On March 8, 2023, China formally acceded to the Convention on the Cancellation of the Certification Requirements of Foreign Public Documents (also known as the Hague Convention), which came into forceon November 7, 2023.
After joining the Hague Convention, it will be greatly convenient forcross-border companies and individuals to handle all kinds of authentication documents for use abroad. Originally, it may take more than 20 working days to handle an authentication document for use abroad, but after joining the Convention, it will be reduced to only 3-6 working days, which will increase the efficiency of the authentication of the overall documents by more than 70% and reduce the cost by about 70%; and it will also simplify the process ofcross-border enterprises' employees' application for visas and workpermits, which will benefit roughly 70% of the export-related business documents.
I.What is Hague Certification
Hague authentication refers to the system of authentication of publicinstruments in accordance with the Hague Convention, and specifically refers to the process and result of the act of confirming the authenticity of the signatures and seals of the competent authorities of a public instrument by a specific official body mutually recognized by the signatory States as a specific kind of"authentication".
Before October 5,1961, if the document needs to be used internationally, it needs to go through the formalities of consular certification (doublecertification). The document shall first be notarized by a notary office, then sent to the Ministry of Foreign Affairs, and finally sent to the diplomatic ministry and consulate. This process requiresthree times of authentication, which is cumbersome and time-consuming.
In order to simplify the certification process, shorten the time and improve the efficiency, the draft Convention on the Cancellation of Foreign Public Document Certification Requirements was adopted in The Hague, The Netherlands in 1961, and decided to come into force on 24 January 1965. Since then, without consular certification, the document is circulated in member states, only by the competent authorities.
II.The Hague Certification Process
TheHague Certification Process:
Preparation of authentication documents --> Notarization by a notary public--> Authentication by a competent institution --> Receipt of authentication documents
Each country / region for the main process of Hague certification isbasically the same, the main difference is that each country / regionis responsible for the Hague certification of the competent authorities are different:
1.Certification Authority of The Hague: Foreign Affairs offices authorized by the Ministry of Foreign Affairs
2.Certification Authority in The Hague, Hong Kong, China: Hong Kong High Court
3.Certification Authority of The Hague, Macao, China: Macao Legal Bureau
4.Certification authorities in The Hague:
Documents issued by individual US residents and the state government arecertified by the Secretary of State at The Hague
Documents issued by the federal government are certified by the State Department at The Hague
5.British Hague Accreditation Authority: British Foreign Office
6.Hague Accreditation Authority in Singapore: Law Society of Singapore, Hague Accreditation Office
III.Notes on Hague Certification
1.Hong Kong documents to be used in the Mainland only need to be notarized by lawyers, without the need to go through the Hague authentication, relatively more convenient.
2.If translations are required, the documents can be translated, thecopies notarized together with the translations, and then certifiedin The Hague; or they can be notarized and certified in The Hague, translated in the country of use and notarized in the translation; and bilingual or small-language counter signatures can be used by the competent authorities in some regions.
3.Fees mainly include notarization fees (fees charged by notariespublic), certification fees (fees charged by the Hague certification authority) and courier fees, etc., which may vary from country tocountry and region to region, so please consult the agency for details.
4.Hague certification after the document is valid for a long time, but according to past experience, usually the use of organizations willrequire the issuance of nearly half a year of Hague certification documents. In the use of different organizations on the certificationtime requirements are different, more lenient, can be issued nearly ayear of the Hague certification documents.
IV.Difference between Hague certification and consular certification
Both Hague Authentication and Consular Authentication are authentication systems for the purpose of interoperability of domestic and foreign documents. Both authenticate only the signature/stamp of the issuer of the document, not the content of the document. However, there arethe following differences between the two:
1.Different certification processes and time cycles
Hague certification only the competent authorities, and consular certification after the Ministry of Foreign Affairs certification also needs to be certified by the embassy or consulate (Hague certification and consular certification are required to notarize the documents in advance), Hague certification is generally 3-6 workingdays can be dealt with, and consular certification takes about 20 working days.
Therefore, compared with the consular certification, The Hague certification process is relatively simple, short cycle, low cost.
2.Differences in scope of use
Hague certification can be used in all Hague member countries and countries that are not party to but recognize the Hague Convention, whileconsular certification can only be used in one country of the destination country of the process.
Therefore for the authentication of documents, if the documents are circulating between the Hague Convention countries, we can choose to apply forHague authentication; if one of the parties involved is a non-Hague Convention country, then we need to apply for consular authentication.
V.What is the scope of documents certified by The Hague?
1.Corporate documents
Certificateof Incorporation, Articles of Incorporation, Minutes of Meetings,Incorporation Documents, Legal Personality, Contracts, Authorizations, Declarations, Certificates, Letters of Appointment, Trademark Certificates, Proof of Assets, Certificates of Credit worthiness, Invoices, Certificates of Origin, Customs Declarations, Product Certificates, Product Introductions, etc.
