China Authentication - Visas In China

When it comes to utilizing documents originating from the United States in China, it is crucial to have them legalized by either the Chinese Embassy or the Chinese consulate. This essential procedure, known as document authentication, ensures their validity. It is worth noting that China is not a participant in the Hague Convention, which renders the use of Apostille generally unacceptable. Hence, the documents need to undergo initial authentication by the State Authentication Office. However, there is a notable exception to this rule: Apostilled documents from CA, CO, WA, MN, and OR are considered acceptable and can be directly authenticated by the Chinese Embassy or Chinese Consulate.

The term “state authentication” is often synonymous with a “stamp” or a “gold seal.” In reality, it is a sealed certificate that serves as confirmation of a public official’s authority. This official, whether it be a notary public, town clerk, state official, or judge, is certified to perform specific duties in connection with a signed document. The authentication certificate serves as verification that the individual’s name and position are officially recorded in the Secretary of the State’s Office. This certificate is prepared only when the official has executed the document correctly and can be attached solely to a signed original or a sealed certified copy from a public record keeper, such as a Town Clerk.

Below, I have provided a concise overview of the three key stages involved in document authentication for China:

To authenticate non-government documents like affidavits, diplomas, passport copies, powers of attorney, bank letters, and more, the initial step involves obtaining notarization from a notary public. However, for government documents such as birth certificates, good standing certificates, etc., a certified copy from the state suffices, and notary services are not mandatory.

The State Authentication Office plays a crucial role in this stage. They certify the notary seal or the certified copy by incorporating a statement page adorned with the state’s prominent seal. In some cases, certain states may require additional certification of the notary seal by the county clerk. It’s worth noting that federal documents and documents issued within the jurisdiction of Washington, D.C.* necessitate further authentication from the U.S. Department of State. For a visual representation, refer to this sample of state authentication.

Verification of the signature and seal from the Secretary of State Office is conducted by either the Chinese Embassy or the Consulate. Once confirmed, an official from the Chinese Embassy or Consulate affixes the authentication seal and signature to the document, thereby granting authorization for its use in China.

Type of documents can be authenticated include, but are not limited to:

At VIC, we specialize in providing seamless and efficient assistance for acquiring document authentication from the Chinese Consulate and Embassy. To avail of our services, it is essential that your documents undergo authentication by the appropriate State Authentication Office (or the US Department of State, as explained in step 2). If your document originates from specific states, US Department of State authentication becomes mandatory. We kindly request you to carefully follow the instructions below and ensure completion of all the listed steps before sending your application to us.

STEP 1 – Notarized by Local Notary Public

1 – For non-government-issued documents, it is necessary to have them notarized by a Notary Public. The document must be signed in the presence of the notary, who should include an acknowledgment statement such as “Signed and sworn (or affirmed) to before me this__________day of_______________, 20___.” The notary should then affix their seal and signature.

2 – On the other hand, state-issued documents like vital records or certificates of corporation do not require notarization. Instead, you should obtain a certified copy of the document and proceed to skip step 1.

3 – If you are submitting your documents to the Chinese Consulate in San Francisco (which covers Alaska, Northern California, Nevada, Oregon, and Washington), it is important to note that all attached pages must bear the same notary seal if the document consists of multiple pages.

4 – Furthermore, documents that have been notarized in AL, GA, HI, KY, MD, NY, and TN need to be certified by the county prior to state authentication. County certification can be obtained from various offices such as the circuit clerk, circuit court, county clerk, probate judge, or superior court clerk.

STEP 2 – Authenticated by the Secretary of State

1 – It is essential to obtain separate authentication for each document from the Secretary of State. This involves adding a cover statement with a designated prominent seal, signature, and specific wording recognized by the Chinese Consulate.

2 – After authentication, it is crucial to keep the staples intact. Removing them will invalidate the document.

3 – When submitting your document to the Secretary of State, please clearly indicate its intended use in China and the need for authentication. Remember, Apostille is not recognized in China, and instead, the document should undergo the authentication process.

