When handling business activities in Hong Kong, you may need to provide certified true copies of original documents. These copies are necessary to ensure that you don’t risk your original documents being lost or damaged. This guide will walk you through everything you need to know about certified true copies in Hong Kong.
What Is A Certified True Copy?
A certified true copy (also called a certified copy, true copy, or sometimes a notarised copy) is a document that a certified professional has formally confirmed to be an accurate copy of the original. The certifier will normally add a short certification statement, sign and date the copy, and apply their professional stamp or chop.
Who can certify?
In Hong Kong, these documents are usually certified by a practicing and registered professional such as
- A Certified Public Accountant (HKICPA member),
- A solicitor/lawyer (registered with the Law Society),
- A notary public, or
- A practising company secretary (HKCGI/HKICS),
- an authorised court officer, or,
- a consular officer for non-resident.
Always confirm with the receiving party (e.g., bank or regulator) which certifiers they accept.
What The Certification Means And What It Does Not
A certified true copy verifies only that the copy matches the original document seen by the certifier. It does not confirm the authenticity of the original (for example, whether the original itself is forged or stolen). Therefore, many institutions require the certifier to be a recognised, practising professional and may also ask that the certification be recent.
Validity
Although a certified copy has no formal legal “expiry,” banks and many authorities commonly require the certification to have been completed within the last 3–6 months. Check the requesting party’s requirements before getting documents certified.
Common Documents Frequently Requested As Certified True Copies
These documents are commonly requested by banks, government bodies and other institutions in Hong Kong:
- Identity documents: passport, Hong Kong ID card
- Proof of address: utility bills, bank statements
- Corporate documents: Business Registration Certificate, Certificate of Incorporation, Articles of Association, Annual Returns (Form NAR1)
- Financial documents: bank statements, tax notices
- Personal documents: birth certificates, marriage certificates, driver’s licences
These are typically required when opening bank accounts, registering a company, applying for visas or permits, lodging legal documents, completing real-estate transactions, or submitting shareholder/director filings.
What Is The Format Of A Certified True Copy?
The exact format of a certified true copy can vary depending on the institution or jurisdiction requesting it. Before submitting your documents, always check the specific requirements of the receiving party. Generally, most certified true copies in Hong Kong include the following details with a stamp and the certifier’s signature:
- A certification statement (e.g., “I hereby certify this is a true and complete copy of the original” or “Certified to be a true copy of the original seen by me”)
- The certifier’s signature
- The certifier’s full name
- The certifier’s professional title/position
- The certifier’s practicing license or registration number
- The date of certification
- The certifier’s practice address
Why Do I Need To Get My Documents Certified?
Certified true copies play a crucial role in both business and personal transactions in Hong Kong. They serve as legally acceptable alternatives to original documents to safeguard the sensitive information and reduce the risk of losing or damaging original documents during transmission.
In some cases, certified true copies are required for:
- Company incorporation
- Opening a corporate or personal bank account
- Applying for a business permit or license
- Legal proceedings and court filings
- Making real estate transactions
- Government-related procedures
By providing certified copies, you can protect your original documents while still fulfilling legal and business obligations.
Where Can I Get A Certified True Copy Of My Documents?
Since certified true copies carry legal weight, only certain qualified professionals are authorised to prepare and verify them. In Hong Kong, you can usually obtain a certified true copy from:
- A practicing Certified Public Accountant (CPA) registered with the Hong Kong Institute of Certified Public Accountants (HKICPA)
- A practicing solicitor registered with the Hong Kong Law Society
- A practicing Notary Public registered with the Hong Kong Society of Notaries
- An authorised court officer
- A practicing company secretary in Hong Kong
- A consular officer (for non-Hong Kong residents)
What Does A Certified Copy Look Like?
| Certified True Copy: —(Signature)——– Name : HKICPA Number : Date : | I hereby certify that I have examined this document with its original and that the same is a true and complete copy of the original. —(Signature)—— Name : Solicitor : Date : |
A certified true copy should include:
- The certifier’s full name, professional title and contact details (for example, solicitor, or notary public)
- A statement indicating that it is a true copy of the original document
- The certifier’s signature and the date of certification
- The signature, a stamp or a seal indicating the certifier’s qualification. For example, if a document is certified by a CPA, the stamp will indicate their status as a certified public accountant.
The certification statement in Hong Kong is accepted in Chinese or English. Mostly, the government or financial institutions do not accept any kind of certification letter in other languages.
How Do I Apply For A Certified True Copy?
To issue a certified true copy, the certifier must check the original document and confirm that the copy matches it exactly. This process is usually done in person.
Steps to apply:
- Book an appointment with a practicing CPA, lawyer, or other authorised professional.
- Bring the original document that needs to be certified.
- The professional will photocopy the document, review it against the original, and add the required certification details (signature, stamp, date, etc.).
How Much Does Document Certification Cost?
The cost of getting a certified true copy in Hong Kong varies depending on the certifier and the type of document. In general, fees range from HKD 200 to 500 per document, though they may be higher for certain professionals, such as a practicing notary public, or lower for straightforward cases.
For instance, certification by a lawyer typically starts at around HKD 280.
If you need to certify your Business Registration Certificate (BRC), you can apply directly through the GovHK website for HKD 160, plus a photocopying fee of HKD 1.5 per page.
Ensure to always confirm the exact fees in advance with the certifier, as costs can vary based on the profession, document type, and complexity of the request.
Difference Between Certified True Copy And Certificate Of Incumbency
A certified true copy confirms that a copy matches the original document while a certificate of incumbency has a different role. It is used to verify key details about a company such as its registered address, officers and legal status. This certificate is often needed for international business transactions and legal compliance.
| Aspect | Certified True Copy | Certificate of Incumbency |
| Definition | Verifies that a document is an exact copy of the original | Confirms company’s information such as registered address and officers |
| Purpose | Required when sharing sensitive documents without risking originals | Required during international business transactions and legal compliance |
| Issued By | Certifying authorities like CPAs, lawyers, or notaries public | Independent third party (usually a regulated professional) |
| Common Use Cases | Used for local legal and business transactions | Used for verifying company details for international compliance or business transactions |
| Key Elements | Certifier’s signature, chop, date, and statement confirming true copy | Information on company officers, registered address, legal status |
| Recognition | Recognized locally within the issuing country | Recognized internationally during business transactions |
Apostille Services By Hong Kong High Court
In some cases, you may need to provide documents for use outside of Hong Kong. This is where apostille services come into play. An apostille is an official certification issued by the Hong Kong High Court which verifies the authenticity of a document for use internationally.
Apostilled documents are often required for cross-border business activities such as opening a foreign bank account. Once a document has been apostilled, it carries a unique identification number confirming its authenticity and enabling it to be accepted in other jurisdictions.
Get Your Certified Copy
If you are required to provide a certified true copy of your personal or company documents, it is essential to engage the right profession such as a CPA, solicitor or notary public, depending on the document’s use. At FastLane Group, our team of qualified CPAs is ready to help with all your certification needs. We offer reliable and efficient certified true copy services, ensuring that your documents meet the stringent requirements of banks, financial institutions, and government bodies.
For assistance with document certification, contact FastLane Group today! Our experienced professionals will ensure your documents are properly certified, whether for business or personal use.
