In an integration and promotion era where information plays an increasingly vital role in the operations of organizations and enterprises, the publication of internal or specialized newsletters has become a common necessity. However, to ensure compliance with legal regulations, organizations and enterprises must obtain newsletter publication licenses issued by a competent authority.

The following article by NPLaw provides essential information on the legal provisions governing newsletter publication licenses.

I. Understanding the newsletter publication license

A newsletter is an informational product of a journalistic nature, published periodically, using the various types of news to communicate about internal activities, professional guidance, research results, applications, or outcomes of conferences and seminars organized by an agency, organization, or enterprise.

To publish a newsletter, a license must be obtained in accordance with the law. A newsletter publication license is a document issued by a competent authority granting permission to an organization, enterprise, or State agency to publish a newsletter for internal or specialized informational purposes.

Entities eligible to apply for a newsletter publication license include:

  • Central-level agencies and organizations; foreign representative offices and foreign organizations in Vietnam that wish to publish a newsletter;
  • Agencies and organizations in provinces or centrally run cities that wish to publish a newsletter

II. Legal provisions on newsletter publication licenses

1. Conditions for granting newsletter publication licenses 

A newsletter must comply with the following requirements:

  • The maximum size is 19 cm x 27 cm, and it must not exceed 64 pages. Advertising is strictly prohibited in newsletters;
  • The top of the first page must bear the words “BẢN TIN” (Newsletter), followed by or placed beneath the newsletter’s title, the name of the publishing agency or organization, and the publication date;
  • The bottom of the last page must clearly indicate the license number, date of issuance, printing location, circulation quantity, publication frequency, and the name of the person responsible for publication.

In summary, to obtain the newsletter publication license, the applicant must satisfy the conditions set forth in Clause 2, Article 34 of the Press Law 2016, including:

  • Having a person responsible for the publication of the newsletter;
  • Possessing an appropriate organizational structure ensuring the publication of the newsletter;
  • Clearly defining the newsletter’s name, publication purpose and content, target audience, distribution scope, language, frequency, size, number of pages, quantity, and printing location;
  • Having an official workplace and necessary facilities to ensure newsletter publication.

2. Application dossier for the newsletter publication license

According to Clause 1, Article 18 of Circular No. 41/2020/TT-BTTTT, the application dossier includes:

  • An application form for a newsletter publication license (Form No. 10);
  • A certified copy, a legally valid electronic copy, or a copy accompanied by the original of one of the following documents: The Establishment Decision, Establishment License, Enterprise Registration Certificate, or other equivalent legal document (for foreign organizations operating in Vietnam);
  • Curriculum of a person responsible for the newsletter’s publication;
  • A sample of the newsletter’s title design obtaining certification from the applying agency or organization, along with a notarized Vietnamese translation (for titles in foreign languages).

3. Procedures for issuing newsletter publication licenses 

Pursuant to Article 18 of Circular No. 41/2020/TT-BTTTT, the licensing procedures are, as follows:

Agencies or organizations wishing to publish the newsletter shall submit one (01) complete set of application documents to:

  • The Press Department (for central-level agencies and organizations, or foreign representative offices and organizations in Vietnam); or
  • The People’s Committee of the province or an authorized provincial-level professional agency (for agencies and organizations located in provinces or centrally run cities).

Within 20 days from the date of receiving the complete and valid dossier, the Press Department, the People’s Committee of the province, or the authorized agency shall issue the newsletter publication license (Form No. 25 or 26). If the application is denied, a written notification must be provided, clearly stating the reasons.

III. Questions regarding newsletter publication licenses

1. What is the minimum timeframe for issuing the newsletter publication license?

According to Clause 2, Article 18 of Circular No. 41/2020/TT-BTTTT, the minimum timeframe for issuing the newsletter publication license is 20 days from the date of receipt of the complete and valid application dossier.

2. Which authorities are competent to issue newsletter publication licenses?

Pursuant to Clause 1, Article 18 of Circular No. 41/2020/TT-BTTTT, the competent authorities include:

  • The Press Department (for central-level agencies and organizations, or foreign representative offices and organizations in Vietnam);
  • The People’s Committee of the province or an authorized provincial-level professional agency (for agencies and organizations in provinces or centrally run cities).

3. Validity period of the newsletter publication license

Under Clause 4, Article 34 of the Press Law 2016, the validity period of the newsletter publication license is specified in each license but shall not exceed one (01) year from the date of issuance.

If, by the expiration date stated on the license, the agency or organization has not published the newsletter, the license automatically becomes invalid. In such cases, the Ministry of Information and Communications or the People’s Committee of the province shall revoke the license. Should the organization wish to continue publication, a new application process must be initiated.

IV. Legal consultancy services on newsletter publication licenses

The foregoing constitutes detailed information provided by NPLaw to assist clients in understanding issues related to newsletter publication licenses. Should you have any further inquiries or require legal assistance concerning this matter or other legal issues, please contact NPLaw directly for professional consultation and guidance.