For Vietnamese version, kindly access via: VUNI.95_The thuc va Ky thuat trinh bay van ban hanh chinh_25.12.2024
1. Purpose and Scope of Application
1.1. This document establishes uniform standards for the format and techniques of presenting administrative documents and copies of documents at VinUniversity. Specialized documents, diplomas, and certificates are implemented according to specific regulations, applicable to all Colleges, functional departments, and centers affiliated with or directly under VinUniversity (hereinafter collectively referred to as “units”).
1.2. Administrative documents include the following types: resolutions, decisions, regulations, rules, press releases, announcements, guidelines, programs, plans, proposals, schemes, projects, reports, meeting minutes, submissions, contracts, official letters, telegrams, memorandums, agreements, authorizations, invitations, and introductions.
2. Diagram of the Layout of Components in Administrative Document Formatting
2.1 Positioning of Document Formatting Components
| Box No. | : | Document Formatting Components |
| 1 | : | National Title and Motto |
| 2 | : | Name of the issuing agency or organization |
| 3 | : | Document number and reference code |
| 4 | : | Location and date of issuance |
| 5a | : | Type and summary of document content |
| 5b | : | Summary of the official letter content |
| 6 | : | Document content |
| 7a, 7b, 7c | : | Position, full name, and signature of the authorized person |
| 8 | : | Seal, Digital signature of the agency or organization |
| 9a, 9b | : | Recipients |
| 10a | : | Confidentiality level indicator |
| 10b | : | Urgency level indicator |
| 11 | : | Distribution scope indicator |
| 12 | : | Document drafter’s code and the number of copies issued |
| 13 | : | Address of the agency or organization; email; website; phone number; fax number |
|
14 |
: | Digital signature of the agency or organization for document copies converted to electronic format |
2.2 Font Style and Detailed Presentation of Administrative Document Formatting [1]
| No. | Document formatting components and detailed presentation | Font type | Font size[2] | Font style | Example | |||||
| Font: Times New Roman | Font size | |||||||||
| 1 | National Title and Motto | |||||||||
| – National Title | Caps lock | 12 – 13 | Standing, Bold | SOCIALIST REPUBLIC OF VIETNAM | 13 | |||||
| – Motto | Normal | 13 – 14 | Standing, Bold | Independence – Freedom – Happiness | 14 | |||||
| – Line below | ||||||||||
| 2 | Name of the organizations, departments that publish the document | |||||||||
| – Name of the direct organization that supervises | Caps lock | 12 – 13 | Standing | MINISTRY OF EDUCATION & TRAINING | 13 | |||||
| – Name of the organization that releases the document | Caps lock | 12 – 13 | Standing, Bold | VINUNIVERSITY | 13 | |||||
| – Line below | ||||||||||
| 3 | The number and symbol of the document. | Normal | 13 | Standing | – The number of the document is the sequential number assigned to the document by the issuing unit within a year, registered at the Administrative Office – VinUni Operations Department.
– The symbol of the document includes the abbreviation of the document type, based on the table of document type abbreviations, and the abbreviation of the issuing unit Example: No.: 15/2024/QĐ-VUNI |
13 | ||||
| 4 | Location and time of releasing the document | Normal | 13 – 14 | Italic | Note: The date of issuance of the document must be written in full; the numbers indicating the day, month, and year must use Arabic numerals. For days less than 10 and months 1 or 2, a leading zero must be added.
Example: Hanoi, 05th January, 2020 |
14 | ||||
| 5 | Type of document and summary of content | |||||||||
| a | Document that has a specific name | |||||||||
| – Document type | Caps lock | 13 – 14 | Standing, Bold | DECISION | 14 | |||||
| – Summary of the content | Normal | 13 – 14 | Standing, Bold | On the release of ……. | 14 | |||||
| – Line below | ||||||||||
| – The rationales for issuing this document
|
Normal | 13 – 14 | Italic
|
– After each rationale, a new line must be used, and the end of the line must have a semicolon (;); the last line ends with a period (.).
