Certified translation can be very important for working overseas, or dealing with a visa or foreign insurance… No need to worry! Here are the details.

HI-COM is an accredited expert in this field!

Many people won’t have heard of certified or notarized translations before traveling and working internationally. For many coming to or leaving China, it may come as a surprise when they’re asked for a certified translation, and moreover a challenge to figure out exactly how and by whom it can be done.

Countries do not automatically recognize the authenticity of a given legal document, be it a diploma or birth certificate, in its original language. Whether applying for a visa, starting a company, or getting married, it’s often required that a translation is made of requisite documents and that it is made by a company that has been vetted, and is licensed, by the Chinese government.

Nobody wants to apply for something only to find out they don’t have the right paperwork. So, to remove any unwanted surprises below is a list of examples where a certified translation is needed in China.

Certified Translation of Civil Documents in China

# 1. Foreign Diplomas

If you are applying to a university in China, it is often required that any previous diplomas and degree certificates are translated by a certified body. Even if it’s not listed as a specific requirement in the application procedure, it is always good to be overprepared. Likewise, if you gained a diploma in China, you may need a certified translation to prove its authenticity abroad.

# 2. Chinese Work Permit

When you apply for a work permit, there are several documents that need to be provided to the Chinese authorities, many of which need to be translated. Some examples of documents that need to translate:

• letters of recommendation from former employers
• curriculum vitae
• diplomas
• grade cards
• criminal record notes

# 3. Academic Transcripts

In the same vein as diploma translation, academic transcripts may be needed when applying to study in China. A good practice here is to also translate the guide to how the grading system is structured, as a percentage score in one system might denote something significantly different from that in another.

# 4. School Marks

You may wish to supplement translations of your school marks with the comments given in report cards, which giving a qualitative edge to your quantitative appeal. Important for young students looking to study internationally.

# 5. Registration at International Schools

Often families want their children to be immersed in an international environment, in order to learn fluent English and prepare them for their expatriate lives. One solution is to enroll the child at an international school. Here are the necessary documents needed to translate into English: proof of affiliation between parents and children, previous recommendations in mathematics, English, etc., certificate of any previous schooling (if applicable), and certificates of previous vaccinations.

# 6. Registration at a Chinese (or other foreign) University

In order to register at a Chinese university, you will need to provide some documents translated from French/English into Chinese. Certified translation is required in this case.

There is often mention of a degree in partnership with foreign universities, which can facilitate procedures. However, even within the framework of a partnership, the direct classical application is common and you may be asked to provide the translation of transcripts and diplomas in a digital format as well as the application file.

Also, it is necessary to present the original documents and translations on the day of arrival at the university.

# 7. Driving License in China

Unlike other countries, China doesn’t recognize international driver’s licenses so if you are brave enough to want to drive in China, you will need to get a Chinese driver’s license.

For this, you will need a certified copy of your overseas driver’s license to form part of your application and will also need to pass a theory driving exam. Please find the process for obtaining a Chinese (Shanghai) license below:

# 8. Non-Criminal Record Certificates

Leaving China? Depending on where you’re going, you may be asked for proof that you didn’t get up to anything naughty while you were here. Certified translations may be necessary for visas, employment and health insurance in other countries.

In need of a certified translation in China? Contact us today for a free quote!

# 9. Resumes and CVs

Those wishing to get a job with a large company in China might find that it’s a requirement for their HR to have a certified translation of their resume. Even for those who don’t require it, submitting one alongside a resume in the original language shows a degree of effort that might leave a good impression.

# 10. Marriage Certificate

In order to get a spousal visa (L-visa) using an international marriage certificate, it must be presented with a certified translation. Vice-versa, you may need a certified translation for your Chinese marriage certificate to be recognised elsewhere.

*Mixed Marriage certificate certified translation

Documentation for Franco-Chinese marriage:

The application is equivalent to civil marriage in many western countries but it is entirely administrative and there is no ceremony. It normally takes just under an hour, sometimes as little as 15 minutes.

