《企业涉外公证办理指南》

发布日期：2024-07-30

公证利企涉外服务的应用
Application of Notarization for Foreign Service of Enterprises

一、企业商务派遣及合作交流需要公证

I. Notarization is needed in enterprise business dispatch and cooperation exchange.

企业在国际贸易或跨国商洽、合作时，往往需要派遣员工出国洽谈合作，出席商务活动，从事展会宣传等；亦或者公司企业提供对外劳务派遣或专业技术服务时，按照国际通行的商务惯例和程序，需要外派企业出具派遣函、授权委托书、员工的工作经历或履历证明、员工无刑事犯罪证明等，上述文书往往需要经公证后才能被入境地相关部门认可。

Enterprises in international trade or cross-border negotiations and cooperation often need to send employees abroad to negotiate cooperation, attend business activities, engage in exhibitions and publicity, etc.; or when the company provides foreign labor dispatch or professional and technical services, in accordance with internationally accepted business practices and procedures, the company needs to issue a letter of dispatch, a power of attorney, proof of the employee's work experience or resume, and proof of the employee's no criminal offenses, etc. The above documents usually need to be notarized before they can be recognized by relevant departments of the country of entry.

二、企业境外投资需要公证

II. Notarization is needed in enterprises for overseas investment.

我国企业和公民在境外设立公司或办事机构、通过购买已有公司股权进行境外投资时，投资国有关部门大多需要当事人提供相关公证文件，例如：对营业执照等资质证书、商标专利等知识产权证明及资产或出资凭证办理公证；对授权委托书、股东会或董事会决议、审计报告等办理公证。必要时，公证处可根据企业特定需求，对出具的法律意见书予以公证证明。

When Chinese enterprises and citizens set up companies or offices abroad, or invest abroad by purchasing the equity of existing companies, the relevant departments of the investment country mostly require the parties to provide relevant notarization documents, such as notarized business licenses, intellectual property certificate like trademarks and patents, assets or capital contribution certificates, resolutions of shareholders' meetings or board of directors, audit report, etc. When necessary, the notary office can notarize the legal opinion issued according to the specific needs of the enterprise.

三、企业国际贸易需要公证

III. Notarization is needed in the enterprise international trade.

受到国际贸易壁垒的影响，跨国贸易及商事活动被赋予更高要求，企业往往需要对涉及货物、技术或服务贸易的交易文件、法律文书和监管审批材料等办理公证，这包括但不限于企业的营业执照、销售合同、发票凭证、监管批文、转账凭证、通关文件或提单等。

By the impact of international trade barriers, cross-border trade and commercial activities are given higher requirements. Those transaction documents, legal documents and regulatory approval materials involving trade in goods, technology or services, including but not limited to the enterprise's business license, sales contract, invoice vouchers, regulatory approvals, transfer vouchers, customs clearance documents or bills of lading, etc. are needed to be notarized.

四、工程建设国际招投标需要公证

IV. Notarization is needed in international bidding and tendering of engineering construction.

伴随“一带一路”倡议的深入推进，我国企业参与海外工程项目不断增多，大多数海外工程项目采取招投标的方式选择工程承建企业。为确保招标文件的真实性、合法性，招标方一般都要求企业提供企业营业执照、资质证书、授权委托书、业绩证明、历年设备采购合同、以往工程的验收报告、竣工报告、财产审计报告等并办理公证。

Along with the deepening of the "Belt and Road" initiative, the participation of Chinese enterprises in overseas projects has been increasing, and most of the overseas projects have adopted the bidding method to select the construction enterprises. In order to ensure the authenticity and legitimacy of the bidding documents, the bidding party generally requires enterprises to provide business license, qualification certificates, power of attorney, performance certificates,equipment procurement contracts in previous years, acceptance reports of previous projects, completion reports, property audit reports, etc., and to apply for notarization.

