Which types count as administrative documents
Administrative documents are the group of documents governed by Government Decree 30/2020/ND-CP of 5 March 2020 on clerical work, 29 types listed in Article 7. They are distinct from legal normative documents such as laws, decrees and circulars.
The word “individual” (cá biệt) after resolution and decision separates them from resolutions and decisions that are legal normative documents.
Table of the 29 administrative document types and abbreviations
| Document type | Abbreviation | Example number and code |
|---|---|---|
| Resolution, individual (Nghị quyết cá biệt) | NQ | 15/NQ-ABC |
| Decision, individual (Quyết định cá biệt) | QĐ | 15/QĐ-ABC |
| Directive (Chỉ thị) | CT | 15/CT-ABC |
| Regulations (Quy chế) | QC | 15/QC-ABC |
| Rules (Quy định) | QyĐ | 15/QyĐ-ABC |
| Communiqué (Thông cáo) | TC | 15/TC-ABC |
| Notice (Thông báo) | TB | 15/TB-ABC |
| Guidelines (Hướng dẫn) | HD | 15/HD-ABC |
| Programme (Chương trình) | CTr | 15/CTr-ABC |
| Plan (Kế hoạch) | KH | 15/KH-ABC |
| Scheme (Phương án) | PA | 15/PA-ABC |
| Project proposal (Đề án) | ĐA | 15/ĐA-ABC |
| Project (Dự án) | DA | 15/DA-ABC |
| Report (Báo cáo) | BC | 15/BC-ABC |
| Minutes (Biên bản) | BB | 15/BB-ABC |
| Submission (Tờ trình) | TTr | 15/TTr-ABC |
| Contract (Hợp đồng) | HĐ | 15/HĐ-ABC |
| Official letter (Công văn) | Không có | 15/ABC-VP |
| Telegram (Công điện) | CĐ | 15/CĐ-ABC |
| Memorandum (Bản ghi nhớ) | BGN | 15/BGN-ABC |
| Agreement (Bản thỏa thuận) | BTT | 15/BTT-ABC |
| Letter of authorization (Giấy ủy quyền) | GUQ | 15/GUQ-ABC |
| Invitation (Giấy mời) | GM | 15/GM-ABC |
| Letter of introduction (Giấy giới thiệu) | GGT | 15/GGT-ABC |
| Leave form (Giấy nghỉ phép) | GNP | 15/GNP-ABC |
| Forwarding slip (Phiếu gửi) | PG | 15/PG-ABC |
| Transfer slip (Phiếu chuyển) | PC | 15/PC-ABC |
| Notification slip (Phiếu báo) | PB | 15/PB-ABC |
| Letter of greeting (Thư công) | Không có | Không quy định chữ viết tắt tên loại |
How to write the number and reference code
- The number is the document’s sequence number within the year, registered at the records office, in Arabic numerals. Numbers below 10 get a leading 0, for example 05.
- The reference code is the type abbreviation plus the issuing body’s abbreviation, for example 15/QĐ-ABC.
- For an official letter, the code is the issuing body’s abbreviation plus the drafting unit’s or field’s abbreviation, for example 15/ABC-VP.
- A slash (/) separates the number from the code and a hyphen (-) separates the abbreviation groups, with no spaces.
- The abbreviations of the issuing body and the drafting unit are set by the head of the agency or organization.
Abbreviation pairs people mix up
- QĐ and QyĐ: QĐ is a decision, QyĐ is rules (quy định).
- ĐA and DA: ĐA is a project proposal (đề án), DA is a project (dự án).
- HD and HĐ: HD is guidelines (hướng dẫn), HĐ is a contract (hợp đồng).
- CT and CTr: CT is a directive (chỉ thị), CTr is a programme (chương trình).
- TTr and TT: TTr is a submission (tờ trình), an administrative document. TT is commonly used for circulars, which are legal normative documents and are not in this table.
The three kinds of copy
Abbreviations follow Appendix III of Decree 30/2020/NĐ-CP:
- Certified true copy: SY.
- Extract copy: TrS.
- Duplicate from the original: SL.
Layout templates in Appendix III
- Template 1.1: Resolution (individual).
- Template 1.2: Decision (individual) with direct provisions.
- Template 1.3: Decision (individual) with indirect provisions.
- Template 1.4: Documents that carry a type name.
- Template 1.5: Official letter.
- Template 1.6: Telegram.
- Template 1.7: Invitation.
- Template 1.8: Letter of introduction.
- Template 1.9: Minutes.
- Template 1.10: Leave form.
- The format of each component (National Title, number and code, signature, recipients…) under Appendix I of Decree 30 is covered on Administrative document format.
How DocOps uses this table
- When ingesting: AI files each document under one of the 29 types. Documents outside the table, such as laws, decrees and circulars, are filed as “Other” and are still tracked as legal bases; staff confirm the result.
- When drafting: you pick one of the 29 types and the reference code uses the abbreviations in the table above, see Decree 30 document drafting.