Vietnam Consular Legalization of Hong Kong Documents

Vietnam Consular Legalization of Hong Kong Documents

Vietnam Consular Legalization of Hong Kong Documents is the process where Hong Kong and Vietnamese diplomatic agencies authenticate the legality of seals and signatures on documents. This entire process must be completed in Hong Kong, not Vietnam. Next, Nova Law will guide you through the detailed steps to consular legalize Hong Kong documents intended for use in Vietnam.

Step 1. Notarization of Hong Kong Documents 

The original public documents bearing the true signature of an official party, such as a Hong Kong SAR Government recognized officer, are exempt from this step. These documents include: 

  • Marriage Certificate; 
  • Certificate of Absence of Marriage Record; 
  • Birth and Death Certificate; 
  • Certificate of Registered Particulars; 
  • Business Registration Certificate; 
  • Certificate of Incoporation. 

Other documents issued Hong Kong must first be notarized at a Notary Public Office or a Commissioner for Oaths in Hong Kong. For example: 

  • Notary Public Office: Power of Attorney, and Certified true copy. 
  • Commissioner for Oaths: Declaration.

Note: In case Hong Kong documents are only in Chinese, please ensure they are translated into English at the Notary Public Office before proceeding to Step 2

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

Notarial Certificate

Step 2. Authentication at the Hong Kong High Court (Apostille) 

After completing Step 1 (if required), the documents need to be authenticated by Hong Kong High Court, this step is also called Hong Kong Apostille. 

1. Hong Kong High Court 

  • Address: Room LG115, LG1, High Court Building, 38 Queensway, Hong Kong
  • Opening Hours: Monday to Friday (8:45 am to 5:30 pm) 
  • Hotline: (+852) 2825 4226
  • Email: apostilleserviceenquiry@judiciary.hk

Application procedures can be done in person or overseas. 

2. Required Documents

  • 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. 

Note: Applicant shall attach a print-out of the relevant company search made within 3 working days to each of the original copy of the ‘Certificate of Incorporation’, ‘Certificate of Change of Company Name’, ‘Certificate of Continuing Registration’, or ‘Certificate issued under section 305(1) of the Companies Ordinance’, etc. issued by the Registrar of Companies to be apostilled. Photocopy of the print-out is acceptable.

3. Authentication Fee

HK$125 per apostille

4. Processing Time

2 working days

Hong Kong apostille stamp

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

Step 3. Consular legalized by Vietnam Consulate General in Hong Kong 

The Hong Kong documents, authenticated by Hong Kong High Court, can be legalized by the Vietnam Consulate General in Hong Kong to verify the seal and signature of the Hong Kong High Court. 

1. Vietnam Consulate General in Hong Kong

  • Address: 15/F, Great Smart Tower, 230 Wan Chai Road, Wan Chai, Hong Kong 
  • Phone: (+852) 2591-4510 
  • Email: vnconsul.hongkong@mofa.gov.vn 

2. Process of Consular Legalization

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

  • Documents requiring consular legalization (results from Step 2)
  • 01 copy 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 by post 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: 5 business days

Receive result: On-site or via postal service

Outcome of Request: Legalization stamp from the Vietnamese consular office affixed next to the Hong Kong consular certification stamp. 

Vietnam consular legalization stamp for Hong Kong 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

Outcome of Request: A Vietnamese notarized translation of all pages of the consular legalized documents. 

Conclusion 

The total processing time for consular legalization of Hong Kong 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 Hong Kong 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 Hong Kong. To save time and effort, please send Hong Kong documents to email: info@novalaw.vn to receive a service quotation from Nova Law. 

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