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.
Table of Contents
Key Summary
Certified True Copy Ensures Document Security
A certified true copy protects the original document by providing a verified duplicate for business and legal transactions, reducing the risk of loss or damage.
Commonly Certified Documents
Documents often requiring certification include passports, ID cards, birth certificates, company registration documents, and bank statements.
Certification by Authorized Professionals
Certified copies must be verified by authorized professionals such as CPAs, solicitors, or notaries public, who provide a stamp, signature, and certification statement.
Certificate of Incumbency Differs in Purpose
Unlike a certified true copy, a certificate of incumbency verifies a company’s officers, structure, and legal status, primarily for international compliance and business needs.
Apostille Services for International Validity
For cross-border transactions, an apostille from the Hong Kong High Court may be required to confirm the authenticity of certified documents internationally.
What Is A Certified True Copy?
A certified true copy is a copy of an origins document that has been verified by an authorized professional. The professional will stamp and sign the copy to confirm its is accurate. However, it is important to note that a certified true copy only confirms the accuracy of the copy and it does not verify the authenticity of the original document.
Certified true copies are often required when businesses or individuals need to share sensitive documents but do not want to risk losing or damaging the originals.
Common Documents That Are Requested
Certain documents are frequently requested in certified true copy format. These include:
- Passports or identification cards
- Birth certificates
- Driver’s licenses
- Bank statements
- Company registration documents
- Proof of address (e.g., utility bills)
These documents are often needed when applying for financial services, opening company accounts or participating in legal or governmental procedures.
What Is The Format Of A Certified True Copy?
A certified true copy must include certain key elements to be accepted by Hong Kong institutions. These elements typically include:
- A statement confirming the document is a true copy of the original
- The date of certification
- The full name, address and title of the certifying professional
- The certifier’s signature
- A professional chop (stamp) to authenticate the certification
- The total number of pages in the document
The certification statement must be written in English or Chinese. Statements in other languages are not usually accepted.
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
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?
In Hong Kong, several professionals are authorized to issue certified true copies of documents:
- Certifies Public Accountants (CPAs)
- Solicitors or Lawyers
- Public Notaries
- Authorized Court Officers
- Practicing Company Secretaries
- Consular officers (for non-Hong Kong residents)
These professionals are recognized by banks, governmental institutions and private organizations in Hong Kong and abroad to ensure that certified true copy meets compliance and legal standards.
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 obtain a certified true copy of your documents, follow these steps:
- Contact An Authorized Professional
This can be a CPA, solicitor or notary public, depending on the intended use of the document.
- Submit The Original Document
Provide the original document that you need certified.
- Get The Document Certified
The professionals will inspect the original and verify that the copy is a true representation. Once confirmed, they will stamp, sign and date the document.
You may also be asked to provide identification to verify your identity before the document is certified.
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.
