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June 28, 2017

Where Can My Organization Find All the Official Forms?

Where can my organization find all the official forms necessary to register a representative office or file for a temporary activity?

The following includes links to the official forms (in Chinese), as listed on the Ministry of Public Security website, which are necessary for compliance with both the representative office registration and temporary activity parts of China’s Foreign NGO Law. (Please note that all links to the official forms automatically begin downloads of the forms as Microsoft Word documents from the Ministry of Public Security website.) Below the links to official forms, we have provided unofficial English translations of each form, available as PDFs. We have also included a brief description of the type of information requested on each form.

Update: As of July 2019, links to the official forms in Chinese are no longer available. We will update the links as soon as we are able. If you can point us to the new link locations of the forms, please let us know at ngoproject@chinafile.com.

Form 1: Application to Establish a Foreign NGO Representative Office (境外非政府组织代表机构设立申请书)
Official Chinese form
Unofficial English translation
This form asks for the foreign NGO’s name, the name of its Professional Supervisory Unit, and its scope of work.

Form 2: Registration Form for Foreign NGO Representative Offices (境外非政府组织代表机构登记事项表)
Official Chinese form
Unofficial English translation
This form asks for information about the foreign NGO’s registration in its home territory, as well as contact information, funding sources, and types and locations of activities.

Form 3: Registration Form for Chief Representative of a Foreign NGO Representative Office (境外非政府组织代表机构首席代表登记表)
Official Chinese form
Unofficial English translation
This form asks for information about the foreign NGO’s chief representative, including registered and actual residences as well as current and past employment details.

Form 4: Declaration that Foreign NGO Chief Representative Has No Criminal Record (无犯罪记录声明)
Official Chinese form
Unofficial English translation
This form asks the signer to certify that he or she has no criminal record, either in China or abroad.

Form 5: Form for Filing Additional Information about a Foreign NGO Representative Office (外非政府组织代表机构有关事项备案表)
Official Chinese form
Unofficial English translation
This form asks for further details about the foreign NGO’s representative office, including the NGO’s chop, bank account information, and personnel list.

Form 6: Application Form to Amend a Foreign NGO Representative Office’s Registration (外非政府组织代表机构变更登记申请表)
Official Chinese form
Unofficial English translation
This form asks the foreign NGO to describe a requested change to its registration.

Form 7: Form for Filing Foreign NGO Representative Office’s Annual Activity Plans (境外非政府组织代表机构年度活动计划备案表)
Official Chinese form
Unofficial English translation
This form asks for the foreign NGO’s annual activity plan, including project implementation and use of funds.

Form 8: Form for Filing Modifications to a Foreign NGO Representative Office’s Annual Activity Plan (境外非政府组织代表机构年度活动计划变更备案表)
Official Chinese form
Unofficial English translation
This form, which is for modifying a previously-filed annual activity plan, asks the foreign NGO to describe the requested change to its plan.

Form 9: Foreign NGO Representative Office Annual Work Report (境外非政府组织代表机构年度工作报告)
Official Chinese form
Unofficial English translation
This form serves as the template for foreign NGOs’ annual work reports. It includes sections on: an NGOs’ basic contact information, scope of work, and bank information; changes made to an NGO's registration; personnel; expenses, income, and other details for major activities; and annual financial reporting.

Form 10: Application Form for Deregistration of a Foreign NGO Representative Office (境外非政府组织代表机构注销登记申请表)
Official Chinese form
Unofficial English translation
This form asks for the foreign NGO’s reason for wishing to cancel its registration in China.

Form 11: Form for Filing of a Foreign NGO Temporary Activity (境外非政府组织临时活动备案表)
Official Chinese form
Unofficial English translation
This form asks for details about the proposed temporary activity, including dates, sector, location, Chinese partner unit, and bank account information, as well as for information about the foreign NGO and its representative.

Form 12: Foreign NGO Temporary Activity Report (外非政府组织临时活动情况报告表)
Official Chinese form
Unofficial English translation
This form asks for much of the same information as Form 11, but adds a field for describing how the foreign NGO actually implemented the temporary activity, including use of funds.

Form 13: Registration Form for Representatives of Foreign NGO Representative Offices (境外非政府组织代表机构代表登记表)
Official Chinese form
Unofficial English translation
This form asks for much of the same information as Form 3, including representatives’ registered and actual residences as well as current and past employment details.

Flow Charts for Registration and Filing (登记备案流程图)
Official Chinese form
Unofficial English translation
These charts describe the steps involved in four different processes:

  1. Registering a representative office
  2. Altering some aspect of an existing representative office registration
  3. Cancelling a representative office registration
  4. Filing for a temporary activity

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