📖 See also : translating Chinese documents · apostille or legalisation · Hague Convention
China has acceded to the Hague Apostille Convention, which simplifies the authentication of Chinese documents intended for use in Belgium. Previously, these documents went through a lengthy consular legalisation. As the procedure may evolve, always check with the receiving Belgian authority what is required at the date of your application. This guide sets out each step, from China through to certified translation in Belgium.
Apostille or legalisation : what has changed for China
The Hague Convention of 5 October 1961 replaces the chain of consular legalisations with a single stamp, the apostille, recognised between member states. Mainland China has joined this convention, so that many Chinese public documents can now be apostilled instead of being legalised by the Belgian embassy or consulate. As the practice of administrations may still vary depending on the region and the type of document, it remains prudent to confirm the current procedure before incurring any costs. To distinguish the two formalities, see our guide to apostille or legalisation and our page on the Hague Convention.
The most commonly requested Chinese documents in Belgium
The documents most frequently processed for Belgium are Chinese notarial certificates (公证书), which attest to a birth, marriage, single status or the conformity of a copy. Next come the hukou (户口, household register), university diplomas for NARIC recognition, and the Chinese criminal record required for Belgian naturalisation or certain forms of employment. For a full overview, see our article on translating Chinese documents.
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The procedure step by step
Most Chinese documents are not directly apostillable public documents : they must first be notarised by a Chinese notarial office, which issues a 公证书(notarial certificate). It is this notarial act that subsequently receives the apostille.
The 4 steps
- Notarisation in China : a Chinese notarial office draws up the 公证书 attesting to the fact or the conformity of the copy
- Apostille in China : the competent Chinese authority (the Ministry of Foreign Affairs or the designated provincial foreign affairs offices) affixes the apostille to the notarial certificate
- Certified translation in Belgium : a Belgian sworn translator registered with the RNEJ translates the Chinese document and its apostille into French or Dutch
- Submission to the Belgian authority : municipality, SPF Justice, university or other receiving body
Particularities of Chinese documents
- Notarial certificate (公证书) : often bilingual Chinese-English, but a certified translation into French or Dutch is still required by Belgian administrations
- Hukou (户口) : household register entirely in Chinese characters, requiring a full translation
- Diplomas : to be accompanied by the notarised transcript of marks for the NARIC procedure
- Criminal record : issued locally and then notarised before the apostille
Consistency of the name in pinyin : a critical point
The main reason for the rejection of a Chinese application is an inconsistency in the name. The name on the Chinese document is transcribed in pinyin, and this transcription must match exactly the one on your passport and your Belgian residence permits. The order of surname and given name also differs between China and Belgium. The sworn translator faithfully reproduces the official pinyin and, where relevant, flags any variants so that a municipality does not refuse the document. Always provide a copy of your passport with the scan of the Chinese document.
Certified translation after the apostille
Once the Chinese document has been apostilled, the certified translation is carried out in Belgium by a translator recognised by the competent authorities and registered with the RNEJ. TranslateBE has translators specialised in Chinese (simplified Mandarin) who master Chinese notarial and administrative terminology.
The procedure in 4 steps
- Send a legible scan of your apostilled Chinese document, with a copy of your passport
- Receive a firm quote in under an hour
- Your document is handled by a sworn translator recognised by the Belgian authorities
- Delivery by email or post, with signature and official stamp
In summary : as China has joined the Hague Convention, your Chinese documents can generally be apostilled rather than legalised. The typical chain is : notarisation (公证书) and then apostille in China, certified translation from Chinese into FR or NL by a Belgian sworn translator on the RNEJ register, then submission. Confirm the current procedure with the receiving authority and ensure the consistency of the name in pinyin.
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FAQ
Frequently asked questions
Is China really part of the Apostille Convention?
Mainland China has acceded to the Hague Apostille Convention, allowing the former consular legalisation to be replaced by a single stamp for most public documents. As the practice of administrations may still vary depending on the type of document and the region, confirm the exact procedure with the receiving Belgian authority at the date of your application. See our Hague Convention guide.
Do I need to notarise my Chinese document before the apostille?
Yes, in most cases. Civil facts and copies are attested by a Chinese notarial office which draws up a 公证书 (notarial certificate). It is this notarial act that then receives the apostille from the competent Chinese authority. Documents issued directly by a public authority can sometimes be apostilled without prior notarisation.
My Chinese document is already bilingual Chinese-English, do I still need a translation?
Yes. Belgian administrations require a certified translation into French or Dutch, depending on the region where the document is submitted, even if the document already includes an English version. The English notarial version does not count as a certified translation in Belgium. Our sworn translators produce the official translation of the Chinese document and its apostille.
How can I avoid a rejection due to the spelling of my name?
The name is transcribed in pinyin on Chinese documents, and this transcription must match exactly the one on your passport and your Belgian permits. Always provide a copy of your passport with the scan of the document. The sworn translator faithfully reproduces the official pinyin and flags any variants so that the municipality or SPF Justice accepts the document without difficulty.