a verified copy and keep your original safe, which matters for documents like a birth certificate or diploma that are hard or slow to replace. The copy carries an official seal and the date it was certified. It says nothing about the language of the document; it only confirms that the copy is faithful to the original.
Who issues it in Vietnam
Certified true copies are issued by notary offices (văn phòng công chứng or phòng công chứng) and by the justice section of a People's Committee at the commune or district level. These are Vietnamese authorities, and the certification is a notarial or government act. As the translator, I do not issue certified true copies; that is outside what a translator can sign. When a true copy is needed, it is obtained from one of these offices, and I then translate it.
True copy vs certified translation
A certified true copy and a certified translation answer two different questions. The true copy answers is this copy identical to the original, and is signed by a notary or People's Committee. The certified translation answers does this English version faithfully reflect the source, and is signed by the translator with a certificate of accuracy. One is about the copy, the other is about the language. Confusing them is a common reason applications get rejected, because providing a translation when the authority asked for a notarized copy, or the reverse, does not satisfy the request.
When you need a true copy plus its translation
Many foreign authorities want a certified true copy of the Vietnamese original and a certified English translation of it, submitted together. This is common for university applications, some visa categories, and civil registry filings abroad. The true copy proves the submitted document is a faithful copy of a genuine original, and the translation makes its content usable in English. If only one is provided when both are required, the file is usually returned, so it is worth checking the exact wording of the request.
How the two combine
In practice the true copy is usually obtained first from a notary office or People's Committee, and the certified translation is produced from that certified copy so that the certification stamps are included in the English version. This keeps the package consistent: the authority receives a verified copy and a faithful translation that mirrors it, including the stamps. I handle the certified translation step and can advise on the order, while the true copy itself is issued by the Vietnamese office. Doing it in this sequence avoids a mismatch between what was translated and what was certified.
Translating a certified true copy
Once you have the certified true copy from a notary office or People's Committee, I translate the whole document into English, including every seal, stamp and the certification wording the office added, so the English version mirrors the certified copy exactly. Each translation comes with a signed certificate of accuracy, the format USCIS, IRCC, universities and credential evaluators such as WES and ECE expect. Most single documents are ready in one to three days, and I can work from a clear scan or photo of the certified copy. If you already have the true copy in hand, send it over and I will quote the exact price and turnaround.
Step by step
Check what is required
Confirm whether the authority wants a certified true copy, a certified translation, or both, and read the exact wording of their request.
Obtain the true copy
Get the certified true copy from a Vietnamese notary office or the justice section of a People's Committee, which compares it to your original and stamps it.
Translate the certified copy
I produce the certified English translation from the certified copy, including its stamps, with a signed certificate of accuracy.
Submit together
Submit the certified true copy and its certified translation as one package so the authority has both the verified copy and the readable content.
Three Vietnamese terms people confuse
These Vietnamese terms sound similar but mean different things, and asking for the wrong one gets a file returned. Here is what each one is and who issues it.
| Term | What it is | Who issues it |
|---|---|---|
| Sao y bản chính | A certified true copy of an original | Notary office or People's Committee |
| Bản sao trích lục | An extract reissued from the civil register | The registering authority |
| Công chứng bản dịch | A notarized translation | Notary office, with a translator |
| Certified translation (mine) | A translator-signed English translation | The translator |
I provide the certified translation. The copy and any notarization are separate government or notarial acts, which I can advise on and route to a partner.
Which do you actually need, by destination
The requirement depends on the receiving authority, not on the document itself. This is the quick decision; always confirm the exact wording of your own request, because the routes differ.
| Where you file | Authentication of the original | Certified English translation |
|---|---|---|
| US immigration (USCIS) | None: a plain copy is enough. No notarization, no certified true copy, no apostille. | Required |
| University abroad | Often a certified true copy of the diploma and transcript | Required |
| Apostille member state (from 11 Sep 2026) | A single MOFA apostille on the original | Required, separate from the apostille |
| Non-member country | Consular legalization through MOFA and the embassy | Required |
The pattern is constant: authentication (a copy, notarization, a certified true copy, an apostille or legalization) proves the original is genuine; the certified translation makes it readable. They are separate steps, and confusing them is a common reason a file is returned. For a USCIS filing you usually need only the certified translation. I provide that translation and can tell you which authentication route your destination needs.