Example: Pursuant to ………………………..; Pursuant to ………………………..; According to proposal of………………………… |
13-14 | |||||
| b | For official document | |||||||||
| Summary of the content | Normal | 12 – 13 | Standing | On the approval of nominating Assoc. Prof. Nguyen Van A to participate in … | 12 | |||||
| 6 | Content of the document | Normal | 13 – 14 | Standing | 14 | |||||
| Outline of the document content | ||||||||||
| a | Includes parts, chapters, sections, subsections, articles, clauses, and points. | |||||||||
| – Word “Part”, “Chapter” and no. of parts/chapters | Normal | 13 – 14 | Standing, Bold | Part I | Chapter I | 14 | ||||
| – Title of part, chapter | Caps lock | 13 – 14 | Standing, Bold | GENERAL REGULATION | GENERAL REGULATION | 14 | ||||
| – Word “Section” and number | Normal | 13 – 14 | Standing, Bold | Section 1 | 14 | |||||
| – Title of section | Caps lock | 13 – 14 | Standing, Bold | DOCUMENTS MANAGEMENT | 14 | |||||
| – Word “Subsection” and number | Normal | 13 – 14 | Standing, Bold | Subsection 1 | 14 | |||||
| – Title of subsection | Caps lock | 13 – 14 | Standing, Bold | MANAGEMENT OF INTAKE DOCUMENT | 14 | |||||
| – Article | Normal | 13 – 14 | Standing, Bold | Article 1. Copy of the document | 14 | |||||
| – Clause | Normal | 13 – 14 | Standing | 1. Type……… | 14 | |||||
| – Point | Normal | 13 – 14 | Standing | a) With regards to…. | 14 | |||||
| b | Include part, section, clause, point | |||||||||
| – Word “Part” and number | Normal | 13 – 14 | Standing, Bold | Part I | 14 | |||||
| – Title of each part | Normal | 13 – 14 | Standing, Bold | BENEFITS AND OBLIGATIONS | 14 | |||||
| – Number of title of each section | Caps lock | 13 – 14 | Standing, Bold | I. BENEFITS | 14 | |||||
| – Clause: | ||||||||||
| If there is a title | Normal | 13 – 14 | Standing, Bold | 1. Scope and objectives of application | 14 | |||||
| If there is no title | Normal | 13 – 14 | Standing | 1. This decision is active from…… | 14 | |||||
| – Point | Normal | 13 – 14 | Standing | a) With regards to…. | 14 | |||||
| 7 | Position, full name of the authorized person | |||||||||
| – Authority of the person with initial signature | Caps lock | 13 – 14 | Standing, Bold | – In cases where signing on behalf of a collective, the note “On behalf of” must be written before the name of the leadership collective or the name of the unit..
Example: ON BEHALF OF. UNDERGRADUATE ADMISSION COMMITTEE PRESIDENT ON BEHALF OF. THE UNIVERSITY COUNCIL PRESIDENT – In cases where the authority of a department head is delegated, the note “Acting” must be written before the title of the person in charge. Example: ACTING. VICE PROVOST ACTING. VIDE DEAN – In cases where signing on behalf of the head of the unit, the note “On behalf of.” must be written before the title of the head. In cases where a deputy is assigned to be in charge or to manage, they should sign as the deputy signing on behalf of the head. Example: ON BEHALF OF. DEAN VICE DEAN ON BEHALF OF. PROVOST VICE PROVOST – In cases of signing by delegation, the note “Delegated by” must be written before the title of the head of the unit. Example: DELEGATED BY. UNIVERSITY PRESIDENT CHIEF OF STAFF – In cases of signing by authorization, the note “Authorized by” must be written before the title of the head of the unit. Example: AUTHORIZED BY. UNIVERSITY PRESIDENT VICE PROVOST |
14 | |||||
| – Position of the signing person | Caps lock | 13 – 14 | Standing, Bold | – Write the official leadership title of the person signing the document; only include titles such as Provost, Vice Provost, Director, Head of Department, etc.; do not include “acting” or “in charge”. | 14 | |||||
| – Full name of the signing person | Normal | 13 – 14 | Standing, Bold | – Includes the surname, middle name (if any), and the first name of the person signing the document.
