Published · Silesian

China Company Registration: Documents, Steps and Timeline

A practical guide for foreign founders on registering a company in mainland China: the documents you need, the steps involved, and a realistic timeline from name approval to a working bank account.

This article provides general information only and is not legal, tax or investment advice. Requirements vary by city, industry and company type, and they change. Confirm everything with a licensed local professional before you commit money or sign documents.

Setting up a company in mainland China is a process with a fairly predictable shape, but the details vary a lot depending on where you register and what the business does. Most foreign founders choose a Wholly Foreign-Owned Enterprise (WFOE), which is a limited liability company owned entirely by foreign investors. A joint venture with a Chinese partner is another route, and some sectors still require one. This guide walks through the documents, the sequence of steps, and a realistic timeline for a typical WFOE in a major city.

First, decide the basics

Before you prepare any paperwork, settle four things, because they shape every document that follows:

• Company type: WFOE is the default for most foreign founders. A joint venture or a representative office may fit specific situations, but a representative office cannot generate revenue directly.
• Registered address: You need a physical address in the city of registration. Many founders use a serviced office or an incubator that provides address registration. Landlords must be able to supply the lease and property documents the authorities ask for.
• Business scope: This is written into your licence and must match the actual activity. Some activities require a pre-approval or a post-registration permit. Keep it focused; overly broad scopes can trigger questions.
• Registered capital: This is a subscribed amount, not necessarily cash you must deposit upfront, but it defines liability and appears in public records. Choose a figure you can justify. Rules on contribution timing have changed in recent years, so check the current position for your city and company type.

Documents you will typically need

Exact lists differ by city, but a standard WFOE application usually involves the following.

From the foreign investor (company or individual)

• Certificate of incorporation or equivalent registration document for a corporate shareholder, or passport for an individual shareholder.
• Notarised and, where required, legalised (or apostilled) versions of those documents. China's acceptance of apostilles depends on whether the issuing country is a party to the relevant convention, so confirm the current rule.
• Translated copies where the originals are not in Chinese. Translations usually need to be done by a recognised translation service.
• Bank reference letter or proof of funds in some cases, particularly for certain industries or larger capital commitments.
• Board resolution or shareholder resolution authorising the investment, if the investor is a company.

About the company and its people

• Proposed company names, ideally three to five, in Chinese and with an English version for reference.
• Articles of association (can often be prepared from a local template).
• Lease agreement for the registered address plus the landlord's property certificate.
• Passport copies of the legal representative, directors, supervisor and general manager.
• Proof of address and contact details for those individuals.
• Business plan or description of activities, sometimes requested for restricted or licensed sectors.

All foreign-language documents generally need Chinese translations, and signatures should be consistent across the pack. Inconsistent name spellings or missing notarisation are among the most common reasons applications get sent back.

The registration steps, in order

The sequence below reflects a typical WFOE in a major city. Some cities combine steps or run them in parallel.

1. Name pre-approval

You submit proposed names to the local market regulation authority. Names must be unique and follow Chinese naming conventions. Approval is usually quick, but if your first choices conflict with existing registrations, you may need to resubmit.

2. Prepare and submit the application package

This is where most of the work sits. The package includes the application form, articles of association, investor documents, address documents and appointments of the legal representative and supervisors. Depending on the city and the investor's country, you may be able to file online through the local government portal, or you may need to submit hard copies.

3. Obtain the business licence

Once approved, you receive the business licence, which carries the unified social credit code. This is the company's primary identity document in China. At this point the company legally exists, but it cannot yet operate fully.

4. Carve the company seal and set up the official channels

You will need the company's official seal and usually a finance seal and a legal representative seal. Seals are made through authorised vendors and registered. Keep control of them; they carry real authority in Chinese business practice.

5. Bank account opening

Open the basic deposit account, which is the company's main operating account. Banks vary in how much due diligence they apply, and some are more comfortable with foreign-invested companies than others. Expect to provide the licence, seals, identification and address documents, and to explain the business and expected flows. This step often takes longer than founders expect, so start early and be prepared for questions.

6. Tax and customs registration

Register with the tax authority and complete the initial tax setup, including choosing the accounting method and confirming invoicing arrangements. If you will import or export, register with customs as well. You will also need to handle social insurance registration once you hire staff.

7. Foreign exchange and capital contribution

If you plan to bring in capital, the bank will guide you on the foreign exchange registration and the capital account. Funds should be remitted for the stated purpose and documented properly. Work with your bank and accountant on the mechanics rather than improvising.

8. Post-registration items

• Register with the local statistics bureau where required.
• Set up payroll and social insurance before the first hire.
• Arrange bookkeeping. Chinese accounting and invoicing rules are specific, and monthly or quarterly filings are mandatory even if the company has no revenue.
• If your sector needs a licence, such as food, education or certain consulting activities, obtain it before starting operations.

Realistic timeline

Timelines depend heavily on document readiness, the city, the industry and how quickly the bank completes its checks. As a rough guide:

• Name approval: a few working days, longer if names are rejected.
• Document preparation and notarisation: two to six weeks, driven mostly by how fast the investor's home country processes notarisation and legalisation.
• Business licence: roughly one to three weeks after a complete submission, assuming no queries.
• Seals: a few working days.
• Bank account: one to four weeks in many cases, sometimes longer.
• Tax setup and remaining registrations: one to two weeks, often overlapping with banking.

In practice, founders who have their documents ready and a local address sorted can often reach an operating company in six to ten weeks. Delays usually come from notarisation and legalisation, rejected names, address problems, or bank due diligence, not from the registration authority itself.

Practical tips to avoid delays

• Start notarisation early. It is the longest lead-time item and it sits outside China's system.
• Use one consistent English and Chinese name for every individual and entity across all documents.
• Confirm with the landlord in writing that the address can be used for company registration.
• Keep the business scope tight and matched to what you will actually do.
• Budget for ongoing compliance, not just registration. Bookkeeping, filings and annual reporting are continuous obligations.
• Engage a local accountant or corporate services firm early. Fees vary, but the cost of fixing a badly prepared application is usually higher.

Registration is the starting line, not the finish. The founders who move fastest are the ones who treat the document pack as a single, consistent project and who line up banking and accounting support before the licence is issued.