Why Is a One and the Same Person Declaration Rejected in China?

A One and the Same Person Declaration is commonly required by Chinese Canadians when dealing with matters in China, such as selling or inheriting real estate and handling banking transactions.

Many people assume that once they have signed a declaration and had it notarized in Canada, they can use it directly in China.

However, we frequently receive inquiries such as:

“I already had my One and the Same Person Affidavit notarized in Canada. Why is it still not accepted in China?”

“The property authority has asked me to provide additional documents.”

“The notary office says the contents do not meet its requirements.”

“Why was my document rejected even though I obtained an Apostille?”

In many cases, the problem is not that the declaration itself is invalid, but that its contents, supporting documents, or format do not meet the requirements of the relevant Chinese authority.

In simple terms:

An Apostille authenticates the origin of a public document, including the signature, the capacity in which the person signing acted, and the identity of any seal or stamp. It does not verify whether the document’s contents meet the requirements for use in China.

Common Reasons Why a One and the Same Person Declaration Is Rejected

1. Names Are Not Clearly Identified or Do Not Match

For example:

• Only the English name is provided.

• The Chinese name is omitted.

• The pinyin spelling does not match the name on the passport.

When a One and the Same Person Declaration is intended for use in China, the relationship between the different names must be clearly established. Otherwise, the document may be rejected.

2. The Declaration Does Not Clearly State That Both Names Refer to the Same Person

This is a common problem.

Some declarations provide background information but omit a key statement confirming that the names or identities refer to the same individual.

For example:

“The above names refer to one and the same person.”

When preparing a declaration for use in China, this relationship should be stated clearly.

3. Incomplete Identification Information

Commonly omitted information may include:

• Date of birth

• Passport number

• Chinese Resident Identity Card number

If important identifying information is missing, the relevant authority in China may have difficulty verifying the individual's identity and may request additional documents.

4. Using a Template That Is Not Suitable for Use in China

Some people use templates found online or standard forms prepared for general use in Canada.

A document may be notarized in Canada but still fail to meet the requirements of the Chinese authority receiving it.

This is one of the potential reasons why a One and the Same Person Declaration may be rejected.

5. Inconsistencies Between the Chinese and English Versions

For example:

• The Chinese version contains one set of information.

• The English version contains different information.

Consistency between the two versions is important. Differences in names, dates, identification numbers, or statements may lead to questions or rejection.

What Should You Pay Attention to When Preparing a One and the Same Person Declaration in Canada?

If the document will be used in China for purposes such as real estate transactions, inheritance, or banking, completing notarization and obtaining an Apostille may not be enough.

The contents of the declaration must also meet the requirements of the authority that will receive it in China.

Many problems arise from the content and supporting documentation rather than from the authentication process itself.

A Common Misconception

Some people believe that once a document has been notarized and received an Apostille, it is guaranteed to be accepted in China.

In reality:

• Authentication completed: The document has undergone the required authentication process.

• Acceptance not guaranteed: The receiving authority in China may still review the contents, supporting documents, and other applicable requirements.

The key is to ensure that the document is properly prepared for its intended use.

How Can You Reduce the Risk of Rejection?

The principle is simple: It is better to prepare the declaration correctly from the beginning than to correct it after rejection.

Pay particular attention to the following:

• Clearly establish the relationship between the different names.

• Include complete and accurate identification information.

• Ensure that the wording is appropriate for the intended use in China.

• Check that the Chinese and English versions are consistent.

• Confirm any specific requirements imposed by the receiving authority.

Want to Learn About the Complete Process?

I have prepared detailed guides explaining the notarization and Apostille process for a One and the Same Person Declaration in Canada for use in China, along with important considerations.

• Complete Guide to Notarizing and Obtaining an Apostille for a One and the Same Person Declaration in Canada for Use in China

• How Long Is an Apostille for a One and the Same Person Declaration Valid?

• What Is a One and the Same Person Declaration Used For?

If you are unsure whether your declaration has been prepared correctly, it is advisable to review the contents and confirm the applicable requirements before proceeding with notarization and the Apostille process.

If a document is rejected, you may need to revise it and repeat some of the steps, resulting in additional time and expense.

Conclusion

A rejected One and the Same Person Declaration does not necessarily mean that the document itself is invalid.

In many cases, the issue may involve insufficient detail, missing supporting documents, inconsistent information, or failure to meet the requirements of the specific authority receiving the document.

Understanding the intended use and applicable requirements before proceeding can help make the process smoother.

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