Need your documents used abroad? Confirm the process first

Overseas Notarization & Authentication

Apostille, consular legalization, Hong Kong document notarization and more

Requirements differ from country to country and from authority to authority. Send us the scanned documents and where they will be used — we first help you confirm which type of authentication you need, whether translation is required, and what to prepare.

✓Feasibility checked first, so you prepare the right materials
✓We tell you whether Apostille or consular legalization applies
✓Materials, translation, timing and delivery explained in one go

Ask how to proceed → See what to prepare

When enquiring, please tell us: where the document was issued, where it will be used, which authority receives it, what it is for, which language is required, and your deadline.

Confirm firstCheck the document and its use

Then preparePrepare materials as required

Followed upConsultable from filing to return

Overseas notarization and authentication service documents

Tell us these details first

Send us 5 details for a faster answer

The same document can face completely different requirements in another country or before another authority. The clearer the information, the sooner we can get it right.

You can send these details straight to a consultant

Complete scans + where the document was issued + where it will be used + the receiving authority’s requirements + your deadline. If the document must be signed by you or a company officer, also tell us where the signer currently is.

Where the document was issued

For example mainland China, Hong Kong, a US state, the UK or Singapore. Different issuing places involve different authorities.

Where the document will be used

We first check whether the place of use accepts Apostille; if not, whether consular legalization is needed.

What the receiving authority requires

Banks, courts, schools and immigration authorities may differ on originals, copies, validity, translation and quantity.

What kind of document it is

Government certificates, corporate documents, powers of attorney, declarations or contracts may need different notarial steps first.

What we can help with

Common services at a glance

Some documents need only one step; others need notarization first, then Apostille or consular legalization. We explain the route for your actual use — no guessing.

Apostille

For use between countries and regions party to the Hague Convention. It mainly certifies that the signature, seal or signatory information on the document is genuine.

Common simplified route

Consular / Embassy Legalization

When a document is to be used in a country outside the Hague Convention, it usually goes through the relevant authorities and the destination country’s embassy or consulate.

For non-Hague countries

Notarization, Witnessing & Certified Copies

Powers of attorney, declarations, passport copies or certain contracts may first need a notary or lawyer to witness the signature, or to certify a copy as true to the original.

Certify signature or copy first

Hong Kong Company Documents

Hong Kong company documents used in mainland China or elsewhere follow different routes. We confirm per place of use whether China-appointed attesting, international notarization or further legalization applies.

Cross-border HK documents

US State & Federal Documents

US state government documents, state notarized documents and federal agency documents are handled by different authorities. Identify the issuer first to take the right steps.

Check the issuing body first

Translation & Format

We confirm together which language is needed, how names are spelled, whether seals must be translated, and whether originals or copies are used — reducing rework after translation.

Confirm translation first

Documents we can handle

Corporate and personal documents — send scans first

At the start we usually review clear scans; no need to mail originals right away. Once we confirm what can be done, we tell you whether originals or new certificates are needed.

Certificate of Incorporation

Certificates of incorporation, business licences and formation certificates.

Articles & Organizational Documents

Articles of association, operating agreements and other constitutive documents.

Director & Shareholder Documents

Board resolutions, shareholder resolutions, director or shareholder lists, incumbency certificates.

Good Standing & Incumbency

Certificates of good standing, incumbency or company status certificates.

Tax & Business Registration

EIN confirmation letters, tax registration, business registration certificates.

Audit & Financial Documents

Audit reports, financial statements and certain bank or accounting documents.

Situations you may be in

Situations that often require notarization & authentication

Tell us what the document is for — only then can we judge whether notarization is needed, which authentication applies, and whether translation is required.

Overseas company formation or changes

Forming a company abroad, setting up a branch, changing shareholders or directors, or cross-border investment often calls for corporate certificates.

Company formation or change

Bank account opening & KYC updates

Banks may require incorporation documents, director proof, authorized signatures, proof of address or certified copies.

Bank review

Cross-border transactions, financing & tenders

Common documents include good standing certificates, powers of attorney, resolutions, specimen signatures, audit documents and qualification certificates.

Follow the counterparty’s checklist

Immigration, study & employment

May require birth certificates, marriage certificates, diplomas, transcripts, no-criminal-record certificates, professional qualifications or employment proof.

Personal documents

Litigation, arbitration & authorization

Common documents include powers of attorney, declarations, evidence materials and court documents. Confirm witnessing requirements before signing.

Confirm before signing

Common routes

The route differs by where the document is from and where it is used

Below are common situations for a rough idea. Before proceeding, the specific document and the receiving authority’s requirements still apply.

How the document is used

Typical route

What to confirm first

Mainland China → Hague Convention area

Prepare a notarial certificate or public document, then obtain an Apostille

Whether the document can be processed, which foreign-affairs authority accepts it, and whether translation is needed.

Overseas Hague area → Mainland China

Obtain an Apostille where the document was issued

Whether notarization is needed first, whether Chinese translation is required, and the receiving authority’s requirements.

Mainland China ↔ non-Hague country

Follow the traditional consular legalization steps

Destination embassy/consulate requirements, translation language, fees and processing time.

Hong Kong documents → Mainland China

Usually China-appointed attesting notarization and related procedures

Specific use, document version, signing method, quantity and validity.

Hong Kong documents → other countries or regions

International notarization, then Apostille or consular legalization

Which authentication the destination accepts, and whether High Court authentication is needed.

US documents → other countries or regions

Handled separately at state or federal level

Whether the document was issued by a state, county, notary or federal agency.

China has applied the Hague Apostille Convention since 7 November 2023. Between China and other contracting states, an Apostille generally replaces the previous consular legalization; non-contracting states still follow consular legalization. Final acceptance always depends on the receiving authority.