– Do not include academic titles, degrees, or other honorary titles before the name of the person signing. |
14 | |||||
| 8 | Recipients | |||||||||
| a | Word “Respectfully send to” and the name of the organization, department, or individual that receive the document | Normal | 13 -14 | Standing | 14 | |||||
| – Send to one place | Respectfully send to: Ministry of Education and Training | 14 | ||||||||
| – Send to multiple places | Respectfully send to:
– Ministry of Education and Training; – Ministry of Health; |
14 | ||||||||
| b | Word “Recipient” and name of the organization, department or individual that receive the document | |||||||||
| – Word “Recipient” | Normal | 12 | Italic, Bold | Recipients: | 12 | |||||
| – Name of the organization, department or individual that receive the document | Normal | 11 | Standing | – As above;
– …………….; – Archive: VINO, REG. |
11 | |||||
| 9 | Appendix of the document | |||||||||
| – Word “Appendix” and number of the appendix | Normal | 14 | Standing, Bold | Appendix I | 14 | |||||
| – Title of the appendix | Caps lock | 13 – 14 | Standing, Bold | ABBREVIATIONS | 14 | |||||
| 10 | Indication of urgency level | Caps lock | 13 – 14 | Standing, Bold |
|
13 | ||||
| 11 | The symbol of the document drafter and the number of copies distributed. | Normal | 11 | Standing | PL.(300) | 11 | ||||
| 12 | Address of the organization; email; website; phone number; fax number. | Normal | 11 – 12 | Standing | No:……………………………………………………………
Phone:………………………Fax:……………………………… E-Mail: ………………….., Website: ………………………. |
11 | ||||
| 13 | Guidance on the scope of the archive | Caps lock | 13 – 14 | Standing, Bold |
|
13 | ||||
| 14 | Page number | Normal | 13 – 14 | Standing | 2, 7, 13 | 14 | ||||
| (*) The font size within the same document must be consistent. For example: the national title in font size 13, the motto in font size 14, and the location and date of the document in font size 14; or the national title in font size 12, the motto in font size 13, and the location and date of the document in font size 13. | ||||||||||
[1] Refer to the guidelines in Decree 30/2020/NĐ-CP on clerical work and the Regulation on clerical and archival work of the Ministry of Education and Training (as per Decision No. 3666/QĐ-BGDĐT dated November 8, 2023, issued by the Minister of Education and Training).
[2] The font size within the same document must be consistent. For example: the national title should use font size 13, the motto font size 14, and the location along with the date of the document font size 14; or the national title font size 12, the motto font size 13, and the location along with the date of the document font size 13.
3. Abbreviations of the Document Name
| No. | Name of the document | Abbreviation |
| 1 | Resolution (specific) / Nghị quyết (cá biệt) | NQ |
| 2 | Decision (specific) / Quyết định (cá biệt) | QĐ |
| 3 | Regulation / Quy chế | QC |
| 4 | Announcement / Thông báo | TB |
| 5 | Guideline / Hướng dẫn | HD |
| 6 | Program / Chương trình | CTr |
| 7 | Plan / Kế hoạch | KH |
| 8 | Report / Báo cáo | BC |
| 9 | Proposal / Đề án | ĐA |
| 10 | Project / Dự án | DA |
| 11 | Minutes / Biên bản | BB |
| 12 | Formal request letter / Tờ trình | TTr |
| 13 | Contract / Hợp đồng | HD |
| 14 | Memorandum / Bản ghi nhớ | BGN |
| 15 | Agreement / Bản thỏa thuận | BTT |
| 16 | Letter of Authorization / Giấy ủy quyền | GUQ |
| 17 | Invitation / Giấy mời | GM |
| 18 | Letter of Recommendation / Giấy giới thiệu | GGT |
| 19 | Certified Copy / Bản sao y | SY |
| 20 | Excerpt / Bản trích sao | TrS |
| 21 | Duplicate / Bản sao lục | SL |
Available Templates
VUNI.95_Appendix_Sample 1_Decision
VUNI.95_Appendix_Sample 2_Decision to issue or approve another document
VUNI.95_Appendix_Sample 3_Decision to release or approve another document
VUNI.95_Appendix_Sample 4_Document that has specific name
VUNI.95_Appendix_Sample 5_Official letter
VUNI.95_Appendix_Sample 6_Resolution
VUNI.95_Appendix_Sample 7_Letter of recommendation
VUNI.95_Appendix_Sample 8_Formal request letter (internal request)