NA16 form 2026: How to fill the seal and signature registration for immigration sponsorship

Lượt xem: 6

Form NA16 (Vietnam) is the sponsor’s registration of the company seal and specimen signatures used for immigration sponsorship. It’s usually required the first time your organization invites/guarantees a foreigner for entry approval, visa, or TRC procedures, and you file it with the Immigration Department or the provincial Immigration Office.

You must fill in the sponsor’s legal details, enterprise code, then stamp the seal across the required boxes and provide three matching specimen signatures. NA16 is typically submitted together with forms like NA2 (entry approval), NA5 (visa/extension), or NA6–NA8 (TRC), and only needs re-filing if your company’s seal/signatory details change.

What is the NA16 form in Vietnam?

Form NA16 is the written registration/introduction of the legal seal and specimen signature(s) of the competent person(s) of the sponsoring organization. It is issued under Circular 04/2015/TT-BCA (dated January 05, 2015) ^[1] of the Ministry of Public Security, which promulgates forms used for entry, exit, and residence procedures for foreigners in Vietnam.

In practice, NA16 helps the Immigration Department verify that the documents your organization signs and stamps (e.g., NA2, NA5, NA6, NA8) are valid and consistent with the registered seal and signature.

>>> Read more: Form NA12: Complete Guide for Permanent Residence Application in Vietnam

Who signs NA16?

• The legal representative of the company/organization (or a person acting under proper authorization) signs and stamps the form.
• If your company has more than one legal representative, the signer is typically one of the legal representatives (as recorded in your business registration), and the seal/signature used must match the registered information.

A common point many sponsors miss: the form usually requires multiple specimen signatures placed in adjacent boxes (and they must match each other).

>>> Read more: Form NA6 – Instructions for Completing the Application for Issuance of a Temporary Residence Card for Foreigners

Where to download the NA16 form

NA16 is available on Vietnam’s official immigration e-visa/immigration portal as a DOC file. Download here

How to fill the NA16 form (line by line)

Below is the practical way sponsors complete NA16 for submission to the Immigration Department/Provincial Immigration Office.

Section (1): Sponsoring organization details

Fill in:

• Full organization name (exactly as on your business registration/license)
• Head office address (match the registered address)
• Phone number (important for verification calls from the immigration authority)

Section (2): Receiving authority (where you file)

Write the authority you are submitting to:

• Vietnam Immigration Department, or
• Provincial Immigration Office (Police of the centrally governed city/province)

This must match your actual filing place.

Sections (3) and (5): Organization name repetition

These fields typically repeat the organization name for consistency. Use the exact registered legal name (no abbreviations unless legally recorded).

Section (4): Organization/business ID

Enter your enterprise code/business registration number (or establishment decision number for organizations). Immigration commonly expects you to attach a certified true copy of the relevant registration document.

>>> Read more: Complete Guide to Form NA8: Temporary Residence Card Application for Foreigners in Vietnam

How to complete the seal and signature boxes correctly

Part 1: Seal specimen

• Stamp your company seal across the three adjacent boxes as required (so the stamp impression is complete and continuous).
• If the stamp is unclear, cut off, or not aligned across the boxes, the form can be rejected.

Part 2: Specimen signatures of the competent person

The legal representative (or competent person stated on the form) fills in:

• Full name
• Nationality
• ID number (Vietnamese ID/CCCD) or passport number
• Permanent/temporary address

Then the person signs three specimen signatures in the three adjacent signature boxes. These signatures should be consistent (same style) because they are used to verify future applications.

Final confirmation (“Head of organization”)

After completing the above:

• Sign again in the final confirmation section
• Write full name and title/position
• Stamp the seal again as required on the form

>>> Read more: Form NA7: Complete Guide for Temporary Residence Card Sponsorship in Vietnam

When do you need to submit NA16?

Most sponsors submit NA16:

• In the first sponsorship filing for a foreigner (first time your organization works with immigration sponsorship procedures)
• In later filings, NA16 is usually not required again, unless there are changes such as:
  • Legal representative changes
  • Company name changes
  • Head office address changes
  • Seal sample changes
  • Specimen signature changes

>>> Read more: Form NA5: Complete Guide for Vietnam Visa Application and Temporary Residence Extension

NA16 is often filed together with these immigration forms

Depending on your purpose, NA16 is commonly attached with:

NA2 (entry approval / entry official letter request)

Used when the sponsor requests immigration approval for a foreigner to enter Vietnam under the sponsor’s invitation/guarantee (commonly called the “entry approval letter” in practice).

NA5 (visa issuance / visa extension in Vietnam)

Often used for visa-related procedures for foreigners already in Vietnam.

NA6 and NA8 (temporary residence card procedures)

Commonly used when applying for or processing a Temporary Residence Card (TRC) under eligible categories.

Practical tips to avoid rejection (based on real filing issues)

• Use exact legal name and address as shown on your business registration (do not “shorten” the company name).
• Ensure the seal impression is clear and fully visible across the required boxes.
• Ensure the three specimen signatures are consistent and placed in the correct boxes.
• File NA16 in person where your sponsorship dossier is accepted (Immigration Department or Provincial Immigration Office), especially for first-time registration.
• If your organization is also registering for online sponsorship processes, keep your sponsor information consistent with Immigration Department guidance on sponsor registration.

Need help preparing NA16 for your company’s first sponsorship filing?

If your organization is submitting NA16 form Vietnam for the first time (or you’ve had changes in legal representative/seal/signature), Tan Van Lang can help you check the form, align the supporting documents, and prepare the full sponsorship set to reduce back-and-forth with the immigration authority.

Contact us via 08.666.000.63 (WhatsApp)  for step-by-step support.