Birth certificate rejected multiple times

[sseitiess 0]

I am applying for a spouse visa through my husband. My birth certificate has been repeatedly rejected and I cannot figure out why. I was born in China in the 80s but moved overseas when I was little. I have a notarial certificate containing 2 pages: the notarial birth certificate and an English translation issued by the same notary public. I have submitted the entire certificate including the English translation multiple times. Yet, the scanned document keeps getting rejected for the following reason:

Part of this document is missing or is difficult to read. Please replace this with a scan that shows the complete text of the document. Please ensure all sides of every page are scanned and visible. Please visit https://nvc.state.gov/scan for further guidance.

 

I have no idea what is missing - the scanned document includes the blank pages and all edges can be seen. I sent an enquiry to NVC through the Ask NVC form, but the response doesn't shed any light.

 

According to https://travel.state.gov/content/travel/en/us-visas/Visa-Reciprocity-and-Civil-Documents-by-Country/China.html, "All notarial documents must have an English translation, and be attached with a certificate stating that the English translation is in conformity with the Chinese original." I wonder if my document was rejected because it didn't contain this certificate. However, this seems to be a more recent practice. At the time my notarial birth certificate was issued (nearly 40 years ago!), notary publics in China did not issue any certificate stating that the English translation conforms with the Chinese original, and what I have is the entire thing. Has anyone (from China or another country) encountered a similar situation, and if so, how did you resolve it? Any suggestions would be much appreciated!

[Boiler 45,794]

This is what they want, I do not know how this differs.

 

Birth Certificates

Available

Fees: Varies. Normally RMB 200 - 300  (Notarization Fee: RMB 80 + Translation Fee: Non-standard)

Document Name: Notarial certificate (Gong Zheng Shu)

Issuing Authority: Local Notary Public Office (Gong Zheng Chu)

Special Seal(s) / Color / Format: A notarial birth certificate normally contains a watermark, seal, and red stamp. It indicates the applicant’s name, gender, date of birth, ID number, place of birth, and both parents’ names.  NOTE: Notarial birth certificates issued prior to 2012 may not list the ID number. All notarial documents must have an English translation, and be attached with a certificate stating that the English translation is in conformity with the Chinese original.

Issuing Authority Personnel Title: Notary Public (Gong Zheng Yuan)

Registration Criteria:

1. A National ID and household registration (Hu Kou Bu).  If the applicant lives abroad, a copy of his or her passport is also required. 
    
2. One of the following three documents:
    
   • Birth certificate (Chu Sheng Zheng Ming Shu) or medical certificate of birth (Chu Sheng Yi Xue Zheng Ming) issued by the hospital
   • Initial Birth Record issued by the Household Registration Department of the local Public Security Bureau
   • Proof of birth issued by the sub-district office or the Personnel Department of Work Unit
      
3. Photographs - at least two.
4. A signed affidavit or authorization certificate from the applicant if someone other than the applicant applies for the certificate on his or her behalf.  The authorized person also needs to provide his/her national ID.   
5. Documentation of both parents’ identification.  If deceased, a death certificate is required.   
6. Other documents requested by the Notary Public (Gong Zheng Yuan).

Procedure for Obtaining:

1. Complete an application and submit all relevant documents to the Notary Public Office (Gong Zheng Chu).
2. The Notary Public then examines the documents. If the application is accepted, the applicant pays all related notary fees.
3. Once the review of the submitted documentation is completed, the notarial birth certificate is issued.

Certified Copies Available: Certified copies are not available.

Alternate Documents: There are no alternate documents.

Exceptions: None

Comments: Applicants should check the website or contact their local Notary Public Office to obtain specific information regarding required fees and supporting documents. 

[sseitiess 0]

I read this page too, but like I said in my post, notarial birth certificates (or any notarial certificates) issued at the time did not contain a certificate stating that the English translation conforms with the Chinese original. It seems to be a new practice adopted in recent years.

Edited January 9 by sseitiess

[Boiler 45,794]

My guess is you need to have it reissued.

[pushbrk 13,011]

Can you get a family member to take the family book to the Gong Zheng Chu to get you a current Notarial Birth Certificate?  Typically, the document they are looking for will be more than two pages. It's in booklet form, with a cover page.

