Notarisation and Apostille in China: A Practical Guide

Studying, working, marrying or joining family abroad almost always means handing Chinese documents to a foreign authority: birth certificates, police certificates, degree certificates, proof of marital status. Foreign officials cannot verify Chinese seals and signatures themselves, so these documents are usually notarised in China and then authenticated, to confirm that the seal and signature on the notarial certificate are genuine.

Authentication used to take two steps: first by the Ministry of Foreign Affairs (MFA) or a provincial foreign affairs office, then by the destination country’s embassy or consulate in China. It was slow and costly. Since 7 November 2023, the Convention Abolishing the Requirement of Legalisation for Foreign Public Documents (the Apostille Convention) has applied to China, and documents for other contracting states need only one apostille certificate. This guide explains how to get an apostille, where, for which documents, and which procedure applies to each of the 31 destinations ExitChina covers.

What is an apostille?

An apostille is a standard certificate under the Convention, issued by a competent authority of the country where a document originates. It certifies the authenticity of the signature and seal on the document and the capacity of the signatory. For public documents from mainland China, the competent authority is the MFA; foreign affairs offices entrusted by the MFA can issue apostilles for documents from their own jurisdiction.

An apostille only confirms that the seal and signature are genuine. It does not certify that the content is correct and does not replace translation. Whether a foreign authority accepts a document, and whether it wants a local sworn translation, is still up to that authority.

Which documents need notarisation and authentication?

It depends on the destination and visa category. The most common for people moving abroad are:

• Identity and family: birth notarisation, kinship notarisation, household registration details, proof of name change;
• Marriage: marriage certificate, divorce certificate or judgment, single-status declaration;
• Criminal record: police clearance certificate from the public security authority, usually notarised first and then authenticated (see the police certificate guide);
• Education and career: diplomas, degree certificates, transcripts, professional qualifications, employment references (for degrees, see Degree verification);
• Assets and income: bank deposit certificates, property certificates, income or pension statements;
• Other: driving licence, powers of attorney, business licences and articles of association.

Personal documents are generally turned into a notarial certificate at a notary office first (usually with an English or destination-language translation), and the apostille or legalisation is then added to the notarial certificate.

How to get an apostille: step by step

1. Confirm requirementsAsk the receiving body (immigration office, university, employer) which documents it needs, whether it accepts apostilles, and any rules on issue date or translation.
2. NotariseBring originals and ID to a notary office; translations can usually be done at the same time. Ask in advance if you are applying away from home or through a representative.
3. Apply for the apostilleOnce the notarial certificate is ready, apply to the MFA or your province’s entrusted foreign affairs office. Many notary offices will submit it for you.
4. Verify onlineCheck the apostille on the MFA’s online verification system for legalisations and apostilles.
5. Submit and translateHand in the original as the destination requires; some countries also want a translation by a local sworn or accredited translator.

Where to apply, costs and timing

According to the HCCH’s listing of China’s competent authorities, besides the MFA there are 31 entrusted foreign affairs offices: 25 provincial-level offices (Hebei, Shanxi, Inner Mongolia, Liaoning, Jilin, Heilongjiang, Shanghai, Jiangsu, Zhejiang, Anhui, Fujian, Jiangxi, Shandong, Henan, Hubei, Hunan, Guangdong, Guangxi, Hainan, Chongqing, Sichuan, Guizhou, Yunnan, Shaanxi and Gansu) and 6 city offices (Changchun, Harbin, Ningbo, Jinan, Qingdao and Shenzhen). A local office only handles documents issued within its own jurisdiction.

Costs come in three parts: notary fees set by each province; apostille or legalisation fees published by the MFA and local offices; and, for legalisation, the foreign mission’s fee. The whole process usually takes several weeks, longer in peak season, so start two to three months before your visa application.

Our 31 destinations: apostille or legalisation?

The table is based on the HCCH status table (updated 30 June 2026). “Convention in force for that country” is the date the Convention took effect for that state. Chinese documents can be apostilled for contracting states from 7 November 2023, and for Canada from 11 January 2024.

Thailand has joined the Convention with effect from 28 February 2027; until then, documents for Thailand still need consular legalisation. Malaysia, the UAE, Nigeria, Egypt, Kenya, Tanzania, Zambia and Madagascar are not parties and require full consular legalisation, and some also require a further attestation by their foreign ministry after arrival. See the country visa guides, such as the UAE visa and Kenya visa guides.

Non-contracting states: consular legalisation

For non-contracting states the chain is: notarisation at a notary office, legalisation by the MFA or a local foreign affairs office, then legalisation by that country’s embassy or consulate in China. Each mission sets its own booking rules, consular districts, fees and processing times, and some only accept applications through travel agencies or designated agents, so check the embassy’s notices first.

Bringing foreign documents to China

The same rules work in reverse. Birth or marriage certificates, degrees and other documents issued in a contracting state need only an apostille from that country to be used in mainland China; Chinese embassy legalisation is no longer needed. Documents from non-contracting states still need local authentication followed by legalisation at the Chinese embassy or consulate there.

FAQ

Is legalisation of a notarial certificate the same as an apostille?

Both certify the seal and signature on a notarial certificate, but an apostille is a single step that only works between contracting states, while legalisation also needs the foreign mission. The destination decides which route you take.

Does my police certificate need an apostille?

Most long-stay visa and immigration applications require it to be notarised and authenticated, often within three to six months of issue, so plan backwards from your submission date. Make sure the name spelling matches your passport.

Do apostilles expire?

The Convention sets no expiry for apostilles, but receiving authorities may limit how old the underlying document can be. For the full order of formalities, see the Leaving China checklist.

Sources

1. HCCH: Apostille Convention status table (updated 30 June 2026) (accessed October 2026)
2. HCCH: China’s declarations and objections to its accession (accessed October 2026)
3. HCCH: Competent authorities for apostilles in mainland China (MFA and entrusted foreign affairs offices) (accessed October 2026)
4. HCCH: Apostille Section (accessed October 2026)
5. Ministry of Foreign Affairs: Notice on piloting electronic apostilles (17 June 2025) (accessed October 2026)
6. Ministry of Foreign Affairs online services (legalisation verification) (accessed October 2026)
7. Ministry of Foreign Affairs: Online verification of legalisations and apostilles (accessed October 2026)
8. China Consular Service website (Ministry of Foreign Affairs) (accessed October 2026)