Getting a document notarized in China may seem like a complicated matter…but thankfully it really isn’t! Once you understand exactly what you need (which I’ll explain), your frantic search for a notary public China may not even be necessary. In this guide to notarizing a document in China, you’ll get all the information you need to get a notarization done in 24 hours or less.
Over the years, I’ve had to notarize a number of official documents in China: my university diploma, my marriage certificate and even my kids’ birth certificates. I even had to notarize my US driver’s license in order to apply for a Chinese driver’s license.
The subject of official notarization of documents in China brings a lot of confusion. I think it’s important that before we talk about how to get a document notarized, we cover the different kinds of notarization and why you would need them.
We’ll start with why you may need a notary public in China and then, based on how you answer that, how to go about getting the notarization.
Different Kinds of Notarization in China
NOTE: The purpose of the notarization will have a big impact on determining exactly what you need.
There are a number of different reasons you may need a document notarization in China. This may seem like a trivial matter, but the truth is that the purpose of the notarization will have a big impact on determining exactly what you need.
Let’s take a few different examples:
- US-Based Notary: You’re in China and the USPS needs a notarized signature to change you over to a virtual mailbox. In this case, you need a notarization recognized by the US government. I had to do this when started using Traveling Mailbox to get mail while abroad.
- Cross-Border Notarization: You’re in China and you need your marriage certificate notarized to allow your spouse to apply for a Chinese visa. In this case, you need an authentication from the Chinese embassy in your home country to be recognized by the Chinese government.
- China-Based Notary: You’re in China and you need a China-authorized notarization of a document (usually with translation) to apply for a driver’s license or to apply for university. In this case, you’ll need to use a notary public in China.
As you can see, not every case of getting a document notarized in China requires the same solution. The first step to getting what you need is (drumroll please)…
…determining what you really need in the first place. 🙂
The word “notarize” can refer to a number of different things, so make sure you understand whether you need:
- Country-Recognized Notarization: Notarized document to be used within the country of origin (such as a US document needed in a US context).
- Authentication or “Apostille”: Notarized document to be used in a different country.
- China-Recognized Notarization: Chinese document to be notarized in China.
How to Get a Document Notarized in China
Now that you know what you need, let’s quickly dive into how to get what you need while you’re in China.
This is much easier to do I’ll go down the list of the different solutions and you can choose what’s best for you.
How to Get a U.S.-Recognized Notarization in China
There are times when you’re in China and you need a document notarized that will be used back in your home country. A lot of what I am about to share here applies to any country, but there are bits that are specifically focused on the U.S. (since that’s what I know best!).
Your options are:
- Go to Your Nearest Embassy or Consulate: It is possible to meet with a notary public in China at your nearest embassy or consulate. This is convenient if you live near an embassy, but for those of us who don’t live in a Chinese city that has an embassy, this doesn’t really work. Fees range from US$30-$50 depending on your country.
- Search for an Approved Lawyer: In some cases, certain governments allow lawyers from their country to acts as a notary public in China. If you’re a U.S. citizen, you’re out of luck. However, if you’re Australian for example, they have a list of approved lawyers that you can use. Check your country’s embassy website to find out what they offer.
- **Get a Document Notarized Online (US only): This isn’t a joke – I’ve done this personally! In 2011, the U.S. state of Virginia amended its code to allow for notarization using “live audio-video technology”. In other words, you can get a notarization online. I used a service called NotaryCam and in less than a few hours I was on a Skype call with a Virginia-registered notary. I provided proof of my identity and soon I had a legally notarized document. Oh, and get this: it’s only $25 to notarize a document compared to the $30+ spending the day at the embassy. I don’t know why more people don’t do this!
How to Get a Document Authenticated
When it comes to notarizing a document from one country that will be used in another country, most of the time you’re going to be “Authenticating” your document. However, there are two types of Authentication:
- Apostille: An Apostille is a type of authentication that is recognized by all countries that are participating in the Hague Convention. Unfortunately, this isn’t China.
- Legalization: If you need a document to cross state lines or be used in a country that is not a participant of the Hague Convention (such as China), you’ll need what is known as a legalization.
This is IMPORTANT: If your spouse or children are going to be joining you in China as dependents on your visa, then China will require an authenticated marriage certificate and birth certificates to prove that they are, in fact, your wife and children.
If you don’t arrive in China with these documents authenticated, I can tell you from experience that it is a pain (not to mention expensive) to do this process while in China.
So what does the authentication process entail?
