Notarization and Authentication

What are notarization and authentication documents

Notarization and authentication documents, known as consular identification or foreign certification, as authentic prove files are used to verify the authenticity between countries, all legal files certificated by local Notary Authorities, the Supreme Judicial Courts, Secretaries of State, Foreign Affairs Offices, Embassies in Foreign Countries or other authoritative public departments and organizations.

Its main function is to prove the legality of documentations and provide a proof to admit the notarized and authenticated files can be accepted between both countries.

Why need notarized and authenticated files

  • If you are intending to establish a Chinese company ( WFOE, LLC, LLP ), you have to prepare required documents for operating procedure of business registration.
  • If you are hiring a foreign staff as your Chinese company’s employee, also you need to ask this staff to prepare these required documents from China embassy in his or her home country.
  • Once you already prepared these notarized and authenticated files, you may use these documents to work on the business activities in mainland China.

Who needs collecting these notarial and authentic files

Two situations you have to collect and prepare legally documents from China embassy.

Situation 1. Setting up a Chinese business entity and registering a Chinese company, you have to prepare:

( 1 ). Notarized and authenticated documents of shareholder(s).

( 2 ). If the Chinese corporate owner is an individual shareholder, you need to apply for 2 sets of notarized and authenticated passports with both languages issued by China embassy in your home country. Include the passport page, number and signature.

( 3 ). If the Chinese corporate owner is a foreign corporate entity, you have to apply for 2 sets of notarized and authenticated legal files with both languages for foreign certificate of business registration issued by China embassy. Include foreign corporate name, registration number, address, directors or other identification such as Tax ID, IRS ( Internal Revenue Service ), EIN ( Employer Identification Code ). Due to the differences between each country and each region. SMEsChina suggests you contacting our team first to confirm the requirements of documents depending on your locations.

( 4 ). Legal representative ( executive director ), appointed by shareholder(s), also need to apply for 2 sets of notarized and authenticated passports with both languages issued by China embassy in your home country. Include the passport page, number and signature.

Situation 2. Hire a foreign staff as employee for your Chinese company, this staff needs to prepare:

( 1 ). Notarized and authenticated declaration of no criminal record, both languages.

( 2 ). Notarized and authenticated certificate of education, both languages.

How to prepare these required documents

The whole procedure completed easily and simply, if you have everything to do it, here SMEsChina listed all web links of Chinese embassies in global branches and offices. You may visit the official website of the Ministry of Foreign Affairs of The People’s Republic of China to find a link of the Chinese embassy. Quick link.

You can contact the nearest Chinese embassy immediately to issue these required notarized and authenticated documents. Stochastic ranking as below.

AUSTRALIA: http://au.China-embassy.org/
KINGDOM OF TONGA: http://to.Chineseembassy.org/
THE REPUBLIC OF FIJI: http://fj.China-embassy.org/chn/
NEW ZEALAND: http://nz.China-embassy.org/
THE INDEPENDENT STATE OF SAMOA: http://ws.Chineseembassy.org/
PAPUA NEW GUINEA: http://pg.China-embassy.org/
THE REPUBLIC OF VANUATU: http://vu.China-embassy.org/
THE FEDERATED STATES OF MICRONESIA: http://fm.China-embassy.org/

