How to Authenticate Your Documents for a Chinese Work Visa

Applying for a Z-Visa to teach in China requires authenticating and legalizing your documents. With China’s recent adoption of the Hague Apostille Convention, the process is now simpler and faster.

First, we’ll give you some important info on apostilles, and then we’ll dive into a step-by-step guide on how to authenticate documents based on your country of issuance.

FAQs About China Document Authentication

China Signed the Hague Apostille Convention – What Does This Mean?

China’s decision to join the Hague Apostille Convention, effective from November 7, 2023, has simplified the process of applying for a teaching visa (Z Visa). Previously, documents like your Bachelor Degree, TEFL certificate, and Criminal Background Check needed to be authenticated in the country of issue and then legalized by a Chinese embassy or consulate. This was often time-consuming and costly.

Now, the last legalization step at the Chinese embassy or consulate is no longer needed – you just need your documents apostilled.

The change has reduced the steps, time, and expenses involved in the visa application process. It’s never been faster and more convenient to apply for a visa to teach in China.

What Is an Apostille?

An apostille is a type of certification used to verify the authenticity of international documents. It is one type of authentication and, in many websites and forms, the words “apostilled” and “authenticated” are used interchangeably.

There are two types of apostilles:

  • Paper Apostille (hard copy) – This is a physical stamp on your document.
  • E-Apostille (electronic) – This is a secure PDF which confirms authentication, and can be sent via email.

As the name suggests, apostille authentication is used by and for countries that have signed the Hague Apostille Convention. And as you might imagine, e-apostilles are the easiest, fastest, and cheapest option.

Just because China has joined the apostille party DOES NOT mean every Chinese school will accept it. In bureaucratic terms, this is a relatively new development and some schools’ HR departments might even be unaware of the change and insist you get a (former) authentication. It is ALWAYS worth your while to confirm with any prospective employer that an apostille is OK! If not, you’ll have to have your documents authenticated the good, old-fashioned way.

Where Do You Get an Apostille From?

Whatever government authority is authorized to authenticate documents is able to apostille them too. The most important aspect, however, is figuring out which country’s government authority you should be applying to.

Example – Let’s say you are a Canadian citizen applying for a China Work Visa in Canada. And let’s say you gained your Bachelor Degree in Canada but your TEFL certificate in Australia (while you lived there temporarily.) In this case, you must have your DEGREE authenticated in CANADA, and your TEFL certificate authenticated in AUSTRALIA.

Makes sense, right?

Only the country where the document was originally issued has the power to authenticate it. Once your documents are apostilled, you can include them in your China visa application in Canada.

What If You Received Your TEFL Certificate Online?

If you earned your TEFL certification online, you must determine where the TEFL provider is based (e.g., USA, Thailand, or the U.K.) You’ll need to have the certification authenticated in that country. If you completed your TEFL certification in person, the authentication must also be done in the country where the training took place.

What Documents Need to Be Authenticated?

These are the documents you need apostilled:

  • A copy of your passport
  • A copy of your TEFL certificate
  • A copy of your Bachelor’s Degree
  • Your clear Criminal Background Check

The above documents are what most employers require, yet there are exceptions. Some schools’ H.R. departments might ask for extra documentation. Always double-check the documents your employer needs so you can have them apostilled all at once. Many authorities offer discounted fees for authenticating multiple documents, so it’s cheaper to present them simultaneously.

It’s wise to start your authentication process as soon as possible – especially if some of your documents were issued in a country you’re no longer in. It can take considerable time to liaise with the relevant government bodies from afar so jump on this task asap.

Does Authentication or Apostille of a Document Expire?

As mentioned at the start, authentication only expires if the original document does. An example is a criminal record check, which is usually valid only for six months from the issue date. Your passport will also have an expiry date, so the apostille certificate will naturally no longer be valid once the passport expires.

What Is a Notarized Document?

In most cases, before having a document apostilled, you will need to have it “notarized”. This involves finding a Notary Public and having them witness that the copy of your documents are indeed “true” copies and not something you designed on Canva.

The Notary will sign and stamp the copy, effectively “authenticating” its originality. From here, you can go ahead and have it apostilled.

What If I Live Abroad?

If you’re living in country other than the one where your document was issued, you will always have at least two options:

  • Firstly, most countries allow for mail-in authentication applications so you could simply do everything by registered post
  • Or you could use a Visa Agency of Document Authentication Agency – every country listed on this page boasts a handful of reputable companies that will take care of the apostille process for a fee.

There are also global agencies that offer authentication services for all the countries in question, namely Ireland, USA, UK, Canada, Australia, New Zealand, and South Africa

First things first: follow the link to the relevant authority under each country listed below, and you will find a section dedicated to “authenticating documents from abroad.” Then, choose your preferred method to continue.

Now, let’s dive into the process for authenticating your documents, depending on where they were issued.