Firstly, you should obtain the forms and complete them before attending the Civil Affairs Bureau. In some cities, there will be a special section for ‘international marriages’, which involves submitting an application with the following:

• Both: Single Status Certificate Original (for foreign citizen – issued by consulate/embassy). If applicable, finalized divorce papers or the death certificate of the ex-spouse if widowed (translated, if issued in foreign languages)

• Both: Birth certificate (for foreign citizen the birth certificate shall be translated and translation shall be notarized by the notary of the country where the document was issued)

• Both: Three official style photos of the couple together – generally, the civil affairs office provides this service.

• Both: The fee • Chinese person: Household registration book (hukou)

• Foreigner: Passport After the wedding, the marriage certificate will be translated, notarized (by Chinese notary), and legalized by the Chinese Legalization Authority). The final paper will be submitted to the Consulate/Embassy of the foreign citizen’s country for internal legalization in that country.

*As from late 2019, two foreign citizens are not permitted to get legally married in China by the Chinese authorities (with the exception of getting married in one of the consulates/embassies which varies per country).

# 11. Birth Certificate

Children born in China will be provided a Chinese birth certificate, which for a whole host of reasons might be necessary to translate for government agencies elsewhere in the world.

# 12. Death Certificate

This may be required to prove relationships between the deceased and those who wish to take care of their remains and effects.

# 13. Police Records

Slightly different from non-criminal record certificates, these are obtainable from the police office at which a temporary resident of China is registered. In some cases, a certified translation of police records abroad is sufficient in place of a notarized non-criminal record certificate.

# 14. Passports

A certified translation of a passport is often required for work and residence permits in countries all over the world. For Chinese nationals whose visa or residence permit may be tied to a foreign national in another country, it’s likely that a certified translation will be required.

# 15. Bank Statements

Applying for credit, a mortgage or even opening up a new account can often require that one’s financial history is robust and reliable. Banks, both in China and internationally, will often require bank statements as proof of an individual’s history, and will need to see these in a language they can understand.

How to have your document certified? Learn more in our guide!

# 16. 1000 Internships visa (China-France visa program)

This type of visa is issued to a limited number of young French students, allowing them to complete an internship in China.

With this visa, it is only possible to obtain a work permit + category C resident permit. The duration of the internship ranges from 3 to 6 months, whilst only students enrolled at a French higher education institution can apply.

France considers an intern as a trainee, whilst China considers an intern as a short-term employee – therefore, the pay is mandatory. This visa allows students to travel to and from China, which makes the procedure almost as complex as that of a work visa.

First step: Send the documents to a company located in China, in order for them to translate into Chinese. The two most essential documents in need of translation are the criminal record and the internship agreement.

Next step (similar to the work visa): Registration by the company at the Labor Bureau, the visa application in France and then definitive registration after the medical tests in China, as well as the application for the Resident Permit.

Certified Translation in China for Business

# 1. Business License

China is a hub of multinational business. For contracts and deals negotiated across borders, it is simply a matter of due diligence for all parties involved to check each other’s credentials.

# 2. Certificate of Incorporation

The business license is only valid under the aegis of the certificate of incorporation. This is a document that details exactly what type of company was formed, and thereby what specific tax and scope limitations apply to it.

# 3. Shareholders’ Agreement

It can be vital that a shareholders’ agreement is translated verifiably, especially in the case of joint ventures. Shareholders in any company are prone to differences of opinion, internal strife, or unforeseen circumstances that cause one or more of them to want to leave. The conditions under which this may be done are better-set crystal clear, and verified, from the get-go.

# 4. CPA Reports

When operating internationally, one or more governmental bodies might require that a certified translation of a CPA report be given as part of an audit.

# 5. Employee Handbook

When you are working overseas, all the documents that concern your work, such as a labor contract or Employee Handbook aren’t always translated into your mother tongue.

Such a situation is not particularly beneficial as it means they are not aware of the rules and regulations to follow especially in China, where they may vary a great deal from those in Western countries.