五、企业知识产权保护需要公证

V. Notarization is needed in enterprise intellectual property protection.

在国际贸易领域，不论是货物、技术或服务贸易，都应当秉承知识产权保护的原则和相关国际法律规范要求，因此企业对于作为贸易标的的货物、技术或服务，都应当从商标、专利、著作权等方面完善相关权利合法性的证明，否则因为知识产权瑕疵可能会使外贸企业被追责赔偿。为确保贸易活动真实合法并遵循国际通行知识产权保护规范，企业需要对企业的知识产权证书、资质证书、授权许可证明、甚至产品的生产记录、监管部门批文、检验检测报告等办理公证。

In the field of international trade, whether it is goods, technology or services trade, it should adhere to the principle of intellectual property protection and requirements of relevant international legal norms. Therefore, enterprises should improve the legitimacy of relevant rights in terms of trademarks, patents, copyrights and other aspects of goods, technology or services as the subject of trade. Otherwise, foreign trade enterprises may be liable for compensation because of intellectual property defects. In order to ensure that trade activities are real and legitimate and follow the internationally accepted norms of intellectual property protection, enterprises need to notarize the enterprise's intellectual property rights, qualification certificates, authorization licenses, and even the production records of products, regulatory approvals, inspection reports and so on.

六、企业维权诉讼需要公证

VI. Notarization is needed in enterprise rights defense litigation.

当企业涉及域外诉讼或需要赴境外维权时，为保护企业的合法权益和举证权利的实现，企业一方面需要保全证据以维护自身权利主张，由此需要对企业的相关权利证书或资质证书及其商事主体及行为的合法化的事实予以证明并办理公证。另一方面需要办理企业营业执照、股东会或董事会决议、授权委托书等应诉文件并办理公证。

When an enterprise is involved in foreign litigation or needs to go overseas to defend its rights, in order to protect the legitimate rights and interests or the enterprise and the realization of the right to provide evidence, on the one hand, the enterprise needs to preserve evidence to safeguard its own rights and claims, which requires proof and notarization of the relevant rights certificate or qualification certificate of the enterprise and the fact of the legalization of the commercial subject and behavior. On the other hand, they need to apply for business licenses, resolutions of shareholders' meetings or boards of directors, power of attorney and other documents to respond to lawsuits and have them notarized.

七、企业跨境签约或资金融通需要公证

VII. Notarization is needed in enterprises cross-border contracting or capital financing.

在跨境贸易场景下，分属不同国家的企业间签订合同时，可以通过线上或线下公证证明的方式，对签约主体及行为的真实合法性予以证明，以保障国际商事交易的合法规范。此外，企业在参与国际经济活动时，可以充分借助公证制度，通过提存公证、赋予债权文书强制执行效力公证、授权委托书公证等方式，打通跨境资金融通的法律障碍。

In cross-border trade scenarios, when enterprises from different countries sign contracts, they can prove the real legitimacy of the signing subject and behavior through online or offline notarization, so as to ensure the legal norms of international commercial transactions. In addition, when enterprises participate in international economic activities, they can make full use of the notarization system to open up the legal impediment to cross-border capital financing by means of depository notarization, notarization of the mandatory enforcement effect of the creditor's instrument and notarization of the power of attorney.

八、跨境贸易电子数据存证服务

VIII. Electronic data deposit service for cross-border trade.

在跨境贸易领域，随着互联网技术的飞速发展，电子邮件、短信、传真、电话等电子通讯手段已成为企业间沟通的主要方式，电子数据的安全性和真实性成为了国际贸易中的关键问题。以“粤存证”为代表的公证电子存证平台，可以实现全天候、随时随地对各类证据、取证行为过程加以提取、固定并实时上链保存，能够成为跨境企业及时安全高效保全证据公证的有效途径。

In the field of cross-border trade, with the rapid development of Internet technology, e-mail, SMS, fax, telephone and other electronic means of communication has become the main ways of communication between enterprises. The security and authenticity of electronic data has become a key issue in international trade. The notary electronic depository platform represented by "Yue Cun Zheng" can extract all kinds of evidence and evidence collection process anytime and anywhere, fix and save it on the chain in real time. It can become an effective way for cross-border enterprises to maintain evidence notarization safely and efficiently in a timely manner.

