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.
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.