How to Get an Apostille in China: Documents, Requirements and Process

If you need to use a Chinese document overseas, you may be asked to obtain an apostille. This can apply to documents needed for immigration, education, employment, marriage, or business activities abroad.

The Apostille Convention took effect in mainland China on November 7, 2023. For eligible public documents moving between countries where the Convention applies, an apostille replaces the traditional consular legalization process.

To get an apostille in China, you generally need to prepare a qualifying Chinese public document, complete any required notarization or certification, and submit it to China’s Ministry of Foreign Affairs or an authorized local foreign affairs office.

This guide explains which documents may qualify, what materials you need, and how the application process works. It focuses on documents issued in mainland China for use abroad. Hong Kong and Macao have separate issuing arrangements.

What Is an Apostille?

An apostille is an official certificate that authenticates the origin of a public document for use in another country where the Apostille Convention applies.

It verifies the authenticity of the signature, the capacity in which the signatory acted, and, where applicable, the seal or stamp on the document.

An apostille does not verify the truth of the document’s contents or guarantee acceptance by the receiving organization. The receiving authority can still impose requirements concerning the document’s wording, format, translation, and date of issue.

For example, an apostille on a Chinese notarial certificate authenticates the relevant official signature or seal. You must still ensure that the notarial certificate is the type required for your overseas application.

When Do You Need an Apostille in China?

You may need an apostille when:

• Your document was issued in mainland China.
• It qualifies for the apostille procedure, either directly or after appropriate notarization or certification.
• The Apostille Convention applies between China and the destination country.
• The receiving authority requires this form of authentication.

Before proceeding, confirm the requirements with the immigration authority, university, employer, registry, bank, or other organization receiving your document.

If the Convention does not apply to your destination, a consular legalization procedure may be necessary instead. Some documents or uses may benefit from exemptions, so authentication should not be arranged automatically.

Which Documents Can Be Apostilled in China?

Many personal, educational, and corporate documents can be prepared for overseas use through the appropriate notarization or certification route.

However, not every original document can be submitted directly for an apostille. Eligibility depends on the document’s legal status, its issuer, and the signature or seal to be authenticated.

Personal and Civil Documents

Documents commonly involved in overseas applications include:

• Birth-related documents.
• Marriage and marital status documents.
• Certificates of No Criminal Record.
• Powers of attorney.
• Declarations and statements.

China’s Ministry of Foreign Affairs identifies these among the document types that may require an apostille for use abroad. The required form should be confirmed before submission.

For example, if you need to use a China police clearance certificate overseas, check whether the receiving authority requires a Chinese notarial certificate with a translation before arranging the apostille.

Educational Documents

Academic documents may include diplomas, degree certificates, and related educational records.

The appropriate preparation depends on the issuing institution, the document type, and the receiving organization’s instructions. A university may also require separate academic verification, which an apostille does not replace.

The Apostille Convention covers qualifying public documents, including certain academic diplomas and notarial acts. Whether a particular document qualifies is determined under the law of the place where it originates.

Corporate and Commercial Documents

Business documents that may be prepared for apostille include:

• Company registration and legal status documents.
• Articles of association.
• Corporate powers of attorney.
• Board resolutions.
• Contracts and agreements.
• Director or shareholder information.

The appropriate route may involve a notary public office or another competent certification body. Official Beijing guidance lists a range of corporate documents eligible for the relevant procedures.

Commercial and customs documents require particular care because the Convention contains specific exclusions. Confirm the treatment of the exact document with the issuing authority rather than assuming that every business document follows the same process.

Documents Required for an Apostille Application

The final checklist depends on the receiving office and the type of document. Prepare the following materials as a starting point.

1. Valid Identification

Foreign nationals generally need to provide their original passport or other international travel document and a copy of its identity page.

Chinese applicants must provide the identification appropriate to their status.

2. The Original Document Eligible for Apostille

Submit the original valid document accepted for the apostille procedure. Depending on the case, this may be a notarial certificate or another qualifying official certificate.

A scan or ordinary photocopy is not automatically an acceptable substitute.

3. Company Introduction Letter

For corporate applications involving commercial documents, the Ministry of Foreign Affairs’ published checklist includes an original company introduction letter.

4. Additional Materials Requested by the Office

The Ministry of Foreign Affairs or authorized local foreign affairs office may request further supporting materials. Confirm the checklist directly with the receiving office before submission.

If another person or a service provider submits the application, also confirm the office’s requirements for authorization and the representative’s identification.

5. Translation Where Required

Ask the receiving organization which language it accepts and whether it requires a particular form of translation.

China’s Ministry of Foreign Affairs advises that documents for overseas use should generally include a translation in the language required by the destination and recommends confirming this in advance.

How to Get an Apostille in China: Step by Step

Step 1: Confirm the Destination and Intended Use

Start by identifying the country where the document will be used and the organization requesting it.

Ask that organization:

• Is an apostille required?
• What exact document or notarial certificate is acceptable?
• Must the document have been issued recently?
• Which translation language and format are required?
• How many originals or certified copies are needed?

Also confirm that the Apostille Convention is in force between China and the destination country. The official HCCH Apostille Section provides information on participating countries and competent authorities.

Step 2: Check Whether Notarization or Certification Is Needed

Many documents must first be prepared as a foreign-related notarial certificate or certified by a competent body.