🇮🇪 China Visa Document Authentication for Irish Citizens

Reminder – Gather the documents you need apostilled:

  • A copy of your passport
  • A copy of your TEFL certificate
  • A copy of your Bachelor’s Degree
  • Your clear Criminal Background Check

View steps on how to get your background check in Ireland here.

Once you have these documents ready, you’ll start by finding a Public Notary.

Step 1: Get Your Documents Notarized

Notarization is required only for non-state-issued documents or copies of existing originals. Original documents issued by state institutions, like universities or the Gardai (Irish police), are usually authenticated when they’re issued.

If you do need notarization, a Public Notary can verify your documents as ‘true copies’ by stamping and signing them. You can find a list of authorized Public Notaries in Ireland by selecting your area from the drop-down menu from this site. Alternatively, a local solicitor might also offer notary services.

If you’re abroad, visit your nearest Irish Embassy or Consulate, where a qualified Public Notary can assist you. Remember, the notary must be from the country where the document was issued. For example, an Irish document must be notarized by an Irish Public Notary, even if you are living in Australia.

Typical notarization fees range from €15 to €20 per document, but costs may vary, especially if you’re at an embassy abroad.

Step 2: Have Your Documents Authenticated / Apostilled

The Department of Foreign Affairs and Trade handles the authentication of documents in Ireland (and has its own legalization office).

Alongside your documents, you will need a cover letter stating the reason for authentication (e.g., China work visa). Include your name, address, contact number, email, and return address.

You have three options to submit your documents for authentication:

  1. In person at one of two Dublin offices.
  2. By courier mail.
  3. Drop-off in person and either pick up later or have them returned by mail.

Walk-ins are accepted at the Dublin offices on specific schedules. In-person submissions are the quickest way to get your documents authenticated. 

If you are in a hurry, you can make an appointment for urgent service, which has a turnaround time of around 30 minutes. Unfortunately, it can take a week to fix an appointment so it’s arguably faster to show up in person anyway.

If you can’t visit during office hours, you can drop off your documents along with your cover letter and payment. Then, either collect them later or arrange for them to be mailed back to you.

The DFA charges €40 per document, including return postage. Pay by bank drafts, postal orders, credit/debit cards, and more. Note that if you want to pay by credit/debit card, the Department will contact you by phone, so ensure your contact information is current.

IMPORTANT: When applying for your Criminal Background Check in Ireland, ask for it to be notarised when issued. If this has been done, you’ll see a blue stamp on the bottom, left-hand side. This stamp is essential; the document cannot be authenticated without it, so don’t forget to ask!it has been. This stamp is essential; the document cannot be authenticated without it, so don’t forget to ask.

🇺🇸 China Visa Document Authentication for US Citizens

The U.S. has one of the more complex processes for document authentication due to varying procedures at the state level. Generally, it involves a three-step process covering county, state, and federal levels. Many prefer to engage the services of an agency – an option we’ll detail below. 

But first: Before you even get this ball rolling, check with your prospective employer if a stamp from the Notary Public will suffice. Because if they say YES, it will simplify your ordeal.

Reminder – Gather the documents you need apostilled:

  • A copy of your passport
  • A copy of your TEFL certificate
  • A copy of your Bachelor’s Degree
  • Your clear Criminal Background Check

View steps on how to get your background check in the US here.

Step 1: Have Your Documents Notarized

Visit a Public Notary in the state where the document was issued and have them authenticate your documents. The cost varies by state, it can be anywhere from $5 to $30 per document.

Step 2: Have Your Documents Authenticated / Apostilled

As mentioned, documents can be authenticated at three levels in the USs: country, state, and federal. Sometimes, you will need all three stamps. Other times, one will suffice. Find out what you need FIRST, so you don’t waste time and money chasing unnecessary stamps.

County-Level Authentication (if required)

  • After a Notary Stamp, some states require additional authentication by the County Clerk or other local officials.
  • States requiring this step: Alabama, Georgia, Hawaii, Kentucky, Maryland, New York, Tennessee.

State-Level Apostille – SECRETARY OF STATE

  • Authenticate your documents with the Secretary of State in the state where the notary is located.
  • Costs and procedures vary by state (e.g., $1 in Michigan, $10 in Texas).

Federal-Level Authentication (if required) – DEPARTMENT OF STATE

  • For specific states and documents like FBI Criminal Background Checks, you must also authenticate through the U.S. Department of Statein Washington, D.C.
  • States requiring this step: Alabama, Arkansas, Delaware, Florida, Georgia, Idaho, Kentucky, Louisiana, Maryland, Mississippi, Montana, Nebraska, North Carolina, North Dakota, Oklahoma, South Carolina, South Dakota, Tennessee, Texas, Utah, Virginia, Washington D.C., West Virginia, Wyoming, and Puerto Rico.

