Guide to Legalizing Your Beijing-Born Baby’s Birth Certificate

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Anyone who was pregnant in a foreign country knows how scary and overwhelming it can be at times, both with and without Covid.

Going to appointments, waiting for test results, comparing tests done here and in one’s home country, making a birth plan and then having to change it … I mean, don’t get me wrong, it is an exciting and beautiful journey, but it’s full of ifs and buts. I remember all the feels I felt while being pregnant and, I must admit, some were not pleasant.

After childbirth is when the actual journey begins, and it all starts with new parents having to fill out legal paperwork and register their baby’s birth. Once you have decided on a name, you’ll be given the baby’s birth certificate and asked to double check if all the info is correct. This part should go without a hitch, unless you have a crazy long last name or have some special requests (read: non-standard English characters) regarding your baby’s name.

I gave birth at the same hospital both times, so the second time they already had all my info in their computer, but the lady who did my son Noa’s birth certificate in 2018 separated the first name from my last name with a period (.) which did cause a delay. So, yes, things can happen, so just make sure to double-, or even triple-check everything.

What is full legalization?

I was soooo confused with all the terms I came across while trying to figure out what to do and how to do it. Authenticate, legalize, notarize, validate … Anyways, what you need to do is LEGALIZE the birth certificate in the country where it was issued (China) so you can use it for getting a passport for your child.

It can be a lengthy process so better start doing it early rather than late. To make it easier for all new parents and parents-to-be, here is a step-by-step guide for getting your Beijing-born baby’s birth certificate fully legalized:

Step 1 – Notify the Local Authorities

This is not an actual part of the process, but as I mentioned, getting all the documents ready can really drag out and a baby must be registered with the Public Security Buearu (PSB) within 30 days or you’ll be asked to pay a fine. So as soon as you are able to, head to the PSB with the baby’s Chinese birth certificate and the parents’ passports. Believe me, this will save you a headache in case your embassy/consulate cannot issue the passport fast enough.

Speaking from experience, make sure to remember the date of your visit because this may come in handy once you come back with the passport – the officer will just copy your documents, and there will be no actual proof that you’ve registered your baby’s birth, so you might need to prove it.

Step 2 – Notarized Translation

Once you make sure the authorities have been notified about the birth of your baby, you’re all set to start the process. The first thing you need to do is check with your embassy/consulate about what language you should translate the birth certificate into. Some countries accept the English translation and some don’t, so be sure to confirm. If English is acceptable, you’ll save a good amount of RMB, but there’s nothing you can do if it’s not. The document has to be translated and certified by a notary or translated by a professional translator and reviewed and certified by a notary. There are notary offices all over Beijing, so you can just look up the nearest to you, but at these places you cannot do the step that comes afterwards – legalization.

The first time I was doing it, I went to a notary office where they told me that I couldn’t apply for notarization since it wasn’t my birth certificate, and that the applicant had to be my baby. But the baby didn’t have a passport number, which the notary office needed, so they asked me if it would be okay to add my passport number. I had no clue, so I said yes. But, of course, it wasn’t okay and I was denied when applying for legalization. So I had to do it all over again at Beijing Fangyuan Notary Public Office, where I could do both notarization and legalization.

Other than being convenient, it’s also very quick. Get a number and wait for your turn. Once your number comes up, enter the office and present your documents. You’ll need the baby’s birth certificate and the passports and marriage certificate of you and your partner. You’ll be asked what language you want to translate the birth certificate into and how many copies you need. The notary will let you know the price, and you’ll be asked to pay. There are three counters – translation and notarization, legalization, and cashier. Pay the cashier and go back to the office to show the receipt. The attendant will tell you when to come back to pick up the notarized document (it usually takes around a week).

Step 3 – Legalization by the Ministry of Foreign Affairs

Next, the notarized document has to be legalized by the Department of Consular Affairs of the Ministry of Foreign Affairs of China or authorized Foreign Affairs Offices of local governments. This just means that the document needs to get the seal from the ministry that your consulate or embassy can recognize. As I said, you can do both notarization and legalization here, with the only inconvenience being that you have to come back after a week to pick up the physical copy of the notarized document at one counter and apply for legalization at the counter next to it. I tried asking if there is a way around it to save me a trip, but unfortunately, as it’s a personal document, the officers are not authorized to do anything about it.

When you pick up the notarized certificate, go to the counter on your right. You’ll be asked to pay (price depends on your nationality, but around RMB 450 as ballpark figure) however they only accept cash payment for this service, so make sure you have some on hand.

Step 4 – Legalization by the Embassy/Consulate

The easiest way to do this last part is to let the Foreign Affairs office handle it. There is an extra charge for this service, but it will save you time. All you have to do is jot down the name of your country, your phone number, and whether the situation is urgent or not, and then have them mail the documents for you.

The price and estimated delivery time depend on your embassy. You’ll get a phone call from the Foreign Affairs office when your documents are ready to be picked up.

Find it:
Beijing Fangyuan Notary Public Office 北京市方圆公证处
1/F Beijing INN, 5 Dongshuijing Hutong, Dongcheng District
东城区东水井胡同5号北京INN大厦1层
Tel: [phone]

Images: Pexels, Unsplash

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