What Is a Certified True Copy? Here's How It Works

When you apply for a business account in Hong Kong, you may be asked to provide documents that are certified as true copies, commonly known as a certified true copy of the original documents.

In this case, document certification is an essential part of your application process. If not done correctly, it can cause delays in verifying your documents and getting your company bank account opened.

That's good to know, but the real question is whether you are familiar with document certification. Most people are not.

Below are a number of helpful guidelines you should follow to get your document certification appropriately done.

A certified true copy is a copy of an original document that has been verified by a qualified third party.

When applying for a new account, the bank will request that you provide copies of some original documents like identity documents, proof of address, and banking records.

To confirm that the copied documents have not been edited or altered, you will be asked to get them certified by a qualified third party.

The duty of this qualified third party is to certify that the copied documents are exact and true copies of the originals.

Before we proceed, here are some essentials you should be aware of.

Because banks cannot keep original documents, they require certified copies for business verification and record-keeping.

However, different banks have different specifications on which documents they need you to have certified in order to approve your bank account application.

However, general banking practice is to require the following documents certified:

• Proof of ID: A passport, national ID, or sometimes a driving licence is required to prove your identity. For business accounts, proof of identity is needed for all directors, shareholders, and the ultimate beneficial owners of the company.
• Proof of Residential Address: Acceptable documents include a recent utility bill, appointment or follow-up letters from a hospital or doctor, and letters from a government department. The same rules apply to each individual providing valid proof of ID.
• Company Documents: Incorporation documents include the business registration certificate, certificate of incorporation, articles of association, registers of directors and shareholders, and other relevant documents, depending on where your company is incorporated.

It is important to inquire with the relevant bank about the exact documents they require you to show for proof of identity and proof of residential address.

Otherwise, you may risk certifying the wrong document and having to start the process again, wasting your time and money.

In Hong Kong, your documents must be certified by a professional who is qualified to conduct document certification, including:

• A lawyer
• A public notary
• A solicitor
• A certified public accountant (CPA)
• A company secretary
• A consular officer of your home country.

You can find a qualified professional for your needs by contacting the official bodies representing Hong Kong-registered CPAs, attorneys, and notaries.

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
• The Statrys Company secretary reviews for finding a company secretary according to your needs

Irrespective of what the law dictates, you are dealing with the bank for the opening of the account. Essentially, the bank has the final word on which third party they deem qualified to certify the documents.

And again, to save time and money, it is recommended that you confirm this information with the bank before having any document certifications done.

To be acceptable, the certified copy of your document must be legible. Also, the general banking practice is that certified documents must be dated less than 3 months at the time of submission.

The certifier will need to complete the following steps:

• Write on the document: "Certified to be a true copy of the original seen by me" or any similar wording
• Sign and date the document
• Print their name under the signature on the document
• Add their occupation (i.e. solicitor or notary public), address, and telephone number
• Stamp the document with their professional stamp

The certification must be done on a copy of the document to be validated successfully. Below are examples to show the format of a certified true copy.

Technically, certified copies do not have an expiration date and remain valid as long as their originals do. However, in practice, Hong Kong banks commonly require documents to be certified within 3 months of application submission to ensure the copies reflect the current status of the original documents.

When you need to get documents certified by an appropriate certifier, there is usually a fee attached to the certification services.

That fee can significantly vary depending on the certifier. Typically, having documents certified by a lawyer in Hong Kong starts at around HKD 280.

Alternatively, if you need to certify your business registration certificate (BRC), you can apply for document certification online via the GovHK website. The fee for this service is only HKD 160.

Authentication (also called legalisation) is a process where various seals are placed on a document issued in one country so it will be recognised in another country not just as a certified document but as a legal document.

Below, we explore the key differences between the 2 concepts.

Please note that different countries have different levels of authentication and other procedures. Ensure to check the specific standards and processes required in the destination country before proceeding.

Now, you should have all the information you need to know about certified true copies. Always consult with your chosen bank to confirm their current requirements and avoid delays in your account opening process.