4 – For federal documents and those issued within the jurisdiction of Washington, D.C., an additional authentication step is required. After authentication by your state’s Secretary of State (at the state level), further authentication by the U.S. Department of State (at the federal level) is necessary. The states falling under the jurisdiction of Washington, D.C., include Delaware, Idaho, Kentucky, Maryland, Montana, Nebraska, North Carolina, North Dakota, South Carolina, South Dakota, Tennessee, Utah, Virginia, West Virginia, Wyoming, Washington D.C., Alabama, Arkansas, Florida, Georgia, Louisiana, Mississippi, Oklahoma, Texas, Puerto Rico, and the U.S. Virgin Islands. If you require assistance with U.S. Department of State authentication, please email us for detailed information regarding fees and services.

STEP 3 – Authentication Application Form (G1)

To begin the authentication process, kindly complete the “Authentication Application Form (G1)” on your computer. Once finished, print a hard copy of the form and sign it in section 8 and below.

Q: What information should I provide in the “Supporting documents and Copies of Legalization” section?

A: This section pertains to the number of document sets you require for authentication. If you have only one document, please indicate “1 ORIGINAL AND 1 PHOTOCOPY”. It is important to note that authentication fees are applicable for each document that requires authentication.

STEP 4 – Photocopy of Applicant’s ID

1 – To proceed with the authentication process, please ensure you have a clear photocopy of your passport. It is crucial that the photocopy is not resized, either enlarged or shrunk, and that only letter size paper is used. Avoid cutting the photocopy to a smaller size.

2 – If you are not a U.S. passport holder, kindly provide a copy of your legal U.S. status documentation, such as a copy of your U.S. Permanent Residence Card or a copy of your U.S. student or residence visa.

3 – For business authentication purposes, it is necessary to submit a photocopy of the business legal person’s passport, as well as a copy of their business card.

STEP 5 – Select a Service

For civil documents including adoption papers, birth/death/marriage certificates, affidavits of single status, personal declarations, personal real estate transactions, inheritance documents, foster care records, name change orders, and more, the following pricing options are available:

1 – Regular Processing (2-6 weeks): The cost is US$230.00 per document, which includes the consular fee of $25.00, service fee of $169.00, and a return shipping fee of $36.00.

2 – Please note that express processing is currently suspended and unavailable at this time.

Regarding processing time, it signifies the duration required by the Chinese Consulate to process your application. It is important to consider that the first day of receiving the application is not counted as a processing day. Additionally, please note that weekends and holidays are not included when calculating the processing time.

Please note that personal checks cannot be accepted as a form of payment. However, you have the choice to pay using a money order or a credit card. It is important to be aware that credit card payments are subject to a 3.6% surcharge.

The specified return shipping fee applies solely to return addresses within the continental United States. If your return address is located in Alaska, Hawaii, Puerto Rico, or Canada, kindly include an additional extended delivery area fee of $10.00 per order. For shipments to other international addresses, please contact us directly for detailed information regarding the additional fees and time required.

STEP 6 – Complete Service Request Form

1 – To ensure a smooth processing of your request, please complete the service request form online and provide details regarding your desired service level and return address.

2 – We kindly request you to provide both your email address and phone number so that we can send you confirmation and updates regarding the status of your request throughout the process.

3 – Furthermore, it is important to include one copy of the service request confirmation along with the documents you ship to us. Please retain another copy for your records.

STEP 7 – Send the Application Package to VIC Service

1 – The original notarized and authenticated document, accompanied by a photocopy of each individual page. You may fold the pages when making the copies. It is essential to avoid unstapling the document, as doing so will invalidate it.

2 – Ensure that you have completed the “Application Form for Authentication” thoroughly and accurately.

4 – In the case of commercial authentication, kindly provide a copy of the company’s license or proof of the company’s good standing.

5 – Prepare a check or money order payable to VIC Service to cover the total cost. Alternatively, if you have made an online payment, please include the online payment confirmation

To ensure a smooth process and avoid any delays due to errors or omissions, we kindly request that you send us a scanned copy or images of the complete application paperwork for a pre-check. You can email them to us at support@visasinchina.com Once we have completed the pre-check, we will provide you with detailed shipping instructions via email. This step will help prevent any potential issues and streamline the process for you.

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Document Authentication for use in China