How to Get U.S. Company Notarization Authentication? A Guide to the Process and Key Points

How to Obtain Notarization and Authentication for U.S. Company Documents A Complete Guide with Practical Tips

In today’s globalized economy, more and more Chinese companies and individuals are engaging in cooperation with U.S. businesses-whether it’s for investment, trade, or legal matters. In such cases, the notarization and authentication of U.S. company documents often become necessary. If you're wondering, How do I get U.S. company documents authenticated?-you're not alone. While the process may seem complicated at first glance, understanding the steps and key points will make it much easier.

1. What Is U.S. Company Document Authentication?

In simple terms, notarization and authentication of U.S. company documents refer to a formal verification process that makes these documents legally valid in China or other countries. This is commonly required for cross-border business cooperation, trademark registration, litigation, investment, and more.

Because the U.S. is a federal system, each state has its own laws and procedures, which may result in slight variations in the authentication process. However, the general process involves three main steps

1. Notary Public Certification

2. Secretary of State Authentication

3. Authentication by the Chinese Embassy or Consulate in the U.S.

2. Step-by-Step Guide to the Authentication Process

1. Notary Public Certification

All documents requiring authentication must first be notarized by a licensed Notary Public in the U.S. The notary’s role is to verify the identity of the signatory and confirm that the signature was made voluntarily.

For example, if it's a power of attorney, the notary will confirm that the person signing is authorized by the company and will affix their signature and seal on the document.

Important Notes

The notary does not verify the content of the document.

The signatory must appear in person.

2. Secretary of State Authentication

After notarization, the document must be submitted to the Secretary of State office in the state where the company is registered. The office will verify the notary’s signature and seal, and then add its own certification stamp or issue a certificate.

For example, California’s Secretary of State offers online tracking, and in late 2025, they announced a faster processing time-reducing it from 5 to 3 business days, which is great news for Chinese applicants.

Other states like New York and Florida also have their own procedures and processing times.

3. Authentication by the Chinese Embassy or Consulate in the U.S.

This is the final step to make the document legally valid in China. You can submit the documents directly or through an authorized agent to the Chinese embassy or consulate in the U.S.

Important Notes

Most documents must be translated into Chinese by a certified translation agency and bear the company’s official seal.

Some consulates require advance appointments, so check their official websites for details.

3. Common Types of Documents and Their Uses

Document Type Purpose

-

Certificate of Incorporation Proves the legal existence of the company, often used for setting up subsidiaries or joint ventures in China

Bylaws Shows corporate governance structure, used in investment or legal cases

Board Resolution Authorizes someone to sign contracts or perform specific tasks on behalf of the company

Power of Attorney Authorizes a representative in China to handle matters like opening bank accounts or signing contracts

Commercial Contracts or Agreements Ensures legal validity in cross-border cooperation

4. Processing Time and Costs

The total time for the full process usually ranges from 3 to 6 weeks, depending on the state and the workload of the Chinese embassy or consulate.

Estimated Costs

Notary Public Fee $10-$30 per document

Secretary of State Authentication $20-$50 per document

Chinese Embassy/Consulate Authentication $25-$50 per document

Agency Service Fee optional RMB 800-2000, depending on the service level

5. Frequently Asked Questions and Tips

1. Do the documents need to be translated?

Yes, nearly all documents intended for use in China must be translated into Chinese by a certified translation company and stamped with an official seal.

2. Can I complete the process remotely?

Notarization requires in-person attendance, but the Secretary of State and embassy/consulate steps can usually be handled by an agent.

3. Are original documents required?

Most offices accept certified copies with official seals, but it’s best to keep the original for your records.

4. Do all documents need to be authenticated?

Not necessarily. Depending on the purpose, only certain documents may be required. It’s wise to consult with legal or official agencies beforehand.

5. Can I expedite the process?

Some states and consulates offer expedited services for an extra fee. For example, the Chinese Consulate in Los Angeles can complete the process in 3 business days with urgent service.

6. Final Thoughts

As Sino-U.S. economic and trade cooperation continues to grow, the need for U.S. company document authentication is also increasing. While the process might seem complex, being well-prepared and understanding each step can help you navigate it smoothly.

If you're unfamiliar with the process, using a reputable agency can save time and effort. Additionally, always check for updates from official sources in both China and the U.S. to ensure you have the most accurate and up-to-date information.

If you're planning to work with a U.S. company or submit documents to China, start preparing now. Make sure all documents are ready and the process is well-organized to ensure smooth cooperation ahead.