When dealing with cross-border matters such as immigration, studying or working abroad, or international trade, individuals and businesses often need to use certain documents in foreign countries. An Apostille is a certificate issued by the country where the document was originally issued. It serves to verify the authenticity of the signature or seal on the document, enabling it to be accepted for use in other countries.

As of November 7, 2023, China officially joined the 1961 Hague Convention (commonly referred to as the “Apostille Convention”) and began issuing and accepting Apostilles. This article provides an overview of how to obtain an Apostille in China. For more background information, please refer to our article “Understanding the Apostille.”

Where to Apply for an Apostille in China

The Ministry of Foreign Affairs (MFA) is the authority responsible for issuing Apostilles for Chinese documents. While the Department of Consular Affairs has a service window for accepting Apostille applications, most applications are processed by designated local Foreign Affairs Offices (FAOs) or authorized agencies in Beijing.

If you are not in Beijing and want to know where to submit your Apostille application, you can check if your local FAO is listed on the Chinese Consular Service Website under the “Apostille” section. If your city is listed, this FAO may be the most convenient location for processing your Apostille. If not, you may want to check if another FAO within your province can handle the application. Please note that FAOs cannot process applications for documents issued outside their jurisdiction.

No local FAO? If you are unable to find an FAO in your area, don’t worry — you can still rely on Truewords Translation to handle your Apostille application remotely. We assist clients from all over China, and even if your local FAO cannot process your application, we can guide you through the entire online process.

Which Documents Can Be Apostilled?

In China, the following three types of documents are eligible for an Apostille:

1. 1. Civil Notarial Documents
2. 2. Commercial Documents Certified by the China Council for the Promotion of International Trade (CCPIT)
3. 3. Export-Related Certificates Issued by the Entry-Exit Inspection and Quarantine Bureau

Common Examples of Documents That Can Be Apostilled:

1. 1. Civil Notarial Documents (Note: All civil documents must be notarized before they can be apostilled.)
   • • Police Clearance Certificates
   • • Birth Certificates
   • • Marriage Certificates
   • • Power of Attorney
   • • Academic Transcripts and Diplomas
   • • Contracts
2. 2. Commercial Documents Certified by CCPIT (Note: Commercial documents must be certified by CCPIT before they can be apostilled.)
   • • Certificates of Origin
   • • Free Sale Certificates
   • • Commercial Invoices
   • • Business Licenses
   • • Export Customs Declarations
   • • Power of Attorney
3. 3. Export-Related Certificates
   • • Certificates of Origin
   • • Phytosanitary Certificates
   • • Animal Health Certificates

Required Materials for an Apostille

To apply for an Apostille, you generally need to provide two key items:

1. 1. A valid identification document (e.g., Chinese Resident ID, Passport, Mainland Travel Permit for Hong Kong and Macao Residents, or Taiwan Compatriot Permit)
2. 2. The original document to be apostilled

For specific groups (such as state-sponsored personnel, international students, businesses, or foreign diplomatic and consular missions), additional documentation may be required. The Department of Consular Affairs has the discretion to request other materials they deem necessary.

Processing Time for an Apostille

The processing time for an Apostille is typically 2–4 business days. However, some local FAOs may not have the authority to issue Apostilles directly and will need to forward documents to another FAO. This can extend the overall processing time, as the courier time is not included in the 2–4 business days.

How to Verify an Apostille

You can verify the authenticity of an Apostille using a browser on your mobile phone or computer. Here’s how:

Method 1 (Recommended)

1. 1. Open your mobile browser and visit the Chinese Consular Service Website‘s document verification section here.
2. 2. Click on “Scan QR Code for Verification” and scan the QR code located at the top left corner of the Apostille document.
3. 3. View the verification result.

Method 2

1. 1. Open your computer browser and visit the Chinese Consular Service Website‘s document verification section here.
2. 2. Enter the Apostille’s verification number and sticker number, then click “Verify.”
3. 3. View the verification result.

Why Choose Truewords for Your Apostille Service?

At Truewords Translation, we specialize in providing fast, reliable, and professional Apostille services for both individuals and businesses in China. Whether you’re applying for a police clearance certificate, academic transcript, or commercial document, we ensure that the entire process is handled efficiently, without the need for you to visit any offices in person.

Even if your local Foreign Affairs Office (FAO) does not accept third-party applications, Truewords Translation offers online, remote processing. All you need to do is send us scanned copies of your documents, and once the notarization is complete, we’ll ship the Apostille documents directly to you.

With our online service and global delivery options, you can trust us to handle your Apostille needs — no matter where you are.

Get Started Today with Truewords Translation

Contact us today to start the process of obtaining your Apostille. Whether you need a Chinese police clearance certificate apostilled, or any other document processed, Truewords Translation is here to help you every step of the way.

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