Guidelines for Authentication

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2023-05-11 08:40

Consular authentication refers to the activity that the consular authentication agency confirms the authenticity of the last seal and signature on domestic foreign-related notarial certificates, other certification documents, or foreign related documents based on the application of natural persons, legal persons or other organizations.

The purpose of consular authentication (legalization) 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.

Consular authentication does not perform the function of certification for matters certified by notarial deeds or other certification documents, and is not responsible for the authenticity and legality of the content of the document itself. The content of the document is the responsibility of the document issuing agency.

The Chinese Embassy in the United States can authenticate notarial deeds and other documents issued by relevant agencies of the United States for use in China. The deeds or documents should be certified by the U.S. Department of State first.

The Chinese Consulate-Generals in the United States can authenticate notarial deeds and other documents issued by relevant agencies of the United States for use in China. The deeds or documents should be certified by the Authentication Office of the Secretary of State (or the Lieutenant Governor) first.

Consular authentication by the Chinese Embassy or Consulate-Generals in the U.S. 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 of the U.S. and apostilled by the Secretary of State (or the Lieutenant Governor) or the Authentication office of the U.S. Department of State, they can be used in Hong Kong or Macao.

I. Procedures for authentication

Step 1: Have your document notarized by a local notary public unless it is an original certified copy/certification issued by a competent Federal/ State/local Office, which does not need to be notarized by a notary public.

Step 2: The document needs further to be authenticated by the Secretary of State (or the Lieutenant Governor) where it is executed. (Some states require that the document be certified by the County Clerk first.)

Step 3: Applicants must apply for authentication at the Chinese Consulate-General of the consular jurisdiction where the document is certified. The consular jurisdiction of the Chinese Consulate-General in San Francisco covers: Northern California, Washington, Oregon, Nevada and Alaska. Only documents certified by the Secretaries of State (or the Lieutenant Governor) Office of the above listed five states can be certified by the Chinese Consulate-General in San Francisco. (Please note that your authentication application may be rejected by the Embassy/Consulate-General that does not hold consular jurisdiction over the state where your document is executed.)

II.Basic Documents and Requirements

1.One duly completed and signed "Application Form of Consular Legalization of the Embassy/Consulate of the People's Republic of China" (please click the link: http://sanfrancisco.china-consulate.gov.cn/lsbgxz/200903/P020220928148894450674.pdf ) (Please fill out on computer, then print and sign). Applicants need to sign the application form with wet signature in Section 8 of the application form. Please note that two signatures are required. If applications are submitted by agents, the agents also need to sign the form.

Please note: To legalize Death Certification, need to fill out "Application Form of Legalization for Death Certificate" ( please click the link: http://sanfrancisco.china-consulate.gov.cn/qianzhen/gzrz/202107/t20210723_9018468.htm ).

2.The original and one photocopy of the documents, which have already been authenticated by the Secretaries of State (or the Lieutenant Governor).

3.If the application is submitted by the applicant him/herself, the applicant needs to provide a photocopy of his/her valid passport or ID. (For Chinese applicants, please provide valid Chinese passport; For American applicants, please provide valid passport or driver's license; For applicants of other countries, please provide the valid passport).

4.If your application is submitted by an agent, please complete Section 7 on the application form and include the photocopies of both the applicant's and the agent’s valid passport/driver's license.

5.If business licenses need to be legalized, please submit the photocopy of legal representative’s passport/driver’s license and a copy of documents that can prove his/her identity.

6.Other supporting documents a consular officer may request.

Additional requirements for particular documents besides the basic documents listed above:

Documents

to be Authenticated

Documents needed

Precautions

Marriage

Certificate

1.Application Form

2.Original and copy of the documents that have been authenticated by the Secretary of State (or the Lieutenant Governor)

3.Photocopies of the IDs of both parties of the marriage.

4.If submitted by agents, please provide their ID

copies.

The application should be submitted by one or both parties of the marriage as the applicant.

Birth Certificate

1.Application Form

2.Original and copy of the documents that have been authenticated by the Secretary of State (or the Lieutenant Governor).

3.If submitted by agents, please provide their ID

copies.

1.The application should be submitted by the legal guardian of the child.

2.Please use the information of the

child as the applicant and that of the guardian as the agent in the application form.

3.If the guardian entrusts an agent to

apply on their behalf, the agent should

provide his ID copy, his contact

information and relationship with the

guardian.

Death Certificate

1.Completed Application Form of Legalization for Death Certificate.

2.Original and copy of the documents that have been authenticated by the Secretary of State (or the Lieutenant Governor).

3.Relationship certificate; photocopies of IDs of

the decedent and the near relative.

4.If the near relative entrusts an agent to submit the

application, a POA from the near relative and ID

copy of the agent are required.

The application should be submitted by a near relative (as the agent) of the decedent.

Business

Documents

1.Application Form

2.Original and copy of the documents that have been authenticated by the Secretary of State (or the Lieutenant Governor).

