Handling ‘Additional Documents Required’ Notices on Your TRC Application
When applying for a Temporary Residence Card (TRC) in Vietnam, many foreign nationals encounter a frustrating but common scenario: receiving a notice that additional documents are required. This request can delay the TRC application process, leading to stress and confusion, especially if you’re unsure which documents to provide or how to proceed.
In this blog post, we will guide you through the process of handling ‘additional documents required’ notices effectively. From understanding why these notices are issued to ensuring that you provide the right documentation in a timely manner, we’ll provide the tips you need to get your TRC application back on track. Let’s dive into how to handle this situation and prevent further delays.
1. Why Are ‘Additional Documents Required’ Notices Issued?
If you’ve received a notice that additional documents are needed for your TRC application, it’s important to understand the possible reasons for this. Immigration authorities may request further documents to verify the information you’ve provided or to meet regulatory requirements. Here are some common reasons for such notices:
A. Incomplete or Missing Documents
One of the most common reasons for receiving an additional document notice is that some of your submitted documents are incomplete or missing. For example:
- Unclear Scans: If the scanned copies of your documents are blurry or unreadable, the immigration office may request new, clearer copies.
- Missing Signatures: Some forms or documents, such as your proof of employment, may require a signature from an authorized person, and the absence of this signature could prompt a request for resubmission.
B. Irregularities or Inconsistencies
If there are discrepancies in your information (for example, mismatched dates or addresses between your passport, proof of residence, and application form), you will be asked to submit corrected or updated documents.
C. Verification of Legal Status
In some cases, TRC applications are flagged for further verification of your work status, investment details, or criminal record. If any inconsistencies arise during the background checks, the authorities will request additional paperwork to clarify or confirm your legal standing.
D. Document Expiration
Certain documents, like health certificates, police clearance certificates, or passport pages, may have expired after your initial submission. If the authorities notice any expired documents, they will ask you to provide up-to-date versions before they can proceed with your application.
2. What to Do When You Receive an ‘Additional Documents Required’ Notice
If you’ve received a notice requesting additional documents, don’t panic. Here’s a step-by-step guide to help you handle the situation effectively:
A. Review the Notice Carefully
When you receive the notice, make sure to carefully read the instructions. The notice will specify which documents are missing, unclear, or expired. It will also provide clear guidelines on how to submit the required documents. Pay attention to the deadline for submission to avoid further delays.
B. Gather the Requested Documents
Once you know what documents are required, the next step is to gather and prepare them for submission. Common documents requested in TRC applications include:
- Valid Passport: Ensure that your passport is not close to expiring. If needed, renew your passport before submitting the application.
- Proof of Employment or Business: This could include a work contract, proof of investment, or company registration certificate. Make sure these documents are updated and signed as required.
- Criminal Record: If a criminal record check was requested, ensure that the certificate is recent (within the last six months) and notarized or apostilled.
- Health Certificate: Ensure that your health check is up-to-date. If it’s expired, you may need to visit a clinic again to get a new certificate.
C. Ensure Your Documents Are Clear and Legible
A common reason for requests for additional documents is unclear or illegible submissions. Ensure that the scans or photos of your documents are high-quality and legible. If you’re submitting documents online through the DOLISA e-portal, make sure that the file formats and sizes comply with the portal’s requirements.
- Tip: Use a scanner rather than a camera to scan documents. If you must use a camera, ensure the lighting is good, and the entire document is clearly visible.
D. Verify Your Information
Before resubmitting your documents, double-check the accuracy of the information. Make sure your name, address, and dates match across all documents. Any inconsistencies can delay your TRC application even further.
- Tip: Compare the information in your TRC application form with your passport and proof of residence to ensure everything aligns.
3. How to Submit Additional Documents
Once you’ve gathered all the required documents, you need to submit them to the immigration office. There are two common ways to do this:
A. Submit via the DOLISA E-Portal
For most applicants, the DOLISA e-portal is the preferred method for submitting documents. The process is easy and allows you to track the progress of your application. Here’s how to do it:
- Log In to Your DOLISA Account: Use your login credentials to access the e-portal where your application is being processed.
- Select the ‘Additional Documents’ Option: Find the section for TRC applications and click on the option to upload additional documents.
- Upload the Required Documents: Attach the requested documents in the proper format and ensure they are legible.
- Confirm Submission: After uploading the files, confirm that everything is correct and submit them.
B. Submit in Person
In some cases, the immigration office may request that you submit your additional documents in person. If this is the case:
- Visit the Immigration Office: Go to the office where your application was processed and present your updated documents.
- Follow the Instructions: The immigration officer may request further clarifications or documents, so be sure to ask if you need any additional paperwork.
4. How to Avoid ‘Additional Documents Required’ Notices in the Future
While receiving a notice for additional documents is common, you can minimize the likelihood of this happening by following these tips:
A. Prepare Your Documents Thoroughly
Before submitting your TRC application, ensure that all documents are accurate, up-to-date, and complete. Double-check everything, especially your passport details, criminal records, and health certificates.
B. Use Professional Services
If you’re unsure about any part of the application process or the required documents, consider using a corporate business visa service like 68Solutions. These services can help ensure that your documents meet the required standards, reducing the risk of delays and additional requests.
C. Monitor Expiry Dates
Be aware of the expiry dates for documents like your passport, health certificate, and criminal records. Make sure all documents are valid before you submit them to avoid unnecessary delays in your application.
5. Conclusion
Receiving a ‘Documents Required’ notice during your TRC application process doesn’t have to be stressful. By following the instructions carefully, gathering the necessary documents, and ensuring everything is clear and accurate, you can quickly resolve the issue and move forward with your TRC approval. Remember, the DOLISA e-portal makes the process easy to track and manage, and if you need additional help, 68Solutions is here to assist you with everything from document preparation to submission.
Need help with your TRC application or facing a ‘Documents Required’ notice?
Contact 68Solutions today for expert support and professional assistance in handling your TRC application smoothly and efficiently.
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