Apostille · Certification Guide Last updated: Dec 2025 (based on public policies and common acceptance practices)

Apostille (Hague Certification) Guide (China)

This guide is for applicants who need to useChina-issueddocuments overseas (study, immigration, cross‑border work, international trade, etc.). We cover what Apostille is, applicability, the difference from consular legalization, the China process, required materials, timelines, and verification—so you can confirm the right path before you start.

Contents What is Apostille? What is the Hague Apostille Convention? When do you need Apostille vs. consular legalization? Which documents can be apostilled? How to obtain Apostille in China (process) What materials are required? Processing time and influencing factors How to verify an Apostille Pitfalls & common return reasons Frequently Asked Questions (FAQ)

What is Apostille (Hague Certification)?

Apostille (also known as anApostille Certificate ) is an authentication issued by the designated competent authority of the issuing country. Its purpose is to certify the authenticity of thesignature, seal, or the signer’s capacityon a public document so it can be accepted for use in other countries.

Key point:Apostilledoes not certify the document’s content; it only certifies formal elements (e.g., signature/seal).

What is the Hague Apostille Convention?

The Convention Abolishing the Requirement of Legalisation for Foreign Public Documents (the “Hague Apostille Convention”) establishes the Apostille mechanism, replacing multiple steps in traditional consular legalization with a single Apostille certificate. Apostille is valid onlybetween Convention member countries.

When do you need Apostille vs. consular legalization?

Prefer Apostille

When the issuing country and the destination countryare both Hague Convention members , Apostille is usually applicable.

Consular legalization (traditional path)

If either sideis not a Convention member , you generally need consular legalization (multi‑step) per the destination’s requirements.

In practice, whether Apostille is accepted depends on thereceiver’s explicit requirements (schools/immigration/employers/banks/courts, etc.); confirm the recipient’s document checklist before you apply.

Which documents can be apostilled?

Document types vary by purpose. Below are common categories (subject to the actual acceptance rules):

1) Civil documents (often require prior notarization or compliant issuance)

  • Criminal record certificate
  • Birth certificate; marriage/divorce certificate
  • Degree/diploma and transcripts (for overseas schools/employers)
  • Power of attorney, declarations, etc.

2) Commercial documents (common in cross‑border trade/corporate matters)

  • Business license, articles of association, board resolutions, etc.
  • Commercial invoices, authorization letters, contracts, etc.
  • Certificates of origin, free sale certificates, etc. (subject to purpose and issuing‑authority requirements)

3) Other specific certificates

For example, certain inspection/quarantine or export‑related certificates may apply depending on industry and issuing‑authority requirements.

Tip:If you’re unsure whether a document qualifies for Apostille, the safest approach is to confirm the receiver’s requirements first, then verify whether the document falls within the certifiable scope in the issuing jurisdiction.

How to obtain Apostille in China (process)

China implemented the Hague Apostille Convention on 7 Nov 2023 and began issuing and accepting Apostille certificates. In China, applications are typically handled by the Ministry of Foreign Affairs and its authorized offices.

Process (common path)

  1. Confirm destination and purpose requirements : whether Apostille is accepted or consular legalization is required.
  2. Prepare original documents : prepare certificates/attestations/corporate originals based on purpose.
  3. Complete prerequisite steps (if needed) : some materials require notarization or issuance/stamping by a designated body.
  4. Submit the Apostille application : submit to the service window/authorized office and pay fees (if any).
  5. Collect / receive by mail : collect the Apostille certificate or receive it per office rules.

Two common scenarios you may encounter

  • Apostille only : formal requirements are met; apply directly.
  • Notarize first, then Apostille : many civil uses require notarization first; then apply Apostille for the notarized document.

What materials are required?

  • Valid ID of the applicant (ID card/passport, etc.)
  • Original document to be certified (or an acceptable version)
  • Notarial certificate / translation (if required by the receiver or acceptance rules)
  • Other supporting materials : purpose statement, delivery address, authorization materials, etc. (per office rules)

Processing time and influencing factors

Apostille issuance commonly takes about 2–4 business days (excluding prior notarization and shipping). The overall timeline may be affected by:

  • Whether prerequisite notarization or extra materials are required
  • Queues and intake pace at the issuing/accepting office
  • Round‑trip shipping time (if needed)

How to verify an Apostille

Verification methods vary by issuing country. Common approaches include:

  • Scan the QR code on the Apostille certificate (if applicable)
  • Verify by entering the reference number in the authority’s online database (if applicable)
  • Confirm with the issuing authority via official channels (phone/email)

Common misunderstandings and return reasons (avoid pitfalls)

  • Myth 1:Thinking Apostille equals “content certification/notarization”. (In fact, it only verifies formal elements like signatures/seals.)
  • Myth 2:Not confirming whether the destination country is a Convention member, making the document unusable after certification.
  • Myth 3:Not preparing prerequisites required for the purpose (e.g., notarization, translation, designated issuance).
  • Myth 4:Inconsistent document details (name/ID number/issue date), leading to re‑submission.

Before submission, do a checklist review: purpose requirements, country applicability, document version, and whether prerequisite steps are complete.

Frequently Asked Questions (FAQ)

1) How do I choose between Apostille and consular legalization?

First confirm whether the destination country is a Convention member, then confirm the receiver’s requirements. If both sides are members, Apostille is usually preferred; otherwise, consular legalization is more common.

2) Do degrees/transcripts always require notarization first?

Not necessarily. It depends on the receiver’s requirements and the document’s issuance format. Some scenarios require prior notarization or a specific version issued by a school/institution.

3) Do I need translation for Apostille?

Apostille is not a translation. Whether translation is required (and translator qualifications) depends on the receiver’s requirements.

4) How long does Apostille usually take?

The certification stage is commonly 2–4 business days, but the overall timeline will be longer if prior notarization and shipping are involved. Plan extra time.

5) After Apostille, how can overseas institutions verify it?

Prefer QR code or online system verification. If no online system is available, use the issuing authority’s official channels for manual verification.

If you already know the destination and document type and want a quick determination of whether to use “Apostille” or “consular legalization”, feel free to send us yourdocument type, issuing location, destination country, and purpose. We will suggest appropriate steps and a timeline based on common requirements.