Certified True Copy in Hong Kong: What Is It & How to Get One

Have you been asked to provide a certified true copy of a document? If you’re incorporating a company, opening a bank account or handling compliance matters in Hong Kong, this is a requirement you’re likely to encounter.

A certified true copy confirms that a document is an exact and unaltered copy of the original. While the concept sounds straightforward, there are details on who can certify documents, what the copy should look like, and how recent the certification needs to be.

This guide will walk you through everything you need to know about certified true copies: what they are, how to get them, and why they matter. 

A certified true copy is a copy of an original document that has been verified as a true and accurate reproduction by a practising professional, CPA, lawyer, or notary public. It is used to demonstrate that the original document has not been altered or tampered with.

The certifier will typically include a brief certification statement, then sign and date the copy, and add their professional stamp or chop.

A certified true copy only shows that the copy matches the original document. It does not prove that the original document is genuine or legitimate.

Both certified true copies and notarised copies confirm that a document matches the original. Certified true copies are generally used locally and can be certified by several approved professionals. Notarised copies are certified by a notary public, carry higher legal authority, and are often required for use outside Hong Kong.

An apostille is issued by the Hong Kong High Court to authenticate a notarised document for use in countries that are members of the Hague Apostille Convention. In practice, documents are first notarised and then apostilled if required.

Below is a breakdown of the key similarities and differences.

Certified true copies are commonly required for official and administrative matters, including:

• Banking and financial services, such as account opening, corporate account setup, and loan applications
• Immigration and visa applications
• Company incorporation and compliance matters
• Education and employment verification
• Property and legal transactions

Some important documents that often require certified true copies include 

• Identity documents: Hong Kong ID card, passport, driver’s licence, travel permits
• Proof of address: utility bills, bank statements, rental agreements, government correspondence
• Corporate records: Certificate of Incorporation, Business Registration Certificate, Articles of Association, Annual Returns (NAR1)
• Financial documents: bank statements, tax notices
• Personal documents: birth certificates, marriage certificates, education and employment documents
• Legal documents: contracts and agreements

Using certified true copies allows you to keep your original documents, as most authorities do not retain originals.

In Hong Kong, your documents must be certified by a professional qualified to conduct document certification. In most cases, documents certified by the following qualified professionals are accepted. 

• A certified public accountant (CPA) registered with the HKICPA (Hong Kong Institute of Certified Public Accountants)
• Solicitors or lawyers registered with the Hong Kong Law Society
• Notaries Public registered with the Hong Kong Society of Notaries
• Court officers in Hong Kong
• Practising company secretaries in Hong Kong

In some cases, and for certain types of documents, a company secretary or a consular officer from your home country (if you are not a Hong Kong citizen) may also certify the documents.

To avoid delays or extra costs, always confirm in advance which certifiers are accepted by the requesting authority, such as a bank or government body.

The certified copy should contain all the information that appears on the original, along with a certified stamp and the signature of the appropriate certifier. Both the stamp and signature must be legible.

The certified true copy must contain the following:

• A statement verifying the copy, such as “Certified to be a true copy of the original seen by me” or similar wording
• The certifier’s signature and date of certification
• The certifier’s full name in capital letters
• The certifier’s profession (e.g., solicitor or certified public accountant)
• The certifier’s professional stamp

The certification stamp must be placed directly on the copy for it to be valid. Below are examples showing the format of a certified true copy.

Getting a certified true copy in Hong Kong is not complex. Here are the steps to get your documents certified

Find a practising CPA, lawyer or other professional qualified to certify your documents. 

Here are a few helpful websites to get you started.

• The Hong Kong Institute of Certified Public Accountants to find a CPA (HKICPA)
• The Hong Kong Law Society to find a Hong Kong lawyer
• The Hong Kong Society of Notaries to find a notary public
• The Hong Kong Chartered Governance Institute (HKCGI) to find a professional company secretary practising in Hong Kong.

Bring the original document that needs to be certified. You may also bring your own photocopy for the certifier to compare with the original. Alternatively, some professionals may make a photocopy for you.

Once the professional has certified the copy, you can collect it and submit it to the requesting authority.

In some cases, you can obtain certain certified copies from Hong Kong government departments.

If you need a certified copy of a Business Registration Certificate, you can request it online through the GovHK website. 

Hong Kong identity card holders may also request certified copies of documents held in their personal records from the Immigration Department. Applications can be submitted online using the government digital identity system iAM Smart+, by post to Immigration Headquarters, or in person at a Registration of Persons Office in Hong Kong.

Certified true copies do not have a fixed expiry date. In theory, they remain valid for as long as the original document is valid.

In practice, many Hong Kong banks and authorities require the certification to be recent, usually within the past 3 to 6 months. This helps ensure the copy reflects the current status of the original document.

The cost of getting a certified true copy in Hong Kong varies depending on the certifier. 

Generally, the fee can range from HKD 200 to 500 per document, though it can be lower or higher depending on the complexity of the document or the certifier’s profession, such as a practising notary public. 

The government fee for certification of a true extract of a document requested from the Hong Kong government is HKD 160, plus a photocopying charge of HKD 1.5 per page.

For certified true copies of documents held in an individual’s identity record, issued by the Hong Kong Immigration Service, the fee is HKD 425 for each certified copy.

If you apply for a certified copy of a Business Registration Certificate through the Hong Kong Inland Revenue Department, the fee is HKD 27.

Whether you’re preparing documents for company incorporation or a business account application, Statrys can help streamline the process. 

Statrys is a service provider that supports international businesses with company setup and business accounts in Hong Kong.

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