What I translate on a certified true copy
A certified true copy adds an endorsement layer on top of your original document, and a faithful translation has to render all of it, not just the body. University diplomas are one of the documents most often certified this way. Here is every element I reproduce in the English version.
- ✓The certification endorsement the office stamps on, for example Certified true copy of the original (sao y bản chính)
- ✓The official round seal of the notary office or People's Committee
- ✓The certifying officer's name, signature and title
- ✓The certification register number and the date certified
- ✓The full underlying document, every field, stamp and back-page entry
If any part of the copy is faint or unreadable, I mark it [illegible] at the exact spot and flag it, rather than guess, so we can get a clearer copy before you file.
Mistakes that get a copy or translation rejected
Sending a translation when a copy was asked for
A certified translation does not satisfy a request for a certified true copy, and the reverse is also true. Read the exact wording and provide what was actually asked for.
Translating first, then certifying the copy
If you translate the plain original and then certify a copy, the certification stamps are missing from the English version. Get the certified copy first, then translate it.
Assuming USCIS needs a notarized copy
USCIS asks only for a complete certified English translation of the foreign document. It does not require a certified true copy, notarization or an apostille on the original.
A copy that has aged or was purpose-limited
Some authorities want a recently issued copy, and some copies are made for a single stated purpose. Check the date and purpose so the copy is still valid when it reaches the reviewer.
Official sources
The facts on this page rest on Vietnam's certification and notarization law and the US federal rule for USCIS translations. Verify the current detail for your case, as procedures and fees can change.
Official sources
- ↗Law on Notarization No. 46/2024/QH15 — LuatVietnam
- ↗Circular 01/2020/TT-BTP guiding Decree 23/2015/ND-CP on certified true copies — LuatVietnam
- ↗8 CFR 103.2(b)(3): certified translations for USCIS filings — US Government (Cornell LII)
FAQ
Is a certified true copy the same as a certified translation?
No. A true copy confirms a photocopy matches the original and is issued by a notary or People's Committee. A certified translation confirms the English version is faithful and is signed by the translator.
Can you issue the certified true copy for me?
No. A certified true copy is a notarial or government act, issued by a Vietnamese notary office or People's Committee. As the translator, I provide the certified translation, not the true copy.
Do I need both for my application?
Often yes. Many universities, visa categories, and civil registry filings want a certified true copy of the original plus a certified English translation of it. For a USCIS filing, though, you usually need only the certified translation. Check the exact wording of your authority's request.
Should the copy be certified before or after translation?
Usually the true copy is obtained first, then translated, so the certification stamps appear in the English version and the package stays consistent.
Where do I get a certified true copy in Vietnam?
From a notary office (văn phòng công chứng) or the justice section of a commune or district People's Committee. They compare the copy to your original and apply an official seal.
Do you translate the stamps and seals on a certified true copy?
Yes. A faithful translation renders every seal, stamp and the certification wording the notary office or People's Committee added, not only the body text, so the English version matches the certified copy the authority is holding.
How long does it take to translate a certified true copy?
Most single documents are ready in one to three days from a clear scan or photo of the certified copy. Send it over and I will confirm the exact turnaround and price before starting.
Related guides
🇺🇸 Does USCIS Require a Certified True Copy of Vietnamese Documents?
USCIS only needs a plain photocopy plus a certified English translation - not a certified true copy from a Vietnamese notary. Save time and cost.
🇨🇦 Does IRCC Need Apostille or Certified Translation for Vietnamese Docs?
IRCC requires certified translation, translator's affidavit, and certified photocopy - no apostille needed for Vietnamese documents.
⚖️ Does Certified Translation Need to Be Notarized?
Does certified translation need to be notarized? For USCIS, IRCC and UKVI, no. Learn what 8 CFR 103.2(b)(3) requires and when notarization applies.
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