What Documents Are Required for an Apostille? A Comprehensive Guide!

What Documents Are Required for Apostille Authentication? A Comprehensive Guide to Help You Understand It All at Once!

As international exchanges become increasingly frequent, more and more people find themselves needing to use documents overseas-for purposes such as immigration, studying abroad, business cooperation, or overseas marriage registration. In these cases, certain official documents often require international authentication. Among them, the Apostille, a simplified international certification system under the Hague Convention, has gained growing attention in China in recent years.

So, what is an Apostille? Which countries accept it? And what documents are required when applying? This article will provide a comprehensive explanation of Apostille authentication from a practical perspective, incorporating the latest policies and news updates.

1. What Is Apostille Authentication?

The Apostille, also known as the Apostille Certificate, is an international certification system established based on the 1961 Hague Convention Abolishing the Requirement of Legalization for Foreign Public Documents. Its main purpose is to simplify the authentication process of official documents used across borders, avoiding the complex procedures involved in traditional multi-level consular authentication.

In simple terms, if a country is a member of the Hague Convention, certain official documents issued by that country can be directly used in other member states after undergoing Apostille authentication-without the need for additional embassy or consulate legalization.

As of 2025, over 120 countries and regions have joined the convention, including major ones like the United States, the United Kingdom, Canada, Australia, Japan, South Korea, Singapore, Germany, and France. China officially joined the Hague Convention on November 7, 2025, significantly facilitating overseas administrative tasks for Chinese citizens and businesses.

2. Which Documents Can Be Authenticated with an Apostille?

Not all documents are eligible for Apostille authentication. Generally, only public documents issued by government authorities or authorized institutions qualify. The most commonly authenticated types include

Personal Identity Documents

Certified copy of birth certificate

Marriage certificate notarized

Divorce decree or notarized divorce agreement

Death certificate

Notarized copy of passport

Educational Documents

Graduation diploma

Degree certificate

Academic transcript

Proof of enrollment

Commercial and Legal Documents

Business license

Power of attorney

Commercial contracts

Identification of legal representatives

Judicial Documents

Court judgment

Criminal record clearance

Lawyer’s letter or legal statement

It's important to note that these documents must first undergo notarization by a domestic notary office before being submitted for Apostille authentication.

3. Required Documents for Apostille Authentication

Before applying for Apostille authentication, applicants should prepare the original documents and copies according to their specific needs, and complete the preliminary notarization process. Here is a general list of required materials

1. Original Document or Notarized Copy

For personal documents like birth certificates or passports, provide the original or a notarized copy.

For educational or business documents, submit originals with official seals or notarized copies.

2. Chinese Notarization Certificate

All documents intended for Apostille must first be notarized by a qualified notary office within China. The notarization must match the content of the document exactly.

3. English or Other Language Translation if applicable

If the destination country requires non-Chinese versions, certified translations are needed. The translation agency must be accredited, and some countries may require translators to sign a declaration.

4. Apostille Application Form

Fill out the application form provided by the issuing authority, including details such as applicant name, contact information, and intended use of the document.

5. Identification Documents

A copy of the applicant’s ID card; for company applications, include a copy of the legal representative’s ID and business license, both stamped with the company seal.

6. Authorization Documents if applicable

If someone else is handling the application, a notarized power of attorney and a copy of the agent’s ID are required.

7. Payment Receipt

Fees vary depending on the number of documents and urgency. Check the fee schedule in advance and pay accordingly.

4. Brief Overview of the Apostille Process

1. Prepare Original Documents - Confirm the required documents and gather them.

2. Obtain Chinese Notarization - Visit a notary office with international credentials to get the documents notarized.

3. Translate if necessary - Have the documents professionally translated and certified if required by the target country.

4. Submit Apostille Application - Submit the notarized documents and other required materials to the designated authority e.g., Ministry of Justice or Department of Foreign Affairs.

5. Collect the Apostilled Documents - After approval, collect the documents bearing the Apostille sticker.

In China, since November 2025, many provinces and cities have launched Apostille services. Applicants can submit documents online or in person. Some areas even offer expedited service, with processing completed in as few as three working days.

5. Key Notes and Common Questions

Check if the Target Country Is a Member of the Hague Convention

Not all countries accept Apostilles. Always verify whether the receiving country is part of the convention.

Pay Attention to Document Validity

Certain documents, such as criminal record checks or health reports, have expiration dates. Ensure they remain valid throughout the entire process.

Keep Originals and Copies Securely

Multiple verifications may occur during processing, so keep your documents safe.

Seek Professional Assistance When Necessary

For complex situations involving multiple countries or special uses, consider consulting a professional agency or lawyer.

6. Conclusion

With China officially joining the Hague Convention, more citizens and enterprises are now benefiting from this streamlined international authentication mechanism. Whether for studying, working, immigrating, or conducting cross-border business, Apostille authentication has greatly simplified the previously cumbersome consular certification process.

Understanding the required documents and procedures can help save time and avoid unnecessary back-and-forth trips due to incomplete materials. We hope this guide gives you a clear understanding of what documents are needed for Apostille authentication and enables you to smoothly handle international documentation requirements.