I What is legalization?
Legalization, also called consular legalization, refers to a consular practice ensuring authenticity of the very last signature or the seal affixed to a document related to the application from a natural person, legal person or other organization. In accordance with international practice and the consular practice in China, the purpose of consular legalization is to ensure that notarial deeds issued in one country have due legal effect and can be acknowledged by the relevant authorities in another country with no question as to their authenticity.
Chinese Embassies and Consulate-Generals are responsible for legalizing notarized deeds to be used in China and other documents that have been duly legalized by the Ministry of Foreign Affairs of the country or the related authorities where the consular legalization application is to be accepted.
II Application Procedure
Step 1:
To have the document notarized by a legal notary public of Malaysia. For educational certificates, have to be notarized directly by Ministry of Education of Malaysia or Ministry of Higher Education of Malaysia. Some judicial document or government issued document such as court decree, birth certificate, death certificate, marriage certificate, and single status affidavit does not need to be notarized. A certified copy of this kind of document should be obtained and submitted directly to Ministry of Foreign Affairs of Malaysia for legalization (Please call 082-236146 or 082-236169 for inquires).
Step 2:
To have the notarized document legalized by the Ministry of Foreign Affairs of Malaysia, Sarawak Regional Office.
Step 3:
To have the document submitted to and legalized by the Consulate-General of the People's Republic of China in Kuching.
III Supporting Documents
1.One fully completed and signed Application Form of Consular Legalization of the Embassy/Consulate of the People's Republic of China.
2.A photocopy of the photo/information page of the applicant's passport. A photocopy of the permanent resident card, study permit or work permit, if the applicant is not a Malaysian citizen.
3.If an applicant has entrusted someone else to submit the application on his/her behalf, the original and a photocopy of both the entrusted person's and the applicant's passport or IC (For non-Malaysia citizen, a permanent resident card or study/work permit) should be provided. For special cases, authorization letter from the applicant should be provided, i.e. Entrusted person should provide letter of authorization from his agency and his/her passport or IC with photos in order to submit the application.
4.If the document is of a company or an organization, a photocopy of the passport or ID (and a permanent resident card or study/work permit, if applicable) of the company's legal representative, an official company document that can prove the person's legal representative status, business license and change of company name (if applicable) should be submitted.
5.The original and photocopy of the documents which have been legalized by the Ministry of Foreign Affairs of Malaysia.
6.Documents needed for different cases, i.e. civil documents/commercial documents.
7.Other documents which the Consulate-General considers as necessary.
IV Processing Time & Payments
1.Office hours: working day 2:30pm-4:30pm (accepting document legalization and collection of legalized documents)
2.Processing Time
Regular service: 4 working days
Express service: 3 working days
Urgent service: 2 working days
Note: Express/Urgent service are available only in extreme emergencies and subject to approval by the consular officer. The above processing time is average and for reference only. Some applications may require longer processing time that a pick-up date cannot be confirmed until notified by the Consulate-General.
3.Fees
(1)Regular Service
Civil/Commercial affairs for Chinese/Malaysian citizen: RM26/copy
Civil affairs for other nationality citizen: RM80/copy
Commercial affairs for other nationality citizen: RM160/copy
(2)Express Service: an additional fee of RM100/copy
(3)Urgent Service: an additional fee of RM140/copy
Remarks: Number of copy refers to stamp(s) from the Ministry of Foreign Affairs.
IV Important Notice
1.The document must be truthful, legal and without contents violating Chinese law or threatening to China's national or public interests.
2.The document with more than one page must be properly bound as a volume to avoid any substitution. Sealing wax, eyelet and paging seal should be applied to ensure the integrity of the documents.
3.According to regulations of China, a single status affidavit, health status, proof of finance, income or no criminal record to be used in China is valid for only 6 months from the date of issuance.
4.Applicant with documents written in Bahasa Malaysia or other foreign language should provide a recognized Chinese translation document. Applicant may approach the translation agency recognized by the Malaysia Court and the Ministry of Foreign Affairs for translation services. (The translation of a Declaration Statement need not be signed if it is to be used together with original document.)
5.Documents produced outside Malaysia to be used in China should be legalized in the country where they are produced.
6.Documents issued by domestic institutions in China such as Chinese passport, ID or driving license cannot be legalized at the Chinese Consulate-General.
7.Consular officials of the Chinese Consulate-General will review the documents to be legalized and other supporting documents may be required by the consular officials based on individual cases. If there is any problem, such as uncompleted process, wrong document format, illegal contents, or alteration or substitution of the document, the application will be rejected.
8.A document that has been legalized by the Chinese Consulate-General shall not be wilfully bound, unbound or altered. Applicants are solely responsible for all consequences and legal responsibilities arising from unauthorized binding, unbinding or altering of the document.
The above information is subject to adjustment without prior notice. All rights of explanation reserved.