Australian Consulate-General
Shanghai, China

Notarial and Other Services

This list outlines notarial services we can provide and information on services we cannot provide:

 

Certifying true copies of original documents

  • We can photocopy your original document, and certify it is a true duplicate copy.
  • Documents must be Australian or for use in Australia. (However we can provide certified copies of original documents for Chinese visas and work permits).
  • We apply the following certification on it: "This is a true copy of the document presented to me". This is the wording approved by the Department of Foreign Affairs and Trade. We won't alter it.
  • We don't certify or endorse the contents in your document. We only certify the copy is identical.
  • We don’t certify identity through images or photographs and are unable to endorse photographs as being a true photograph of an applicant.
  • We can certify copies of some online Australian government documents where the link is provided to us via email.
  • Damaged, framed or laminated documents are not accepted for certifying as a true copy.

 

Notarial services relating to Australian visa and citizenship applications

  • Most Australian visa or citizenship applications will not require a notarial service from th Consulate-General.
  • The Consulate-General does not handle visa and citizenship enquiries. All Australian Visa and Citizenship questions must be directed to the Department of Home Affairs. Online enquiries can be submitted here.
  • Online visa and citizenship applications do not require certified copies of documents.
  • For paper-based visa and citizenship applications which are submitted in China, you can have copies of your documents certified by a Chinese citizen who works in one of the occupations listed on the Department of Home Affairs website.
  • Visa and citizenship applications submitted outside Australia do not need statutory declarations to be witnessed at an Australian Embassy or Consulate. If your visa/citizenship application requires a witnessed declaration/form, please read the witnessing instructions on the declaration/form. The Department of Home Affairs can generally accept statements witnessed according to the legal practices of the country in which you make the statement.

 

Witnessing Signatures

  • We can witness signatures on various types of official Australian documents, for use in Australia.
  • Be aware that you may not need a consular official to witness your signature. In many cases, you can find someone else locally to witness it for you. Ask the receiving authority in Australia who else can witness it for you.
  • Documents we can witness
    • Property transfers. Only for buying or selling property in Australia.
    • Australian statutory declarations (follow link for more info). Only for use in Australia.
    • DFAT forms
    • Notices of intended marriage. Learn more about Australian marriage forms (Attorney-General's Department)
    • Most federal government forms.
    • Some state government forms and private sector forms. Ask the form's issuing authority if they accept consular officials as authorised witnesses.
  • We don't witness signatures on overseas documents. Ask the local authorities who can witness these for you. Or obtain legal advice. Do not sign the documents before your appointment.
  • You must bring: 
    • Original documents
    • Your passport – or identification containing both your signature and photograph.

 

Witnessing signatures for land or property transfers

The Australian Consulate-General does not allow urgent appointments for selling or buying land or property in Australia.

  • It is a requirement that written instructions from your legal representative in Australia be provided in addition to the land documents you need witnessed or certified. Where instructions from your legal representative are not provided, the service will be declined.

 

Verification of Identity (VOI)

  • We can verify your identity using a DFAT Identity Certificate. We will only list identity documents in the bottom section of the DFAT Identity Certificate, such as passport, drivers licence, government issued photo ID card.
  • We cannot sign or complete any other 'Identifiers Certificates' or 'Verification of Identity Certificates'.

 

Witnessing the execution of affidavits

  • A consular official can only administer the oath or affirmation on an Australian affidavit to be presented as evidence in Australian legal proceedings.
  • Affidavits are a legally binding statement of fact to be presented as evidence in Australian court or other legal proceedings. Check that you have selected the correct notarial service (you may be seeking to make a Statutory Declaration).
  • Your lawyer must provide clear instructions as to what they need in and on the affidavit. We can't provide legal information or advice.
  • If the deponent does not have a strong command of English, you may be asked to provide an interpreter and complete the alternative jurat.
  • Learn more about affidavits (Family Court of Australia).

 

Witnessing statutory declarations for use in Australia

  • The Consulate can only witness an Australian Statutory Declaration for use in Australia by an Australian entity.
  • Statutory Declarations should be written in English, however clients may include their own translation within the space provided prior to signing.
  • You must bring identification containing both your signature and photograph (eg your passport) so we can verify your identity and signature on any documents you sign.
  • The Consulate can not witness Statutory Declarations to be used to support marriage in China or the transfer of Chinese land/property.
  • More information is available at the Smartraveller and Statutory declarations | Attorney-General's Department.

 

Authentication of documents (legalisation / authentication / apostille)

What is the legalisation?

Legalisation is the process where we verify the signature, seal or stamp on a document. We compare it to what we have on record.

Once we confirm the match, we attach an apostille or authentication certificate to it. You should check with your receiving authority to make sure this is what they need.

The apostille or authentication certificate verifies the signature and/or seal on the document. You can then present it to the authority overseas who asked you for it.

Types of documents we can legalise

  • Documents must be Australian public documents. This means:
    • originals issued by an Australian government agency or official
    • originals issued by an Australian educational institution
    • copies notarised by the Australian Notary Publics
  • For original Australian university documents, we can authenticate or apostille once the document is verified by the university. You need to contact your university to verify your original degree as a 'true and accurate record'. This could be available via your university's online portal or email confirmation from your university.
  • Damaged, framed or laminated documents are not accepted for authentication/apostille services.
  • See more about different types of public documents we legalise.

Preparing your documents for legalisation

Follow these steps before you request our documents legalisation services.

  1. Ask the receiving authority which documents they need. Ask them which ones you must also get legalised. We can't tell you what they may want.
  2. Find out if you'll need either an apostille or an authentication for your documents.
  3. Confirm the documents are eligible for legalising by DFAT. If in doubt, contact us first.
  4. If your documents aren't eligible as-is, you may need to get them notarised first. Find a Notary Public in Australia. Send your document to them. Once notarised, we can legalise it.
  5. Gather your documents. Check if there's any special requirements for your type of document.
  6. Make an appointment.

You may have additional steps to take to prepare some documents for legalisation. See more about different types of public documents we legalise.

 

Passport letter

See Passport Services

 

Letter of No Objection

The Consulate does not issue personalised letters of no objection.  If a letter of no objection is needed to meet Chinese regulations for the repatriation of remains to Australia, you may download our universal letter of no objection (repatriation of remains), free of charge. 

 

Translation and Interpreting Services

The Consulate does not provide translation and interpreting services. If you need to locate a translator or interpreter, please visit the National Accreditation Authority for Translators and Interpreters (NAATI) or refer to our list of service providers in Shanghai.

List of translators and interpreters [PDF coming soon]. See also Legal | Australians in China for a list of local lawyers.

Disclaimer  - The names and contact details of service providers in China appearing in the attached list has been compiled by the Department of Foreign Affairs and Trade (DFAT) from publicly available information. DFAT does not endorse any of the service providers appearing in this list, provides no guarantees as to its currency and does not accept any liability if you choose to engage one of these service providers

 

 Notary Public

Consulate officers are not notaries public. Please contact your lawyer for advice on local notaries public. Alternative notarial service providers in Shanghai can be found here.