2.Individual documents
Greencard, passport, transcripts, academic certificates, professional qualification certificates, power of attorney, declarations, invitations, real estate certificates, birth certificates, marriage certificates, divorce certificates, single certificates, judgments, criminal records, medical certificates, kinship, death certificates, wills and so on.
VI.Who are the States that have acceded to the Hague Convention?
Below is the updated list of States Parties to the Convention on the Elimination of Requirements for the Authentication of Foreign Public Documents (as of October 31, 2023)
Asia (22):
China, Armenia, Azerbaijan, Bahrain, Brunei, Georgia, India, Indonesia, Israel, Japan, Kazakhstan, Kyrgyzstan, Mongolia, Oman, Pakistan, Philippines, South Korea, Saudi Arabia, Singapore, Tajikistan,Turkey, Uzbekistan
Africa (16):
Botswana, Burundi, Cape Verde, Swaziland, Lesotho, Liberia, Malawi, Mauritius, Morocco, Namibia, Rwanda, Sao Tome and Principe, Senegal, Seychelles, South Africa, Tunisia
Europe (44):
Albania, Andorra, Austria, Belarus, Belgium, Bosnia and Herzegovina, Bulgaria, Croatia, Cyprus, Czech, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Monaco, Montenegro, Netherlands, North Macedonian, Norway, Poland, Portugal, Moldova, Romania, Russia, SanMarino, Serbia, Slovakia, Slovenia, Spain, Sweden, Switzerland, Ukraine, UK
North America (21):
Antigua and Barbuda, Bahamas, Barbados, Belize, Canada, Costa Rica, Dominica, Dominica, El Salvador, Grenada, Guatemala, Honduras, Jamaica, Mexico, Nicaragua, Panama, Saint Kitts and Nevis, Saint Lucia, Saint Vincentand the Grenadines, Trinidad and Tobago, United States
South America (12):
Argentina, Bolivia, Brazil, Chile, Colombia, Ecuador, Guyana, Paraguay, Peru, Suriname, Uruguay, Venezuela
Oceania(10):
Australia, Cook Islands, Fiji, Marshall Islands, New Zealand, Niue, Palau, Samoa, Tonga, Vanuatu
Note1: On January 11, 2024, the Hague Convention will enter into force for Canada, and the application of the Hague Convention between Chinaand Canada will commence on that date. on June 5, 2024, the Hague Convention will enter into force for Rwanda, and the application ofthe Hague Convention between China and Rwanda will commence on that date.
Note2: The Hague Convention does not apply between China and those members of the Hague Convention that it does not recognize assovereign States.
Note3: The Hague Convention does not apply between China and India.