Therefore it is a necessity for every employer to know that their employees can understand and follow the employee Handbook, especially in situations like this.

Every China employer should have a set of rules and regulations set out the duties and obligations of the employer and the employee.

To begin with, you may find yourself in a situation where your employee handbook is available only in Chinese. If you can’t read or understand Chinese characters, you expose yourself to unknown legal risks. Labor rules and regulations in China may be very different from what you are familiar with, so not knowing your rights and what you can or cannot do represents a legal risk.

Then, if you decide to translate your employee handbook in a language you can fully understand then you can’t be confronted with any kind of critical situation in the workplace. On the other hand, if your company has its employee handbook in English or French, but you are still working in China, it’s important to have it translated into Chinese, in the event you need it for legal reasons.

More

As the law changes frequently all around the world, there will inevitably be more cases where the certified translation is required in the future. The best thing to do, when in doubt, is to reach out to a certified translation company and ask.

HI-COM is a multilingual translation agency dedicated to providing professional translation services to businesses around the world. Contact us for your free consultation today!

If you’d like more information, feel free to get in touch as we’d be delighted to hear from you!

Other articles:

All you need to know about NAATI Certified translation

Types of Legal translation

What documents and steps are required to get married or divorce in China? How can expats arrange their marriage contract? Get all answers here!

How to Register Marriage in China

Chinese-Foreign Marriage Registration

Congratulations! You found your one true love and want to get married / 结婚 jiehun. The rules may vary depending on your nationality and under which jurisdiction you want your marriage to be recognized under.

Where

Marriage registration office of the local civil affairs bureau, (民政局Min Zheng Ju) in each jurisdiction.

What documents are required to get married in China?

For Both Partners

• Marriage registration application form
• Registration fee

For Chinese Partner

• Certificate of birth
• Hukou
• Healthcare certificate (can obtain from the nearest hospital)
• Signed statement of non-family relations within 3 generations with a future spouse
• Certificate of Marriageability

For Foreign Partner

• Current passport
• Health certificate from a Chinese hospital designated by the marriage registration office
• Residence permit
• Certificate of marriageability*
• Visa
• For those who have been married before: divorce certificate*

*Documents that may requiring translation

What documents have to be translated before applying for marriage?

• Certificate of marriageability
• Divorce certificate (For those who have been married before)

You can translate these documents at HI-COM, all what you need to do is simply shoot us an email! All our quotes are free of charge.

Contact us at: contact@hicom-asia.com

About certificate marriageability:
One requirement that is generally applied to all people wishing to be married in China is the need for a Certificate of Marriageability. No this is not a certificate stating you are a good catch and would make an excellent husband or wife. It is proof that you are single, and not currently married. The Chinese is 单身证明 (danshenzhengming), which translates literally to “single certificate”.

It can be in the form of a statutory declaration, affidavit, or a certificate issued from your home country, depending on the rules applicable to where you come from. If you have previously been married, you will need certified and notarized translations of any applicable divorce papers or death certificate of your former partner, to accompany with your Certificate of Marriageability.

Marriageability certificate translation sample

About Foreign-Foreign Marriage Registration in China

Since March 2019 Civil Affairs Department cancelled that provision. Nothing more recent suggests that the government notice has been lifted/amended. For the latest information, you should contact your local registry office (Civil Affairs Office or 民政部).

Arranging a Prenuptial Contract in China

Starting a family with a foreigner is of course very exciting, but legally speaking, things may not always run so smoothly. And when it comes to preparing a prenuptial agreement or ‘prenup’ (also called a marriage contract), it may cast a few negative shadows in the minds of those planning to tie the knot.

But nevertheless, it is a good idea to protect both of your assets from any not-so-happy endings. Signing a prenup not only will protect your existing assets and inheritance, but also will protect your spouse from any future debts you or your business may have.

