China and Canada are becoming more connected every year and 2019 is no different. In Canada, there are millions of people with a Chinese background. Thousands of students come from China to Canada every year to study at some of the world’s most prestigious universities. China’s expanding economy has also resulted in an increased demand for English teachers, foreign talents, and business opportunities. This creates a lot of documents that often need to be used in both countries. For example, University Degrees and police checks are often required for things such as job applications, immigration, and future studies in China. Family affairs often require the use of marriage certificates, birth certificates, death certificates, and divorce certificates. Businesses looking to expand their markets frequently provide Certificates of Incorporation, Articles of Incorporation, Board Member Resolutions, and Tax Residency Letters if they want to do business in China. However, documents are not accepted in foreign countries until they have gone through a process of validation. The most common process for this is known as an apostille. In contrast, Canada uses an equivalent process called authentication and legalization since we did not sign the Hague Apostille Convention. If you have a Canadian document that needs to be used in China, you will have to go through this process.
Authentication and Legalization – Canada’s Apostille
Authentication and legalization is straightforward: it involves validating signatures on documents. However, it can take a very long time to do without help. This is for multiple reasons. The first step of authentication usually takes place at Global Affairs Canada in Ottawa and they have a series of requirements that must be fulfilled and change depending on what kind of documents you have. Their processing time for documents received by mail can be more than 20 business days, and this is assuming you have met their requirements for your documents. The second step of legalization at the consulate of the embassy of China also has its own requirements for corporate and personal documents. These requirements are not always easy to figure out and can take a lot of time to put together properly. This is in addition to the processing time of the embassy. As you can see, it can sometimes take months to have your documents properly authenticated and legalized for use in China.
These reasons are why our company exists. Over 25 years we have built a very strong relationship with Global Affairs Canada and the Chinese embassy in Ottawa. We are trusted by their consular staff and are always up to date on their changing fees and other requirements to ensure our documents get accepted; we save our clients valuable time and ensure their documents get authenticated and legalized, regardless of their use. That’s our service guarantee. On our priority service your documents are authenticated on the same day they arrive in our office*. We also offer a convenient and affordable 3 business day service and a 10 business day option if you have multiple documents that need processing. Let’s go through some of the most common documents that are required for use in China and how we can help you with them.
*if your documents arrive before noon.
Canadian University Degrees for use in China
University degrees are often requested for job applications and are a requirement for future studies in China. Since graduating is a great achievement, it is likely that you still have your degree with you or in an accessible location. If you do not, you can contact your university directly and they can issue an official copy of your original degree for a fee. To speed up authentication and legalization, you can have the degree sent to our office directly to begin processing. This can save valuable time especially if you are rushing to meet a deadline. It is important to note that degrees come in all shapes and sizes. It is crucial to know the dimensions of your degree as it will determine the shipping costs regardless of whether you use our service. If your degree is very large, it is recommended you make a notarized copy to save on shipping costs (if it will be accepted by the requesting party). This is also recommended if you wish to keep your degree in good condition, as larger degrees are occasionally damaged during shipping and when they are handled by staff at the embassy. We can make a notarized copy of your degree for you when you use our services. At ALSC, we always handle our documents carefully and we ensure they are kept in the best condition possible throughout the process. We are also able to accommodate almost every degree and document size and have special protective shipping envelopes available at no additional cost for all our clients, regardless of the document or service speed.
Use the links below to order a new degree or diploma if yours has been lost or damaged.
RCMP Canadian Police checks for use in China
RCMP checks and police checks are often requested by employers in China. Luckily, RCMP checks are easy to get if you don’t have one. They can be ordered from the RCMP headquarters in Ottawa, Canada and sent to any destination worldwide. However, we recommend you have it sent directly to our office which is also located in Ottawa. This is especially recommended if you are abroad, as it is possible to have your RCMP check authenticated and legalized faster than the time it would take for it to first travel to you by regular mail. Other police checks can also be ordered from local Police Stations across Canada. However, original police checks not issued by the RCMP cannot be authenticated by Global Affairs Canada. A notarized copy of the police check will first have to be made by a lawyer or notary public. We can do this for you when you use our services. Please note that it is always important to confirm with the requesting party which police check they require, as well as any additional documentation they might need. Although our service guarantee ensures your documents will be accepted in China, we do not guarantee your requesting party will accept them, so make sure you have the right one. If you want to find out more about the RCMP process to get a criminal record check here is a link. To make it easier to get a Canadian criminal record check for our clients inside Canada we recommend using any of the Commissionaires of Canada offices located across Canada. For clients outside Canada we recommend using the National Pardons Centre you can find out more about them here. In both cases the fingerprinting agency will be able to have your criminal record search results sent directly to our Ottawa national office to save you time and money.