附:常见企业涉外公证服务事项

Attachment: Common foreign-related notarization services for enterprises

一、对公司文件的公证

▪  公司营业执照：证明企业的合法成立和注册情况，显示企业的营业许可和基本信息。

▪  公司章程：详细规定企业运营规则和治理结构。

▪  董事会决议：对于出海投资的决定，需要董事会正式决议并公证。

▪  法定代表人身份证明：包括法定代表人的护照、身份证等个人证件，以及其在公司中的职务证明。

▪  企业相关的资质证书：证明企业具备相关资质。

▪  授权委托书：如果企业委托特定人员处理海外事务，相关的授权书也需要公证。

▪  财务报表：企业的财务状况证明，尤其是当涉及到融资或合作时。

▪  税务文件：某些情况下，企业可能需要提供经公证的税务记录或完税证明。

I. Notarization of Company Documents

▪  Business license: proves the legal establishment and registration of the enterprise, and shows the business license and basic information of the enterprise.

▪  Articles of associations: detailing the rules of operation and governance structure of the enterprise.

▪  Resolution of the board of directors: For the decision to invest abroad, a formal resolution of the board of directors is required and notarized.

▪  Legal representative's identification: including the legal representative's passport, ID card and other personal documents, as well as proof of his/her position in the company.

▪  Relevant qualification certificates of the enterprise: to prove that the enterprise has the relevant qualifications.

▪  Power of attorney: If the enterprise entrusts specific persons to handle overseas affairs, the relevant power of attorney also needs to be notarized.

▪  Financial statements: proof of the company's financial situation, especially when financing or cooperation is involved.

▪  Tax documents: In some circumstances, companies may need to provide notarized tax records or tax clearance certificates.

二、对公司员工相关资料的公证

▪  无犯罪记录证明公证：这是大多数国家要求的，用于证明申请人在本国没有刑事犯罪记录。

▪  学历和学位证书公证：如果工作要求或申请签证需要，可能还需对员工的学历和学位证书进行公证，以证实其教育背景。

▪  职业资格证书公证：对于某些特定职业，可能需要提供相关的专业资格证书，并进行公证。

需要提请注意的是，不同的国家（地区）对公证书的制作、证明方式、所附译文的语种、是否认证往往有不同的要求。

II. Notarization of company employee related information

▪  Notarization of certificate of no criminal record: This is required by most countries to prove that the applicant has no criminal record in his/her own country.

▪  Notarization of academic and degree certificates: If required by the job or visa application, the employee's academic and degree certificates may also need to be notarized to confirm his/her educational background.

▪  Notarization of professional qualification certificates: For certain specific occupations, relevant professional qualification certificates may be required and notarized.

▪  It should be noted that different countries (regions) often have different requirements for the production of notarized certificates, the method of proof, the language of the attached translation, and whether legalization is required.

三、其它公证服务

▪  保全证据公证：对线上线下相关事实、行为保全证据。

▪  远程视频公证：对文书签署行为通过线上视频途径确认及公证。

▪  通过公证电子存证平台对各类证据予以在线存证取证。

▪  公证书翻译、无犯罪记录证明及代办外事认证等一站式服务。

III. Other notarization services

▪  Preservation of evidence notarization: preservation of evidence of relevant facts and acts on and offline.

▪  Remote video notarization: confirmation and notarization of the act of signing documents through online video channels.

▪  Notarization of various types of evidence through notary electronic depository platform for online access to evidence.

▪  One-stop services such as translation of notarized certificates, certificate of no criminal record and foreign affairs legalization.

本指引由广东省广州市南方公证处提供，联系方式请点击http://www.nfgzc.org.cn/。

This guideline is provided by the Guangzhou Nanfang Notary Public Office, Guangdong Province. Please click http://www.nfgzc.org.cn/ for contact information.