Prenuptial Contract Preparation I Chinese-Foreign Couple

Step 1. Go to lawyer’s office

The process begins in lawyer’s or notary’s office. As the marriage will be legal in your country (and in China), you will need to have a lawyer or a notary who will draft a contract in your native language.

When it comes to a marriage contract, only the native language of you and your spouse counts (so for a French-Chinese marriage for example, no English documents are necessary).

The draft will be signed by the notary or a lawyer, as he/she will be liable for any mistakes in such an important document.

Step 2. Translate your marriage contract

The second step is to translate your prenup to Chinese (language of your spouse). For this you will need to call upon the services of a sworn translator who also has to sign the document and mark it with their official seal.

Step 3. Sign up

Congratulations! You are able to to sign your prenup! Remember to sign it before you sign your marriage license, otherwise this contract will have no legal effect.

Have already completed step 1 and in need of a sworn translator? Get your translation at HI-COM! Contact us today for your free quote!

Contact us at: contact@hicom-asia.com

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Prenuptial Contract Preparation I Foreign-Foreign Couple

If both of you are foreigners who live in China, and you are not from the same country, you still can prepare a prenuptial agreement in China.

As long as foreigner-foreigner marriage cannot be registered in China these days we will talk about the postnuptial agreement. Below are the steps of preparing your marriage contract in China.

Step 1. Go to lawyer’s office

To prepare a prenup, one of the spouses must contact a lawyer/notary of his/her home country or an embassy/consulate. The lawyer/notary will draft a prenup in the native language of one the applicants.

Step 2. Translate your prenup

After that the marriage contract shall be translated to the native language of the second spouse by a sworn translator.

For this step you need a sworn translator means a translator authorized by the Court, the only actor capable of translating a document with a legal value.

Contact us today to hire one! All quotations are free of charge.

Our email: contact@hicom-asia.com

Step 3. Go to your local consulate or embassy

After translation and sealing done, both parties can schedule a meeting with the notary at one of their consulates, where all parties will sign it.

Viola! Now you are safe from unexpected moments if you would be divorcing.

How to Get Divorced in China?

How can you apply to divorce in China?

First things first, can expats apply for divorce in China? The answer is yes, no matter if your marriage is foreigner-foreigner or foreigner-Chinese.

Below we describe the procedure and what documents you may need to get divorced in China.

How to Get a Divorce in China I Foreigner-Foreigner Couple

If your marriage is a foreigner-foreigner is considered as a “foreign-related marriage’ in China, hence divorce has to be processed with the court.

You can also apply for both types of divorce, namely “divorce by agreement” and “divorce by litigation”, but no matter what type of divorce you want to proceed you still have to go to court to get civil meditation statement a certificate that proves that divorce is legal.

Requirements to apply for a divorce as an expat in China

To apply for divorce in China at least one of the spouse must either obtain a foreign permanent residency in China and be physically present in China or resided continuously for one year.

What documents are required for divorce in China as an expat couple?

• Divorce agreement signed by both parties
• Marriage certificate*
• Passport
• Residence permit or visa
• Police registration certificates
• Property ownership certificates (for Chinese real estate only)
• Birth certificates (for minor children only)

* Certified translation is required if you obtain a marriage certificate or birth certificate that was issued abroad of China.

Contact us today to get your translation done! All quotes are free of charge. Our email: contact@hicom-asia.com

How to Get Divorced in China I Chinese-Foreigner Couple

For the couple where one of the spouse is Chinese citizen and application type is “divorce by agreement” going to court might not be nessesary. Couple can register divorce in the marriage registration office instead.

However is allocation type is “divorce by litigation” further steps mignt be finding a lawyer and file with the court.

What documents are required for divorce in China as a Chinese-foreigner couple?

For Both

• Divorce agreement signed by both parties
• Marriage certificate*

For Chinese Partner

Hukou and ID card

For Foreign Partner

• Passport
• Residence permit or visa
• Police registration certificates
• Property ownership certificates (for Chinese real estate only)
• Birth certificates (for minor children only)

* Certified translation is required if you obtain a marriage certificate or birth certificate that was issued abroad of China.

