In order to facilitate the registration process for overseas NGOs, we have created this online registration system where the relevant documentation can be filled in and returned online. You are required to make an online appointment before you go to the business hall for registration, so as to reduce the time spent waiting in line.
For overseas NGOs wishing to set up representative offices in China, please go to the Overseas NGOs Services Platform to register.
You can register in the following three ways:
1. Go to the website of the Overseas NGOs’ Administration Office of your respective province to register;
2. Go to the website of the Overseas NGOs’ Administration Office of the Ministry of Public Security (http://ngo.mps.gov.cn) to register;
3. Go to the website of the Ministry of Public Security (http://www.mps.gov.cn), and click on the Overseas NGOs Services Platform section to register.
Preparation before conducting online registration:
In accordance with the List of Fields of Activity, Categories of Projects and Professional Supervisory Units for Overseas NGOs Carrying Out Activities in Mainland China (2017), overseas NGOs are required, in accordance with their sphere of work, location of activity and type of activity, to apply to the relevant organ for it to be the supervisory unit for the establishment of a representative office, and gain the documentation of approval.
Step 1 Sign in
After opening up the registration page, enter your mobile phone number and verification code, select a user status (for setting up a representative office please choose Overseas NGOs; for filing the documents for temporary activities please choose Chinese Partners), enter the password and verification code, and complete your account registration.
Step 2 Login and Choose your Service Type
After login, please click on ”代表机构＋” (representative organization+), and enter the registration page. Read the relevant rules and regulations, and fill in the following items in accordance with the notice. Those marked with * are necessary to fill in.
A. Determining the Name of Proposed Representative Offices of Overseas NGOs
The name of representative offices of overseas NGOs shall comprise sequentially the “name of the overseas NGO”, “designated residence” and “representative office (or liaison office)”.
Designated residence refers to the administrative area at or above county level of the proposed representative office.
Overseas NGOs that do not indicate their original place of registration in the name are required to specify the original place of registration (country or region) in the form of “name of the overseas NGO”, “bracketed original registration place”, “designated residence” and “representative office (or liaison office)”.
B. Determining the Scope of Operations of Representative Offices of the Overseas NGO
The scope of operations of the proposed representative offices shall be specified, and it may be within the confines of provincial administrative divisions or go beyond such divisions. In any case, the scope of operations should be in line with the areas of activity of the representative office and the actual situation of its activities. For overseas NGOs establishing two or more representative offices, there must not be overlap or cross between the scope of operations of different representative offices.
Step 3 Prepare the Documentation
After all the information is complete, the system will automatically create five forms (if the organization has only a chief representative and no other representatives, form 13 can be neglected), which are:
1. Application form for the representative office of the overseas NGOs (form 1);
2. Registration details of the representative office of the overseas NGOs (form 2);
3. Registration of the person in charge of the proposed representative office of the overseas NGOs (form 3);
4. Evidence or a statement proving the person in charge of the proposed representative office of the overseas NGO has no criminal record (Form 4);
5. Registration form for the representatives of the representative office of the overseas NGOs (form 13)
After printing, affix a seal to the forms generated and the eight other documents which you are required to present.
Below are the eight other required documents:
6. Authorization for registration of the representative office from the overseas NGO;
7. Supporting documents proving that the overseas NGO is legally established overseas;
8. Charter of the Overseas NGO;
9. Certificate documenting that the Overseas NGO has been in existence and engaged in substantial activities overseas for more than two years;
10. ID and curriculum vitae of the person in charge of the proposed representative office;
11. Proof of the premises of the proposed representative office;
12. Evidence of the source of supporting funds of the overseas NGO;
13. Document of approval from the organization in charge of operations.
Step 4 Preliminary Document Check
Scan the prepared above-mentioned document as PDF files. Select “preliminary online check”, upload all the documents (otherwise submission will fail) for the preliminary check and click on “preliminary submission (提交初审)”. You will be notified of the result by text message. If you pass the preliminary check, you will be able to conduct the next step. If not, you will be told the reason why you failed, so please apply again after conducting modifications.
Step 5 Document Acceptance
After the preliminary check, please make an appointment on the online service platform. The system will generate the operation number and QR code (which need to be kept as photos). At the scheduled time, please bring all the hard copies of the documents, a two-inch photo of the chief representative (must provide) and two-inch photos of the representatives (must provide if there are representatives). After submitting all the documents to the service window, you can collect your submission receipt.
Step 6 Notification of Final Result
You will be informed of the final result through text massage. You can make an appointment to collect your certificate on the online service platform and the system will generate the operation number and QR code (which need to be kept as photos).
Step 7 Certificate Collection
At the scheduled time, please collect the following certificates: the Overseas NGO Representative Office Registration Certificate, the Chief Representative Certificate and the Representative Certificate (if applicable). Then you need to sign the certificate collection form.
Step 8 Record Document Preparation
According to the law, with the Overseas NGO Representative Office Registration Certificate you can now apply for tax registration, engrave a seal and open a bank account.
Step 9 Record Information Filling
Log in to the service platform, then click on “document records (材料报备)”. Fill in the information and a form called “overseas NGO representative office information record form (Form 5)” will be generated. Print it out and stamp it. Next, upload the sealed form onto the system with the copy of the tax registration certificate attached. Then you can make an appointment to record the document at the service window and the system will generate the operation number and QR code (which need to be kept as photos).
Step 10 Document Record
At the scheduled time, submit the hard copies of all the documents at the service window and you will get a receipt, completing the registration process.
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