3.The certificate of registration or Good-standing of the company/organization.

4. The ID photocopy of the company/

organization Legal Representative.

5.If submitted by agent, an ID copy of the agent

need to be provided.

6.If documents is related to major matters of the

company, the agent should submit a POA or

reference letter issued by the legal representative.

The application should be submitted by the company/organization which is the lawful holder of the documents.

III. Notes:

1.Your document must be authentic, intact and legitimate. The Embassy/Consulate-General will NOT authenticate a document that contains illegal contents under Chinese laws or may cause potential threats to China's national or public interests.

2.A document containing two or more pages must be bound properly and securely, with sealing wax or paging seal/embossed seal to ensure the integrity of the document. The Embassy/Consulate-General will NOT authenticate a document if it is found illegitimate, or in any way forged, counterfeited, fraudulent or altered.

3.Single status affidavits/certificates intended to be used for marriage registration in China are only valid for six months from the date of issuance. The Embassy/Consulate-General will NOT authenticate a document if it becomes invalid.

4.The Embassy/Consulate-General will NOT authenticate Chinese passports, Chinese Resident Identity Cards, Chinese Driver's Licenses or other documents issued by Chinese domestic authorities.

5.Documents legalized by the Embassy/Consulate-General shall not be disassembled or altered. The applicant shall bear all responsibilities and legal liabilities arising from disassembly and alteration of documents.

IV. How to apply

1.Send the application documents to sf_gzrz@csm.mfa.gov.cn. After passing the preview, you will receive an E-mail including "Mailing Reference Number" and "Mailing Instructions" from the Consulate-General.

2.Mail the whole set of physical documents, the prepaid self-addressed envelope with stamp or postage to the designated address, Cashier's Check (or Money Order) to the Consulate-General as required. Please choose USPS Priority or Express envelopes when mailing. The Consulate-General does not accept small envelopes.

3.If there is a need for emergency application due to humanitarian reasons, please mark the subject of the E-mail with “applicant’s name + emergency”. In addition to the above-mentioned application documents, you should upload the relevant proof documents.

4.The application documents can be submitted by the applicant himself/herself or by an agent. Please note that the applicant may be required to come to the Visa Office in person to have an interview as deemed necessary by a consular officer.

5.The application is irrevocable once processed and approved and the authentication fees must be paid.

V. Processing Time

1.Regular service: From the date of receiving the required physical application documents mailed to the Consulate-General, the Consulate-General will process them as soon as possible and within less than 10 working days. If the physical application documents mailed to the Consulate-General do not meet the requirements, it will take longer.

2.Express service: From the date of receiving the required physical application documents mailed to the Consulate-General, the Consulate-General will process them as soon as possible within less than 2-3 working days, only in emergency case.

3.Rush service: From the date of receiving the required physical application documents mailed to the Consulate-General, the Consulate-General will process them as soon as possible within less than 1 working days, only in emergency case. (Applications must be submitted before 12:00 p.m.)

Note: The above processing time is average and for reference only. It does not include the time for submitting supporting materials, consulting or verifying information, or delays caused by force majeure.

VI. Fees and Method of Payment

1.Fees:

Regular service:

Civil documents (Chinese Nationality): $8 per document;

Civil documents (Other Nationality): $25 per document;

Commercial documents (Chinese Nationality): $16 per document.

Commercial documents (Other Nationality): $50 per document.

Plus mailing processing fee $5 (only once for the same return envelope)

Express service: an additional fee of $25 per document.

Rush service: an additional fee of $37 per document.

2.Method of Payment

Cashier's Check or Money Order (can be purchased at the bank or post office). The payee is: Chinese Consulate. The payment amount must be accurate, otherwise the payment cannot be accepted. Please write "Mailing Reference Number" (such as "RZ-1234") in the Memo column. "Mailing Reference Number" should not be written in the “Pay to” column and do not sign on the back of Cashier's Check or Money Order. Write the applicant name and return mailing address in the proper place of the envelope,

VII. Mailing Information

1.Consulate-General mailing address:

Visa Office (Consular Legalization), Chinese Consulate-General

1450 Laguna Street, San Francisco, CA94115

2.Postal services are provided by the local postal departments or courier companies.Once the applicant submits the application to the Consulate-General by mail, it defaults that he/she is aware of and willing to bear all the consequences, responsibilities and risks such as loss and damages of documents and passports that may occur in the mailing process.

VIII.Contact Information of the Secretaries of State of CA, WA, OR, NV, AK (for reference only, subject to change):

1.California Secretary of State

1500 11th Street

Sacramento, California 95814

http://www.sos.ca.gov/

Telephone: (916)653-6814

2.Washington Secretary of State

801 Capitol Way S.

Olympia, WA 98504

Telephone: (360) 725-0344 or (360)725-0345

3.Oregon Secretary of State

Public Service Building Suite 151