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Frequently Asked Questions Concerning Consular Legalization (FAQs)
2019-01-31 18:24

Q: Is the consular legalization mandatory for documents issued in Belgium for use in China?

A: Consular legalization refers to a common international act gradually formed in practice to facilitate document exchanges across countries. Its purpose is to ensure that a document issued in one country can be acknowledged in another country, and its legal effect outside the issuing country will not be affected due to doubts on authenticity of the seal or signature thereon.

Currently, the People’s Republic of China has not yet concluded mutual agreement for exemption of authentication with Belgium. Civil or commercial documents for use in Mainland China need to be legalized by our Embassy. Civil or commercial documents for use in China’s special administrative regions of Hong Kong and Macao, do not need to be legalized but only require an apostille affixed by the Ministry of Foreign Affairs in Belgium (FPS Foreign Affairs).

Q: What are the procedures for consular legalization at the Embassy?

A: Before submission, the applicant is advised to read the Guidance on Application for Consular Legalization on our our website and prepare all required documents in advance. He/she may either come in person or entrust someone else to submit the application. Applicants shall go through the security check before entering the Consular Service for submission of documents at the corresponding window. Once application is accepted, the applicant will get pick-up form (pink sheet) with collection date indicated thereon. Please keep this form properly and come back on the indicated pick-up date (or within the 2 following weeks) to the Consular Service to collect the legalized documents. The applicant will be asked to present the pick-up form, to wait for his/her numbers to be called and to pay by debit cards.

Q: Is the Consular legalization by the Chinese Embassy in Belgium the only required legalization procedure for documents issued in Belgium to be used in China? If I am resident in France, is it possible to apply for consular legalization of these documents issued in Belgium at the Chinese Embassy in France?

A: No. Documents issued in Belgium need to be first legalized by the FPS Foreign Affairs.

It is only with the embassies of relevant countries in Belgium that the FPS Foreign Affairs shall put relevant seal/stamp for legalization and the name/specimen signature of the undersigning official on record; hence our Embassy is the only authorized party to conduct consular legalization for documents authenticated by the FPS Foreign Affairs of Belgium.

Q: Does the document issued in Belgium for legalization have to be drawn up in specific language?

A: Generally, documents for legalization shall be issued in either one of Belgian official languages including French, Dutch and German, or in other commonly used languages such as English. If the document to be legalized is drawn up in another language, a sworn translation may be required in the discretion of the consular official in charge.

Q: Does the Embassy provide translation service into Chinese of documents to be legalized? Is the Embassy authorized to authenticate the translation of the document for legalization at the Embassy?

A: No, we do not provide translation service at the Embassy. According to regulations by the FPS Justice in Belgium, documents issued in French, Dutch or German for use abroad shall in general be translated by a Belgian sworn translator; both documents, the source document and the translation, subsequently need to be legalized by the respective public authorities.

Translations handled by a Belgian sworn translator for use in China shall be approved by the Court of First Instance where the translator sworn the oath and then sent in succession to the FPS Justice and the FPS Foreign Affairs so as to be authenticated before application for legalization at our Embassy.

Please refer to the official website of the FPS Justice for a list of Belgian courts to find a sworn translator based on your need:

http://www.juridat.be/cgi_adres/adrf.pl

Q: Is the Embassy authorized to legalize a Death Certificate issued by Belgian local authorities?

A: Whether the deceased was a Chinese citizen or not, if the Death Certificate is intended to be used in China, it needs to be legalized by our Consular Department following legalization by the FPS Foreign Affairs.

Q: Why does the Embassy require other legalization/authentication procedures to be accomplished before application for legalization of documents including Birth Certificate/Residential Certificate/Marriage Certificate/Attestation of No Criminal Conviction) issued by my City Hall (Maison communale)?

A: We cannot ensure directly the authenticity of seals and signatures of these above-mentioned institutions/organizations. The FPS Foreign Affairs is the only Belgian institution which puts relevant seal/stamp for legalization and the name/specimen signature of the undersigning official on record with our Embassy; it is hence entitled to authenticate documents/certificates issued by local competent authorities that put on record their seal/signature related information with the FPS Foreign Affairs.

Q: If I would like to use my certificate issued in French or Dutch in China, does the Embassy provide consular legalization service for me?

A: Yes. Please come in person or entrust someone else to submit your application at our Embassy. Please note that the certificate to be legalized by our Embassy needs to be legalized first by the FPS Foreign Affairs.

A translation into Chinese of the above-mentioned certificate is not required by our Embassy. However, it is advised to check with the department which requires your certificate to see whether a sworn translation is necessary.

Q: Is the Chinese Embassy in Belgium authorized to legalize Higher Education Degree issued in the Netherlands or Italy?

A: No. We are authorized to conduct consular legalization service only for notarial documents or certificates for use in China, issued by Belgian competent authorities and authenticated by the FPS Foreign Affairs.

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