- What it is: A photocopy of an original document that a licensed professional has stamped and signed to confirm it is an exact reproduction.
- Who can issue it: Certified Public Accountants (CPAs), solicitors, notary publics, and TCSP-licensed company secretaries.
- How much it costs: Typically between HK$100 and HK$500 per document.
- Validity timeframe: While they don’t legally expire, most Hong Kong banks reject certified copies older than 3 to 6 months.
If a bank, landlord, or government department has asked you for a “certified true copy,” you are not alone. It is a mandatory step for almost every founder setting up a business.
Because Institutions cannot keep your original passport or business certificates, they require a trusted professional to verify a photocopy instead.
In this guide, we will cover:
- What a certified true copy is
- When you need it
- Who can certify it
- What it costs
- How the process works step by step
What is a certified true copy in Hong Kong?
A certified true copy is a photocopy of an original document that an authorised professional has reviewed, stamped, and signed.
The professional’s stamp confirms one simple fact: they have seen the original document, and this photocopy is a complete, unaltered match.
It is important to note that a certified true copy only confirms the accuracy of the copy. It does not prove that the original document itself is legally genuine. If an original document is a forgery, the certified copy carries the same flaw.
Certified true copy vs. notarised copy vs. apostille
Founders often confuse these three terms. Here is how they differ:
|
Document Type |
Who Issues It? |
What It Proves |
Best For |
|
Certified True Copy |
CPA, solicitor, or licensed company secretary |
The copy matches the original exactly. |
Local company formation, opening a Hong Kong bank account. |
|
Notarised Copy |
Notary public only |
The copy matches the original, AND your identity is verified. |
Cross-border business, overseas legal disputes. |
|
Apostille |
Hong Kong High Court |
Authenticates the notary’s seal for international use. |
Documents sent to countries under the Hague Convention. |
For almost all local business tasks in Hong Kong, a standard certified true copy is enough. You usually only need a notarised copy or apostille if you are doing business or sending documents overseas.
When do you need a certified true copy in Hong Kong?
You must submit a certified true copy in Hong Kong whenever an institution needs to conduct identity verification or KYC (Know Your Customer) checks.
Common situations include:
- Company formation: Submitting registration documents to the Companies Registry.
- Banking: Opening a corporate bank account or applying for a business loan.
- Licensing: Applying for specialised operating licenses from government departments.
- Leasing: Signing a commercial office lease with a landlord.
The most frequently requested documents are:
- Passports or Hong Kong Identity Cards (HKID)
- Residential address proofs (e.g., utility bills or bank statements from the past 3 months)
- Certificate of Incorporation (CI)
- Business Registration Certificate (BRC)
- Articles of Association (AA)
- Statutory forms (like the NNC1 or the latest Annual Return NAR1)
Who can certify documents in Hong Kong?
You cannot self-certify your own documents. The certifier must be a qualified, independent professional.
Accepted certifiers in Hong Kong include:
- Certified Public Accountants (CPA): Registered with the Hong Kong Institute of Certified Public Accountants (HKICPA).
- Solicitors and Lawyers: Registered with the Law Society of Hong Kong.
- Notary Publics: Registered with the Hong Kong Society of Notaries.
- Licensed Company Secretaries: Professional firms holding a Trust or Company Service Provider (TCSP) license, such as Sleek.
How to get a certified true copy in Hong Kong
Getting your documents certified is a straightforward process if you follow the right steps. Here is how to do it efficiently:
- Check the institution’s requirements: Before doing anything, ask the requesting bank or government body who is allowed to certify the documents. Some strict banks only accept certifications from CPAs or lawyers, while others happily accept TCSP-licensed company secretaries.
- Gather the original documents: Ensure you have the physical, original copies of everything you need certified. A printout of a scanned PDF is usually not enough for passports or government certificates.
- Choose your certifier and book an appointment: Find a local CPA, solicitor, or licensed company secretary and schedule a quick meeting.
- Bring your documents in person: The certifier must physically hold the original document in their hands, photocopy it themselves (or compare it to a photocopy you brought), and then stamp and sign the copy.
- Verify the stamp: Before you leave the office, double-check that the certifier included their signature, date, professional license number, and official company chop on the copy.
What a valid certification stamp must include
Every institution has slightly different compliance standards. However, a valid certified true copy in Hong Kong must be written in English or Chinese and clearly display the following:
- A declarative statement (e.g., “I hereby certify that this is a true copy of the original document.”)
- The certifier’s full name in block letters
- The certifier’s handwritten signature
- The certifier’s professional title and practicing license number
- The date of certification
- The official chop or seal of the certifier’s firm
Note: Ask your bank if they require every single page to be signed, or if a single signature on the front page (with the total page count noted) is sufficient.
Sample format (CPA)
CERTIFIED TRUE COPY
I hereby certify that this is a true copy of the original document as presented to me.
Name: [FULL NAME IN BLOCK LETTERS]
Certified Public Accountant (Practising)
HKICPA Membership No.: [XXXX]
Practising Certificate No.: [XXXX]
[Firm Name], Certified Public Accountants
[Address], Hong Kong
Tel: +852 XXXX XXXX
Signature: ________
Date: [DD/MM/YYYY]
[Official Stamp / Chop]
How much does a certified true copy cost?
Fees for document certification depend entirely on the professional you choose.
- CPAs and Solicitors: Typically charge between HK$100 to HK$500 per document.
- Notary Publics: Charge between HK$500 to HK$1,000+ per document, as their seal carries international legal weight.
- Company Secretaries: Many TCSP firms include document certification for free within their annual compliance or incorporation packages.
Many company secretary firms bundle document certification into their standard yearly packages. This saves founders from paying expensive “per document” fees.
How long is a certified true copy valid for?
Legally, a certified true copy does not expire in Hong Kong. However, banks and government bodies enforce their own recency requirements.
Most Hong Kong banks will reject a certified copy if it is older than 3 to 6 months. They want recent documents to prove your company details and registered address have not changed. Always ask the bank how recent the stamp needs to be.
How to avoid getting your documents rejected
Even professionally certified documents can be rejected by strict bank compliance teams. Avoid these common pitfalls:
- The stamp is too old: Most banks reject copies certified more than 3 months ago. Always get fresh certifications before a bank meeting.
- Missing licence number: If the certifier forgets to write their professional registration number, the document is void.
- Illegible stamps: Ensure the company chop does not cover up important text or facial features on your ID.
- Name mismatches: If the name on your passport does not perfectly match the name on your certified utility bill, banks will pause your application.
Get your documents certified with Sleek
Navigating corporate compliance and document certification can be a headache, especially when a single missing signature can delay your business operations for weeks.
As a fully licensed Trust or Company Service Provider (TCSP) in Hong Kong, Sleek takes the friction out of administrative tasks so you can focus on growing your business. Here is how our expert team can help you:
- Seamless company incorporation: When you use Sleek to incorporate your company, we handle the certification of all your essential founding documents, saving you time and extra CPA fees.
- Bank account opening support: We know exactly what Hong Kong’s major banks require. We ensure your documents are certified to their exact specifications, drastically reducing your chances of application rejection.
- Ongoing corporate secretary services: As your named company secretary, we maintain your statutory registers and can quickly certify updated company documents whenever you need to sign a new lease, apply for a loan, or onboard new shareholders.
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