THE SOCIALIST REPUBLIC OF VIET NAM: http://vn.China-embassy.org/
THE REPUBLIC OF INDIA: http://in.China-embassy.org/
THE REPUBLIC OF IRAQ: http://iq.Chineseembassy.org/
THE REPUBLIC OF SINGAPORE: http://sg.China-embassy.org/
TURKMENISTAN: http://tm.China-embassy.org/
TAJIKISTAN: http://tj.China-embassy.org/
JAPAN: http://jp.China-embassy.org/
THE PEOPLE’S REPUBLIC OF BANGLADESH: http://bd.China-embassy.org/
MALDIVES: http://mv.China-embassy.org/chn/
THE STATE OF KUWAIT: http://kw.China-embassy.org/
THE KYRGHYZ REPUBLIC: http://kg.Chineseembassy.org/
THE DEMOCRATIC PEOPLE’S REPUBLIC OF KOREA: http://kp.China-embassy.org/
THE ISLAMIC REPUBLIC OF PAKISTAN: http://pk.China-embassy.org/
THE SYRIAN ARAB REPUBLIC: http://sy.China-embassy.org/
THE HASHEMITE KINGDOM OF JORDAN: http://jo.China-embassy.org/
THE STATE OF ISRAEL: http://il.China-embassy.org/
THE REPUBLIC OF YEMEN: http://ye.China-embassy.org/
THE REPUBLIC OF UZBEKISTAN: http://uz.China-embassy.org/
THE REPUBLIC OF TURKEY: http://tr.China-embassy.org/
SRILANKA: http://lk.Chineseembassy.org/
THE FEDERAL DEMOCRATIC REPUBLIC OF NEPAL:
http://np.Chineseembassy.org/eng/
HE SYRIAN ARAB REPUBLIC: http://sy.China-embassy.org/
MONGOLIA: http://mn.China-embassy.org/
LEBANON: http://lb.China-embassy.org/
THE STATE OF QATAR: http://qa.Chineseembassy.org/
The Republic of Kazakhstan: http://kz.China-embassy.org/
THE DEMOCRATIC REPUBLIC OF EAST TIMOR: http://tl.Chineseembassy.org/
THE KINGDOM OF BAHRAIN: http://bh.China-embassy.org/
THE REPUBLIC OF AZERBAIJAN: http://az.China-embassy.org/
THE UNITED ARAB EMIRATES: http://ae.Chineseembassy.org/chn/
THE REPUBLIC OF INDONESIA: http://id.China-embassy.org/
THE ISLAMIC REPUBLIC OF IRAN: http://ir.China-embassy.org/
THE REPUBLIC OF ARMENIA: http://am.China-embassy.org/
NEGARA BRUNEI DARUSSALAM: http://bn.China-embassy.org/
ROYAL THAI: http://th.China-embassy.org/
THE KINGDOM OF SAUDI ARABIA: http://sa.China-embassy.org/
THE UNION OF MYANMAR: http://mm.China-embassy.org/
MALAYSIA: http://my.China-embassy.org/chn/
THE LAO PEOPLE’S DEMOCRATIC REPUBLIC: http://la.China-embassy.org/
THE KINGDOM OF CAMBODIA: http://kh.China-embassy.org/
GEORGIA: http://ge.China-embassy.org/
THE REPUBLIC OF KOREA: http://kr.China-embassy.org/
THE STATE OF PALESTINE: http://www.psChinaoffice.org/chn/
THE SULTANATE OF OMAN: http://om.Chineseembassy.org/
THE ISLAMIC REPUBLIC OF AFGHANISTAN: http://af.China-embassy.org/