China’s published application procedure is to obtain a compliant notarial certificate or other qualifying certification document, except where the document is eligible for direct apostille, and then apply for the apostille.

Tell the notary or certification body where the document will be used and provide the receiving authority’s instructions. This helps ensure that the correct form is prepared.

Step 3: Prepare the Application Materials

Gather your identification, the eligible original document, and any additional materials required by the handling office.

Before submission, check:

• Names and identification numbers.
• Dates and factual details.
• Translation accuracy.
• Signatures, stamps, and seals.
• Completeness of the document and its attachments.

Resolve discrepancies before applying. An apostille will not correct an error in the underlying document.

Step 4: Submit to the Appropriate Authority

Apostilles for mainland Chinese documents are issued by China’s Ministry of Foreign Affairs or authorized local foreign affairs offices.

Authorized local offices generally issue apostilles for qualifying documents originating within their administrative area. Confirm jurisdiction and the available submission method before visiting an office or sending documents.

China Attest can help you review the document requirements and identify the appropriate submission route.

Step 5: Pay the Applicable Fees and Allow Processing Time

Check the official fee, service availability, and expected completion date with the receiving office.

Allow additional time for notarization, translation, document corrections, and delivery. The apostille stage is only one part of the overall process.

Step 6: Check and Verify the Completed Apostille

Once issued, review the apostille and confirm that it is attached to the correct document.

China provides an official online verification service for apostilles issued by the Ministry of Foreign Affairs and authorized local offices.

Keep the document and apostille intact. Avoid removing bindings, detaching pages, or making alterations before submission abroad.

How Long Does an Apostille Take in China?

The Ministry of Foreign Affairs publishes the following processing times for its apostille service:

These times apply to the apostille stage after acceptance. They do not include preparation, notarization, translation, or courier delivery.

The Ministry’s published apostille fees are RMB 50 per civil document and RMB 100 per commercial document, with an additional RMB 50 for express service. Confirm current charges and arrangements with the actual receiving office, especially when applying through a local office or service provider.

For an accurate overall quotation, ask for separate costs for document preparation, notarization, translation, apostille, service assistance, and delivery.

Can You Arrange a China Apostille While Overseas?

If you are outside China, it may be possible to arrange the process through an authorized representative or document service provider.

The practical requirements depend on whether your document is already ready for apostille or still needs to be obtained, notarized, or certified.

Before sending documents, confirm:

• Whether the underlying procedure requires your personal attendance.
• Which original documents are needed.
• Whether a power of attorney is required.
• Whether overseas authorization documents need authentication.
• How the completed documents will be returned.

China Attest can help you review the available documents and clarify the next steps before you arrange international delivery.

Can China Apostille a Foreign-Issued Document?

A foreign-issued document generally needs an apostille from the competent authority in the jurisdiction where it originates.

For example, a foreign birth certificate or degree intended for use in mainland China normally follows the issuing country’s authentication procedure. Being physically present in China does not transfer responsibility for issuing the apostille to a Chinese authority.

The HCCH explains that an apostille is issued by a competent authority in the place where the public document originates.

If your document was issued outside mainland China, confirm its origin before choosing an application route.

Common Mistakes to Avoid

Applying Before Checking the Required Document Format

A receiving authority may require a particular notarial certificate, certified copy, or translation. Confirm the format before paying for processing.

Assuming Every Original Document Can Be Apostilled Directly

Some documents first require notarization or certification. Check the appropriate route for your document.

Treating an Apostille as Guaranteed Acceptance

The apostille authenticates the document’s origin. The receiving organization still decides whether its contents and format meet the application requirements.

Ignoring Document Age Requirements

An apostille does not update the information in an older document. Check whether the receiving authority requires a recently issued certificate.

Submitting Incomplete or Altered Documents

Problems with signatures, seals, binding, or document validity can prevent issuance. China’s official guidance identifies noncompliant signatures, seals, binding, and timing among grounds for refusing an application.

Frequently Asked Questions

Is an apostille the same as notarization?

No. Notarization and apostille are separate procedures. A document may need notarization first, followed by an apostille authenticating the relevant official signature or seal.

Do I still need embassy legalization after an apostille?

For a qualifying document used between countries where the Apostille Convention applies, further consular legalization is generally unnecessary. You must still meet the receiving authority’s document and translation requirements.

Can foreigners obtain an apostille for Chinese documents?

Yes. Foreign nationals can apply for apostilles on eligible mainland Chinese documents, subject to identification and application requirements.

Can a China police clearance certificate be apostilled?

A China police clearance certificate can generally be prepared for apostille through the appropriate procedure. Confirm whether a notarial certificate and translation are required before applying.

Does an apostille replace translation?

No. An apostille and a translation serve different purposes. Follow the receiving authority’s language requirements.

Does every Chinese document used abroad need an apostille?

No. The requirement depends on the destination, the document, its intended use, and any applicable exemptions. Confirm the receiving organization’s instructions first.

Need Help Getting an Apostille in China?

At China Attest, we help international clients navigate Chinese document procedures, including notarization, translation, apostille, and consular legalization where required.

To discuss your documents, tell us:

• What type of document you have.
• Where it was issued.
• Which country it will be used in.
• Which organization is requesting it.
• Whether you have a deadline.

Contact China Attest to review the requirements and prepare the next steps for your documents.