Do apartment residents have to photocopy their records in the "land database cleaning" campaign?
Within the framework of the campaign to "clean up the land database" deployed by the Ministry of Public Security in coordination with the Ministry of Natural Resources and Environment, some people wonder whether residents living in apartment buildings have to submit documents or not?
Báo Nghệ An•27/10/2025
Ms. Nguyen Thi Thao, the owner of an apartment in the Tecco Le Loi apartment building in Thanh Vinh ward, said: Her family received a notice from the building management board and the neighborhood committee via the ward's loudspeaker about submitting photocopies of the Certificate of Ownership for the apartment they are living in and the citizen identification cards of both husband and wife to the neighborhood committee, and she submitted them as requested.
A new apartment building in Truong Vinh ward. Photo: Van Truong
She also mentioned that her family's apartment is mortgaged to the bank, so she photocopied the apartment purchase contract and her citizen ID card and sent them to the neighborhood group leader. Other residents were also notified in the building's Zalo group, and many have done the same to protect their rights.
Meanwhile, the owner of an apartment in Kim Phat apartment building, Vinh Hung ward, said that her family had not received any notification about photocopying the house ownership certificate. At the Petrochemical Apartment Building, Quang Trung Apartment Building, etc., residents were also informed by the neighborhood committee about the land data cleanup campaign, including updating apartment data. Mr. Le Doan Lien, head of Block 8, Thanh Vinh ward, said that the block had completed the notification, collected data, and submitted it to the Economic , Infrastructure and Urban Planning Department of the ward.
Block 8 has 140 households with apartments, and the data collection for 138 households has been completed. All data has been compiled by the block leader into a computer and submitted to the ward. "Although it's very stressful, we are all highly focused on fulfilling the tasks assigned by the State and ensuring the rights of the people. Currently, only two households with special circumstances, whose heads live far away, have not yet been updated," added Mr. Le Doan Lien, Block 8 leader. The leader of Quang Trung Petroleum Joint Stock Company also confirmed that the block has notified the households in the apartment building under his management through various means.
Residents of apartment buildings are advised to only submit applications when officially notified by the People's Committee of the ward. Photo: Nguyen Hai
According to regulations, apartment owners or users only need to submit documents when requested by local authorities to supplement or verify information. Currently, most data on apartment ownership has been digitized in the national land database system. However, in many cases, information may not be fully updated or discrepancies may be detected, such as incorrect apartment numbers, incorrect owner names, due to transfers, changes in the certificate issuance year, or mismatched identification codes, etc., in which case updating will be carried out. The People's Committee of the ward or commune will notify and invite residents to come and verify or submit photocopies of relevant documents for authentication.
When requested, residents need to prepare a photocopy of their apartment ownership certificate (pink book), a photocopy of their citizen identification card, or a photocopy of their apartment purchase contract. In reality, renting out apartments is quite common in apartment buildings, and changes in ownership are frequent, often with the owner not being present at their residence. This creates certain difficulties in collecting and "cleaning up" land and housing data during this period.
A notice to households in Truong Vinh ward regarding the land data cleanup campaign.
Residents of apartment buildings are advised to only submit documents when officially notified by the People's Committee of the ward, the local police, or through the application of the Ministry of Natural Resources and Environment ; they should not provide documents to unauthorized persons and should only submit photocopies or scanned copies when requested for verification, instead of submitting original documents. Mr. Nguyen Ngoc Phong, Vice Chairman of the People's Committee of Truong Vinh ward, said that the ward has implemented the process for both apartment blocks and detached houses, and the progress is being updated weekly.
The land data cleaning campaign aims to build an information system that is "accurate - complete - clean - vibrant - unified - shared," contributing to the completion of the national land database, facilitating administrative procedures related to land and housing for citizens. In the future, this will be very beneficial for citizens when exercising their rights and obligations regarding land and housing. Therefore, good coordination with ward and commune authorities during this campaign is crucial to help citizens better exercise their rights to use, own, and dispose of houses and land belonging to households, individuals, and organizations.
The peak period for the campaign to "enrich and clean" the land database will run from September 1st to November 30th, 2025, and is being launched nationwide by the Ministry of Agriculture and Environment in coordination with the Ministry of Public Security .
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