Let’s take my marriage certificate as an example.
- Step 1: The document must first be authenticated by the Secretary of State where the document originated. So if you were married in Texas, the Texas Secretary of State will need to authenticate it. The authenticated document is usually returned with a letter stapled to the front. DO NOT REMOVE this staple or the authentication is voided.
- Step 2: Submit the authenticated document to a Chinese embassy in the US for authentication. They will return the document with a special stamp/sticker on the back that looks something like this:
- Step 3: In many cases, you will be required to also have this document translated into Chinese when you submit the authenticated document. This translation will need to be done by a Chinese translation company that has an authorized chop (or stamp) to verify authenticity.
Of course, as with any government bureaucracy, the whole process is a huge hassle. That’s why I always recommend people use a service to get everything done for you.
There are a number of companies that help with document authentications. When I used one, I sent them the document I needed and a couple weeks later the authenticated version was ready for me to use.
How to Use a Notary Public in China
Finally, I’ll cover the last kind of notarization you might need in China – a Chinese document that will be used within China.
In this case, what you’re looking for is a 公证处 (gōng zhèng chù), known in English as the Public Notary Office of the People’s Republic of China.
Chinese Notary = 公证处 /Gōngzhèngchù
No matter which city you live in China, there is a Notary Office. In most cases, it only takes less than an hour to arrive with the document, identification and money to pay the fee equivalent to about US$50.
What you receive is this very odd, stamped, glued together collection of papers that is recognized as a “notarization” in China.
I wish I could say there was some sort of service that could help you do this process…but to my knowledge there isn’t. You just need to do it yourself.
Whether you’re notarizing a translated document, a public deed, a contract or even your driver’s license to be used within China, this is what you’ll be doing.
Conclusion | Notary Public China
As you can see, getting a document notarized while in China isn’t a terribly complicated process…as long as you recognize what kind of notarization you need. It may not be a notary public China that you need, it could be:
- A document from your home country to be used in your home country requires notarization in your home country.
- A document from one country to be used in another country like China requires authentication.
- A document from China that will be used in China requires China’s notarization.
Best of luck getting your document authenticated for whatever purpose you need it in China!
Please I want to transfer my study From china university to another country. I got my transcript from China UNIVERSITY. I m told i have to do legalization. Please how do I go about THIS. Thank you.
It depends on what country you’re going to, but I think one of the first things you’ll need is a China notarized transcript.
HI, I want to notarize my ms DEGREE to get a job in my COUNTRY, Pakistan. Do you have any idea about the charges? One agency was charging me 2400 agency fee plus 800. Is there an alternate to this? Any other office?
Thanks in ADVANCE!
Best REGARDS!
I’m not sure what the fees would be in Pakistan. Most of the fees should come from the Chinese consulate. The only reason you should use an agency is if you can’t be there in person.
Hi , I would like to update my bank account details in my home country, but bank requires I notarize my passport and utility bill. I have visited a notary office in China (Hangzhou) but they said they don’t notarize Foreign passports. Is this true?
You need to go to your consulate to get a notarization. Most countries won’t accept foreign notarizations.
Hi, I would like to get my degree certificate attested for applying the Australian PR, so which type of notary is applicable for me?
I’m not quite sure exactly what you’re referring to, but most of the time you’re looking for what’s known as “authentication” of a document.
Am.from canada And I want notarized And authenticate my CANADIAN degree in china for ny work Permit here in china..what Is the process ANd where to go
Process is the same. You still need to get the document authenticated through the Chinese embassy. I’m not sure if there are 3rd-party services to help with that, but ultimately it needs to be done through the Chinese embassy nearest you in Canada.
Hi, I need to get documents held by a company I do business with in China “authenticated” prior to sending copies to Equador. So it is the party in Equador that requires the authentication of the documents held by the company in China. My contacts in China seem very confused on how to do this. Any suggestions?
Hi Dr. Backstein, I believe it’s very important to determine the final recipient and use of the authenticated documents. If it’s a Chinese person/company, you’ll probably need to go through the Chinese authentication process. If it’s an Equadorian person/company, you’ll need to do research on their methods of notarization. There’s no international authentication – it’s on a country by country basis.
Hi, I would liKe to legaliZe my Bachelor degree and transcript at the Italian embassy in china. I Completed study in china in 2016 and u Want to apply for masters in italy. Are there any agencies avaIlable to help because i live outside china now. Thank you
Your university should be able to help you get a notarized version of the diploma and transcript, then you can take care of everything else at the Italian embassy in China.
