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, lawyers, public notaries, authorized court officers, practicing company secretaries, and consular officers can certify documents.
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 engaging in any business activity, regardless of its nature, there is a requirement to provide certified true copies of certain original documents. A certified true copy may be required on various occasions such as incorporating your company, applying for a company bank account, or a specific permit.
What Is a Certified True Copy?
A certified true copy is an official duplicate of an original document that has been verified by a qualified professional. This verification ensures that the copy is an accurate representation of the original document, allowing it to be used in place of the original for various purposes.
Why Do You Need a Certified True Copy?
Certified true copies are important for business and legal matters. These documents are proof that they are accurate and unchanged.
Banks, government agencies, and other third parties can use them to confirm the document’s authenticity and credibility. They can also help businesses meet legal requirements that make transactions and compliance processes smoother.
Who Can Certify Documents in Hong Kong?
In Hong Kong, a certified true copy will normally be accepted if it is issued by a:
- Certified public accountant
- Lawyer
- Public notary
Certain documents can also be certified as a true copy by a:
- Authorized officer of a court in Hong Kong
- Practicing company secretary in Hong Kong
- Consular officer of your home country (for non-Hong Kong residents
Always confirm with the requesting authority that they accept certifications from your chosen professional.
How Do You Get a Certified True Copy?
Many professionals offer both online and in-person certification services. Online options may include submitting scanned documents via email or through dedicated platforms. To get a certified true copy:
- You need to choose a certifier. Your certifier needs to be a professional like a company secretary or a lawyer.
- Once you’ve chosen a certifier, give them the original document. The certifier needs to see the original copy in person for verification.
- The certifier will stamp the copy. This stamp ensures that the document was certified properly and is valid.
How Much Does Document Certification Cost?
The cost for obtaining certified true copies varies based on the certifier's fees and the number of documents being certified. The fees range from HKD 200 to 500 per document.
For specific documents like Business Registration Certificates, online applications via GovHK cost HKD 160 plus photocopying fees.
Here's a simple table comparing the costs of document certification from different professionals in Hong Kong:
| Professional | Cost per Document |
|---|---|
| Certified Public Accountant | HKD 200 - 500 |
| Lawyer | HKD 200 - 500 |
| Public Notary | HKD 200 - 500 |
| Online BRC Certification (via GovHK) | HKD 160 + HKD 1.5 / page (photocopying fee) |
Prices are approximate and may vary depending on the specific professional or service.
Do Certified True Copies Expire?
Many banks and authorities require recent certifications—typically within 3 to 6 months—to ensure they reflect current statuses.
If your certified true copy has expired, you will need to revisit your certifier with the original document to obtain an updated certification promptly.
What Should Your Certified Document Look Like?
The certified true copies must be signed and dated by the appropriate certifier. The qualified professional has to clearly print in capitals their name along with their position on the document.
The document must also explicitly indicate that the document is a true copy of the original. Please see below for a sample of the certification chop.
A certified true copy must include specific elements:
- A statement verifying it as a true copy (e.g., "Certified to be a true copy of the original seen by me").
- The certifier's signature and date of certification.
- The certifier's full name in capital letters.
- The certifier's profession (e.g., solicitor or CPA).
- A professional stamp from the certifier.
The certification stamp must be placed directly on the copy for it to be valid. Certified documents can be issued in either Chinese or English. If the original document is in another language, it must be translated into one of these two languages before certification.
A certified true copy may also be referred to as a "certified copy" or "true copy."
Apostille Service as Certified True Copy Alternative
An alternate form of legalizing and verifying a document is through an apostille service.
You can use the apostille service to authenticate documents drafted in Hong Kong when you are required to submit them to an organization abroad. In most cases, apostilled documents are required when a resident of Hong Kong seeks to open a foreign corporate bank account.
The Hong Kong High Court provides an apostille service. The service is responsible for legalizing documents involving incorporating a company as well as documents previously signed and dated by practicing notary public and certified public accountants. A distinct apostille number is allocated to each document, which proves that the document in question is verified and authentic.
Conclusion
Understanding certified true copies is essential for anyone engaging in business or legal activities in Hong Kong. By knowing how to obtain these documents and their significance, you can navigate various processes with ease while ensuring compliance with local regulations.
Need Help With Your Certified True Copy?
At Air Corporate, we can help you determine who is the right person to prepare such a certified copy (CPA, lawyer, notary) depending on its intended use.
If you register your Hong Kong company with us or appoint us as your company secretary, our certified true copy service includes the certification of your company or personal documents by a qualified partner law firm.
FAQs
Not all documents require certification, but banks, government agencies, and legal institutions often request certified true copies for applications, registrations, and compliance purposes.
Most institutions require recent certifications, typically within 3 to 6 months. If your certified copy is no longer accepted, you must obtain a new one from an authorized certifier.
Some foreign institutions may accept them, but in many cases, an apostille or notarization is required for use outside Hong Kong. If international recognition is needed, an apostille from the Hong Kong High Court may be a better option.
Some professionals and service providers offer online certification services, but physical verification may still be required. Always check with the institution requesting the document to confirm if online certification is acceptable.
