How to Apply for Authentication
A. An authentication, within the purpose of this article, is an activity conducted by the Chinese Consulate General in Kota Kinabalu, at the request of a natural person, a legal person, or an organization, to authenticate the last seal and signature on a document issued in the Malaysia. so that the document may be recognized and used in China.
B. The Chinese Consulate General in Kota Kinabalu only authenticates the signature of the Director and the Seal of the following Consulate's consular area:
Sabah state：Sabah Regional Office, Ministry of Foreign Affairs
Address：7th Floor,Block A, Kompleks Pentadbiran Kerajaan Persekuluan,Jalan UMS, 88400 Kota Kinabalu,Sabah
Tel: 088-220011
Fax: 088-488518
Website：http://www.kln.gov.my
C. The following types of document should be authenticated by the Consulate before they are sent for use in China:
a. Documents issued in the Malaysia., such as a Certificate of Incorporation, even if it is held by a Chinese citizen;
b. Documents pertaining to facts that have occurred in the Malaysia., such as a Marriage Certificate, even if it is in connection with a Chinese citizen;
c. Power of Attorney, personal statement or affidavit signed by a citizen of the Malaysia or a third country.;
d. Documents which are deemed ineligible for notarization by the Consulate, such as a personal will.
D. The following types of document cannot be authenticated by the Consulate:
a. Documents issued in China, such as a birth certificate, marriage certificate, diploma, company letters, etc. Such documents, if to be used in the Malaysia., should be notarized at a local notary public in China. In some cases, a notarial certificate issued in China has to be authenticated by the Consular Department of the Ministry of Foreign Affairs of China or a provincial Foreign Affairs Office and then by a Malaysia. diplomatic or consular mission in China. Please consult relevant Malaysia. authorities on the requirement;
b. A set of authentication documents that includes any document issued in China;
c. Documents with contents that are in violation of China's laws, interests and ethics;
d. Documents to be used in a third country;
e. Documents that are deemed ineligible for authentication by the Consulate.
E. Authentication procedures:
a. Send the document to a local notary public for notarization;
b. Send the notarized document to Foreign Office for authentication (often required in the States of Sabah);
c. Send the authenticated document to the Consulate for authentication.
F. An application for authentication must be submitted to the Consulate in person by the applicant or a representative. The application kit should be arranged and submitted in the following order:
a. Application Form for Authentication or Notarization completed and signed by the applicant. If a document involves more than one person, the application form can be completed and signed by only one of them;
b. A photocopy of the applicant's valid picture ID, e.g. ID, passport, driver's license, etc. If a document involves more than one person, only a copy of the signing person's ID should be submitted
c. Where applicable, a photocopy of the valid picture ID of the person who submits the application on behalf of the applicant;
d. A photocopy of the Certificate of Incorporation and the valid picture ID of the manager or legal person, if the document is business related.
e. The original set of document which has been authenticated by the Foreign Office in Sabah State;
f. A photocopy of all pages of the original set of document, including the authentication pages. Please take extra care not to remove staples on the original document when making copies. Otherwise, the document will become invalid and won't be accepted.;
g. If one applicant has two or more documents to be authenticated, please repeat "e" and "f" described above.
h. Other supporting documents that may be required by the consul based on individual cases.
G. Submit, Pickup Date and Fees:
a. Applications for authentication are accepted at Windows1-3.
b. An authenticated document is normally ready for pick up on the fourth working day.
c. The authentication fee is 80RM each for personal documents or 160RM each for corporate documents. Under special circumstances, an applicant may apply for expedited service with an extra fee of 160RM per document, i.e. to pick up on the second working day.
H. Payment:
Please make payment when picking up the document. We accept credit card only. Cash and other forms of payment are not acceptable.
I. Tips for agents and representatives:
a. On the upper left corner of the application form, please place a stamp or sticker of the company with company name, address and contact information;
b. Please make sure that each and every applicant completes the application form and sign legibly;
c. Please make sure that the original documents are in their original shape. Documents with the staple removed or with extra staple holes on the page will be deemed invalid and will be returned without authentication;
d. Please submit personal applications and corporate applications separately;
e. Please arrange each application kit in the following order:
1. The Application Form;
2. A copy of the applicant's picture ID;
3. A copy of the agent's picture ID;
4. Copies of the Certificate of Incorporation and the manager/legal representative's picture ID, where applicable;
5. The original document to be authenticated;
6. A copy of the document to be authenticated;
7. Please repeat "5" and "6" described above if an applicant has two or more documents to be authenticated.
f. If a document involves more than one person, the application form can be completed and signed by only one of them;
g. If a document involves more than one person, only a copy of the signing person's ID should be submitted;
h. If more than one application is submitted by the agent, a copy of the agent's picture ID should be attached to each and every application form;
J. Notice:
a. One certificate contains one document only. One certificate contains several documents will not accepted for Legalization.
b.Documents issued in China, such as Passport, Registration of Company will not accepted.
c.Documents issued by other country should be authenticated by the Embassy of concerned country in Malaysia first and then to be authenticated by Chinese Embassy in KL.
d.Application for the true translation of Malaysia Passport, IC, Diploma, etc. should apply for authentication of true copy of Malaysia Passport, IC, Diploma, etc. at the same time.
e.The Chinese Consulate-General authenticates only the officials' signature and the seal of Sabah Foreign Office of the Ministry of Foreign Affairs of Malaysia and will not responsible for the contents of the documents.
f. Documents authenticated by Sabah Foreign Office of the Ministry of Foreign Affairs of Malaysia should be in its original shape. Applicants should not take apart the original documents (notarized or authenticated) or stitch some other pages to the original documents, and should bear all responsibility aroused.
g.The above information is subject to adjustment without prior notice. In case of conflict of information, the consul's explanation will prevail.
1. Overseas Chinese citizens marrying abroad
The Chinese government encourages overseas Chinese citizens to register their marriages in the country in which they live.
Marriage certificates can be used in China after accomplishing the Procedure of Authentication.
2. Marriage Registration in China
1) Overseas Chinese citizen registering marriage in China should submit:
a. His or her valid passport;
b. A document to certify that he or she is single. This document is required to accomplish the Procedures of Authentication before it is brought to China.
c. A statement to declare that he or she does not have any type of relationship with his fiancee or her fiance within 3 generations . This document should also accomplish the Procedures of Authentication before it is brought to China.
2) Alien to register marriage with a Chinese citizen in China is require to submit:
a. His or her valid passport;
b. A notarized certificate to certify that he or she is single. This document should accomplish the Procedures of Authentication before it is brought to China.
The above information is subject to change without notice.