Document confirming notification of postal operations is usually issued within 10-15 working days from receipt of complete and valid documents. Receiving written confirmation not only helps businesses formalize postal operations but also ensures compliance with legal regulations and builds trust with customers and partners. The following article will provide detailed information about the procedures, processes, and deadlines for issuing the document confirming notification of postal operations according to current regulations.

When is a document confirming notification of postal operations issued?

Document confirming notification of postal operations is issued in the following cases:

• Providing mail services without a receiving address with a single unit weight of up to 02 kg;
• Providing mail services with a single piece weighing over 02 kg;
• Providing package and parcel services;
• Acting as an agent for businesses providing foreign postal services;
• Receive commercial franchises in the postal sector from abroad into Vietnam;
• Acting as a representative for a foreign postal service provider;

In addition, a confirmation document is also issued when establishing a branch or representative office of a postal service provider established under Vietnamese law or a representative office of a postal service provider foreign government.

The legal basis for issuing this written confirmation is Article 35 of the 2010 Postal Law and Article 7 of Decree No. 47/2011/ND-CP dated June 17, 2011 guiding a number of contents of the Postal Law.

A competent agency receives documents

The Provincial Department of Information and Communications is the competent agency to receive dossiers requesting issuance of the document confirming notification of postal operations for cases of providing postal services specified in Points a, b, c. Clause 1, Article 25 of the Postal Law within the province and the cases specified in Point g, Clause 1, Article 25 of the Postal Law.

The Ministry of Information and Communications has the authority to receive dossiers requesting issuance of the document confirming notification of postal operations for cases of providing postal services specified in Points a, b, c, Clause 1, Article 25 of the Law. postal services within inter-provincial and international scope and the cases specified in Points d, dd, e, h, Clause 1, Article 25 of the Law on Postal.

Enterprises need to submit documents to the Department of Information and Communications where the enterprise is headquartered or where it plans to provide postal services or the Ministry of Information and Communications with corresponding authority.

Application can be done in one of two ways:

• Submit directly at the headquarters of the competent authority
• Sent via postal system

The dossier receiving agency will verify and confirm the postal activity notification within the prescribed time limit.

Procedure for applying for a document confirming notification of postal operations

Profile components

Dossier to request confirmation of notification of postal activities includes:

• Document announcing postal activities (according to Sample in Appendix II of Decree 47/2011/ND-CP)
• Copy of business registration certificate
• The form of contract for providing and using postal services is in accordance with the provisions of law on postal services
• Sample logos, trademarks, specific symbols or elements of the business’s identification system shown on the postal item (if any)
• Postal service price list
• Postal service quality standards announced for application
• Regulations on the limit of liability for compensation in case of damage
• Process for resolving customer complaints and compensation for damages
• Franchise contract with foreign enterprise (in case of franchising).

Number of documents: 01 original set

Execution order

Step 1: Enterprise prepares complete documents according to regulations

Step 2: Submit application directly or by post to the competent authority.

Step 3: The competent authority receives and checks the validity of the dossier. Within 03 working days from the date of receiving the dossier, the receiving agency shall refuse to issue a written confirmation of notification of postal activities in cases not within its authority and clearly state the reason.

Step 4: Within 10 working days, the application-receiving agency will verify the application and issue a written confirmation of notification of postal activities.

In case the dossier does not meet the regulations, the receiving agency shall notify the enterprise or organization to make amendments and supplements. Enterprises and organizations are responsible for amending and supplementing documents as required within 15 working days.

In case the enterprise or organization does not amend or supplement the dossier as requested or has amended or supplemented it but has not met the requirements, the receiving agency shall refuse to issue the postal license or the written confirmation of the notification. Report postal activities and clearly state the reason.

Step 5: Enterprises receive results at their dossier-receiving and processing agency or by post.

During the implementation process, businesses need to pay attention to complying with the regulations in Decree No. 47/2011/ND-CP and related legal documents.

Time limit for issuance of the document confirming notification of postal operations

The time limit for issuing a document confirming notification of postal operations is 10 working days from the date of receipt of documents that meet the regulations. Specifically:

• Within 03 working days from the date of receipt of the dossier, the agency certifying the notification must notify the enterprise in writing if the dossier is invalid.
• Within 10 working days from the date of receipt of the dossier meeting the regulations, the notification confirmation agency is responsible for issuing a document confirming the notification of postal activities.
• In case of refusal to issue a written confirmation of notification of postal activities, the agency confirming the notification is responsible for notifying the enterprise in writing of the reason.

This time limit is applied uniformly to all cases requesting issuance of the document confirming notification of postal operations. Enterprises need to pay attention to preparing complete and accurate documents to ensure the processing process is quick and within the prescribed time limit.

Consulting and support services for applying for document confirming notification of postal operations in Long Phan

Long Phan provides consulting services and supports businesses in the process of applying for a document confirming notification of postal operations. Services include:

• Consulting on conditions, processes and procedures for issuing confirmation documents
• Support in preparing complete and accurate documents according to regulations
• Business representatives submit applications and monitor the processing process
• Answer questions and guide businesses throughout the implementation process

With a team of experienced experts, Long Phan is committed to supporting businesses in completing procedures quickly, effectively, and in accordance with legal regulations. Businesses can save time and effort and focus on their main business activities.

For detailed advice on procedures for issuing documents confirming notification of postal activities, please contact Long Phan via Hotline: 0906735386. Our team of experts is ready to assist customers in completing procedures quickly and in accordance with regulations, ensuring the business’s postal operations comply with the law.