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Commercial Document Authentication
The authentication process must meet the requirements of the consulate, and the content must comply with domestic regulations.
Please be sure to confirm the following with your relatives, friends, or relevant institutions in China:
1. Whether the document itself is required by the relevant domestic institution. Different regions in China may have varying document requirements for the same commercial activity.
For example, to open a branch in China, you generally need the U.S. company’s registration certificate, bank confirmation letter, proof of identity of the company owner, etc.
2. How many copies are needed? Multiple domestic institutions may require the same document. We often see clients who initially apply for one copy and later return to request additional copies.
Required Materials:
1. Consulate Authentication Application Form
# Click here to download the application form;
# Please refer to the instructions for filling out the authentication application form.
2. One copy of the applicant’s identity document (usually the company owner, shareholder, or employee). Only one of the following documents is required:
# Copy of the photo page of a Chinese passport (recommended) or;
# Copy of the photo page of a U.S. passport (recommended) or;
# Copy of a valid U.S. driver’s license or state ID or;
# Copy of a U.S. green card or;
# If the applicant holds neither a Chinese nor a U.S. passport, provide a copy of the passport photo page + proof of valid U.S. residency (e.g., copy of I-20/I-797/work verification letter from the company);
# Chinese ID cards cannot be used (not acceptable).
3. Fill out our online order form
# The purpose of this order form is to collect your contact information, return address, and automatically calculate the total fee;
# After submission, a copy will be sent to your email;
# Sometimes the copy may end up in the SPAM FOLDER (junk mail);
# Please print a copy from your email and mail it to us along with other materials;
# If you are applying in person, you may also fill out the form at our office.
4. One copy of the company’s proof document
# For a Chinese domestic company, provide a copy of the business license + copy of the shareholder agreement (must include the applicant’s or relevant person’s name and company seal);
# For a U.S. company, generally provide a copy of registration documents such as Articles of Incorporation (must bear the state government seal). Documents printed from the state government website are not accepted by the consulate.
# For U.S. companies, registration documents vary by state, and formats differ for LLCs, INCs, etc. Consulate staff may occasionally reject documents if they cannot verify them. If you have other state-issued documents (e.g., Certificate of Good Standing), please include them to increase the chances of a successful application.
5. One clear scanned copy or photocopy of the document to be authenticated (original not required)
# On a blank sheet of paper (can be company letterhead), print or write in Chinese: “This is a true copy of [document name] of [company name].” (e.g., This is a true copy of the registration certificate of ABC Company). You may also add any necessary brief notes, but please send them to us for review to avoid including anything that could lead to rejection;
# Print or write the applicant’s name on this paper. Then sign with a black pen and write the date in black ink (no corrections allowed for the signature or date, not even minor ones);
# Use a paperclip to attach the company registration document and this signed paper when mailing them to us (do not staple).
6. A company-issued verification letter confirming the applicant’s authority to apply for authentication on behalf of the company. This letter must be notarized by a NOTARY PUBLIC.
If the applicant is not the corporate legal representative (the applicant's name is not on the company documents), this document needs to be supplemented, generally applicable only to U.S. companies.
Given the increasing attention to detail by the consulate, to reduce potential issues during your application process, we recommend the following two steps:
1. Provide us with backup materials
We recommend preparing one extra signed consulate application form and one extra signed document for backup (photocopies or electronic signatures are not acceptable). For example, if you need to process two identical certifications, please prepare at least two signed consulate application forms and three signed documents (such as power of attorney, declarations, signed translations, etc.) for backup. If any issues arise during the process, we can immediately replace them with new documents. If the backup documents are not needed, we will shred them with a paper shredder after confirming your application is completed.
2. Allow us to pre-check your materials
Whether you plan to deliver materials to our office in person or mail them to us, we recommend scanning or photographing all documents to be sent (preferably signed if required) and emailing them to us for review before mailing. We typically respond within 6-24 business hours. This is especially recommended for urgent cases.
Processing Timeline:
Please note that the day we receive your documents is not counted as a business day. Weekends and Chinese/U.S. public holidays are not business days.
Due to government limits on the number of applications processed daily and the inability to make changes once documents are submitted to the government, please estimate the required timeline for your documents to avoid delays in your subsequent arrangements.
Return Shipping:
If there are multiple documents, as long as the return address is the same and they are shipped together, only one shipping fee applies. Other shipping considerations:
1. If your package contains important documents, we recommend wrapping them in waterproof material (such as a plastic bag) before placing them in the envelope.
2. Please use FedEx or UPS whenever possible to ship your documents. If you must use the U.S. Postal Service, please use insured or signature-required shipping methods.
3. When mailing documents, always hand them to a postal clerk at the counter and avoid dropping them into roadside mailboxes.
Shipping Within the U.S.:
FedEx Standard Overnight: Delivers to U.S. addresses in 1 business day, includes up to $500 insurance, and requires a signature for delivery.
FedEx 2nd Day: Delivers to U.S. addresses in 2 business days, includes up to $500 insurance, and requires a signature for delivery.
Shipping to China:
FedEx International Priority for return shipping to China: Approximately 3 business days to direct-flight cities like Beijing and Shanghai; approximately 4-5 business days to other cities. Domestic couriers will call the recipient and require a signature for delivery.
The safety of your documents and certificates is of utmost importance. We strongly recommend using FedEx services, as all FedEx services include real-time tracking, require a signature for delivery, and are easy to contact in case of issues. The U.S. Postal Service may sometimes delay mail or fail to scan documents promptly.
In-Person Submission:
Submitting materials to our office address and considerations: The colleague responsible for certifications may not always be in the office. Please call ahead to confirm before coming to submit materials to avoid wasting your time. Thank you.
Golden Bridge Translation Services
Phone: 518-956-5673 (SAM) Email: nycjinqiaofanyi@gmail.com
Website: www.jinqiaofanyi.com
Address: The Falchi Building, 31-00 47th Ave Suite 3100, Long Island City, NY 11101. Take the 7 train to 33 St-Rawson St station, walk southwest for nine minutes. Enter through the gate under the 31-00 sign, go straight into the lobby, and proceed to the third floor. (Plenty of parking available at the entrance.)
