Documents intended for use in non-Hague Convention countries normally undergo consular legalization (also known as double authentication) in accordance with the requirements of the receiving country. Legalization is a process used to verify the authenticity and validity of a document for official use in a foreign country.
Types of Documents Eligible for Consular Legalization
One fundamental rule of consular legalization is that a country can only legalize documents that were issued within its own jurisdiction. For example, documents issued in mainland China can only be legalized in the Chinese mainland. Likewise, documents such as academic diplomas obtained abroad cannot be legalized in China—they must be legalized in the country where they were originally issued.
In addition, before a document can be legalized in China for overseas use, it must first be notarized. Since the document will be submitted abroad, it must be notarized at a notary office authorized to handle international (foreign-related) notarizations.
Common documents that require consular legalization include:
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Graduation and degree certificates
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Academic transcripts
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Marriage certificates
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Medical certificates of birth
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Police clearance certificates (no criminal record)
How to Legalize a Document for Use in Non-Hague Convention Countries
(Consular Legalization / Dual Authentication Process)
Once you have confirmed the document requirements of the receiving institution or authority, the consular legalization process typically involves the following two major steps:
1. Foreign-related Notarization
Before you can proceed with legalization, the document must first be notarized at a notary office authorized to handle foreign-related notarizations. This step confirms the authenticity and legal validity of the original document.
2. Consular Legalization (Dual Authentication)
This is a two-step authentication process:
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Step 1: Authentication by the Ministry of Foreign Affairs (MOFA)
The notarized document is submitted to the Department of Consular Affairs at MOFA, which verifies that the notary public’s seal and signature are genuine. MOFA accepts applications for notarized documents from across the country. In some cases, local Foreign Affairs Offices (FAOs) authorized by MOFA can process legalization requests for documents issued within their own jurisdictions. -
Step 2: Legalization by the Foreign Embassy or Consulate in China
Once the document has been authenticated by MOFA, it must then be submitted to the embassy or consulate of the destination country in China. The consular authority will verify the authenticity of MOFA’s seal and the official’s signature.
This two-step process—MOFA authentication followed by embassy legalization—is commonly referred to as consular legalization or dual authentication.
Common Consular Legalizations (Dual Authentication)
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Thailand Consular Legalization
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Cambodia Consular Legalization
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Laos Consular Legalization
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Malaysia Consular Legalization
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Vietnam Consular Legalization
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United Arab Emirates (UAE) Consular Legalization
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Egypt Consular Legalization
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Qatar Consular Legalization
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Zimbabwe Consular Legalization
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Kuwait Consular Legalization
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Iraq Consular Legalization
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Angola Consular Legalization
Processing Time
In a narrow sense, “consular legalization time” refers only to the time required for the embassy or consulate to complete the legalization process. This timeline varies depending on the country, as different embassies and consulates in China have different levels of processing efficiency.
More broadly, however, consular legalization includes all three steps of the process:
Total Time = Notarization Time + MOFA Authentication Time + Embassy Legalization Time
Important Note:
The time required for embassy legalization is not always predictable. Even if an embassy publishes a standard processing timeline, delays may still occur due to internal procedures or document review policies.
We strongly recommend that you allow extra time and plan ahead, especially if your documents are time-sensitive.
Fees – Consular Legalization
The total cost of consular legalization depends on several factors, including:
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The notary office handling the case
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The type of notarization required
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Language(s) involved
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The destination country
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Standard or expedited processing
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Number of copies
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The complexity of the documentation
For an accurate quote tailored to your situation, please consult with one of our advisors.
Important Notes – Consular Legalization
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Consular Legalization Must Be Handled Within the Same Province
Legalization cannot be processed across provinces. A notarized document issued in a particular province can only be authenticated by the Department of Consular Affairs in Beijing or by the Foreign Affairs Office (FAO) within the same province. -
Different Requirements from Local FAOs
The Ministry of Foreign Affairs and various provincial FAOs may have different submission requirements.-
In Beijing, for example, submitting a notarized document for single or dual legalization typically only requires the original notarized document—no additional materials are needed.
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In Shanghai, when applying for MOFA authentication through the local Foreign Affairs Service Center, the notarized document must be sealed in an envelope by the notary office, and the applicant is not allowed to open it.
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In Guangzhou, the requirements are even stricter: in addition to the sealed envelope, a recommendation letter must be included with the application to the Guangdong Foreign Affairs Service Center.
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Please check with us before submission to ensure you meet the correct requirements based on your location.
Consular Legalization vs. Apostille – What’s the Difference?
It’s important to understand that consular legalization and Apostille are mutually exclusive processes—you only need to complete one, not both.
If a document is being used between countries that are both parties to the Hague Apostille Convention, an Apostille is sufficient and no further consular legalization is required.
However, if either the issuing country or the receiving country is not a member of the Convention, consular legalization (also known as dual authentication) is required.
In the past, since mainland China was not a member of the Hague Convention, all documents involving China had to undergo consular legalization. However, since China’s accession to the Convention, Apostilles can now be used for documents intended for use in Hague member countries such as South Korea, Germany, and France.
For documents that will be used in non-Hague countries—such as Malaysia, the UAE, or Thailand—consular legalization remains necessary.
True Words at Your Service
True Words provides comprehensive authentication/legalization agent services to ensure your documents meet the requirements for international use. Our experienced team handles document preparation, submission, and follow-up, to streamline the process and save you time and effort.
With our expertise and attention to detail, you can trust that your documents will be properly authenticated and ready for use in the target country. Choose True Words for reliable and efficient authentication/legalization agent services that meet your international document needs.