2023年3月8日，中国正式加入《取消外国公文书认证要求的公约》（又称《海牙公约》），2023年11月7日正式生效实施。
加入海牙公约后，将大大方便跨境公司以及个人办理各类出国使用的认证文书，原本办理一份出国使用的认证文书可能需要20个工作日以上，加入公约后将缩减至仅需3-6个工作日即可，整体文件认证效率提升70%以上，费用成本降低70%左右；还简化了跨境企业员工申请签证和工作许可的流程，大概有七成出口相关的商业文件由此获益。
一、什么是海牙认证
海牙认证是指根据海牙公约对公共文书的认证制度，具体指签约国之间相互承认的，特定的官方机构对公文书上其主管部门所做签字、盖章的真实性予以确认的行为过程和结果，是一种特定的“认证”。
1961年10月5日之前，文书如果需要跨国使用，需要办理领事认证（双认证）手续，文书首先由公证机构公证，再送外交部，最后送使领馆。这一流程需要三次认证，流程繁琐，耗时较长。
为了简化认证流程，缩短时间提高效率，1961年在荷兰海牙，通过了《取消外国公文书认证要求的公约》草案，并决定于1965年1月24日正式生效。海牙认证由此而来，此后，文书在成员国流转时，无需领事认证，只需主管机构认证。
二、海牙认证流程
海牙认证流程：
准备认证材料--> 公证人公证--> 主管机构认证--> 领取认证文件
各国家/地区海牙认证办理主要流程基本一致，主要差异在于各国家/地区负责办理海牙认证的主管机关不同：
1.中国内地海牙认证主管机构：中国外交部及外交部授权的各省市外事办公室
2.中国香港海牙认证主管机构：香港高等法院
3.中国澳门海牙认证主管机构：澳门法务局
4.美国海牙认证主管机构：
美国居民个人及州政府出具的文件，由州务卿进行海牙认证
联邦政府出具的文件，则由美国国务院进行海牙认证
5.英国海牙认证主管机构：英国外交部
6.新加坡海牙认证主管机构：新加坡法律学会、海牙认证办公室
三、海牙认证注意事项
1.香港文书拿到内地使用只需办理律师公证即可，无需走海牙认证，相对更加便捷。
2.如需翻译件，可先翻译文件，将副本和翻译件一起公证，再进行海牙认证；或先办理公证和海牙认证，到使用国翻译并对翻译件公证；部分地区主管机构也可以采用双语或者小语种加签。
3.费用主要包括公证费用（公证处收取的费用）、认证费用（海牙认证主管机构收取的费用）及快递费用等，各国家地区的收费会有差异，详细可以咨询相关机构。
4.海牙认证后文件是长期有效，但根据以往的经验，通常使用机构会要求出具近半年的海牙认证文件。在使用中不同机构对认证时间要求不同，较为宽松的，可以出具近一年的海牙认证文件。
四、海牙认证和领事认证的区别
海牙认证和领事认证都是为了实现国内外文书互通的认证制度。两者均仅对文件签发人的签字/盖章进行认证，而不是对文件内容进行认证。但两者有以下区别：
1.认证流程与时间周期不同
海牙认证仅需主管机关认证，而领事认证经过外交部认证之后还需要经使领馆认证（海牙认证及领事认证均需提前对文书进行公证），海牙认证一般3-6个工作日即可办理好，领事认证需要20个工作日左右。
故相对领事认证，海牙认证流程相对简单、周期短、费用低。
2.使用范围不同
海牙认证可以在所有海牙成员国及未加入但认可海牙公约的国家中使用，而领事认证只能在办理的目的国一个国家使用。
因此办理文件认证时，如果文件在海牙公约国家之间流转，我们可以选择办理海牙认证；如果涉及一方是非海牙公约国家，则需要办理领事认证。
五、海牙认证的文件范围有哪些
1.公司文件
公司注册证书、公司章程、会议记录、公司注册文件、法人资格、合同书、授权书、声明书、证明书、委派书、商标证书、资产证明、资信证明、发票、原产地证、报关单、产品证书、产品介绍等。
2.个人文件
绿卡、护照、成绩单、学历证书、职业资格证书、授权书、声明书、邀请函、房产证、出生证、结婚证、离婚证、单身证明、判决书、犯罪记录、医学证明、亲属关系、死亡证明、遗嘱等。
六、加入海牙公约的国家有哪些
以下是最新《取消外国公文书认证要求的公约》缔约国名单（截至2023年10月31日）。
亚洲（22个）：
中国、亚美尼亚、阿塞拜疆、巴林、文莱、格鲁吉亚、印度、印尼、以色列、日本、哈萨克斯坦、吉尔吉斯斯坦、蒙古国、阿曼、巴基斯坦、菲律宾、韩国、沙特、新加坡、塔吉克斯坦、土耳其、乌兹别克斯坦
非洲（16个）：
博茨瓦纳、布隆迪、佛得角、斯威士兰、莱索托、利比里亚、马拉维、毛里求斯、摩洛哥、纳米比亚、卢旺达、圣多美和普林西比、塞内加尔、塞舌尔、南非、突尼斯
欧洲（44个）：
阿尔巴尼亚、安道尔、奥地利、白俄罗斯、比利时、波黑、保加利亚、克罗地亚、塞浦路斯、捷克、丹麦、爱沙尼亚、芬兰、法国、德国、希腊、匈牙利、冰岛、爱尔兰、意大利、拉脱维亚、列支敦士登、立陶宛、卢森堡、马耳他、摩纳哥、黑山、荷兰、北马其顿、挪威、波兰、葡萄牙、摩尔多瓦、罗马尼亚、俄罗斯、圣马力诺、塞尔维亚、斯洛伐克、斯洛文尼亚、西班牙、瑞典、瑞士、乌克兰、英国
北美洲（21个）：
安提瓜和巴布达、巴哈马、巴巴多斯、伯利兹、加拿大、哥斯达黎加、多米尼克、多米尼加、萨尔瓦多、格林纳达、危地马拉、洪都拉斯、牙买加、墨西哥、尼加拉瓜、巴拿马、圣基茨和尼维斯、圣卢西亚、圣文森特和格林纳丁斯、特立尼达和多巴哥、美国
南美洲（12个）：
阿根廷、玻利维亚、巴西、智利、哥伦比亚、厄瓜多尔、圭亚那、巴拉圭、秘鲁、苏里南、乌拉圭、委内瑞拉
大洋洲（10个）：
澳大利亚、库克群岛、斐济、马绍尔群岛、新西兰、纽埃、帕劳、萨摩亚、汤加、瓦努阿图注1：2024年1月11日，《海牙公约》将对加拿大生效，中加之间将于当日开始适用《海牙公约》。2024年6月5日，《海牙公约》将对卢旺达生效，中卢之间将于当日开始适用《海牙公约》
注2：中国与其不承认具有主权国家地位的《海牙公约》成员间不适用《海牙公约》。
注3：中国与印度之间不适用《海牙公约》。