Canadian Birth Certificate, Marriage Certificate, Death Certificate for use in China
Canadian vital statistics documents like birth certificates, marriage certificates, and death certificates are some of the most important documents that can be issued. They are required to attain things such as a dual citizenship in China, to get married in China, to immigrate to China, and to claim an estate or resolve inheritance in China. However, they are often misplaced since they are rarely used within Canada. If you have your documents with you then you are ready for our authentication and legalization service. This is because vital statistics documents do not require the stamp of a lawyer or notary public. In short: they are good to go! Notarized copies can still be made but are not required or recommended since new originals can often be obtained at a cheaper price than a notarized copy. All you must do is send us a scan of your document to ensure it is the right form: short form versions of these documents are not usually accepted by Global Affairs Canada for authentication or the Chinese embassy for legalization. If you need to order these documents we recommend you have them sent directly to our office to save you time. Use the links below to order your birth certificate, marriage certificate, or death certificate.
Canadian Incorporation documents for use in China
There are many documents which are used for business purposes in China. Certificates of Incorporation, Articles of Incorporation, Certificates of Amalgamation, Certificates of Good Standing, Board Member Resolutions, CRA Certificate of Tax Residency, and Agreements are a few of the many documents required for business abroad. The documents you will require will depend on what you are trying to do, and this information will have to be obtained from the requesting party in China. Most of these documents are issued by federal bodies Industry Canada and if notarized we can help you authenticate and legalize them for use in China. This also applies to provincial issued certificate of incorporation’s.
Validating Canadian Manufacturing Documents for Export to China
Canadian Corporations who are exporting to China or using Chinese manufactured parts on their products for export outside Canada will require authentication and legalization. To qualify for the China Authentication and Legalization process, the Chamber of Commerce in your area will need to assist you with certification of your export documents. The Chamber of Commerce plays an important role in the Certificate of Origin Authentication Legalization process and are further recognized as the non government official business accreditation agency in most foreign countries such as China. After meeting the Chamber of Commerce requirements they will sign and stamp your Certificate of Origin and Commercial Invoice then you will be ready for the authentication process at Global Affairs Canada and then finally legalization Embassy of China which is located here in Ottawa close to our ALSC HQ office which makes processing fast and simple for our clients. It is important to note that the Chinese embassy refers to the second process of legalization as “authentication” which can be confusing.
Chamber of Commerce Certificate of Origin Certification For China
As an alternative to your local chamber, Authentication Legalization Services Canada are proud members of the Canadian Chamber of Commerce. We can assist you with the certification of your Certificate of Origin using their easy online “Certification Made Simple – TradeCert” service. They provide all the forms including a Certificate of Origin Template Canada for use in China. This has helped many of our clients as they require a certificate of origin sample form to get started when exporting Canadian manufactured products to China. Once you have completed the Certificate of Origin fillable form it will allow you to send us the chamber certified certificate of origin by email to get started faster. Being located close to the Chamber of Commerce headquarters here in Ottawa, we also offer free pick up of your Certificate of Origin or Commercial Invoice. Feel free to let us know if this is your preference when using our authentication and legalization services for China
China Document Authentication Legalization – Get Started Now
How do you get started? If you live in or near Vancouver, Victoria, Surrey, Calgary, Edmonton, Regina, Winnipeg, Toronto, North York, Mississauga, Halifax, or Montreal, you can drop off your document at one of our service centers once you’ve made an appointment at our head office. This saves you the hassle of having to go to the post office and your documents will receive free priority shipping by FedEx to our head office in Ottawa for processing. Once completed they can be picked up at our service center or shipped to any global destination of your choice with our shipping partners at an additional cost. If you are currently not in Canada or must order new documents due to damage or loss, remember that you can have your documents sent directly to our office to save even more time.
