Certified true copies are required for various business activities, government proceedings, and legal purposes. They allow you to provide attested copies of important documents without risking the original documents.
Certified Public Accountants (CPAs), lawyers/solicitors, notaries public, practising company secretaries, authorised court officers, and consular officers are commonly accepted certifiers in Hong Kong.
A certified true copy verifies that a document is an accurate copy of the original, while a certificate of incumbency confirms specific information about a company.
Certified true copies must be signed, dated, and clearly state that they are true copies of the original.
When incorporating a company, applying for a bank account, or obtaining a permit or licence, you will often be asked for certified true copies of original documents.
What Is a Certified True Copy?
A certified true copy is an official copy of an original document that a qualified professional has verified against the original. Once certified, it can be used in place of the original for business, banking, and legal purposes.
Common documents that may need certified true copies include:
- Passports and identity cards
- Proof of address
- Certificate of Incorporation and Articles of Association
- Business Registration Certificate (BRC)
- Registers of directors, shareholders, or significant controllers
- Certain financial statements or tax documents in due diligence exercises
A certificate of incumbency is a separate company document that confirms current directors, shareholders, and other key company details as at a specific date.
Banks and compliance teams may request it together with certified true copies.
What is the Difference Between Notarised Copies vs. Certified True Copies?
A certified true copy confirms that a copy of a document matches the original. It is signed and stamped by a CPA, lawyer/solicitor, notary public, or practising company secretary and is widely used for local compliance, banking, and company filings.
A notarised copy involves a notary public, who may verify both the accuracy of the copy and the identity of the person presenting or signing the document. Notarisation usually carries greater evidential weight and is often required when a document will be used outside Hong Kong, such as for foreign courts, registries, or banks.
Document Certification vs. Document Authentication
Although the terms sound similar, they serve different purposes:
Document Certification
A qualified professional verifies that a photocopy is an accurate representation of the original.
This is mainly used for Hong Kong purposes such as company incorporation, business registration, and bank account opening.
Document Authentication
A higher-level process (often involving an apostille issued by the Hong Kong High Court or consular legalisation) that proves a Hong Kong document is valid for use abroad, in line with the Hague Apostille Convention or a foreign country’s rules.
Certification is usually enough for local use. Authentication (apostille or consular legalisation) is normally required when sending documents overseas.
Why Do You Need a Certified True Copy?
Certified true copies act as official proof that a copy is accurate, complete, and unchanged from the original.
Organisations such as banks, government agencies, and regulators use certified copies to check:
- The authenticity of your documents
- The credibility of your application or submission
- Your compliance with local and international KYC/AML requirements and other regulations
Using certified true copies reduces the risk of delays and avoids handing over originals that may be difficult or impossible to replace.
Who Can Certify Documents in Hong Kong?
In Hong Kong, a certified true copy will normally be accepted if it is issued by one of the following (subject to the receiving authority’s requirements):
- Certified Public Accountant (CPA)
- Lawyer / solicitor
- Notary public
Certain documents can also be certified as a true copy by:
- Authorised officer of a court in Hong Kong (usually for court documents)
- Practising company secretary in Hong Kong
- Consular officer of your home country (for non-Hong Kong residents, when required by that country’s authorities)
Always check the requesting authority’s list of acceptable certifiers and whether they specify a particular profession (for example, “solicitor or CPA only”).
How Do You Get a Certified True Copy?
Getting a certified true copy in Hong Kong is generally straightforward, and many professionals now offer both in-person and remote/online processes.
Step 1: Choose an Authorised Certifier
Select a lawyer/solicitor, company secretary, CPA, or notary public. For documents intended for overseas use, you may need a notary public and later an apostille.
Step 2: Present the Original Document
The certifier must examine the original document to confirm its authenticity.
- For in-person appointments, you bring the originals directly.
- For remote arrangements, you will usually upload scanned copies first and then send or present the original before certification is finalised.
Step 3: Document Is Certified and Stamped
Once verified, the certifier will:
- Add a certification statement such as “Certified to be a true copy of the original seen by me”
- Sign and date the copy
- Include their name in capital letters and professional designation
- Affix a professional stamp or firm chop
This official endorsement confirms that the document has been properly certified and is valid for its intended use.
How Much Does Document Certification Cost?
The cost of obtaining a certified true copy in Hong Kong depends on who certifies the document, how many documents or pages need to be certified, and whether notarisation or apostille is involved.
