Vietnam Consular Legalization of Chinese Documents

Vietnam Consular Legalization of Chinese Documents

Vietnam Consular legalization of Chinese documents is the process through which the diplomatic agencies of China and Vietnam authenticate the legality of seals and signatures on the documents. Most documents issued or made in China that are intended for legal use in Vietnam need to undergo consular legalization procedures. Please note that the entire process of consular legalization will be conducted in China and cannot be carried out in Vietnam.

Next, Nova Law will guide you through the detailed steps to legalize Chinese consular documents for use in Vietnam.

Step 1. Translation and Notarization of Chinese documents

Chinese documents must be translated into Vietnamese or English at a notary public office in China. Subsequently, the notary public office will notarize, certify true copies, or authenticate the signatures on the documents.

The result will be a booklet consisting of a notarization certificate, the notarized document, and the translation of the document.

Notarial Certificate China
Notarial Certificate China

Note: The civil documents with foreign elements need to be notarized by an authority in Beijing or a local foreign affairs agency before proceeding to Step 2.

Step 2: Authentication at the Chinese Consular Office

After completing Step 1, the notarized documents need to be authenticated with the signature and seal of the notary public.

1. Location

Chinese Consular Office

  • Address: 11th Floor, Building B, Fenglian Plaza, No. 18 Chaoyangmenwai Street, Beijing City, China.
  • Phone: +86 10-65889761

Alternatively, accredited offices authorized for this purpose.

2. Documents to Prepare

  • Legalization application form
  • Original document(s) to be authenticated
  • Photocopy of Passport or ID of the applicant
  • If submitted by an authorized representative: Power of Attorney
  • If for commercial documents of business: (1) Company introduction letter; (2) Original ID of the company’s legal representative

3. Authentication Fees

  • Commercial documents: 100 RMB/document
  • Civil documents: 50 RMB/document
  • Expedited processing fee: 50 RMB/copy of the document
  • Delivery fee: 25 RMB/500 gr of documents

4. Processing Time

2 to 4 business days.

Chinese consular authentication stamp
Chinese consular authentication stamp

Note: Vietnam is not a party to the Hague Convention. After obtaining Apostille stamps from China, the documents must be further legalized by a Vietnamese diplomatic authority for use within Vietnam.

Step 3: Consular Legalization by Vietnamese Diplomatic Authority

The Chinese documents, authenticated by the Consular Department, can be legalized by the Vietnamese diplomatic authority in China to verify the seal and signature of the Consular Department – Ministry of Foreign Affairs of China.

1. Location

Embassy of Vietnam in Beijing, China:

  • Address: No. 32 Quang Hoa Street, Chaoyang District, Beijing City, China.
  • Phone: +86-10-6532 7038
  • Email: dsqbk1@yahoo.com

Or Consulate of Vietnam in Guangzhou, China:

  • Address: Room P01, 4th Floor, Hoa Vien Building, Hoa Vien Hotel, 368 Huanshi Dong Road, Yuexiu District, Guangzhou, Guangdong Province, China.
  • Phone: (+86-20) 83305911, 83305910
  • Email: vietnamconsulate@guangzhoucn.org

2. Process of Consular Legalization

Submission requirements for applying for consular legalization from the Vietnamese diplomatic authority in China include:

  • Application form for consular legalization (Form No. LS/HPH-2012/TK)
  • Documents requiring consular legalization (results from Step 2)
  • 01 Photocopy of the applicant’s passport or personal ID
  • 01 Translation of the document(s) into Vietnamese or English for consular legalization, except: (1) Documents written in Vietnamese or English, or (2) Documents written in Chinese requiring consular legalization at another representative office if the staff of that representative office understands that language
  • 01 Envelope with recipient’s address (if documents are sent and request return via post)

In cases requiring verification of document authenticity for consular legalization, the receiving staff may request the applicant to present original related documents or submit a copy of these documents.

Before visiting the Vietnamese diplomatic authority for consular legalization procedures, please contact them to schedule an appointment and bring all necessary documents.

Legalization Fees: 10 USD/stamp.

Processing time: From 5 business days.

Result pickup: On-site or via postal service.

Required result: A Vietnames consular legalization stamp affixed next to the Chinese consular certification stamp.

Vietnam consular legalization for Chinese documents
Vietnames consular legalization stamp for Chinese documents

Step 4: Notarized translation into Vietnamese

Legalized documents in English language must be translated into Vietnamese by a certified translator and notarized in Vietnam before submission to the competent Vietnamese authority

Processing time: 2 business days

Required result: A Vietnamese notarized translation of all pages of the consular legalized documents

Conclusion

The total processing time for consular legalization of Chinese documents for use in Vietnam typically ranges from 2 weeks to 1 month. Once consular legalization and translation into Vietnamese are completed, the documents will be recognized and usable in Vietnam.

The consular legalization process for Chinese documents for use in Vietnam can be complicated and time-consuming, as it requires many steps with authorities in both countries and must be carried out fully in China. To save time and effort, please send Chinese documents to email: info@novalaw.vn to receive a service quotation from Nova Law.

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