For diplomatic/official categories (NG1, NG2, NG3, NG4) under Article 8, Vietnamese agencies/organizations must file invitations/guarantees through the Ministry of Foreign Affairs (MOFA). MOFA coordinates with the Immigration Management Agency and instructs overseas Vietnamese missions (embassies/consulates) to issue visas or authorizes border-gate visas when conditions are met.
Who this is for (and typical questions)
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Government bodies, SOEs, provincial departments: “How do we invite a foreign delegation for meetings with ministries or city leadership?”
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Diplomatic missions & IGOs/NGOs: “What is the MOFA procedure for NG3/NG4 staff and dependents?”
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Universities/host agencies working with ministries: “Which letter goes to MOFA, and when does the Immigration Management Agency get notified?”
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Protocol offices: “How do we request a border-gate visa and what must the letter include?”
Scope — Who must use the MOFA route?
Applies to Article 8 diplomatic/official symbols:
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NG1, NG2: Delegations invited by Vietnam’s top/central leaders and high-ranking officials
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NG3: Members of diplomatic missions, consular offices, UN & intergovernmental organizations (+ eligible family/assistants)
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NG4: Persons working with/visiting NG3 entities
Note: These categories follow MOFA-managed procedures. Other visa types (e.g., DL, DN, LĐ, DH) typically use Immigration channels or the e-Visa system as applicable.
Procedural flow (answer-style)
A) When inviting NG1 / NG2
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Inviting agency submits a written notification (invitation/guarantee) to MOFA.
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MOFA directs overseas Vietnamese missions to issue visas (if required).
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Immigration Management Agency is simultaneously notified for coordination.
Outcome: The mission issues the visa per MOFA instruction; the invitee completes formalities at the mission (or border gate if authorized).
B) When inviting NG3 / NG4
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Inviting agency submits a visa application directly to MOFA.
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MOFA sends a written notice to the Immigration Management Agency.
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If no response within 2 working days, MOFA proceeds to instruct overseas missions to issue visas.
Outcome: Time-bound escalation ensures processing does not stall absent objections.
C) Requesting a border-gate visa
Include in the application:
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Specific entry checkpoint (border gate/airport/seaport)
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Intended date/time of entry
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Reason for border-gate issuance (e.g., mission timing, protocol needs)
Tip: Ensure invitee’s itinerary and point of entry match the authorization to avoid inspection delays.
What to include in the dossier (typical items)
Exact paperwork follows MOFA guidance; below are standard elements hosts prepare.
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Official invitation/guarantee letter (agency letterhead, seal, signatory) stating purpose, category (NG1/NG2/NG3/NG4), dates, entry gate, itinerary, contact point.
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Invitee details: full name, nationality, date of birth, passport number/validity, position/title, organization.
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Supporting context: event/meeting schedule, reference documents or notes verbales where applicable.
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For family/assistants (eligible cases): relationship/assignment confirmation per NG provisions.
Notification & follow-up
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After MOFA’s reply, the inviting agency must inform the foreign applicant to:
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Complete visa formalities at the overseas Vietnamese mission, or
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Proceed to the authorized border gate with required documents.
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Fees & charges
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MOFA notification charge and applicable consular visa fees at missions are payable as prescribed.
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Keep official receipts and reference numbers for audit and traveler guidance.
Compliance checklist (copy/paste)
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✅ Correct NG category (NG1/NG2/NG3/NG4) and eligible purpose
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✅ MOFA submission prepared (invitation/guarantee or visa application as required)
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✅ Entry checkpoint/date stated if requesting border-gate visa
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✅ Invitee passport validity (commonly ≥ 6 months) and clear biodata
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✅ Contact person (phone/email) for coordination
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✅ Plan to notify the invitee immediately upon MOFA reply
FAQs
How fast is the NG3/NG4 line if Immigration does not respond?
If no written response within 2 working days, MOFA proceeds to instruct issuance via overseas missions.
Can we switch from a mission-issued visa to a border-gate visa last minute?
Only if MOFA authorizes border-gate issuance; otherwise, stick to the mission path.
Do dependents qualify under NG3?
Eligible spouses/children/assistants connected to NG3 entities may be included per the law and MOFA guidance.
Natural brand integration — protocol-ready support
While NG visas are MOFA-managed, VietnamEntryVisa.com (Nguyen Adventure, trusted since 2010; excellent Trustpilot/Tripadvisor ratings) can help host agencies by:
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Pre-reviewing invitation/guarantee letters for compliance signals
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Preparing checklists & timelines for MOFA/mission steps
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Coordinating itinerary & entry-port alignment to prevent border issues
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Providing fallback e-Visa/business visa guidance for non-NG attendees travelling alongside delegations
Make protocol simple and compliant. For document pre-checks and contingency visa planning, start with VietnamEntryVisa.com.