Foreigner's Chinese Name Declaration Notarization Do You Really Understand It? Key Info Explained in One Article

Notarization of Foreigners' Chinese Names What You Need to Know - A Practical Guide

In today's increasingly globalized world, more and more foreigners are coming to China for work, study, or long-term living. When residing in China for extended periods, many choose a Chinese name to better integrate into local society. However, in formal situations-such as applying for residency permits, marriage registration, property transactions, or legal proceedings-simply using a Chinese name is often insufficient. This is where the notarization of a foreigner’s Chinese name becomes essential.

What Is a Notarized Declaration of a Chinese Name?

A notarized declaration of a Chinese name refers to a formal statement made by a foreigner before a notary public, declaring that they use a specific Chinese name. The notary then issues an official document confirming this fact, which carries legal weight.

This notarized certificate serves as official proof that the individual uses the stated Chinese name during their stay in China. It ensures that the name can be used effectively across administrative and judicial procedures.

According to Chinese law, personal identification for foreigners primarily relies on the English name listed in their passport. However, in daily life, a Chinese name is far more convenient for communication. By notarizing the Chinese name, its connection with the individual's identity is officially recognized-complying with legal requirements while meeting practical needs.

Why Is This Notarization Necessary?

In recent years, as more foreigners settle into life in China, the need for accurate identity verification has increased. Here are some common scenarios where a notarized Chinese name is required

Residence Permit or Visa Extension Applications Some local immigration authorities now require a notarized Chinese name to ensure that the recorded Chinese name in official systems is legally valid.

Marriage Registration When a foreigner marries a Chinese citizen, civil affairs departments typically require a notarized Chinese name to standardize names on marriage certificates.

Property Registration and Inheritance Matters For real estate purchases or inheritance claims involving a Chinese name, the name must be notarized to have legal standing.

Court Proceedings or Contract Signing To avoid complications arising from inconsistent naming in legal documents, courts and law firms often request such notarization.

In June 2025, the National Immigration Administration issued a notice aimed at further streamlining residence-related procedures for foreigners in China. Among the new measures was a push for closer cooperation between immigration authorities and notary offices. This indicates that the importance of notarizing one’s Chinese name is growing.

How to Apply for a Chinese Name Notarization

The process is relatively straightforward but requires preparation and attention to detail. Here is a general guide

1. Prepare Required Documents

Original and copy of the applicant’s valid passport

Copy of residence permit or visa

Completed notary application form

Proposed Chinese name samples usually three options

Some regions may also require recent photos

2. Visit a Notary Office

Foreigners should go to a notary office in their place of residence. Many major cities have dedicated international service windows for handling cases involving foreign nationals.

3. Make the Declaration and Sign

Under the supervision of a notary, the applicant signs the chosen Chinese name in person and verbally confirms it as their officially adopted name during their time in China.

4. Receive the Notarized Document

Typically, the notarization is completed within 1-3 business days. Expedited services are available depending on the office and urgency.

Some notary offices offer multilingual support to assist non-Chinese speakers throughout the process. Additionally, certain cities have started piloting online appointment and pre-review systems, improving efficiency.

Real-Life Examples

In September 2025, Peter Schmitz, a German executive known locally as Zhang Wei , faced difficulties when purchasing property in Shanghai. Since he had been using his Chinese name informally within his company, the bank and real estate agent initially treated it as just a nickname rather than a legally recognized name. Only after obtaining a notarized Chinese name declaration could he proceed smoothly with the transaction.

Similarly, Lee Sooyeon, a South Korean student using the name Li Xueyan among friends and at school, was required by the local civil affairs bureau to provide a notarized Chinese name when registering her marriage to a Chinese citizen. Despite widespread informal usage, legal recognition still required formal notarization.

These examples illustrate that even if a Chinese name is widely accepted in social contexts, formal notarization remains crucial to avoid disruptions in important administrative or legal processes.

Tips for a Smooth Experience

1. Apply Early If you plan to live in China long-term, consider getting this notarization shortly after arrival to avoid last-minute complications.

2. Use Authorized Agencies Always choose a notary office authorized to handle international cases to ensure the validity of your document.

3. Keep Copies Safeguard the original and make multiple copies for future use. You may also request additional certified copies upfront to save time later.

4. Stay Updated While there is no set expiration date for this type of notarization, some institutions may prefer newer versions. Consider renewing every two to three years.

Conclusion

For foreigners in China, a Chinese name is more than just a convenience-it represents a sense of belonging and cultural integration. Through notarization, this personal choice gains legal recognition, bridging the gap between daily life and official procedure.

Whether for administrative ease or legal compliance, understanding and completing the notarization of your Chinese name is a small but vital step toward a smoother life in China. Be informed, be prepared, and you’ll be ready when it matters most.