Verification Activity Registration: Legal Guide

Verification activity registration is a mandatory administrative procedure for conformity assessment organizations. This process ensures organizations comply with specific regulations regarding capacity, personnel, and quality management systems. Long Phan Consulting Company analyzes the conditions and procedures for granting the registration certificate under current laws below.

Conditions for Registration

Organizations must satisfy specific prerequisites to undergo the verification activity registration procedure. These conditions ensure technical capacity and management systems meet verification standards. Section 7A, Item 4, Part I of Decision 1442/QĐ-BKHCN (2025) stipulates the following requirements:

• Legal Establishment: The organization must be established in accordance with the law.

• Management System: The organization must operate a management system and possess capacity meeting National Standard TCVN ISO 9001 requirements or international standards for specialized verification.

• Personnel: The entity must employ at least 04 official inspectors. These individuals must be public employees or laborers with contracts of 12 months or indefinite terms. They must meet professional requirements for the specific verification field and possess training certificates in TCVN ISO 9001.

• Technical Infrastructure: The organization must own machinery, equipment, and tools required by the verification process.

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Competent Authority

Clause 1, Article 52 of Decree 133/2025/NĐ-CP regarding decentralization in state management by the Ministry of Science and Technology defines jurisdiction.

• Decision-Making Authority: The Provincial People’s Committee where the verification organization is headquartered holds direct authority to resolve this administrative procedure.

• Signing Authority: The Chairman of the Provincial People’s Committee reviews the dossier and signs the Certificate of verification activity registration.

Decentralizing authority to the provincial level ensures tight management of local verification entities.

Procedural Steps

The procedure for granting the certificate follows a strict sequence regarding dossier composition and processing steps.

Dossier Components

Clause 2, Article 52 of Decree 133/2025/NĐ-CP, guided by Section II, Part B, Appendix V.1, requires one dossier set containing:

• Application Form: Form No. 04, Appendix V.1, Decree 133/2025/NĐ-CP.

• Legal Documents: Certified copy of the Establishment Decision, Enterprise Registration Certificate, or Investment Registration Certificate.

• Personnel Records: Documents for each inspector, including recruitment decisions or labor contracts, relevant professional degrees, and TCVN ISO 9001 training certificates.

• Equipment List: Form No. 06, Appendix V.1, Decree 133/2025/NĐ-CP listing machinery and tools.

• Capacity Evidence:

  • Option A: Certified copy of TCVN ISO 9001 or ISO 9001 certificate covering the entire registration scope.

  • Option B: Certified copy of ISO certificate plus a Capacity Declaration (Form No. 09) for scopes not covered by the certificate.

  • Option C: Capacity Declaration (Form No. 09) conforming to TCVN ISO 9001 requirements if the organization lacks certification.

• Certificate Sample: Verification Certificate form according to Form No. 10, Appendix V.1.

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Submission Methods

Organizations choose one of the following methods to submit the verification activity registration dossier to the Provincial People’s Committee:

• Direct submission at the One-Stop Section.

• Submission via public postal service.

• Online submission via the Provincial Electronic One-Stop Information System (Public Service Portal).

Processing Sequence

The state agency processes the application as follows:

1. Reception: The organization submits one dossier set.

2. Appraisal:

   • If the dossier is invalid, the receiving agency issues a written notice requesting amendments within 05 working days.

   • If valid, the dossier moves to the Department of Science and Technology for appraisal of conditions.

3. Issuance: The Chairman of the Provincial People’s Committee issues the decision to grant the certificate within 10 working days of receiving a complete and valid dossier.

Financial Obligations

Section 7A, Item 4, Part I of Decision 1442/QĐ-BKHCN (2025) states that this procedure requires no state fees. Organizations do not pay fees to the state budget for processing.

However, organizations must anticipate compliance costs to meet licensing conditions:

• System Costs: Consulting fees for establishing TCVN ISO 9001 systems and independent certification fees.

• Training Costs: Professional training and ISO 9001 courses for the 04 required inspectors.

• Equipment Investment: Costs for purchasing, installing, and calibrating technical machinery.

Consulting Services

Long Phan Consulting Company provides specialized legal support to optimize the verification activity registration process. Our services include:

• Analyzing the current legal status and organizational structure.

• Assessing existing systems against TCVN ISO 9001 requirements.

• Advising on personnel files for the 04 inspectors and equipment lists.

• Drafting forms according to Decree 133/2025/NĐ-CP (Forms 04, 06, 09).

• Systematizing and notarizing capacity evidence documents.

• Finalizing the dossier to ensure validity before submission.

• Representing the client during submission and monitoring processing status.

• Handling technical explanations with the Department of Science and Technology.

• Receiving and handing over the official Certificate.

Common Inquiries

Minimum Number of Official Inspectors

Organizations must employ at least 04 official inspectors. These personnel must hold contracts of 12 months or more (or indefinite terms) and possess TCVN ISO 9001 training. Legal Basis: Section 7A, Item 4, Part I, Decision 1442/QĐ-BKHCN (2025).

Authority Issuing the Decision

The Provincial People’s Committee where the verification organization is headquartered holds the authority to issue the decision granting the certificate. Legal Basis: Clause 1, Article 52, Decree 133/2025/NĐ-CP.

Processing Timeline

The Chairman of the Provincial People’s Committee issues the certificate within 10 working days from the receipt of a complete and valid dossier. Legal Basis: Clause 2, Article 52, Decree 133/2025/NĐ-CP.

State Fee Requirements

The verification activity registration procedure does not require state fees. Organizations only bear compliance costs such as training and equipment investment. Legal Basis: Section 7A, Item 4, Part I, Decision 1442/QĐ-BKHCN (2025).

Alternative to ISO 9001 Certificate

Organizations without certification must submit a Capacity Declaration (Form No. 09) demonstrating conformity with TCVN ISO 9001 requirements. Legal Basis: Clause 2, Article 52, Decree 133/2025/NĐ-CP.

Conclusion

Correct implementation of the verification activity registration ensures legal compliance for conformity assessment bodies. Long Phan Consulting Company stands ready to assist clients with dossier preparation and legal representation. Contact our experts via Hotline 1900636389 for immediate support.