Hi. So i need my contract notarized first by a public notary then go thru foreign affairs before the Philippine embassy would authenticate it. My question is, can i have it notarized in any city or should it be where the school is? Thanks
It shouldn’t matter where the document is authenticated, but I would double check with the Philippine embassy just to make sure.
Hello Josh,
I’m applying for universities in Europe but I’m travelling long term. I’m currently in SHanghai and will spend more time in China. I’ve been told by the university that I need a “certified hard copy” of my passport. My passport is in Hungarian and English.
How can I get this type of thing here?
THanks in Advance
You need to clarify with the university exactly what they need – the truth is that they sometimes don’t even know. Get them to give you an example and write it down in Chinese. It could be that you need an authenticated version of your passport. I’m not entirely sure.
USCIC (US Homeland Security) is asking for NOTARIZED (AUTHENTICATED) statements from family and friends stating that she and i are together. This is for a FIANCÉE Visa. She lives in shanghai. She is not familiar with NOTARIES. Are there notaries in china, if so, who or how to proceed? Thanks
She should be familiar with what a notary is. In Chinese, it’s called 公正 (gong zheng) and it will likely have to be authenticated by the U.S. Embassy in Beijing.
Hey Josh,
Regarding my last post, they said they need a physical notarized copy, more or less.
Assuming that it’s what it sounds like, where can I get it in China and how should I approach this?
Thanks.
Hi, this article is very helpful.
Actually , I am working in CHina and want invite my husband and kids to join me. after the documents are authenticated in chinese embassy , ( for “step 3” )We don’t need to notarize the translated documents here in China?
If you have to submit the documents to the Chinese embassy and they have authenticated them with the stamp, that should be sufficient for their visas. You never know, though. I’m always surprised by how different departments ask for different things – the Chinese aren’t very organized in that way in their bureaucracy, yet.
Hi josh , thanks for your quick reply.
so even though it’s out of this topic ,would you tell me what are other documents required for their visas ?
It’s been so long, I can’t remember. My sons needed their birth certificates authenticated, translated and notarized. My wife needed our marriage certificate done the same way. Other than that, the rest was all my documentation.
Great! Thank you so much for the info.
Hey Josh,
Really helpful article!
I have a question about Notarization– I need to have a non-criminal record check notarized and authenticated for my visa (I’ve already authenticated my diplomas but did not get my background check back in time to notarize it while i was in the states). I’m now back in Shanghai, where I live.
Do you know if I could have it notarized online and then use an online China Visa company to authenticate it? Or do I have to fly back to the U.S. just for the notarization?
Thanks so much in advance for the help! My HR department is not sure
Hi Jamie, thanks for the kind words! Thankfully, you don’t have to fly back for the notarization (I didn’t). The only sad news is that you’ll have to pay to ship the original document and notarization back to the US for notarization. You’re probably going to need to use a third-party service to take care of the authentication, which will also add to the cost (unless you have a family/friend who lives near the Chinese consulate).
Thanks, Josh! That’s really helpful. Can I ask which online company you used for the notarization?
Hi there!thanks for the great article. what if i’m already in china and i need to legalize my university degree? i understand that if i were in my home country the proccess would be much like you described in the “how to get your document authenticated”. is it possible to do while in china?
thank you.
It is, and I know that because I did it. It wasn’t easy – I had my family do much of the mailing for all the authentication with the State Department and Chinese embassy in my home country.
Hi, thank you for the detailed article. I wonder if you could help with my situation. I am from the UK and have been living in China for the past 5 years. I am now returning to the UK to teach in a school there and the process requires me to get a notarised Certificate of Good Conduct to cover my time in China. Have you had any experience with this? Thank you.
Hey Liam, while I haven’t personally had experience with this, I do know people who have had to do it. You’ll need to speak with your school in China.
Hello. I have had my bachelor degree in china in 2016. I did notarization after i got my degree. Now it has been 3 years, i was to know if my notarized degree is still valid after 3 years or not
The notarization is good for as long as the document that was notarized is valid, I believe.
hi Josh, thanks for your run down on the process. my husband and I got married last year in Shanghai. He is Iranian and I am American. We plan to immigrate to the USA this year. We were asked to provide a USA approved notary for our marriage document which is in Chinese. Should we go to the US consulate here in Shanghai to do this? Or do we need to go to a Chinese Government notary to do this. I was reading something about a “white Book” 白书。 Can They do it at the US consulate? Thanks again!
