Key Takeaways
A certified true copy is a copy of an official document that has been verified by a qualified professional as accurate to the original, meaning the copy can be used in place of the original document.
In Hong Kong, certified true copies are often required for various legal and business activities, particularly for company registration and bank account applications.
The certified true copies must be in Chinese or English and certified by CPAs, lawyers, and notaries public. They are typically valid for 3 to 6 months after the certification date.
Have you been asked to provide a certified true copy of a document? When incorporating a company, opening a bank account, or handling legal documents in Hong Kong, you may have come across this requirement. If you’re unsure of what it means or how to get it, you’re in the right place.
Whether you're already running a business or just starting out in Hong Kong, 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. Let's get started.
What Is a Certified True Copy?
A certified true copy is a document that has been verified by a qualified professional as an accurate copy of the original, ensuring the information in the copy matches the original document.
When opening a corporate bank account, for example, the bank will request that you provide copies of items like identity documents, proof of address, and banking records. To confirm that these copies have not been edited or altered, you will need to have them certified as true copies. A professional authorised to certify documents will verify and stamp them to confirm their authenticity.
Some important documents that often require certified true copies include identity cards, driver’s licences, legal contracts, a Certificate of Incorporation, a Business Registration Certificate, and Articles of Association.
Note: A certified true copy is also known as a "certified copy" or "true copy." These terms are interchangeable, and all refer to the same thing.
Why Do You Need a Certified True Copy?
Certified true copies are often required for official purposes, such as opening a bank account, registering a Hong Kong business, applying for visas and permits, or handling legal matters. The purpose of these copies is to allow a third party to verify and confirm that the information is accurate and not altered from the original, ensuring it cannot be misinterpreted.
Additionally, providing true copies of the original allows you to keep your official documents, as governments, banks, and other authorities typically cannot retain your original paperwork.
Who Can Certify Documents in Hong Kong?
In Hong Kong, your documents must be certified by a professional qualified to conduct document certification. These qualified professionals include:
- A certified public accountant (CPA)
- A notary public
- A lawyer or solicitor
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 save time and avoid unnecessary costs, always confirm with the authority requesting the certified true copies (such as banks) that they approve of the certifier.
What Is a Notary Public?
A notary public is a legal professional authorised to verify and authenticate documents, among other responsibilities. In Hong Kong, notaries public typically certify documents intended for use in foreign jurisdictions, giving them official recognition abroad and providing assurance to foreign authorities that the documents have not been altered and that the signatures are legitimate.
Tip: Notarised copies and certified true copies both serve the purpose of verifying that a document is a true copy of the original. However, notarised copies are typically used in situations where a higher level of legal authority is needed, such as for legal matters related to international business and immigration.
What Should Your Certified Document Look Like?
Your copy of the original document should include all the same information as the official document, 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.
Certified True Copy: ______(Signature)_______________ Name HKICPA Number: Date: | I, the undersigned, do hereby certify that I have examined this document with its original and that the same is a true and complete copy of the original. ______(Signature)_______________ Name Solicitor Date |
Important: In Hong Kong, certified true copies must be in Chinese or English. If the original document is in a foreign language, it must be translated into one of these two languages.
How and Where Do You Get a Certified True Copy?
Getting a certified true copy in Hong Kong is not complex. Here are the 3 steps to get your documents certified:
- Find a qualified professional: Find a service qualified to certify your documents. If you’re opening a company bank account, check with your bank to confirm who can verify your documents.
- Prepare your document: Prepare the original documents that require certified true copies, along with their photocopies. Make sure to bring both to the certifier, as they will need to compare them.
- Get your certified true copies: Once the copies are certified, you can collect and submit them to banks, government offices, or any other requesting authorities.
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
Useful Resource: Discover the 5 best company secretary services in Hong Kong in 2024.
How Much Does Document Certification Cost?
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.
If you need to certify your Business Registration Certificate (BRC), you can apply for a certified copy online via the GovHK website for HKD 160, plus a photocopying fee of HKD 1.5 per page.
Do Certified True Copies Expire?
Technically, certified copies do not have an expiration date and remain valid as long as their originals do. However, in practice, Hong Kong banks and authorities commonly require documents to be certified recently, typically within 3 to 6 months, to ensure the copies reflect the current status of the original documents.
How Much Does Document Certification Cost?
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.
The Difference Between Document Certification and Document Authentication
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.
| Document Certification | Document Authentication |
Definition | Only verifies that the document is a true copy of an original document. | Confirms the authenticity of a document’s signature and seal, ensuring it is recognised internationally. |
Performed by | Certifying authorities, such as lawyers, notaries public, solicitors, and CPAs. | Involves government authorities, and may include embassies or consulates. |
Purpose | Needed for local transactions where a true copy of a document is necessary. | Required when documents must be legally recognised in foreign countries for purposes like education, legal proceedings, or business agreements. |
Process | A qualified professional confirms the document copy is true to the original and marks it with their signature and seal. | Involves multiple steps: local certification, possibly an Apostille, and consular legalisation if the destination country is not part of the Hague Convention. |
Example | Certifying a copy of a Hong Kong company’s Certificate of Incorporation to be used when opening a business bank account. | Authenticating a birth certificate for use in an overseas immigration application. |
Did you know? Hong Kong High Court offers the apostille service at a cost of HKD 125.
Please note that different jurisdictions have different levels of authentication and other procedures. Ensure to check the specific standards and processes required in the destination country before proceeding.
Final Note
Understanding the importance of certified true copies and the certification process is essential for running a business in Hong Kong, especially when it comes to opening a business account. Always remember to confirm the specific requirements of the requesting authority and make sure your documents are accurately certified by qualified professionals to avoid delays and additional costs.
FAQs
What are certified true copies?
Certified true copies are documents that have been examined, checked and confirmed as an accurate copy of the original. They are used to show that there has been no interference, and no changes made, when copying an important document.
How long does a certified true copy remain valid?
Why are certified true copies important for Hong Kong businesses?
Who can certify your documents?
Is a certified true copy the same as an authenticated copy?
