Procurement of documents in China

The company Schmidt & Schmidt provides services for the reclamation of civil status documents, as well as obtaining duplicates, lost or damaged documents in China with their subsequent legalization and translation.

It often happens that civil status documents are lost or damaged, or it is necessary to obtain current copies of documents. In this case, it is necessary to reclaim duplicates of documents. Often, those who have left China face difficulties in this procedure. Our service allows you to reclaim documents in China remotely, and we can carry out courier delivery of the document to anywhere in the world.

Validity of civil status documents in China

Civil status documents issued in China generally have an unlimited validity period. An exception to this rule are certificates of no criminal record, which are valid for no more than 3 months, after which they must be replaced with new ones containing up-to-date data. In addition, the receiving party may impose requirements on the terms, so this should be clarified at the place where the documents are requested.

When to obtain duplicate documents in China

A duplicate birth certificate, marriage certificate, name change certificate, divorce certificate, criminal record certificate or death certificate may be required to register a marriage abroad, a newborn child, citizenship, inheritance, data verification for pension applications, opening bank accounts, employment and other bureaucratic issues.

What documents can be requested in China:

• Birth certificate
• Marriage certificate
• Certificate of change of surname
• Divorce certificate
• Death certificate
• Certificates of good conduct
• Educational documents
• Other civil status documents

Birth certificate

In China there are two types of birth certificates. The medical certificate of birth issued by the Public Health Department and the notarial birth certificate released by the Local Notarial Office. Chinese birth certificates are a substantial tool for Chinese household management since they imply that civil rights have been acquired by one. A Chinese birth certificate is used to identify whether a person is from the urban or rural areas The green birth certificate is the official document representing birth registration and is the only evidence accepted by the Public Security Bureau.

The application for the certificate must be made at the birthplace of the requesting individual at the corresponding notarial office.
All birth certificates in China comprise information like the place and location of birth, nationality, ethnicity and the age of the parents, plus data about the health status, name, gender and the time of birth of the child.

Required documents:

• The applicant’s identification card (name, birthplace, nationality)
• The birth verification documentation (name, nationality, ethnicity)
• The identification cards of the applicant’s parents
• Documents showing the place of birth (the city, the hospital or clinic)

Marriage certificate

Marriages are registered with the Bureau of Civil Affairs and obtaining Chinese marriage certificates is also done there
The birthplace of a Chinese citizen getting married is crucial to note, as each Bureau of Civil Affairs oversees specific jurisdictions. Marriage registration and certificate issuance can only occur at the correct office based on this jurisdiction. Both individuals must appear in person at the appropriate Bureau of Civil Affairs to complete the marriage registration.
Applicants must present an affidavit of Single Status, signed before a notary public. The divorced or the widowed shall have the divorce certificate or death certificate of the ex-spouse be certified/authenticated together with theAffidavit of Single Status.

Required documents

• Photocopy of applicant's passport
• The original and photocopy of the notarized and certified Affidavit of Single Status
• Application form
• Certificate of marriageability
• Birth certificate
• Household registration book
• Health certificate
• Letter of permission from the parents allowing their child to marry (in certain cases)

For a foreigner, the documents needed are:

• Their passport
• The Chinese residence permit
• Health certificate
• The certificate of marriageability

Divorce certificate

Both spouses who are residents within the country and wish to apply for a divorce must complete the procedures at the marriage registration authority with jurisdiction over the location of one spouse's permanent household registration.

The marriage registration office will review the documents provided by the parties applying for divorce and verify relevant information. If both parties agree to the divorce and have reached mutual decisions on child custody, property division, and debt management, the office will process the registration and issue the divorce certificates.

It is important to have in mind that you cannot apply for a divorce if your marriage was not registered either in mainland China or at a Chinese embassy or consulate abroad and that the divorce agreement must be written in Chinese. If translated into another language, a copy of the translation company’s business license, stamped with the official seal, must also be provided.

Required documents:

• His/her household register and ID card
• His/her marriage certificate
• Divorce agreement signed by both parties

Death certificate

Official confirmation of an individual’s death. It is required for settling the deceased’s estate, life insurance claims, notifying government agencies, and closing bank accounts. The initial certificate is received at the hospital or local health authority, then registered with Public Security Bureau (PSB).

Required documents

• Medical documentation of death (from a hospital or authorized institution)
• Family hukou booklet
• Identification of next of kin or applicant

Police clearance certificate

Obtaining a Certificate of No Criminal Record, also known as a criminal record check, is essential for many employment opportunities, visa applications, and residency permits in China. However, the process can be challenging due to bureaucratic requirements and potential language barriers.

A criminal record check is required for foreign residents in China when applying for a new work or study visa. Additionally, individuals may need a criminal record check from China when applying for certain jobs, visas, or official matters in another country after leaving China.

Foreigners not currently residing in China who need a criminal record check for a Chinese visa must obtain this certificate from their home country, and have it notarized by a Chinese embassy or consulate in that country.

Individuals can request a criminal record check by themselves or authorize another person to do it on their behalf at the Public Security Bureau (PSB)

Once the applicant receives the Certificate, they must apply for notarization at a notary office. The notary office will verify the certificate’s contents with the Public Security Bureau (PSB) and will proceed with notarization if the PSB confirms the information is accurate.

Required documents

• Original valid passport
• Photocopies of the photo page, visas, and residence permits
• A copy of a Foreigner Temporary Accommodation Registration Form
• The foreigner application form
• If the applicant entrusts another person to submit the application, a power of attorney and the trustee’s valid identity document.

The following documents must be submitted when applying for the notarization:

• Valid passport
• Photocopies of the photo page and all visas and residence permits
• A copy of a Foreigner Temporary Accommodation Registration Form
• Proof of work or study
• Accompanying family members must provide proof of kinship with the employed person (such as marriage or birth certificate)
• Original copy of the Certificate of No Criminal Record issued by Shanghai Exit-Entry Administration Bureau

Educational Documents

Foreign educational documents only carry the same legal value as Italian documents if they are exempt from legalization or have undergone the necessary legalization process. Documents from countries with bilateral agreements with China are fully exempt from legalization. Documents from countries that are part of the Hague Convention of 1961 undergo a simplified procedure called apostille. If neither countries are part of the convention or have bilateral agreements they undergo consular legalization

Apostille of duplicate documents in China

China joined the Hague Convention on the Simplified Legalization of Documents on October 5, 1961.
Thus, documents issued in China are subject to legalization under a simplified procedure - apostille, after notarized translation into any language, such documents acquire full legal force in the territory of the wished destination.
You can order an apostille for copies and duplicates of documents from China from us.

When is an apostille needed

An apostille is a special stamp that confirms the authenticity of an official document. It can be used to certify documentation issued by government agencies, local government bodies, and structures that the state has granted special powers.

In our video we tell you what an apostille is, why it is needed, how and where it can be done, and also about the history of document apostilling.