I don’t know for sure, Justine, but I would think that a visit to the U.S. embassy to ask would be a good start.
Hi Josh,
my wife is travelling in china and i need some copies of her passport and her signature “authenticated” as true copies, so i can take them to the official department in my home country. can that be done at a police station china ? Thanks.
No, they police don’t authenticate.
hi there< great article,
just a quick question, I have a US degree that has already been uauthenticated, but it has not been attested by chinese embassy yet, nor translated. can i do that while i am in china??
thanx in advance
m
You can have it translated and you can have the translation notarized, but in order to get the document authenticated you need to send it back to the embassy in the U.S. unfortunately.
Hello Josh,
I am aN US Citizen and LIVE in US NOW. I NEED to TRAVEL TO CHINA to sell my parent home with my Brother and Sister who live in CHINA after MY PARENT past Away. I was told I NEED to get a China-Recognized Notarization to verify I am who I am. What KIND NoTariZATION I need to get from Chinese EMBASSY IN US? I have US PASSPORT and OLD CHINA PASSPORT.
Thanks
Frank
You need to ask the Chinese department that is requiring the documentation, but my guess would be that they need notarization of a document that proves you are related to your parents. Perhaps that’s a birth certificate from China? If so, you just need to get that notarizaed in China.
Hi Josh – great article, thank you! It is really helpful and enlightening.
I have a client who needs to have New Zealand IDentification and bank documents notorised in China to comply with NZ requirements. Client is in Haikon City, Haihan Provence. Where is the closest Notary to them for this? My meagre on-line investigations show this is likely to be quite some distance away, but I cannot be certain.
Thank you for your help!
Hi Maria, notary services are ubiquitous throughout China. Every city is going to have one, although it may be difficult to find online. As mentioned in the article, what your client is looking for is the 公证处.
We’re planning to get married in Hong Kong, and i need to notarize the ‘notice of marriage’. D you have any idea where to go to have it notarized? Thanks!
It all depends on who needs the document and what they require. This is important to know.
Hi. Does the public notary from china can authorise me a document which is written in english language not in chinese? i am in a business with a chinese company and he (the general manager of the company which is chinese) must go with a statement to a notary to make that statement an ”NOTARIAL AUTHENTICATED STATEMENT”. I need that statement here in my country, in romania, to issue him a certificate from a romanian company, and the romanian company (which is issuing the certificate for him) told me to tell to my chinese partner to go with this statement (which is written by the romanian company in english languagein english) to make it an ”NOTARIAL AUTHENTICATED STATEMENT”. Thank you in advace for your fast reply
In my experience, a Chinese notary will only notarize Chinese language documents or those that have been translated by an authorized translation company.
Hi Josh, Chinese notaries or local notaries for any place outside one’s home country can only notarize documents issued in that country. There are very few documents that would require a local notary in the country outside one’s home country.
For most things that are to be done in one’s home country, the embassy can assist you to notarize the document; however, a notarization from most embassies will not permit you to be able to obtain the authentication from the Chinese embassy back home. The reason being that there are additional stamps and other documents required first and without using a notary back home it is not possible to obtain these per-requisite approvals.
The Chinese government also does not recognize a notarization only for the degree and criminal report documents, two documents of many required to obtain a work permit to work in China. This said, it is possible to verify one’s degree through the Chinese Government which is usually faster, cheaper, and the authentication does not expire, so it can be used in the future.
Hi Josh,
I graduated from china university and soon i will leave china with out my degree. I will get my degree next April so did one of my friend will do to notarize my documents. I mean is that possible someone can do the process instead of me?
I don’t believe so. I needed to have all my original documents with me for notarization (including my ID card/passport).
Hello josh, i graduated from a chinese university(ONLINE) due to Covid-19 and i am at my home country. i need to authenticate my degree for use in my country. Can someone do it on my behalf and do they need my original passport?
You’ll have to get the degree authenticated in your home country through the Chinese consulate anyway.
Hi…
I couldn’t do the notary of degree certificates due to covid outbreak. Now, I’m in my home country. I wanna do notary. Can you suggest me any agencies that can help me. please
You can try to get them notarized at a Chinese consulate, so you’ll have to work with a local visa agency.
Hi josh, MY wife worked in china and she needs to get an authenticated/notarized police clearance from there as a requirement for her us IMMIGRANT visa APPLICAtion. Any advise on this MATTER sir?