We know that the process of authentication and legalization can be very stressful, especially if you have a deadline to meet. As the leaders in our industry, we are here to help you with your document needs and relieve that stress. We will provide you with updates from start to finish, giving you peace of mind and saving you valuable time that can be better spent with family and friends. You can relax knowing your documents are in the hands of the experts and that we will do everything we possibly can to provide the fast and efficient service you deserve and ensure your affairs in China are addressed with no delays. If you want to read more about working in China and what Canadian documents are required find out more here.
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Personal or Corporate Document
Are you using the Canadian document internationally for Personal or Corporate use?
Some of our clients require a Notary before Authentication or would like to keep their original document so they request us to make a notarized copy. If this is you simply choose our Notary services. Translation services are required if your document contains a language other than English or French or if you need it translated to the foreign language. If this is you simply send us a scan of the document. We will send you a quote which is determined on a per word basis. If you want a scan of the official stamps on your Authenticated & Legalized document sent to you by email let us know. Make sure if requesting Notary or Digital Copies you choose the number you require.
1, 3, 10 Business Day Authentication Service
Validating a Canadian document for international use is a 2 step process. First choose the ALSC Global Affairs Canada Authentication Service that best suits your timeline and budget. When choosing your service make sure you tell us how many documents you need Authenticated.
Embassy Legalization Fee
The Embassy charges a fee to legalize your document which varies per country and sometimes by the type of document. To make payment easier and to save our clients time, if required in secured funds a standard $10 money order fee will be added to the legalization fee. With some countries we will need to confirm the fee upon confirmation of your order. For others simply select the amount of fees for the number of documents you need legalized. If you do not see your country listed choose the world icon. Please note that some fees are estimated as they change often.
Argentina fee to be confirmed
Italy fee to be confirmed
Consultation with an expert one of the benefits before choosing ALSC
Give us 1 hour to receive your request and one of our friendly agents will be waiting for your call at your scheduled appointment, from anywhere in North America call 1-800-336-1132 or 011-613-226-1001 from outside North America.
Embassy Legalization Service
Document legalization at the embassy consulate is the second step. Most will be able to legalize their document at an embassy in Ottawa. Others, due to government rules, will need to legalize their document at an embassy located outside of Ottawa. Country's that require outside Ottawa embassy legalization include: Argentina, Bahrain, Brazil, El Salvador, Germany, Italy, Oman, Spain. For the UAE it will depend where your document was issued. The UAE Toronto consulate will only process documents from Toronto and Southern Ontario, while the UAE Embassy Ottawa will legalize documents issued from the rest of Ontario and all other provinces. Select the legalization service that applies to the country where you will be using your document. The estimated legalization processing time is in addition to the authentication time and will be provided upon the confirmation of your order as it varies per country and changes often. Make sure the number of documents you select for Legalization matches the amount of documents you need Authenticated.
ALSC Easy Shipping Solutions
Once your document is authenticated and legalized it needs to get back to you or wherever it needs to go. To make this easy for you, but more importantly save you money, take advantage of our Free Priority FedEx overnight shipping available at any of our ALSC service centers in Victoria, Vancouver, Surrey, Edmonton, Calgary, Regina, Winnipeg, Toronto, North York, Mississauga, Montreal or Halifax. If you are not close to one of our ALSC service centers, or our Ottawa national office, not to worry we do have solutions for you. To make this easier for you we have teamed up with our shipping partners Canada Post & FedEx for your national and international delivery needs, simply choose the shipping solution the works best for you. Please note the quoted shipping fees are for delivery to most major centers for a standard envelope weighing no more than .5kg/1 lb.
Yes, I want to save $70-80 in FedEx shipping fees and drop off & pick up at an ALSC Service Center
Canada Post Xpress Regional Ontario or Quebec $20 Projected delivery 1-2 business days
Canada Post Xpress National Delivery in Canada $25 Projected delivery 2-3 business days
FedEx Canada $50 Next business day
FedEx USA $70 Next business day
FedEx Mexico- Europe $100
FedEx China $120
FedEx Middle East - South America $140
FedEx Russia $195
I Will Provide Shipping
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The estimated price not including taxes is
Estimated Cost & Embassy Fees Not Including Taxes