What Is a Certified True Copy?
A certified true copy is a photocopy of an original document that a qualified professional has reviewed, stamped, and signed to confirm it's a complete, unaltered match to the original.
It exists specifically so you don't have to hand over irreplaceable original documents — a passport, a Certificate of Incorporation — to every institution that needs to see them.
It's important to understand exactly what this certification does and doesn't prove. A certified true copy confirms the copy accurately reflects the original document. It says nothing about whether the original itself is genuine.
If an original document happens to be forged, a certified copy of it carries that same flaw — the certification only verifies the copying process, not the underlying document's authenticity.
Who Can Actually Certify a Document in Hong Kong?
Only specific categories of professionals are authorised to certify documents, and using someone outside this list is one of the most common reasons a certified copy gets rejected.
- A Certified Public Accountant (CPA), registered with the Hong Kong Institute of Certified Public Accountants (HKICPA).
- A solicitor or lawyer, registered with the Law Society of Hong Kong.
- A notary public, registered with the Hong Kong Society of Notaries.
- A licensed trust or company service provider (TCSP), or a chartered secretary who's a member of the Hong Kong Chartered Governance Institute (HKCGI).
- A court officer in Hong Kong, or an officer of an embassy, consulate, or high commission, for certain institutions and document types.
Some banks also accept certification by one of their own officers, particularly for documents being certified specifically for that bank's own account opening process. It's worth confirming this directly with the receiving institution rather than assuming it applies universally.
The certifier must also be genuinely independent. A family member or friend who happens to hold a CPA or solicitor licence generally can't certify your documents — banks and government bodies require the certifier to have no personal relationship or financial interest in the transaction, and may reject a submission if that independence is called into question.
How to Actually Get a Document Certified
The process itself is straightforward once you know which professional to approach.
- Bring the original document to your chosen certifier — a CPA, solicitor, notary public, or company secretary.
- Bring your own photocopy, or let the certifier make one for you, depending on their process.
- The certifier compares the copy against the original, confirming it's a complete and accurate match.
- The certifier stamps, signs, and dates the copy, including their printed name, position, and a statement confirming it's a true copy.
- Collect the certified copy, checking that every page required is included and properly marked before you submit it anywhere.
What Does a Properly Certified Copy Actually Look Like?
The certification itself needs to follow a specific format to be accepted, not just carry a signature.
- The certifier signs and dates the copy, with their name printed clearly underneath in capital letters.
- The certifier states their professional position — CPA, solicitor, notary public, or equivalent — along with their practising licence number.
- A statement confirming it's a true copy of the original (or words to similar effect) appears on the document.
- The certifier's practice address is included, alongside their contact details.
- The total page count is recorded, particularly important for multi-page documents like Articles of Association.
- The document must be in English or Chinese. A document in another language typically needs a certified translation alongside the certified copy, which itself typically costs around HKD 200 to 500 per page depending on language and complexity.
A Typical Certification Format
Wording varies by certifier, but a standard CPA certification generally follows a pattern close to this:
CERTIFIED TRUE COPY I hereby certify that this is a true copy of the original document as presented to me. Name: [Certifier's full name, in block letters] Certified Public Accountant (Practising) HKICPA Membership No.: [Number] Practising Certificate No.: [Number] [Firm name and address], Hong Kong Signature: __________ Date: [DD/MM/YYYY] [Official stamp or chop]
A solicitor's or notary's certification follows the same broad structure, with their own professional title and registration details substituted in.
What Does It Cost, and How Long Does It Take?
Costs vary meaningfully depending on which type of professional certifies the document.
[Table:1]
These figures are illustrative and vary by provider, document complexity, and how many documents you're certifying at once. Always confirm the current fee directly with your chosen certifier before proceeding.
Certified True Copy vs Notarised Copy vs Apostille
These 3 terms get used interchangeably, but they're genuinely different levels of certification, and using the wrong one for your specific purpose can cause real delays.
[Table:2]
For nearly all local Hong Kong business tasks — incorporation, bank account opening, signing a commercial lease — a standard certified true copy is sufficient. Notarisation and apostilles cost more and are only necessary when a document is genuinely crossing into international use or a specific institution explicitly requires the higher standard.
When Do You Actually Need One?
Certified true copies come up across a wide range of business and personal situations in Hong Kong.
- Opening a corporate bank account. Our guide on how to open an offshore account covers the document requirements this typically triggers in more depth.
- Incorporating a company or setting up a WFOE. Our guide on what a WFOE is and how to set one up touches on similar certified documentation requirements for cross-border structures.
- Applying for a business licence or permit.
- Signing a commercial lease.
- Completing a property transaction.
- Submitting director or shareholder filings, alongside forms like NNC1 at incorporation or the Annual Return (NAR1) each year afterward.
How Long Is a Certified True Copy Valid For?
Certified true copies don't carry a formal legal expiry date, but in practice, most banks and institutions won't accept one certified more than 3 to 6 months ago.
This matters specifically for slow-moving applications. If you certify your documents early and the process drags on, you may need to have them re-certified closer to actual submission — worth checking the receiving institution's specific tolerance before assuming an older certification will still be accepted.
Can You Get a Document Certified If You're Not in Hong Kong?
In some cases, yes — this matters specifically for founders based overseas who still need to open a Hong Kong business account or incorporate remotely.
A consular officer at a Chinese embassy, consulate, or high commission in your home country can typically certify documents on your behalf. Some Hong Kong banks also accept certification from a locally qualified professional in an equivalent jurisdiction — a UK solicitor or an Australian CPA, for instance — though this needs to be confirmed directly with the specific institution before you make arrangements, since not every bank accepts foreign-jurisdiction certifiers equally.
Providers offering remote incorporation or account-opening support often handle this certification step as part of their service, which can save a founder from having to independently track down an acceptable certifier while based outside Hong Kong.
Why Hong Kong Businesses Choose Aspire
Getting your paperwork right is one part of setting up and running a compliant business — Aspire is built to support the financial side of that process too.
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Frequently Asked Questions
Can a certified true copy prove the original document is genuine?
No. A certified true copy only confirms that the copy accurately matches the original — it doesn't verify whether the original document itself is authentic.
Can a family member certify my documents if they're a CPA or solicitor?
No. The certifier must be genuinely independent, with no personal relationship or financial interest in the transaction — even a family member with a valid professional licence generally doesn't qualify.
Can I get my documents certified if I'm not currently in Hong Kong?
Often yes. A consular officer at a relevant embassy or consulate can typically certify documents, and some Hong Kong banks accept certification from an equivalent-jurisdiction professional, such as a UK solicitor or Australian CPA — though this should be confirmed directly with the receiving institution first.
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