What is a Certified True Copy and How to Obtain One in Hong Kong?

Living in Hong Kong for a while, you might have already been asked to provide a certified true copy at least once - especially when you are about toopen a business bank account in Hong Kong. Certified copies, also known as certified true copies of documents, are also commonly requested when setting up your business, making business deals or major land and real estate purchases in Hong Kong. But you might have wondered what certified true copy actually means and how you can obtain one in Hong Kong.

After reading this article, you will understand thoroughly what the certified true copy is, what it will look like, and who can help you to certify. When doing business in Hong Kong, managing finances is also likely one of your top priorities. You might feel frustrated with the process of opening a business account with traditional banks. That's where Wise international payments come in handy, offering a more seamless solution for your international transactions!

What is a certified true copy? What does certified true copy mean?

A certified true copy of a document is one which has been examined, checked and certified as a true copy of the original document. Certified true copies are used to show that the original copy has no interference, and no changes made.

Is certified true copy the same as notarized?

The terms certified true copy and notarized copy are often used interchangeably, but there are slight differences between these two:

• A certified true copy is the exact replica of the original copy. Normally, any qualified certifiers, like a lawyer, a CPA, or notary public, will compare the original copy to the true copy to verify its authorization. Once confirmed, they certify the document as a true copy, approving it official recognition.
• The notarized copy has an extra layer of verification - which can be performed only by practicing notary public. This person will both verify the copy’s accuracy and the identity of the person presenting the document.

Some legal purposes might require the notarized copy instead of the certified true copy. If you don’t know exactly what format of documents you need to provide, check with the institution requesting them to make sure you get it right the first time.

When do you need a certified true copy in Hong Kong?

You will need a certified true copy in Hong Kong when you’re asked to provide important paperwork but you can’t hand over the original copy because you need to retain the original copy for future use.

The most common use of a certified true copy of documents is when doing business in Hong Kong. For example, you may need to provide a certified true copy of your original copies, like Business Registration Certificate or personal identity documents, which can be retained and held on file by your bank when you open a business account.

But of course you can request a certified true copy of documents at any time!

Certified True Copy Format

In many cases, the professional assisting you with your documents can also verify your required certified true copy sample. Still, it is a good idea to check with the individual bank or institution which has requested the documents, in case they have any specific requirements about certified true copy samples.

In most cases, certified true copy sample will have to include the following:

• Write or stamp “certified true copy”
• Certifier’s signature and printed name
• Date of certifying
• Position of the person certifying the document
• The statement: I confirm that this is a true copy of the original - or words to that effect
• Number of pages included

It’s worth noting that certified true copies are usually required to be in English or Chinese. If your original documents are in a different language, you’ll need to have them translated into one of those two.

Who can certify a true copy in Hong Kong?

In Hong Kong, a Certified Public Accountant (CPA), a solicitor, or a Notary Public all can provide certified true copy services, particularly for opening a business bank account or fulfilling requirements of other requesting organizations. It’s still worth checking the specifics asked for by the requesting institution to make sure if they don’t have any specific requests.

For example, if you open a Standard Chartered business account in Hong Kong, you can get your certified true copy through a CPA, solicitor or notary - or other eligible individuals like an officer of an embassy, consulate or high commission. You can also get certified true copy from an officer of Standard Chartered Bank⁵.

Certified true copy fee

Certified true copy service fees can vary significantly among certifiers, depending on the type of document and service required. Generally, you will be paying from 200 HKD - 500 HKD per document. If you need to get a certified copy of a valid BRC or a branch registration certificate of a business or branch from the Business Registration Office, you can do so via the GovHK website, with a fee of 27 HKD.

So when you’re choosing among options to get certified true copy in Hong Kong, it always pays to check the exact requirements of the institution requesting the documents in the first place. Since these services charge per document, getting extras certified when you don’t need them just means spending more money for no reason.

There are indeed cheaper options out there - but you’ll want to check that the service is legitimate and will be recognised by the institution requesting your documents in the first place.

How to certify a true copy in Hong Kong?

The process to get a certificate of true copy is not too complicated. To get everything processed as smoothly as possible,you will need some preparation. Here’s how to certify a true copy in Hong Kong:

1. Research and choose your qualified professionals:

There are several ways to find a qualified professional. For example, one way to find a suitable professional is through one of the official bodies, which represent Hong Kong registered CPAs, solicitors and notaries. Otherwise, you can ask for personal recommendations from people you know if you’d prefer that. Here are some places to begin your search:

• Find a CPA through the Hong Kong Institute of Certified Public Accountants (HKICPA)¹.
• Look for Hong Kong solicitors near you through the Hong Kong Law Society².
• Contact a Notary Public via the Hong Kong Society of Notaries³.

2. Gather all the required documents

Before getting your certified true copy, double-check that you have all the necessary documents. You'll likely need the original copy, proof of identity, and any other required paperwork.

3. Present the original documents to the chosen professional and pay fees

At the notary office, present all the required documents to the notary. Depending on the notary you choose, the professional will ask you to pay fees before or after verification.

4. Get your true copy verified in Hong Kong

The professional will compare the original copy vs its true copy to verify. Once the professional has verified the document, that professional will also stamp the certified true copy and include the statement: I confirm that this is a true copy of the original - or words to that effect.

Certified true copy validity period

When you get your documents certified, it is also a good idea to check the certification validity period. While the true copy legally does not expire, it’s common for these copies to remain valid for only 3 or 6 months, which means you won’t want to get certified true copies prepared too much in advance of the time you need them.

Can certified true copies be used outside of Hong Kong?

Some places outside of Hong Kong may accept certified true copies. But in most cases, you can only use either apostille or notarization outside of Hong Kong. Sometimes you might even need to get an apostille from the Hong Kong High Court.

And there you have it - your complete guide to get a certified true copy in Hong Kong. While the process isn’t overly complicated, it does require some preparation. Plus, costs can add up quickly if you need multiple certified copies.

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Sources last checked on 21-Mar-2025.