Submission Details:

  • Complete the DS-4194 form from the U.S. Department of State’s Office of Authentications.
  • Send documents to: US Department of State Office of Authentications CA/PPT/S/TO/AUT 44132 Mercure Cir. PO Box 1206 Sterling, VA 20166-1206. Processing time is around three weeks. You can make an in-person appointment for urgent, same-day service.

🇬🇧 China Visa Document Authentication for UK Citizens

Reminder – Gather the documents you need apostilled:

Your clear Criminal Background Check

  • A copy of your passport
  • A copy of your TEFL certificate
  • A copy of your Bachelor’s Degree

View steps on how to get your background check in the UK here.

Step 1: Have Your Documents Notarized

Documents must first be notarized by a UK-registered Public Notary or solicitor. Originals issued by the UK government, like the Criminal Background Check, might not need notarization. Notarization costs around £30 per document, with potential discounts for multiple documents.

Step 2: Have Your Documents Authenticated / Apostilled

Once notarized, the documents need to be authenticated by the Foreign, Commonwealth & Development Office (FCDO). The FCDO authenticates the Public Notary’s signature, confirming that the documents are legitimate. The cost is £45 per document, and the process typically takes about ten working days.

🇨🇦 China Visa Document Authentication for Canadian Citizens

Reminder – Gather the documents you need apostilled:

  • A copy of your passport
  • A copy of your TEFL certificate
  • A copy of your Bachelor’s Degree
  • Your clear Criminal Background Check

View steps on how to get your background check in Canada here.

Step 1: Have Your Documents Notarized

Locate a Public Notary, solicitor, or Commissioner of Oaths in Canada to notarize your documents. Make an appointment and don’t forget to bring the original documents, copies of said documents, and your ID.

Step 2: Have Your Documents Authenticated / Apostilled

Canada has likewise signed the Hague Apostille Convention only recently. It came into effect on January 11, 2024. Most documents can now be apostilled in the provinces where they were issued. If they were issued by the Canadian Government, however, authentication is done by the Global Affair office. 

See the  Global Affairs Canada Official Website for detailed instructions.

🇦🇺 China Visa Document Authentication for Australian Citizens

Reminder – Gather the documents you need apostilled:

  • Your clear Criminal Background Check
  • A copy of your passport
  • A copy of your TEFL certificate
  • A copy of your Bachelor’s Degree

View steps on how to get your background check in Australia here.

Step 1: Have Your Documents Notarized

First, have your documents notarized by a Notary Public or solicitor. Notary fees in Australia can be quite high, sometimes reaching up to $150 per document.

Step 2: Have Your Documents Authenticated / Apostilled

After notarization, have your documents apostilled by the Department of Foreign Affairs and Trade (DFAT), which charges $98 per apostilled document. And hereis the link on how to do it from abroad. 

🇳🇿 China Visa Document Authentication for New Zealand Citizens

Reminder – Gather the documents you need apostilled:

  • Your clear Criminal Background Check
  • A copy of your passport
  • A copy of your TEFL certificate
  • A copy of your Bachelor’s Degree

View steps on how to get your background check in New Zealand here.

Step 1: Have Your Documents Notarized

Find your nearest Notary Public. They typically charge around NZ$90 for the first document, and only NZ$10 each for the rest.

Step 2: Have Your Documents Authenticated / Apostilled

The Department of Internal Affairs is tasked with giving apostille stamps. Authentication costs just NZ$32 for the first document, and NZ$30 for subsequent ones. 

🇿🇦 China Visa Document Authentication for South African Citizens

Reminder – Gather the documents you need apostilled:

  • Your clear Criminal Background Check
  • A copy of your passport
  • A copy of your TEFL certificate
  • A copy of your Bachelor’s Degree

View steps on how to get your background check in South Africa here.

Step 1: Have Your Documents Notarized

Find your nearest Notary Public or Registrar at a High Provincial Court in South Africa. Have your documents notarized. This service typically costs around USD 50.

Step 2: Have Your Documents Authenticated / Apostilled

In South Africa, the Department of International Relations and Cooperation (DIRCO) is authorized to apostille your documents*. 

Refer to the DIRCO Legalization Services page for details on how to submit your documents. You can do this in person, by mail, through a courier, or even have a friend or family member handle it for you if you’re abroad. Be sure to carefully review the section related to each document type, as the authentication process varies depending on the document.

The service is FREE OF CHARGE.

Special Cases 

The authentication requirements can differ depending on the type of document and where it was issued:

  • Bachelor’s Degree: The notarized document must first be authenticated by SAQA(South African Qualifications Authority) before it can be presented to DIRCO.
  • TEFL Certificate: If your TEFL certificate was issued by a South African institution registered with SAQA, it should also be authenticated by SAQA, before submission to DIRCO. However, if the issuing authority is based outside South Africa, you must first have it legalized by the South African High Court before DIRCO will accept it for authentication.