Certified True Copies in Hong Kong: A Guide for 2026

A certified true copy in Hong Kong is a photocopy stamped and signed by an authorised professional such as a Certified Public Accountant (CPA), solicitor, or a notary public, to confirm it is identical to the original document.

They are commonly required for bank account openings, company formation, licensing applications, and commercial leases.

If a bank, landlord, or government department has asked you for a certified true copy, you’re not alone this is a routine (and often required) step for many founders when setting up a business. Since institutions typically can’t keep your originals (like your passport or business certificates), they rely on a trusted professional to verify your photocopies.

In this guide, you’ll learn what certified true copies are, when you need them, and how the process works.

What is a certified true copy in Hong Kong?

A certified true copy is a photocopy of an original document that has been reviewed and certified by an authorised professional. After examining the original, the professional stamps and signs the copy to confirm that it is a complete and unaltered match.

It’s also important to understand the limit of this certification: a certified true copy only verifies that the copy matches the original. It does not confirm that the original document is legally genuine. If the original is forged, the certified true copy will still replicate that same problem.

Difference between Certified True copy, Notarised Copy and Apostille

To help you avoid common confusion, here’s how these three terms differ:

Document Type	Who Issues it?	What it Proves	Best For
Notarised Copy	Notary public only	The copy matches the original, AND your identity is verified.	Cross-border business, overseas legal disputes.
Certified True copy	CPA, solicitor, or licensed company secretary	The copy matches the original exactly.	Local company formation, opening a Hong Kong bank account.
Apostille	Hong Kong High Court	Authenticates the notary’s seal for international use.	Documents sent to countries under the Hague Convention.

NOTE: The Hague Apostille Convention is an international agreement designed to simplify the authentication of public documents between member countries. Under this system, a document issued in one country can be recognised in another through an official Apostille certificate typically reducing the need for additional, time-consuming legalisation steps.

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

You’ll typically need to submit a certified true copy in Hong Kong whenever an institution requires identity verification or KYC (Know Your Customer) checks.

Common examples 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 regulated operating licenses with 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. Certification must be completed by a qualified, independent professional.

In Hong Kong, accepted certifiers typically include:

• Certified Public Accountants (CPA): Members registered with the Hong Kong Institute of Certified Public Accountants (HKICPA).

• Solicitors and Lawyers: Professionals registered with the Law Society of Hong Kong.

• Notary Publics: Notaries registered with the Hong Kong Society of Notaries.

How do you get a Certified True Copy in Hong Kong?

Getting your documents certified is a relatively straightforward process if you follow the correct steps. Please consider the following best-practice approach to ensure efficiency:

1. Confirm the institution’s certification requirements

   Before proceeding, please check with the requesting bank or government department regarding who is authorised to certify the documents. Some banks have specific restrictions (e.g., they may accept certifications only from Certified Public Accountants or lawyers).

   
   

2. Prepare the original documents

   Please ensure you bring the original physical documents required for certification. In most cases, a printed copy of a scanned PDF is not sufficient for items such as passports or government certificates.

   
   

3. Select an authorised certifier and arrange an appointment

   Engage an appropriate authorised professional e.g., a CPA, solicitor,  and arrange an appointment in advance where necessary.

   
   

4. Attend in person with the documents

   The certifier must review the originals in person. They will typically photocopy the documents themselves (or compare your photocopies against the originals) before stamping and signing the certified true copy.

   
   

5. Review the certified copy before leaving

   Before you leave, please verify that the stamped certified copy includes all required details, including the certifier’s signature, date, professional licence number, and the official company chop (where applicable).

What must a Valid Certification Stamp include?

While each institution may have its own compliance requirements, a valid certified true copy in Hong Kong generally needs to meet the following standards.

The certified copy should be in English or Chinese and clearly include:

• A declarative statement, for example: “I hereby certify that this is a true copy of the original document.”

• The certifier’s full name written in block letters

• The certifier’s handwritten signature

• The certifier’s professional title and practising licence number

• The date of certification

• The official chop or seal of the certifier’s firm

NOTE: Please check with your bank (or the requesting institution) whether every page must be signed, or whether a single signature on the front page is sufficient, provided the total page count is clearly stated.

How long is a certified true copy valid for?

In Hong Kong, there is generally no legal expiry date for a certified true copy. However, banks and government departments may impose their own “recency” requirements.

In practice, many Hong Kong banks will not accept certified copies if they are more than about 3 to 6 months old. This is because they want to ensure the information such as your company details and registered address still reflects the latest status.

To avoid delays, it’s best to ask the requesting bank directly how recent the certification must be (and whether they have any specific timeframe for each type of document).

How do you avoid getting your documents rejected?

Even if your documents are certified by an authorised professional, some banks may still reject them especially if their compliance team is strict.

To reduce the risk of delays, watch out for these common issues:

• The certification is too old: Many banks will not accept certified copies that are more than around 3 months old. Where possible, arrange fresh certifications before your bank appointment.

• The licence number is missing: If the certifier does not include their professional registration/licence number, the certification may be considered invalid.

• Stamps are unclear or obstructive: Make sure the company chop/seal is legible and does not cover important details on your documents (including key identification information).

• Name mismatches: Banks typically require a perfect match between the name on your passport and the name shown on your certified supporting documents (such as a utility bill). Even minor differences can cause your application to be paused.

How can BRASIA help?

Managing corporate compliance and document certification can be stressful especially when a small issue (like a missing signature) can slow down your plans for weeks. 

As a fully licensed Trust or Company Service Provider (TCSP) in Hong Kong, BRASIA helps to remove this administrative burden, so you can focus on building and growing your business. Here’s how our team can support you:

• Smooth company incorporation: When you incorporate via BRASIA, we can arrange the certification of your key incorporation documents, helping you save time and find best CPA for certification.

• Support for corporate bank account openings: We understand the specific document standards required by Hong Kong’s major banks, and we ensure your certified documents meet their requirements reducing the risk of rejection.

• Ongoing corporate secretarial services: As your appointed company secretary, we maintain your statutory registers and can quickly help to certify updated documents from relevant authorities whenever you need them.

For more information contact us at info@brasia.hk