 

Continuing to submit the same, already rejected document, is futile.

[sseitiess 0]

On 1/10/2024 at 9:41 AM, pushbrk said:

Can you get a family member to take the family book to the Gong Zheng Chu to get you a current Notarial Birth Certificate?  Typically, the document they are looking for will be more than two pages. It's in booklet form, with a cover page.

 

Continuing to submit the same, already rejected document, is futile.

Thanks, but it will be highly difficult, if not impossible, to get a new notarized birth certificate, since it requires Hukou booklet, which my parents and I no longer have. 

[Boiler 45,794]

I have yet to come across anyone having any success just because a document is difficult to get.

[pushbrk 13,011]

4 hours ago, sseitiess said:

Thanks, but it will be highly difficult, if not impossible, to get a new notarized birth certificate, since it requires Hukou booklet, which my parents and I no longer have. 

In whose hukou booklet does your name still appear?

[sseitiess 0]

Nobody! We moved away from China nearly 40 years ago, and have no remaining tie to China, so to obtain a new birth certificate would be unreasonably onerous. Since the requirement is "All notarial documents must have an English translation, and be attached with a certificate stating that the English translation is in conformity with the Chinese original", and doesn't specify an "official" English translation or certificate from the notary public, I wonder if a translation made by a third party and an affidavit certifying the translation conforms with the Chinese original would be an acceptable alternative. 

[pushbrk 13,011]

10 hours ago, sseitiess said:

Nobody! We moved away from China nearly 40 years ago, and have no remaining tie to China, so to obtain a new birth certificate would be unreasonably onerous. Since the requirement is "All notarial documents must have an English translation, and be attached with a certificate stating that the English translation is in conformity with the Chinese original", and doesn't specify an "official" English translation or certificate from the notary public, I wonder if a translation made by a third party and an affidavit certifying the translation conforms with the Chinese original would be an acceptable alternative. 

Maybe, but probably not.  The problem is that the Birth Certificate they are looking for doesn't really exist as an original.  The Gong Zheng Chu simply refers to the Hukao and issues a "Notarial Birth Certificate".  In actuality, information has certainly be translated, but not an actual translation of the original.  

 

What "original" document do you have?  Who translated it?

 

I presume you've already studied this page, that indicates there are no alternative documents.  

 

https://travel.state.gov/content/travel/en/us-visas/Visa-Reciprocity-and-Civil-Documents-by-Country/China.html

 

[pushbrk 13,011]

3 hours ago, pushbrk said:

Maybe, but probably not.  The problem is that the Birth Certificate they are looking for doesn't really exist as an original.  The Gong Zheng Chu simply refers to the Hukao and issues a "Notarial Birth Certificate".  In actuality, information has certainly be translated, but not an actual translation of the original.  

 

What "original" document do you have?  Who translated it?

 

I presume you've already studied this page, that indicates there are no alternative documents.  

 

https://travel.state.gov/content/travel/en/us-visas/Visa-Reciprocity-and-Civil-Documents-by-Country/China.html

 

I see you already indicated you have what would have been the correct document 40 years ago.  They may well be looking for something that didn't exist 40 years ago.  Instead of asking NVC what to do, I would explain what your document is, just as you did above.  Tell them also (if true) that you cut ties with China 40 years ago, and do not appear on any household book there, so even if you returned, to China, you would be unable to obtain anything more recently issued.  Ask them to accept it, as is?

[sseitiess 0]

4 hours ago, pushbrk said:

I see you already indicated you have what would have been the correct document 40 years ago.  They may well be looking for something that didn't exist 40 years ago.  Instead of asking NVC what to do, I would explain what your document is, just as you did above.  Tell them also (if true) that you cut ties with China 40 years ago, and do not appear on any household book there, so even if you returned, to China, you would be unable to obtain anything more recently issued.  Ask them to accept it, as is?

Thank you - hopefully that will work.

[kaishiro 0]

On 1/13/2024 at 8:13 PM, sseitiess said:

Thank you - hopefully that will work.

 

Hi @sseitiess. You are in almost the exact same situation as my wife and I. Her Notarial Birth Certificate is apparently missing the last two pages (the certification of the translation - missing because they didn't issue them back then, not because they were lost). We're now quite lost as to how to proceed. Wondering if you were able to find any success?