Contact us today to get your translation done! All quotes are free of charge. Our email: contact@hicom-asia.com

Marriage certificate translation sample

What documents may require certified translation for foreign nationality children in China when Going to School

China does not automatically recognize the authenticity of a given legal document, be it a diploma or school report, in its original language. Whether applying for kindergarten or school, it’s often required that a translation is made of requisite documents and that it is made by a company that has been vetted, and is licensed, by the Chinese government.

After years of experience, HI-COM is able to clarify what kind of documents may require translation for non-Chinese children living in China. To remove any unwanted surprises, below is a list of examples where a certified translation is needed in China.

List of documents

• Certificates of previous vaccinations
• Academic transcripts
• School reports
• Diplomas

What documents may require certified translation when applying for a bank loan from outside of China

If you are applying for loan outside of China, but from a Chinese bank, you may be asked for translated and certified documents such as bank statements. A full list of documents is below:

List of documents

• Bank statements
• Evidence of any additional income
• Payslips & tax returns
• Proof of home address

What documents are required to be translated for foreigners to inherit property in China and abroad when in China

• Death certificate
• Kinship certificates
• Inheritance certificate

How to Get a Document Notarized in China

As the Chinese economy grows, and more education and business opportunities open up, more and more people from countries all over the world are coming to study, work, and build a life for themselves in China. This has led to a sharp increase in the number of Chinese diplomas, birth certificates, marriage certificates, visas, and residence permits being issued to non-Chinese nationals. If you belong to this growing group of people, your home country may require you to have your official Chinese documents translated into your home language and also notarized by the Chinese authorities.

Cases when you may need notarized translation

1. A potential employer in your home country would like to check that your diploma(s) you obtained in China is genuine and official.
2. You got married in China and you need to make the marriage legally recognized in your home country.
   However please note that marriages registered in China may already be legally recognized in your home country without the need for a translation – please check this with your consulate or local authority.
3. Birth certificate. Your children were born in China and you intend to move them to your home country in the future.

Before taking any concrete actions, it is important to find out whether your translated documents need to be notarized at all. It may be sufficient just to have them certified by a translation agency, the details of which can be found in this article.

If you are certain that your Chinese documents need to be notarized, then it is first of all important to note that any document that was issued by the Chinese Government and originally drawn up in Mandarin must be notarized in China by an officially recognized notary.

To ensure you are completely clear on the process, HI-COM did some thorough research for you and visited three different notaries in China, to ensure the information received was consistent.

Here is how to notarize a document in China

Step 1:

First of all, you will need to head to your local notary in China. You will need to go there in person with your passport and the original copies of the documentation that requires notarization.

Q: But what if I can’t get there myself? Is there a solution?

If for whatever reason you cannot go in person, someone must go to the notary on your behalf with a letter of authorization written in Chinese and signed by you. An example of this authorization letter is shown below:

Q: It’s ok, I can get there myself – do I need to book an appointment?

Normally it is not necessary to book an appointment with the notary, but you may need to wait in a queue for some time before you get served.

Q: I don’t speak Chinese, will this be an issue when I visit the notary?

If your level of Chinese is on the low side, we strongly recommend bringing a native Mandarin speaker with you, or someone with a very high level of spoken Mandarin, to make the process as smooth as possible.

Step 2:

After you have explained your requirements to the notary, they will then take care of the entire translation and notarization process. Therefore you cannot bring a translated certificate to the notary and then have it notarized. To notarize Chinese documents you shall provide the original copies.

How much will it cost?

The cost of the translation will range between 60 to 1000 RMB, depending on the size of the documents to be translated. The cost of the notarization will range between 100 to 600 RMB.

Also make sure you allow at least seven full working days for the translation and notarization process.

Q: What languages can be handled in this process?

Most notaries can notarize Chinese documents as well as prepare the translations from Chinese into English, French, German, and Spanish. For other languages, you will need to check with your local notary.

