How to Get a Certified Copy of Passport in Hong Kong

What Is a Certified Copy of a Passport?

A certified copy is a photocopy of your passport (usually the biodata page) endorsed by an authorized professional as a true copy of the original seen. It lets banks, regulators, and other institutions meet KYC/AML checks without taking your original passport.

Why Is It Important?

Certified copies reduce the risk of loss or damage to originals while giving institutions a reliable way to verify identity. 

They are widely requested for onboarding and compliance in Hong Kong and abroad.

Common Uses in Hong Kong

There are several common scenarios in which you may be required to submit a certified passport copy:

• Company incorporation and corporate filings (ID checks for directors and shareholders).
• Bank account opening (personal or business).
• Visa/immigration applications.
• Court/legal filings and licensing in regulated sectors.

Who Can Certify a Passport Copy in Hong Kong?

Commonly accepted for Companies Registry / Cap. 622 Part 16 filings (s.775):

• Notary public (Hong Kong)
• Solicitor (practising in Hong Kong)
• Certified Public Accountant (practicing, HKICPA member)
• Practicing company secretary / HKCGI member

Not normally acceptable as “certified true copy” for Cap. 622 filings:

• Commissioner for Oaths (can take declarations/affirmations with a copy exhibited, but cannot certify a true copy)
• Justice of the Peace (JP) (sometimes accepted by particular institutions, but not listed for Companies Registry Part 16)

Sometimes accepted in other contexts (check with the recipient first):

• Consulates/embassies certifying for their citizens
• Bank managers / regulated intermediaries / JPs where a specific bank, regulator, or foreign authority explicitly permits it

If Companies Registry filing is involved, use s.775 certifiers.

Certification vs Notarization vs Apostille

• Certification: Confirms a copy matches the original.
• Notarization: Performed by a Hong Kong Notary Public; often required for overseas submissions.
• Apostille: Issued by the High Court Apostille Service to recognize a Hong Kong public/notarial document in Hague Convention jurisdictions; fee HKD 125.

What Should Appear on a Certified Copy

Include all of the following on the photocopy:

• A clear statement such as: “I certify that this is a true copy of the original document seen by me.”
• Certifier’s full name, professional capacity/title (e.g., Solicitor, CPA, Notary Public, HKCGI member), signature, and date
• Certifier’s contact details (and firm stamp if any)

How to Get a Certified Copy of Your Passport in Hong Kong

Now that you know when and why you need a certified passport copy, here’s a simple breakdown of the steps to get one through private certification.

Step 1 – Choose an Authorized Professional

Pick one of the following in Hong Kong:

• Solicitor
• Notary public
• Practising CPA
• HKCGI member / practicing company secretary

If you’re unsure, a solicitor or notary public is usually the safest option for both Hong Kong and overseas use.

You can find professionals via the Law Society of Hong Kong, notary public directories, or (for consular certifications) your consulate.

Step 2 – Bring Your Original Passport and Copies

For the appointment, bring:

• Your original passport (not just a scan or photo)
• Clear photocopies of the biodata page (and any other pages requested)
• Another photo ID, if the firm asks for extra verification

If you need multiple certified copies, bring several photocopies to save time and fees.

Step 3 – Certification Procedure

During certification, the professional will:

• Compare each photocopy with the original passport
• Write the true-copy statement
• Add their full name, capacity/title, signature, date, contact details, and firm stamp

Some firms may also keep a reference copy for their internal records.

Step 4 – For Overseas Use (If Applicable)

If the certified passport copy will be used outside Hong Kong, ask in advance whether the recipient requires:

• Notarization, and/or
• An apostille issued in Hong Kong

How to Request a Certified Copy from the Immigration Department (Identity-Record Documents)

Use this route only when you need a certified copy from Hong Kong identity records, not a privately certified passport photocopy.

• Form: SF/ROP/164 – Request for a Certified Copy of Document
• Where to apply: Immigration Department (in person, by post, or online via iAM Smart+)
• Fee: HKD 425 per certified copy (Registration of Persons)
• Online payment: Visa, Mastercard, UnionPay, JCB, Alipay, WeChat Pay, UnionPay App, PPS, FPS
• Uploads: JPEG/PDF/GIF/PNG/TIF; max 5 MB per file
• Outside Hong Kong: submit the required notarized photograph and thumbprint; you may authorize collection or use registered mail if eligible
• Timing: No fixed service level is published; allow processing time, especially from overseas

Common Mistakes to Avoid

1. Using a non-authorized certifier is a common reason for rejection, for example, when the copy is signed by a Commissioner for Oaths, a Justice of the Peace, or a friend or employer instead of a recognized professional.
2. The certified copy is missing key elements such as the true-copy statement, the date of certification, the certifier’s capacity or title, their contact details, or their stamp.
3. Certified copies are also rejected when the underlying scans or photocopies are of poor quality, such as when they are blurred, cropped, too dark, or otherwise hard to read.
4. Some institutions will refuse a certified copy simply because it is too old, as many banks and authorities in Hong Kong require certification to be dated within the last three to six months.

Downloadable Resources and Helpful Links

For your convenience, here are direct links to official resources:

• Form SF/ROP/164 – Certified Copy Request (PDF)
• Immigration Department – Certified Copy Guidelines
• GovHK Portal – Certified Document Requests

Final Thoughts

With the right certifier and complete wording on the photocopy, your document should be accepted the first time. For identity-record documents, use Form SF/ROP/164 at the Immigration Department. For overseas submissions, confirm if notarization and apostille are required.

Need help certifying your passport copy for company setup or banking in Hong Kong?

Air Corporate can organise certification, notarization, and apostille, and handle your company registration and compliance so you can focus on launching and growing your business.