How to Prepare Application Documents for Study in China – The Only Guide You Need
Content
I: Make Sure All Application Documents Are Real, Clear, and Consistent
II: Application Documents by Study Level
1. Language Students (Non-Degree)
2. Undergraduate Applicants (Bachelor’s Degree)
4. PhD Applicants (Doctoral Degree)
III: FAQ – Frequently Asked Questions
IV: Important Notes & Common Mistakes
If you’re planning to study in China but feel overwhelmed by the paperwork, don’t worry — this guide will tell you everything you need to know.
Whether you’re applying for a language program, undergraduate, master’s, or PhD degree, having the correct documents, in the correct format, can make or break your application. Inconsistent personal details, unclear scans, or missing materials are among the top reasons students get rejected — and they are totally avoidable.
In this article, we’ll break down what documents you need for each level of study, the standards for preparing each one, and common mistakes to avoid.
I: Make Sure All Application Documents Are Real, Clear, and Consistent
Before we dive into specific materials, here are 3 golden rules for all applicants:
All documents must be authentic
- Fake diplomas, recommendation letters, or bank statements may lead to permanent rejection or even blacklisting.
All scans must be high-quality and complete
- Use a proper scanner if possible. Photos taken by phone may be accepted, but make sure there is no glare, blur, or shadow.
All names, birthdates, passport numbers, etc., must match
- If your name is “John Alexander Smith” on your passport, make sure it appears exactly the same on every document. Even small differences can cause delays or rejections.
II: Application Documents by Study Level
Each study program has slightly different document requirements. Below is a breakdown by type of applicant:
1. Language Students (Non-Degree)
Language students are usually applying to study Chinese for 1 semester to 2 years. Here’s what you’ll typically need:
- Passport scan (valid for at least 6 months), click here to get the instructions
- Personal photo (2-inch, white background, taken in last 6 months), click here to get the instructions
- Application form (usually provided by the school), click here to get the instructions
- Highest education certificate (e.g., high school diploma), click here to get the instructions
- Highest education transcript, click here to get the instructions
- Bank statement (usually $4000 USD or equivalent), click here to get the instructions
- Physical examination form, click here to get the instructions
- Police clearance certificate (depending on university), click here to get the instructions
- Personal introduction video (optional, but helpful), click here to get the instructions
Tip: Even for non-degree programs, some universities may ask for an HSK score if applying for advanced Chinese classes.
2. Undergraduate Applicants (Bachelor’s Degree)
To apply for a bachelor’s degree in China, prepare the following:
- Valid passport (scan of info page), click here to get the instructions
- Personal photo (2-inch), click here to get the instructions
- Application form, click here to get the instructions
- High school diploma, click here to get the instructions
- High school transcripts (with GPA and subjects), click here to get the instructions
- Language certificate, click here to get the instructions:
- Bank statement (at least 1-year fees covered), click here to get the instructions
- Physical examination form, click here to get the instructions
- Police clearance certificate, click here to get the instructions
- 2 recommendation letters (optional, but recommended), click here to get the instructions
- Personal statement (why you want to study in China), click here to get the instructions
- Introduction video (some universities require this), click here to get the instructions
3. Master’s Degree Applicants
Graduate applicants will need to submit more academic and formal documentation:
- Passport scan, click here to get the instructions
- Recent personal photo, click here to get the instructions
- Application form, click here to get the instructions
- Bachelor’s degree certificate, click here to get the instructions
- Undergraduate transcripts, click here to get the instructions
- 2 recommendation letters (from professors or associate professors), click here to get the instructions
- Study plan or research proposal (usually 800–1500 words), click here to get the instructions
- Language certificate (HSK or IELTS/TOEFL), click here to get the instructions
- Bank statement, click here to get the instructions
- Physical examination form, click here to get the instructions
- Police clearance certificate, click here to get the instructions
- Personal introduction video, click here to get the instructions
💡 Important: Some universities may request degree notarization or degree authentication by Chinese embassies. Check the school’s specific requirement in advance.
4. PhD Applicants (Doctoral Degree)
Doctoral programs in China are highly research-focused and selective. Prepare carefully:
- Passport scan, click here to get the instructions
- Recent personal photo, click here to get the instructions
- Application form, click here to get the instructions
- Bachelor’s degree certificate, click here to get the instructions
- Bachelor’s transcript, click here to get the instructions
- Master’s degree certificate, click here to get the instructions
- Master’s transcript, click here to get the instructions
- 2 academic recommendation letters (from associate professors or above), click here to get the instructions
- Study plan or research proposal (detailed and research-specific), click here to get the instructions
- Language certificate (HSK 5+ for Chinese; IELTS/TOEFL for English), click here to get the instructions
- Bank statement, click here to get the instructions
- Physical exam record, click here to get the instructions
- Police certificate, click here to get the instructions
- Personal video, click here to get the instructions
- Supervisor’s acceptance letter (if required), kindly contact university to get
Tip: Try contacting professors directly before you apply, especially for research-based programs.
III: FAQ – Frequently Asked Questions
Q1: What if I haven’t received my diploma yet?
A: If you’re still studying, you can submit a pre-graduation certificate issued by your school and provide your diploma later once it’s available.
Q2: My application documents are not in English or Chinese. What should I do?
A: You must translate them into English or Chinese. The translation should be done by a certified translator, and in some cases, notarization may be required.
Q3: Do all application documents need to be notarized?
A: Not always. Most universities only require notarized versions of diplomas and transcripts. Check the university’s website or ask the admissions officer.
Q4: Can I apply to multiple universities at once?
A: Yes, especially if you’re applying for self-funded programs. But make sure you prepare multiple copies of your documents.
Q5: What should the bank statement say?
A: It should show that you or your guardian have enough funds to cover at least 1 year of tuition and living expenses (usually $4000–6000 USD minimum). The statement should be stamped by the bank and issued within the last 6 months.
IV: Important Notes & Common Mistakes
- ❌ Mismatched names or inconsistent personal information
Always double-check your names, passport numbers, and dates across all documents. - ❌ Poor scan quality
Avoid dark shadows, reflections, or partial scans. Use a flatbed scanner if possible. - ❌ Submitting expired documents
Make sure your passport, health check, and police clearance are still valid when you submit. - ❌ Leaving sections blank on forms
Fill out all required fields. Missing information may cause delays or rejection. - ❌ Sending documents without checking school-specific requirements
Each university may have slightly different expectations. Read their guidelines carefully.
V: Final Thoughts
Preparing documents for your China study application may seem overwhelming, but if you stay organized and follow the steps above, you’ll have a strong application file ready to go.
To recap:
- Make sure all documents are real, accurate, and clearly scanned.
- Check if translation or notarization is required.
- Keep copies of everything you submit.
- Start preparing early to avoid last-minute surprises.
China welcomes international students, and a well-prepared application is the first step toward this exciting academic journey.
Related: Best Time to Apply for Studying in China
Related: Admissions in China