First establish what the university accepts: an original, a notarised copy or a translated document set. Then check whether an apostille is needed and which document it should cover.
An apostille authenticates the origin of a public document for use abroad. Translation and the university’s acceptance remain separate steps. Confirm the complete chain before paying for it.
What changed for mainland China
China acceded to the Apostille Convention on 8 March 2023. The Convention entered into force for mainland China on 7 November 2023.
For documents exchanged between states where the Convention applies, an apostille normally replaces the older multi-stage consular legalisation process.
Three important limitations remain:
- participation and mutual application vary by country or territory;
- an apostille does not replace translation;
- a university may still require a notarised copy, an original-document check or a particular upload format.
Check separate local procedures for Hong Kong and Macao.
Which documents are commonly checked
The list depends on the university and degree level, but often includes:
- a school certificate or degree diploma;
- the transcript or grade appendix;
- proof of expected graduation for current students;
- a police clearance certificate;
- name-change documents;
- sometimes medical or civil-status documents.
A passport is normally uploaded as a copy and is not apostilled unless the instructions explicitly say otherwise.
Do not apostille the entire package “just in case.” First identify which authority issued each document and whether the recipient accepts the original or a certified copy.
Original or copy?
An apostille may be attached to:
- the original document;
- a notarised copy;
- a notarised signature;
- a separate sheet bound to the document.
A university may accept only one of these forms. “Notarised highest diploma” and “apostilled diploma” do not necessarily mean the same thing.
If the instructions are unclear, send the international office a photograph or description of the proposed document chain and obtain written confirmation before paying.
Do you need a translation?
Most Chinese universities accept documents in Chinese or English. If the original is in another language, a translation is normally required.
Check:
- whether the translation must be notarised;
- whether Chinese is required or English is sufficient;
- whether the apostille text and stamps must be translated;
- whether the translation must be bound to a copy;
- whether a translator in your country is accepted or the work must be done in China.
Your name must match the passport. One inconsistent transliteration can make the diploma appear to belong to someone else.
A reliable sequence
There is no universal order, but this workflow prevents most mistakes:
- Obtain the programme’s official document checklist.
- Confirm whether it requires an original or notarised copy.
- Find the competent apostille authority in the issuing country.
- Apostille the correct document.
- Translate the document, apostille, stamps and notes where required.
- Notarise the translation according to the university’s rules.
- Scan the full set in colour and in the correct order.
- Keep the originals for on-campus registration.
In some countries the document is translated first and the apostille is translated separately later. Do not copy another applicant’s sequence; it depends on the issuing country and recipient.
Police clearance certificates
These often have a limited acceptance period. Order one too early and it may expire before application or registration.
Check:
- the period the certificate must cover;
- the permitted issue date;
- apostille rules;
- translation rules;
- whether a new certificate is needed for the visa or registration.
If you have not graduated yet
A university may accept an expected-graduation certificate and a current transcript. Admission often remains conditional until the final diploma is presented.
Ask when the final document is due and whether it must already carry an apostille.
Seven common mistakes
- Apostilling a copy when the original is required.
- Translating the diploma but forgetting the transcript.
- Leaving the apostille and stamps untranslated.
- Using different spellings of the name.
- Ordering a police certificate too early.
- Treating an apostille as automatic recognition of education.
- Mailing the only original without a university requirement.
See our 2027 admission calendar and CSC deadline guide.
Confirming the sequence for your diploma
Tell the university where the document was issued and its language. Describe the planned steps without unnecessary personal data: for example, original, apostille, diploma and transcript translation, then certification of the translation.
Ask whether that set is acceptable and which pages to upload. The reply gives the competent authority and translator a clear task to work from.
