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Authentication at the Chinese Embassy or Consulate General
In harmony with international practice and consular practice in China, the purpose of consular authentication is to ensure that notarial deeds issued in one country can be acknowledged by relevant authorities in another country, and the deeds can have its due legal effect, which shall not be affected by doubts on the authenticity of the seal or signature on the deeds.
The Chinese Embassy and Consulates General in Canada can authenticate notarial deeds and other documents issued by relevant authorities of Canada for use in China. The deeds or documents should be authenticated by the authentication office of the Canadian Foreign Affairs Department or the relevant province (territory) before submitting to the Chinese Embassy or Consulate General.
Consular authentication by the Chinese Embassy or Consulate General in Canada is not required for relevant documents to be used in Hong Kong SAR or Macao SAR of China. As long as these documents are notarized by a local notary public, lawyer or Commissioner of Oaths of Canada and authenticated by the authentication office of the Canadian Foreign Affairs Department or the relevant province (territory), they can be used in Hong Kong or Macao.
Requirements and guidelines for Authentication at the Chinese embassy and its Consulates in Canada:
I. A document to be authenticated should meet the following requirements:
1. The document should have been firstly notarized by a local notary public, lawyer or Commissioner of Oaths of Canada, and then authenticated by the authentication office of the Canadian Foreign Affairs Department or the relevant province (territory).
2. The document is truthful, legal and without contents violating Chinese law or threatening to China’s national or public interests.
3. A document with more than one page must be properly bound as a volume to avoid any substitution. Sealing wax, eyelet, paging seal or steel seal should be applied to ensure the integrity of the documents.
II. Documents Required for Application
1. One fully completed Application Form for Notarization and Authentication ( from Below)
2. The original and a photocopy of the document to be authenticated.
3. The original of the applicant’s passport and a photocopy of the photo/information page of the passport.
4. If the applicant is not a Canadian citizen, the original and a photocopy of the permanent resident card, study permit or work permit, will be required.
5. If the document is a business license, a photocopy of the passport (and a permanent resident card or study/work permit, if you have) of the company’s legal representative and the original company document that can prove the person’s legal representative status should be submitted.
6. In some cases if necessary, applicant should come in person for an interview as required by the Chinese Embassy or the Consulate General.
III. Other Important Information
1. According to regulations of China, a single status affidavit used for marriage registration in China is valid for only 6 months from the date of issuance. If an applicant needs to use it after it has been issued for 6 months, he or she needs to obtain a new single status affidavit.
2. Documents for use in China for adoption affairs, such as statement of marriage, health status, proof of finance, income or no criminal record, can only be authenticated if the period between the notarized date and the adoption registration date (excluding the processing time taken by China Center for Adoption Affairs) does not exceed 6 months.
3. Consular officials of the Chinese Embassy or the Consulate General will review the documents to be authenticated. If there is any problem, such as uncompleted process, wrong document format, illegal contents, or alteration or substitution of the document, the application will be rejected.
4. Consular officials reserve the right to request additional documents from the applicant.
5. A document that has been authenticated by the Chinese Embassy or the Consulate General shall not be wilfully bound, unbound or altered. An applicant is solely responsible for all consequences and legal responsibilities arising from his or her unauthorized binding, unbinding or altering of the document.
6. The above information is subject to change and explain by the consular officials of the Chinese Embassy or the Consulate General.
Application Forms (download PDF form by clicking the links below)