Navigating the Process of Obtaining a Police Check at the Justice Department

When living and working abroad, you are entered into the new world of getting visas in order to continue living in Vietnam and will soon discover that there are a lot of processes and government buildings to attend with your ever growing file of papers and photographs – all of whom have their own idiosyncrasies.

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Navigating the Process of Obtaining a Police Check at the Justice Department in Hanoi, Vietnam

One such process is obtaining a police check, essential for various purposes such as employment, residency applications, or visa renewals. The process used to be easier but new rules introduced in 2024 mean that it is a more complicated and time consuming operation, with this article aiming to help you gain an understanding of each step in an attempt to make the process significantly smoother and less stressful.

Step 1: Preparing Your Documents

Before heading to the Justice Department, gather all necessary documents to avoid unnecessary delays. Here’s a checklist of what you’ll need:

Stamped Paper from Your Landlord

This is a crucial document that proves your residency. Your landlord must provide a stamped and signed document confirming that you live at their property. It’s advisable to request this well in advance to give them ample time to prepare it. Although in theory, this police document is free, in reality, you need to a fee in order for them to write it – which is typically around 500, 000 VND ( although depending on the urgency of the document and the area in which you live, the price can be higher )

Personal Identification

Bring your passport (with visa information) and a copy of the passport’s data page. Ensure your passport is valid and not expired.
Your temporary residence card (TRC) if applicable, and a copy.

Application Form

The police check application form can usually be obtained at the Justice Department or downloaded from their official website. Fill it out in advance to save time – you will typically find that your HR department will be sorting all of this out for you. The main form that you need to complete is one in which you need to list all of the addresses you have lived at – they only provide a few boxes so for those seasoned expats who have lived all over the world this can seem a mountainous task. As a result, it is suggested that you complete the form by adding only the prime addresses – places where you have stayed for several years, and then only add one address for each country.

Passport-Sized Photos

Prepare at least two passport-sized photos with a white background – again, your HR department will be able to provide you with the exact dimensions of the photos needed.

Fees

The total fee is 230,000 VND:

200,000 VND for the police check
30,000 VND for EMS (Express Mail Service) delivery

Step 2: Visiting the Justice Department

The Justice Department in Hanoi is located at 58-60 Tran Phu Street, Ba Dinh District, Hanoi.

Days to visit

The justice department is open Monday to Friday with a full schedule of a morning and afternoon time slot as well as Saturday mornings. Your company may want you to go on a Saturday so that you do not miss work – however please be aware that even if you are the first person on the premises on a Saturday you are not necessarily the first person to be seen. This is due to the inevitable build up of unfinished processes from throughout the week – all of whom have been told to come back and finish the process on Saturday.

Early Arrival

The gate opens at 6:15 AM – which is very early considering the distant location however it is well worth getting there early as it can be chaotically busy. The actual ticket machine does not open until 7 am but you will find crowds of people even at this early hour.

Forming a Line to get the ticket

Form a line by the small office next to the gate – note that this is outdoors and standing only so make sure that you bring water / a fan etc. The queue is more or less orderly, but you will inevitably have some people pushing in in front of you –you are welcome to try and encourage them to make a line however be aware that queuing is not a strong element in Vietnamese culture.

Getting a Ticket

At 7:00 AM, the window opens, and you can get a ticket from the machine. Previously, your HR department were able to at least get you a ticket and you would then arrive later, however with the new rules a new machine was installed. The machine takes a photo of you and requires you to input your full name and the last four digits of your passport number – this process can only be done by you - no one else can do this for you.

Step 3: Breakfast Break

After obtaining your ticket, you have some time before the main office opens at 8:00 AM. This is a good opportunity to have breakfast and relax before the next step.

There’s a café conveniently located across the road from the Justice Department – it is not on the main road but just off ( down the small road next to Kichi Kichi ) and provides a range of drinks as well as banh mi.

Whilst at the breakfast break check that you have all your documents. Next door to the café there is a photocopy shop – so you make any last minute copies if needed.

Step 4: Submitting Your Documents

It is vital to be back at the main office for your ticket number as it is very hard to go back to your number if you have missed it! The main office opens promptly at 8:00 AM and has limited seats inside the building ( for those whose tickets are about to be called ) as well as in the corridor outside.

Document Verification

When your number is called you will go with your HR representative to the counter. The officer will review your documents to ensure everything is in order. Be prepared to answer any questions they might have regarding your residency or the purpose of your police check. This process is very quick and will only take a few minutes.

Payment of Fees

After your documents have been checked at one counter then you pay 200,000 VND for the police check. This transfer needs to be via QR code or bank transfer and cannot be done in cash.

You then move to another counter where you need to fill in your address on an EMS envelope (which is given to you) and pay 30,000 VND for EMS delivery. This can be paid with QR code or with cash. Ensure you keep the receipt as proof of payment.

Step 5: Processing and EMS Delivery

After submitting your documents, the processing time for a police check can vary. Generally, it takes about 10 to 15 working days. During this period, the Justice Department will verify your information and compile your police check.

Your police check is sent via EMS Delivery- it is best to put your work address rather than your home address so that the HR department can then get straight onto the process when they receive the documents.

Overall, obtaining a police check from the Justice Department in Hanoi may seem complex, but by following these steps and preparing adequately, you can navigate the process efficiently. It is important to remember to stay calm and patient: throughout the whole long slow process - bureaucratic processes can be slow so patience and politeness go a long way in ensuring a smooth experience!