Below are indicative ranges for standard certification (exclusive of travel or courier costs):
| Professional / Service | Typical Cost per Document | Notes |
|---|---|---|
| Certified Public Accountant (CPA) | Around HKD 200 to 500 | Common for certifying company and banking documents. |
| Lawyer / Solicitor | Around HKD 200 to 500 | Can certify for local use and also prepare documents for notarisation. |
| Notary Public | Often HKD 300+ | Higher fees expected, especially for documents intended for overseas use. |
| Practising Company Secretary | Around HKD 200 to 500 | Typically certifies internal company records and registers. |
| Consular Officer | Varies by consulate | Fees based on the consulate's published tariff; useful for embassy-verified documents. |
| Apostille (HK High Court) | HKD 125 per application | Charged by the Apostille Service Office, High Court Registry; used for international recognition. |
| Certified Copy of BRC (IRD) | HKD 27 (extract or certified copy), HKD 20 (duplicate) | Issued by the IRD’s Business Registration Office. |
Prices are approximate and may vary depending on the specific professional or service. Always confirm the latest fees with your chosen provider or the relevant government department.
For specific documents such as Business Registration Certificates, you can apply online via GovHK or directly with the IRD for a certified copy or duplicate at the current fees above.
Do Certified True Copies Expire?
Under Hong Kong law, there is no fixed statutory expiry date for a certified true copy.
However, banks and authorities impose their own validity period for certification to ensure documents reflect current status. In practice, they typically require that:
- Certification is not older than 3 months, or
- In some cases, not older than 6 months
If your certified copy is older than the period in the checklist, you will need to obtain a new one.
What Should Your Certified Document Look Like?
A certified true copy must include specific elements:
- A statement verifying it as a true copy (for example, “Certified to be a true copy of the original seen by me”)
- The certifier’s signature
- The date of certification
- The certifier’s full name in capital letters
- The certifier’s profession (for example, “Solicitor”, “Certified Public Accountant”, “Notary Public”)
- A professional stamp or firm chop
For multi-page documents, many professionals will stamp and sign each page or indicate the total number of pages covered by the certification.
The certification stamp must be placed directly on the copy for it to be valid.
Language of Certified Documents
Certified documents can be issued in either Chinese or English for use with most Hong Kong authorities.
If the original document is in another language and is being submitted to a Hong Kong authority (for example, the Companies Registry, IRD, or a Hong Kong court), it will usually need to be translated into Chinese or English and the translation properly certified.
For foreign authorities or banks, check their language requirements, as they may accept English or require translation into their local language.
A certified true copy may also be referred to as a “certified copy” or “true copy”.
Apostille Service as Certified True Copy Alternative
An alternative (or additional) way of legalising and verifying a document for international use is through the apostille service.
You can use the apostille service to authenticate documents issued or notarised in Hong Kong when you are required to submit them to an organisation abroad, especially in a country that is a member of the Hague Apostille Convention. Apostilled documents are commonly requested when a Hong Kong resident or company needs to:
- Open a foreign corporate bank account
- Register a company or branch overseas
- Submit Hong Kong company documents to foreign courts or registries
The Apostille Service Office of the High Court Registry provides the apostille service in Hong Kong. It can apostille:
- Public documents issued by Hong Kong government departments or courts
- Notarial acts performed by a Hong Kong notary public and certain other documents recognised as public documents under the Convention
Each document receives a distinct apostille number, which shows that the document has been verified and authenticated by the competent authority in Hong Kong.
The current fee is HKD 125 per apostille application, payable to the Government of the Hong Kong Special Administrative Region.
If the destination country is not a Hague Convention member, consular legalisation through the relevant consulate or embassy will usually be required instead of, or in addition to, an apostille.
Final Words
Certified true copies are a routine part of doing business in Hong Kong.
Knowing who can certify, what must be included, the cost, and when an apostille is required will help you manage incorporation, banking, and licensing without delays.
Need help with your certified true copy?
Air Corporate can arrange certified true copies through a qualified CPA, lawyer, or notary.
If you register your Hong Kong company with us or appoint us as your company secretary, we can also coordinate notarisation and apostille when needed.
FAQs
Only documents that a bank, government authority, regulator, or other institution specifically requests as certified true copies need to be certified.
If a certified true copy is older than the period stated in the bank’s or authority’s checklist, they may not accept it. In practice, most organisations require certifications issued within the last 3 to 6 months, so you will usually need to obtain a fresh certified copy from a qualified certifier.
Some foreign authorities accept Hong Kong certified true copies, but many require notarisation and, for Hague Apostille Convention countries, an apostille. Others may require consular legalisation. Always confirm the exact requirements with the foreign bank, court, or registry before you rely on a certified copy alone.
Some Hong Kong professionals offer remote workflows where you start the process online (for example, by uploading scans and arranging a video call), but the certifier will still need to verify the original document before issuing a certified true copy. Whether an electronic certified copy is accepted depends on the bank or authority receiving it, so always check their policy first.