THE REPUBLIC OF ZAMBIA: http://zm.China-embassy.org/chn/
THE UNITED REPUBLIC OF TANZANIA: http://tz.China-embassy.org/
THE REPUBLIC OF SAO TOME AND PRINCIPE: http://st.China-embassy.org/chn/
THE REPUBLIC OF SIERRA LEONE: http://sl.China-embassy.org/
SOUTH SUDAN: http://ss.Chineseembassy.org/
THE REPUBLIC OF MOZAMBIQUE: http://mz.Chineseembassy.org/
THE REPUBLIC OF MAURITIUS: http://mu.China-embassy.org/
THE REPUBLIC OF MADAGASCAR: http://mg.China-embassy.org/
THE REPUBLIC OF LIBERIA: http://lr.China-embassy.org/
THE REPUBLIC OF COTE D’IVOIRE: http://ci.Chineseembassy.org/
THE REPUBLIC OF ZIMBABWE: http://zw.China-embassy.org/
THE REPUBLIC OF GUINEA-BISSAU: http://gw.China-embassy.org/
THE DEMOCRATIC REPUBLIC OF CONGO: http://cd.China-embassy.org/
THE REPUBLIC OF CAPE VERDE: http://cv.Chineseembassy.org/
THE REPUBLIC OF EQUATORIAL GUINEA: http://gq.Chineseembassy.org/
THE REPUBLIC OF BOTSWANA: http://bw.China-embassy.org/
THE FEDERAL DEMOCRATIC REPUBLIC OF ETHIOPIA: http://et.China-embassy.org/
THE REPUBLIC OF CENTRAL AFRICA: http://cf.Chineseembassy.org/
THE REPUBLIC OF UGANDA: http://ug.China-embassy.org/
THE FEDERAL REPUBLIC OF SOMALIA: http://so.China-embassy.org/chn/
THE REPUBLIC OF SEYCHELLES: http://sc.China-embassy.org/
THE FEDERAL REPUBLIC OF NIGERIA: http://ng.China-embassy.org/
THE REPUBLIC OF SOUTH AFRICA: http://za.China-embassy.org/
THE KINGDOM OF MOROCCO: http://ma.China-embassy.org/
THE REPUBLIC OF MALI: http://ml.China-embassy.org/chn/
THE REPUBLIC OF RWANDA: http://rw.China-embassy.org/
THE KINGDOM OF LESOTHO: http://ls.China-embassy.org/
THE REPUBLIC OF GABON: http://ga.Chineseembassy.org/
THE REPUBLIC OF GUINEA: http://gn.China-embassy.org/
THE REPUBLIC OF CONGO: http://cg.China-embassy.org/
THE STATE OF ERITREA: http://er.China-embassy.org/
THE REPUBLIC OF BURUNDI: http://bi.Chineseembassy.org/
THE REPUBLIC OF BENIN: http://bj.China-embassy.org/
THE ARAB REPUBLIC OF EGYPT: http://eg.China-embassy.org/
THE REPUBLIC OF CHAD: http://td.China-embassy.org/
THE TUNISIAN OF REPUBLIC: http://tn.China-embassy.org/
THE REPUBLIC OF THE SUDAN: http://sd.China-embassy.org/
THE REPUBLIC OF SENEGAL: http://sn.Chineseembassy.org/chn/
THE REPUBLIC OF NIGER: http://ne.Chineseembassy.org/
THE REPUBLIC OF NAMIBIA: http://na.Chineseembassy.org/
THE ISLAMIC REPUBLIC OF MAURITANIA: http://mr.China-embassy.org/
THE REPUBLIC OF MALAWI: http://mw.China-embassy.org/
LIBYA: http://ly.Chineseembassy.org/
THE REPUBLIC OF KENYA: http://ke.China-embassy.org/
THE REPUBLIC OF CAMEROON: http://cm.China-embassy.org/
THE REPUBLIC OF GHANA: http://gh.China-embassy.org/
THE REPUBLIC OF DJIBOUTI: http://dj.China-embassy.org/
THE REPUBLIC OF THE GAMBIA: http://gm.China-embassy.org/
THE REPUBLIC OF TOGO: http://tg.Chineseembassy.org/
THE REPUBLIC OF ANGOLA: http://ao.Chineseembassy.org/
Burkina Faso: address is Batiment 1 Parcelle No.2, lot 38 section F, OUAGA 2000 Zone A, Commune de Ouagadougou, Burkina Faso, (00226)25376638
THE DEMOCRATIC PEOPLE’S REPUBLIC OF ALGERIA: http://dz.China-embassy.org/
THE UNION OF COMORES: address, COULEE DE LAVE NO.C109, MORONI,COMORES, 00269-3322168

