Currently, using blue ink when signing paper documents is no longer a recommendation but a mandatory requirement under the law. This regulation replaces the previous understanding which only prohibited the use of pencils, red ink, or easily fading ink, leading many agencies to still choose black ink for signing.
Prior to 2020, according to Decree 110/2004/ND-CP, the law only stipulated that pencils, red ink, or easily fading ink should not be used when signing and issuing documents. Since there was no provision prohibiting black ink, many authorized individuals still used black ink pens during the signing and approval process.
However, since March 5, 2020, Decree 30/2020/ND-CP has officially tightened the regulations. Clause 6 of Article 13 clearly states that for paper documents, the authorized person must sign with blue ink and not use ink that easily fades. This is a mandatory regulation aimed at enhancing the authenticity and long-term archival value of documents.
Overview of the authority to sign and issue documents
According to Article 13 of Decree 30/2020/ND-CP, the signing and issuance of documents are determined based on the working mechanism of each agency or organization:
- For agencies operating under a hierarchical system: The head of the agency has the right to sign all documents or delegate the signing authority to a deputy within their assigned scope.
For organizations operating under a collective leadership system: The head of the organization signs general documents on behalf of the collective leadership; the deputy signs on their behalf in their area of responsibility or as authorized. - Special cases: Authorization or direct signing by subordinates may be carried out in writing, with clearly defined scope and time limits.
Regardless of the circumstances, the general principle remains: the signatory is legally responsible for the content of the document. Furthermore, for paper documents, signatures must be in blue ink, in accordance with regulations.
Comparing regulations on ink color for signatures across different periods.
To clearly see the changes in the legal approach to the color of ink used for signing documents, the regulations in Decree 110/2004/ND-CP and Decree 30/2020/ND-CP can be compared. The table below will help systematize the important criteria:
| Criteria | Decree 110/2004/ND-CP | Decree 30/2020/ND-CP |
| Ink color regulations | Do not use pencils, red ink, or ink that fades easily. | Blue ink must be used; fade-resistant ink is not permitted. |
| Use black ink. | Not prohibited | Unauthorized |
| Main purpose | Ensure the basic form is maintained. | Distinguishing between originals and copies, preventing forgery. |
Previously, because black ink was not prohibited, many documents were signed in black ink, making it difficult to distinguish between original and black-and-white photocopies. The new regulation has completely resolved this issue by requiring the uniform use of blue ink.
The reason why the law requires signing documents with blue ink.
To understand why the law mandates signing documents with blue ink, as stipulated in Decree 30/2020/ND-CP, it's necessary to consider various aspects, from the authenticity of the documents and their long-term archival value to management requirements in the context of administrative digitalization. The following analysis will clarify each specific benefit of this regulation.
Quickly identify the original.
Blue ink makes it easy to identify the original document with a direct signature and the red stamp. When making black and white copies, the blue signature usually stands out clearly from the black signature, thus reducing confusion.
Increase durability in storage.
Specialized blue ink pens offer high color retention and fade resistance. This is crucial for administrative record keeping, especially for documents with long-term legal or historical value.
Supporting the digitization process
When scanning documents for electronic management systems, the blue signature helps image processing software better separate the content, increasing the clarity and reliability of digital data.
Standards for digital signatures on electronic documents
In parallel with paper documents, Decree 30/2020/ND-CP also specifies regulations regarding digital signatures:
- The digital signature image must be the genuine signature of an authorized person.
- The digital signature is displayed in blue on a transparent background.
- The location, size, and format must comply with Appendix I issued with the decree.
Thus, whether in a paper or electronic environment, the "green" element is consistently used to ensure legal validity and identification.
Conclude
The mandatory requirement to sign documents with blue ink, as stipulated in Decree 30/2020/ND-CP, represents a significant step forward in standardizing document management, enhancing authenticity control, and preventing document forgery.
To ensure legal validity and long-term archiving, authorized individuals should use high-quality, fade-resistant blue ink when signing paper documents. Simultaneously, agencies undergoing digital transformation must adhere to the standard blue digital signature display to ensure electronic documents have the same legal effect as paper documents, as per current regulations.
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Content production by: Mr. Le Hoang Tuyen – Founder & CEO MAN – Master Accountant Network, Vietnamese CPA Auditor with over 30 years of experience in Accounting, Auditing and Financial Consulting.