We hope you find the above information useful, and if you need any help finding a notary near you in China, shoot us a mail and we will do our very best to help!

Please note: all the above information was deemed correct at the time of publication, and may be subject to change at a later date.

Once again, if your documents do not require notarization, a certified translation will most likely be sufficient. More about Certified translation

In need of certified or sworn translation services? Contact us today to get your translation done! All quotes are free of charge. Our email: contact@hicom-asia.com

Guangzhou has one of the most impressive public transport networks in the world. The metro system alone has 14 lines, covering a whopping 478km; it is the third most expansive in China, and 10th in the world. It can take you to local nature spots like Baiyun Mountain, and hotspots like Shamian Island, but anyone having an extended stay in the city will soon find there are places of curiosity beyond its reach. If you want to go off the beaten path, explore the small towns and countryside nearby, or perhaps take an aimless trip down the coast, the best option is to drive.

There’s no need to own a car when you live in Guangzhou, and fortunately if you do wish to venture out, rental cars are quite affordable. Split the cost between a few friends, and you have a great, inexpensive road tripon your hands. International driving licenses, however, are not recognised in China. The process of getting a locally-recognised driving license may seem off-putting at first, but really it’s not too hard, and certainly pays off.

Since September 2019, the process has been made significantly easier. Expats are now able to get a temporary driving permit that requires no exams, no medical check, and is valid for up to a year (and can be renewed!). It’s so smooth that you can be in and out of the office within one hour. Here’s how.

Getting a Driving Licence in Guangzhou: Step One

Get some documents in order. You’ll need to present your passport and visa, and photocopies of both. You’ll need to show your French driving license, as well as a translation of the license from an accredited translation agency (this typically costs 400-600 RMB).
Pick a Chinese name if you don’t already have one, and make sure it corresponds with the translation of your license. Make sure you know your phone number, and have your address ready in Chinese. You may or may not need to present your temporary residence permit – to be safe, prepare it, along with a photocopy. The last thing is two one-inch colour portrait photos, which you can get made in most metro stations for about 40RMB.

Getting a Driving Licence in Guangzhou: Step Two

Book an appointment with the Guangzhou traffic police (广州公安局交警支队车管所), by calling 020-87220001. Their office is located in Tianhe District, at 1732 Huaguan Road (天河区岑村华观路1732号).

Getting a Driving Licence in Guangzhou: Step Three

Turn up for your appointment, with all the required documents, and you’re pretty much done! The fee, at the time of writing, is just 30RMB. It’s a good idea to take a Chinese-speaking friend with you, in case there’s an extra requirement, but as of the time of writing, this is all that’s needed.

Is it really that easy? Yes.

What if I want more than a year?

You can renew your temporary driving permit, if you have a residence permit. Alternatively, you can go through the process of getting a driving license that is valid for up to six years. This is a bit more expensive, requires more documents, and also requires that you pass a theoretical and medical exam. For expats who intend to stay in China for some time, and who don’t mind potentially having to pay a few visits to the traffic police instead of just one, then this is perhaps a better option.

What if I don’t have a driving license from France?

You will need to sign up to a driving school, take lessons, and pass both the practical and theoretical test in the same way anyone else would here. Courses run around 2000-3000RMB.

In need of certified translation services in China? Not sure if you need a certified or notarized translation? This list of 21 situations might help!

I’M FREE! Where should I go?

There are so many great road trips you can go on from Guangzhou. You could take the coastal roads down to Zhuhai, continuing on to the stunning scenery of Yu Tang Mountain. Thrill-seekers might seek out the giant glass bridge in Gulong Canyon. Or, for a combination of nature and culture, head north to Nanling National Forest Park and visit the impossibly beautiful mountain-top pagoda.

HI-COM is a multilingual translation agency dedicated to providing professional translation services to businesses around the world. Contact us for your free consultation today!

If you’d like more information, feel free to get in touch as we’d be delighted to hear from you!

Other articles:

All you need to know about NAATI Certified translation

Types of Legal translation