China Consular Service Network HCCH Status Table

Before you enquire

Send these materials first for a faster answer

No need to mail originals at the start. Send the scans and usage requirements first; after we confirm, we tell you what to formally submit.

Tell us about the documents and their use

Complete, clear scans of the documents — signatures, seals and backs included
Which country or region issued the document, and who issued or signed it
Which country and city it will be used in, and which authority receives it
What it is for — e.g. bank account, registration, litigation, study or tender
Any checklist, sample, email or format requirements the counterparty gave you

Tell us your processing requirements

Applicant or company name, and your relationship to the document
Who must sign, where the signer is, and whether they can attend witnessing
How many copies, and whether multiple originals or certified copies are needed
Target translation language, and any fixed spelling of names or company names
Your deadline, and where the documents should finally be mailed

We check these 4 things for you first

Is the document completeSignatures, seals, dates and attachments all present.

Who issued the documentGovernment, company, notary or personal signature.

Is there enough timeValidity of the document and feasibility before your deadline.

How to handle translationCertified translation or not; how to render names and seals.

How it works

From enquiry to return, roughly 5 steps

Clarifying what needs to be done before formal filing reduces supplementary materials and redo.

Send materials

Send scans, place of use, purpose and deadline.

Confirm the plan

We confirm what to apply for, the materials and the expected time.

Notarization

Where needed, we arrange witnessing, notarization or certified copies.

Authentication

Apostille, foreign-affairs authentication or consular legalization as applicable.

Check & return

We check names, numbers, seals and attachments, then mail them to you.

Time & cost

Why timing and fees differ between documents

Before we see the document, a one-size-fits-all quote on time and price is hardly accurate. The factors below directly affect the steps, government fees, translation and courier costs.

Where the document is issued

Different countries, states, provinces or cities mean different authorities and processing times.

How many steps are needed

Notarization only, Apostille, or multi-level consular legalization differ in steps.

Document volume & translation

More documents and more languages usually mean more time and cost.

Rush service & delivery

Rush availability, holidays and international courier destinations all affect delivery time.

Avoid detours

Watch these issues early to reduce resubmission

Completing authentication does not guarantee acceptance. Preparing to the receiving authority’s requirements is usually safer than simply rushing.

Wrong type of authentication

Consular legalization done as Apostille (or vice versa) may render the document unusable.

Document too old or wrong version

If the counterparty requires the latest certificate or a specified version, older documents may be rejected.

Inconsistent name rendering

Names and titles must match across passport, translation, corporate documents and POA.

Premature or wrong signing method

Some documents must be signed in person or in a specified manner — do not sign in advance.

Incomplete translation

Seals, embossed stamps, handwritten content and attachments may also need translation.

Attachments not included

Missing contract annexes, articles or lists may make the scope of authentication incomplete.

Receiving authority not checked

Banks, courts and schools may additionally require originals, specific quantities or validity.

Treating authentication as content guarantee

Authentication mainly certifies the origin of signatures and seals — not the content or its legal effect.

Why work with us

Someone explains the process — and someone follows through

offers Chinese-language consulting. Send us the documents and their use; we first judge what needs to be done, then explain the materials, steps and delivery.

Confirm first, then start

We look beyond the document title to where it will be used, who receives it and for what.

Missing items flagged early

Scans and basic materials are checked before formal filing to cut back-and-forth.

Followed through the process

From confirmation and filing to authentication and return, issues are communicated promptly.

Business phone 15300786117

Office address No. 517, Qifan Road, Pudong New Area, Shanghai

Enquiry Contact us

Whether a document is ultimately accepted is decided by the handling or receiving authority. For litigation, contract validity, rights and obligations and similar legal matters, please also consult a local lawyer.

You may also ask

FAQ

Both phrasings appear in searches; the usual term is overseas notarization and authentication. In practice it may cover notarization, Apostille, foreign-affairs authentication or consular legalization — one step or several.

Where the Hague Convention applies, an Apostille is generally obtained; otherwise consular legalization is required. It also depends on the issuing place, the place of use and the receiving authority.

In most cases complete, clear scans are enough to start. Whether originals, new certificates or identity supplements are needed for formal filing, we confirm and tell you.

In many places the signature must first be witnessed by a notary before the Apostille. Confirm before signing — do not sign in advance.

The common route is China-appointed attesting notarization and related procedures, depending on use — incorporation, changes, litigation, investment, banking or property.

State government documents, state notarized documents and federal agency documents are handled by different authorities and cannot be mixed. Check who issued the document first.

It depends on the receiving authority. Some accept English; others require Chinese or the local language, and some require the authentication page and seals to be translated as well.

Not necessarily. Requirements on authentication type, language, validity and format differ by country — confirm separately for each place of use.

We can give an estimated time, but government processing, holidays, appointments, supplementary materials and international couriers may all affect it. Tell us early if you have a deadline.

An Apostille mainly certifies signatures, seals or signatory information — it is not a guarantee of content or legal effect. Acceptance remains with the receiving authority.

Notarization usually certifies signatures, identity, facts or copies. For use abroad, the counterparty may also require proof of the notary’s signature and seal — hence Apostille or consular legalization.

Send complete scans and state where the document was issued, where it will be used, which authority receives it, the specific use, how many copies, which language, and your deadline.

Start now

Send the documents — we’ll help you see what to do

Send the scans and usage requirements first. We tell you whether notarization is needed, whether Apostille or consular legalization applies, and which materials are required — then decide the next step.

Where it was issued Where it will be used Which authority receives it What it is for Your deadline

Business phone: 15300786117