Conformity declaration registration form and self-assessment report under Circular 14/2026/TT-BKHCN

Quick summary

• Declaring conformity is mandatory for products subject to national technical regulations (Article 11(1), Circular 14/2026/TT-BKHCN).
• To declare conformity, a business uses one or both of the Circular’s templates: the conformity declaration registration form (Appendix IV) and the self-assessment report for conformity (Appendix V).
• Appendix IV appears in every conformity declaration dossier — it is completed at Step 1 of Article 13.
• Appendix V is required only when the declaration is based on the organisation’s own self-assessment, together with an electronic copy of test results from an accredited or designated testing laboratory.
• If the declaration is based on certification by a certification body, the dossier only needs Appendix IV + an electronic copy of the conformity certificate — no Appendix V.
• The Circular takes effect on 25 May 2026, replacing Circular 28/2012/TT-BKHCN, Circular 02/2017/TT-BKHCN and Circular 04/2025/TT-BKHCN.

1. When is each form used?

Once the conformity assessment result is available (certification or self-assessment), the business moves to the conformity declaration step. This is where the templates come in:

In short: Appendix IV is always used, while Appendix V is used only when the business self-assesses instead of engaging a certification body. Some businesses therefore need only Appendix IV, others need both.

2. Download the forms (Word files)

We have compiled the templates as Word files, exactly following the Appendices of Circular 14/2026/TT-BKHCN, so you can download and fill them in directly (the forms are in Vietnamese, as required by Vietnamese law):

• 📄 Appendix IV — Conformity declaration registration form (for every dossier): download Word file
• 📄 Appendix V — Self-assessment report for conformity (when self-assessing): download Word file
• 📘 Learn more about Circular 14/2026/TT-BKHCN: read the eight certification methods under Circular 14/2026/TT-BKHCN

3. The conformity declaration procedure — two steps (Article 13)

Step 1 — Complete the conformity declaration registration form (Appendix IV). The business fills in the form, identifies and lists in full all applicable technical regulations for its products, and the authorised representative must sign the registration form.

Step 2 — Register on the National Database on Standards, Metrology and Quality and receive the confirmation code. Accompanying documents depend on the case:

• Declaration based on certification: an electronic copy of the certificate of conformity with the technical regulation issued by a conformity certification body.
• Declaration based on self-assessment: the self-assessment report (Appendix V) together with an electronic copy of test results showing compliance with the technical regulation, issued by a designated or accredited testing laboratory.

If the National Database fails or its infrastructure is incomplete, the business may submit directly or by post to the local specialised agency, which then updates the registration on the National Database.

4. How to complete the registration form (Appendix IV)

• Number: the registration number, numbered by the business under its own internal rules.
• Name of organisation/individual; address; telephone; fax; e-mail: as stated in the business registration certificate.
• DECLARES: state the products/goods/processes/services (name, type, model, brand, technical characteristics).
• Conformity with technical regulation: give the full number, symbol and title of each applicable regulation — this is the part most often incomplete when several regulations apply at once.
• Additional information: the basis for the declaration (certification result or self-assessment) and the conformity assessment method used.
• Type of assessment: choose “Certification body assessment” (give the body’s name, certificate number and date) or “Self-assessment” (give the date the leader signed the self-assessment report).
• At the end: the commitment of responsibility, the date, and the representative’s signature, title and seal.

5. How to complete the self-assessment report (Appendix V)

Appendix V has eight items; complete them in order:

• Items 1–3: name, address, telephone/fax of the organisation/individual; product name; assessment location and date.
• Item 4: number of the applicable standard/technical regulation.
• Item 5: name of the testing laboratory (it must be accredited or designated).
• Item 6: assessment of the test results against the requirements of the standard/technical regulation — state clearly which criteria pass and which do not.
• Item 7: other content (if any).
• Item 8 — Conclusion: tick “conforming” or “not conforming” to the standard/technical regulation.
• At the end there is a commitment of responsibility, the assessor (signature and full name) and the confirmation of the organisation’s leader (signature, title, seal).

Note: when declaring on a self-assessment basis, the business must also prepare and keep a self-assessment dossier comprising: a general description of the product and the production process; a report on test methods and results compared with the regulation; a quality control and periodic surveillance plan (frequency, inspection/testing methods); other relevant documents; and the signed self-assessment report.

6. Key points to remember when declaring conformity

• Conformity mark (Article 4): it may be used only on products that have been declared conforming, in the shape and dimensions set out in Appendix I. If a product is governed by several regulations, the mark may be applied only when it complies with all of them.
• Ongoing responsibilities (Article 14): the business must continuously maintain conformity, quality control, testing and periodic surveillance; keep a log of conformity mark use and report annually to the certification body.
• Re-declaration is required when the content of the technical regulation changes, or when the features, intended use or characteristics of the declared product change.
• Exemption from conformity declaration (Article 11(3)): certain products are exempt under Article 48(2) of the Law amending the Law on Standards and Technical Regulations; they must still meet the quality and safety requirements of the specialised law.
• Not sure which certification method to choose? Certification is carried out under one of the eight methods in Article 5 and Appendix II. See the eight certification methods under Circular 14/2026/TT-BKHCN to choose the right method for your product’s risk level.

7. References

• Circular No. 14/2026/TT-BKHCN dated 9 April 2026 of the Minister of Science and Technology on declaration of conformity with standards, declaration of conformity with technical regulations and conformity assessment methods (in force from 25 May 2026) — vanban.chinhphu.vn.
• Law on Standards and Technical Regulations No. 68/2006/QH11 (amended by Law No. 35/2018/QH14 and Law No. 70/2025/QH15).
• Law on Product and Goods Quality No. 05/2007/QH12 (amended by Law No. 78/2025/QH15).
• Decree No. 22/2026/ND-CP dated 16 January 2026 and Decree No. 37/2026/ND-CP dated 23 January 2026 of the Government.

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This article is our interpretation, published to raise awareness of the law on standards, metrology and quality; it is not a legal normative document. The forms are provided as-is from Appendices IV and V of Circular No. 14/2026/TT-BKHCN dated 9 April 2026 of the Ministry of Science and Technology; referenced documents may be amended, supplemented, replaced or repealed. Application to any specific case also depends on the applicable technical regulation, the risk level of the product and the status of the conformity assessment body; before applying, readers should consult the current official texts and seek advice from the competent authority. The content is for reference only and does not replace legal advice.