Chinese nationals face a major PR application hurdle, i.e., getting a police certificate for time spent living in China can be very difficult for many Express Entry applicants, especially for those who no longer live in the country.
The main reason is that China usually requires applications to be made in person. There is also no single national system for issuing these certificates, which makes the process more complicated.
In this article, we will cover
- Common obstacles contributing to obtaining a police certificate from time spent living in China;
- The best approach for getting the police certificate from Chinese authorities; and
- What you can do if you are unable to provide Immigration, Refugees and Citizenship Canada (IRCC) with a police certificate.
So, without further ado, let us begin!
Why Are Police Certificates From China Hard To Get?
In China, the police certificate is called a “No Criminal Record Certificate.”
Unlike many other countries, China generally does not allow people to apply for this certificate online. Because of this, applicants usually must either
- Be physically present in China to apply on their own behalf; or
- Nominate a representative to apply on their behalf.
Another challenge is that the rules and procedures are different in each city. This becomes especially difficult for people who lived in more than one city in China during the past 10 years. In such cases, a separate certificate must be obtained from each city where the person lived.
Because of these complications, Express Entry candidates are strongly advised to begin the process early while still in the pool. This helps avoid delays later if they receive an Invitation to Apply (ITA) for permanent residence.
Steps To Obtain A Police Certificate From China
The exact process depends on two key factors:
- Whether the applicant is a citizen of China
- Whether the applicant currently lives inside or outside China
It is important to note that procedures vary from city to city. Applicants should always confirm the exact steps with the local office responsible for issuing the certificate.
Below is a general overview of the process for each situation.
Citizen Of China, Living Outside China
Most Chinese cities allow individuals to appoint an immediate family member to apply for the police certificate on their behalf. This is usually the easiest and most practical option.
If this route is chosen, the family member will need the following:
- Their national ID card
- A signed notarization authorization letter (provided by the applicant), which can be obtained from the office where the application will be submitted
- Their original permanent residence registration (hukou) booklet
- All required documents belonging to the applicant
This same method can also be used by Chinese citizens who are currently living inside China but prefer to have a family member handle the process.
Citizen Of China, Living In China
Chinese citizens who are physically present in the country must apply either through a notary public office in their city or at the local police station nearest to the address listed in their hukou.
If the notary public office route is used, the process usually involves three main steps.
Step one: Apply for an official request letter at a foreign-related notary public office. This type of office is authorized to prepare documents for use outside China.
Step two: Use the request letter to apply for the No Criminal Record Certificate. This is done at the local police station or through the official online system, if available in that city.
Step three: After receiving the No Criminal Record Certificate (and with a valid national ID card), return to the notary public office to apply for a “Notary Certificate of No Criminal Convictions.”
At this final stage, the notary office will keep the original No Criminal Record Certificate. The applicant will then receive the Notary Certificate of No Criminal Convictions along with a notarized translation. These are the documents required for Canadian immigration purposes.
Non-Chinese Citizen, Living In China
Foreign nationals who have lived in China for more than 180 days can obtain their certificate from the Exit-Entry Administration Department of the Public Security Bureau (PSB) in the relevant city.
Applicants must submit their valid identification and the required application form.
As mentioned earlier, the process can differ between cities. Local PSB offices can provide the most accurate instructions.
According to the Embassy of the People’s Republic of China in Canada, if another person is authorized to make inquiries on the applicant’s behalf, that person must provide a valid ID and a power of attorney.
Non-Chinese Citizen, Living Outside China
Individuals in this category will generally follow a process similar to Chinese citizens living outside China.
In most cases, this means appointing a representative in China to apply for the certificate on their behalf.
Important Considerations
When applying for a police certificate, several important points should be kept in mind.
- If the hukou registration of the applicant or their representative has been cancelled, a Certificate of Residence Cancellation must be obtained from the local police station.
- Because many people face practical barriers or do not have trusted contacts in China, some choose to hire a China-based document procurement agency. These agencies have staff who can visit the Public Security Bureau and notary offices in person.
They are authorized to act through a signed Power of Attorney. Depending on the city, this document may need to be notarized and apostilled in Canada before it is accepted.
In this arrangement, the applicant sends scanned documents to the agency. The agency completes the in-person steps and then sends the certificate by courier.
The typical cost for this service ranges from about CAD $615 to CAD $1,000.
- When applying for permanent residence with Immigration, Refugees and Citizenship Canada, applicants must submit the original “Notary Certificate of No Criminal Convictions” together with the notarized translation issued by the notary office.
Submitting only the basic “No Criminal Record Certificate,” or submitting the notary certificate without the notarized translation, will result in the PR application being considered incomplete.
What To Do If The Certificate Cannot Be Obtained?
After receiving an Invitation to Apply through Express Entry, applicants have 60 days to submit a complete permanent residence application. This includes police certificates from every country where the applicant lived for six months or longer during the past 10 years, starting from age 18.
Canada’s immigration department recognizes that obtaining police certificates can be difficult in some countries, including China.
If an applicant cannot obtain the certificate, they must submit a detailed letter of explanation to IRCC. This letter must clearly describe the efforts made to get the document.
The letter should include the following statement:
“I cannot provide a police certificate for the full time I spent in China because [insert reason].”
Along with the explanation letter, applicants are expected to provide proof that they
- Requested the certificate from the correct issuing authority; and
- Made their best effort to obtain the certificate before the 60-day PR deadline.
The type of proof accepted by the immigration department can vary. Common examples include
- A confirmation receipt.
- A payment receipt.
- A delivery notice.
- A tracking number.
- An official explanation from the issuing authority stating why the certificate cannot be issued or explaining delays.
The letter of explanation and all supporting proof should be uploaded in the country-specific police certificate section of the document checklist.
To improve the chances of approval, applicants are encouraged to provide as much supporting evidence as possible.
However, even with proper documentation, approval is not guaranteed.
According to IRCC guidance, if the reviewing officer is not satisfied that the applicant made a genuine and reasonable effort, the permanent residence application may be refused for being incomplete.
Because of this risk, starting the police certificate process early and keeping strong proof of all attempts remains one of the most important steps for Express Entry candidates with past residence in China.
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