THE HELLENIC REPUBLIC: http://gr.China-embassy.org/
THE REPUBLIC OF SLOVENIA: http://si.China-embassy.org/
THE REPUBLIC OF CYPRUS: http://cy.China-embassy.org/
SWEDEN: http://se.China-embassy.org/
THE REPUBLIC OF MOLDOVA: http://md.Chineseembassy.org/
ROMANIA: http://ro.China-embassy.org/
THE REPUBLIC LATVIA: http://lv.China-embassy.org/
MONTENEGRO: http://me.Chineseembassy.org/
THE REPUBLIC OF FRANCE: http://fr.China-embassy.org/
THE KINGDOM OF DENMARK: http://dk.China-embassy.org/
THE REPUBLIC OF POLAND: http://pl.China-embassy.org/
THE REPUBLIC OF BULGARIA: http://bg.China-embassy.org/
THE REPUBLIC OF ESTONIA: http://ee.China-embassy.org/
THE REPUBLIC OF ITALY: http://it.China-embassy.org/
SPAIN: http://es.China-embassy.org/
THE SLOVAK REPUBLIC: http://sk.China-embassy.org/
SERBIA: http://rs.China-embassy.org/
THE PORTUGUESE REPUBLIC: http://pt.China-embassy.org/chn/
THE REPUBLIC OF MACEDONIA: http://mk.China-embassy.org/chn
THE GRAND-DUCHY OF LUXEMBOURG: http://lu.China-embassy.org/
THE REPUBLIC OF CROATIA: http://hr.Chineseembassy.org/eng/
THE NETHERLANDS: http://nl.China-embassy.org/
Russian Federation: http://ru.China-embassy.org/rus/
THE GREAT BRITAIN AND NORTHERN IRELAND: http://uk.China-embassy.org/
THE REPUBLIC OF ICELAND: http://is.China-embassy.org/
THE REPUBLIC OF BELARUS: http://by.Chineseembassy.org/
IRELAND: http://ie.China-embassy.org/
HUNGARY: http://hu.China-embassy.org/
Ukraine: http://ua.China-embassy.org/
Marino republic: NO.56, VIA BRUXELLES, 00198 ROME, ITALY, +39-06-96524200
SWITZERLAND: http://ch.China-embassy.org/
THE KINGDOM OF NORWEGIAN: http://no.China-embassy.org/
THE REPUBLIC OF MALTA: http://mt.China-embassy.org/
THE REPUBLIC OF LITHUANIA: http://lt.China-embassy.org/
THE CZECH REPUBLIC: http://cz.China-embassy.org/
THE REPUBLIC OF FINLAND: http://fi.China-embassy.org/
THE FEDERAL REPUBLIC OF GERMANY: http://de.China-embassy.org/
BOSNIA AND HERZEGOVINA: http://ba.Chineseembassy.org/
THE KINGDOM OF BELGIUM: http://be.China-embassy.org/
THE REPUBLIC OF AUSTRIA: http://at.China-embassy.org/
THE REPUBLIC OF ALBANIA: http://al.China-embassy.org/

JAMAICA: http://jm.China-embassy.org/
THE UNITED MEXICAN STATES: http://mx.China-embassy.org/
THE REPUBLIC OF CUBA: http://cu.Chineseembassy.org/
THE COMMONWEALTH OF DOMINICA: http://dm.China-embassy.org/chn/
THE COMMONWEALTH OF THE BAHAMAS: http://bs.China-embassy.org/chn/
THE REPUBLIC OF TRINIDAD AND TOBAGO: http://tt.China-embassy.org/
THE UNITED STATES OF AMERICA: http://us.China-embassy.org/
COSTA RICA: http://cr.China-embassy.org/
DOMINICAN REPUBLIC: http://do.China-embassy.org/chn/
BARBADOS: http://bb.China-embassy.org/
THE Republic of El Salvador: Blvd. Hipódromo No. 685, San Benito, San Salvador, El Salvador, 00503-22834079.
CANADA: http://ca.China-embassy.org/
GRENADA: http://gd.Chineseembassy.org/chn/
Panama:http://pa.China-embassy.org/chn/
ANTIGUA AND BARBUDA: http://ag.China-embassy.org/

THE REPUBLIC BOLIVARIANA OF VENEZUELA: http://ve.China-embassy.org/
THE REPUBLIC OF COLOMBIA: http://co.China-embassy.org/
THE REPUBLIC OF PERU: http://pe.China-embassy.org/
THE REPUBLIC OF CHILE: http://cl.China-embassy.org/
THE REPUBLIC OF SURINAME: http://sr.China-embassy.org/
THE REPUBLIC OF ECUADOR: http://ec.China-embassy.org/
THE FEDERATIVE REPUBLIC OF BRAZIL: http://br.China-embassy.org/
REPUBLIC OF URUGUAY: http://uy.China-embassy.org/
THE COOPERATIVE REPUBLIC OF GUYANA: http://gy.China-embassy.org/
THE MULTINATIONAL STATES OF BOLIVIA: http://bo.China-embassy.org/
ARGENTINA: http://ar.China-embassy.org/

For applying for issuing notarization and authentication documents comfortably and quickly, SMEsChina teams suggest you get in touch with a counselor or the ambassador from the embassy of the People’s Republic of China in your country.

Through above links you can find out a closer embassy office is distributed in different cities in your home country. Also, you can get different versions of language from these useful links, and online guidance on preparing notarized and authenticated documents through a menu of the website.

Do not forget, please, notarial and authentic files must be included the Chinese embassy’s stamp (seal, signet), and local official or secretarial signature.

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