Apostille then embassy legalisation for China: how UK company packs work

26 October 2026

A UK company document intended for China may require more than a Companies House certificate. The correct sequence depends on the Chinese bank, authority, notary, consulate or other recipient and on the document’s format, translation and date.

This Advice Centre guide is practical document information, not legal advice, an immigration opinion, a banking decision or a promise of foreign acceptance. Ask the named recipient for its current written checklist before ordering.

Short answer

Do not assume that “apostille then embassy legalisation” is a universal sequence for every Chinese use. Ask the named recipient which authority must legalise the document, whether a UK apostille is accepted, whether a notarial certification is needed first and who must translate the pack. A Certificate of Good Standing can support a corporate-status check, but it does not prove beneficial ownership, signing authority or a commercial relationship unless separate evidence says so.

Map the chain before ordering

Ask for a written document list from the Chinese recipient. It may ask for a COGS, incorporation certificate, articles, director or member evidence and a power of attorney. Note which item must be original, certified, notarised, apostilled or consular-legalised. A route correct for a bank may not be correct for a court, supplier or local registrar.

Apostille is not substantive approval

An apostille authenticates the relevant UK signature, seal or status for use in the applicable framework. It does not confirm that a Chinese recipient accepts the company, its ownership or transaction. If another authority or consular step is required, that is a further process with its own format and translation rules.

Translation and bilingual packs

Clarify whether translation must be into Mandarin, whether it must be completed before or after legalisation and whether the translator must be recognised. Keep the registered English company name, company number and document dates consistent. If a translation changes the apparent legal form or name, ask for a correction before submission.

Plan for review and delivery

Allow time for certificate issue, legalisation, translation, courier and questions from the recipient. Some organisations accept a scan for preliminary review but later demand paper. Retain electronic files, apostille verification, tracking and the final index. Around 90 days is a common freshness habit, but the recipient’s written rule controls.

Practical checklist

• Get the China-facing recipient’s written document and legalisation checklist.

• Confirm whether apostille, notarial certification or another step is required.

• Match every document to the same company number and legal name.

• Ask about Mandarin translation and translator status.

• Allow time for authority review and courier hand-offs.

• Do not claim an FCDO partnership or guarantee Chinese acceptance.

Official fees and sources

Check the live GOV.UK guidance on ordering certified copies and certificates from Companies House before ordering. The current working figures for this batch are £22 for a standard Companies House certificate and £65 for a same-day certificate. These are official charges, not an agent’s full service price. Where legalisation is needed, the live GOV.UK document legalisation guidance lists £45 for a paper apostille, £35 for an e-Apostille, £40 for Next-Day and £100 for Urgent/Restricted Urgent where the relevant conditions apply. Certification, translation, courier, postage and any later embassy stage can be separate. UKCOGS does not claim FCDO partner status; use current official terms when describing any service.

Freshness is a recipient rule

There is no universal 90-day legal expiry for every Certificate of Good Standing. About 90 days is a common recipient habit, but a bank, authority, registrar or clerk may specify 30, 60, 180 days or a document issued after a particular filing. An apostille authenticates the relevant signature, seal or status; it does not refresh company information. Check the recipient’s written rule and the live Companies House record before presentation.

Questions to settle before payment

Ask the receiving organisation to confirm the exact document title, the legal entity, the maximum document age and the accepted delivery format. Ask whether it wants an original, a Companies House certified copy, a solicitor-certified copy or an electronic file. If the document will be used outside the UK, ask whether an apostille is enough or whether translation, embassy legalisation or local filing follows. Put the reply in the order file; a short written answer is more useful than an assumption based on a similar transaction. Also check the practical hand-offs: who will receive the certificate, whether a portal accepts the original electronic file, whether paper will be requested later and whether the courier address differs from the registered office. Keep tracking information and delivery confirmation with the final pack.

Keep the scope clear

A company certificate is one piece of evidence. It should not be described as a guarantee of incorporation history, ownership, financial health, tax compliance, authority to sign or permission to trade unless the document and recipient specifically establish that point. If a reviewer asks a question the certificate cannot answer, add the separate evidence it requests or obtain professional advice. Clear wording protects the client from relying on a document for a purpose it was never designed to meet.

Frequently asked questions

Is apostille always followed by embassy legalisation for China?

No. The required route depends on the recipient, document and current rules.

Does a COGS prove the company owner?

No. Ownership and authority normally require separate evidence.

When should translation happen?

The recipient or legalisation authority may specify the sequence. Ask before ordering.

Can a scan be used first?

Some recipients permit preliminary review but later require paper originals or legalised copies.

How recent should the pack be?

About 90 days is common, but use the named recipient’s requirement.

UKCOGS can help coordinate the relevant document route. See the Certificate of Good Standing service, apostille and legalisation information, order page or request a quote. Service prices and delivery times are separate from official fees, and the receiving organisation makes its own decision.