Company Documents and Certificates

Notarisation is the process where a Notary Public verifies the authenticity of documents to ensure their legal validity. Legalisation, on the other hand, is completed by the Department of Foreign Affairs and Trade (DFAT) in Australia and is divided into two types: Apostille and Authentication Certificate.

• Apostille is for countries that are signatories to the Hague Convention. Once the document is authenticated by DFAT, it can be used in any of the Hague Convention countries without additional consular authentication. The process is simpler.

• Authentication Certificate applies to non-Hague Convention countries. After authentication by DFAT, the document must also be submitted to the relevant consulate for further legalisation.

Please confirm whether the destination country is a signatory to the Hague Convention to determine the applicable certification method.

The processing time depends on the service:

• Standard Process: Notarisation and certification typically take 7-10 days.

• Express Service: Expedited processing is available based on your needs.

• Costs: Fees vary depending on the number of documents, type of documents, and speed of service.

It is recommended to contact us before booking to get an accurate quote.

If notarised documents (such as power of attorney or affidavits) are to be used in China, Chinese versions can be directly prepared. However, we recommend confirming with the domestic institution beforehand to ensure that the document format and content meet their requirements to avoid delays.

For legal documents with both Chinese and English versions, ensure both versions are consistent to avoid potential legal issues.

The Apostille certificate issued by the Department of Foreign Affairs and Trade (DFAT) is only provided in English (the official language). If the domestic institution requires another language, the document must be translated by an accredited translation agency in that Country after certification is completed.

Australian registered notaries can only issue notarial documents in the official language (English). If another language is required, translation must be done after the certification process by an accredited translation agency in your Country.

Although China is a signatory to the Hague Convention, some domestic institutions still require consular legalisation due to delayed policy updates. It is recommended to confirm with the relevant institutions before submission about the latest requirements for Apostille.

The Chinese Embassy in Australia stopped processing consular legalisation on November 7, 2023. For more related policies, please refer to the Chinese Embassy in Australia website.

• Documents that require signatures, such as power of attorney or affidavits: By Australian law, these documents must be signed by the applicant in the presence of the notary and cannot be signed via video conferencing or electronic signatures.

• Document-based files (e.g., birth certificate, marriage certificate): The notary can verify the original document, and the applicant can send the original to our office in Sydney without the need to be present.

• Australian academic document notarisation: For degree certificates or transcripts from Australian universities, the applicant can send the original or electronic version to us. The notary will first verify the authenticity of the document with the relevant educational institution before proceeding with notarisation and legalisation.

Notarisation and legalisation typically do not have a specific expiry date but depend on the content of the document. For example:

• If passport details are updated, the document must be re-notarised.

• Criminal record certificates, single status certificates, etc.: Some institutions may require them to be issued within 6 months.

• Academic documents: Some institutions may have a timeframe requirement for certification for degree verification or employment purposes.

It is recommended to consult the relevant department before proceeding to ensure the document’s validity.