Certified Copy Documents

Key Takeaways: 

• A certified true copy is a valid copy of an original document verified by a licensed professional, such as a practicing CPA or lawyer, or a Hong Kong Chartered Secretary. 
• In Hong Kong, certified true copies are crucial when you are required to provide important documents but must retain the originals for your own records or future use.
• For incorporation documents, lost originals can be replaced by certified true copies obtained from the Registry or prepared by our in-house professionals using digital backups.

What is a certified true copy and why do you need it ?

A certified true copy is a legally binding copy of an original document verified by a licensed professional, such as a practicing CPA or lawyer, or a Hong Kong Chartered Secretary. The document is examined and certified with a stamp, date, and signature, confirming it is an authentic reproduction of the original.

In Hong Kong, these copies are crucial when you are required to provide important documents but must retain the originals for your own records or future use. For instance, you may need to present a valid Business Registration Certificate (BR) during a due diligence process or personal identity documents when opening a bank account. In these scenarios, providing the original documents is often impractical as they must remain in your possession.

A certified true copy does not have a formal legal expiration date; however, most financial institutions and authorities typically require copies certified within the last 3 to 6 months. While the original document remains valid, older certifications are often rejected to ensure the verification is recent.

Standard and Format of a certified true copy

In most cases, an acceptable certified true copy will display the following elements:

• The Certification Statement: A clear declaration such as, “I, the undersigned, do hereby certify that I have examined the document against its original and the same is a true and complete copy of the original.”
• The Official Stamp: A physical stamp or handwritten text stating “Certified True Copy.”
• Certifier Details: The professional’s signature, printed name, and their official position (e.g., Practicing CPA or Chartered Secretary).
• Date of Certification
• Page Count: A notation indicating the total number of pages included in the certified set.

It is important to note that in Hong Kong, certified true copies are generally required to be in English or Chinese. If your original documents are issued in a different language, they must be professionally translated into one of these two official languages before they can be certified and submitted.

Where can I get a certified true copy in Hong Kong?

In Hong Kong, only specific authorized professionals are legally permitted to verify and issue certified true copies. The primary authorities for this service include:

• Legal Professionals: Practicing lawyers and solicitors can authenticate your original records by applying their signature and official seal to the duplicates.
• Certified Public Accountants (CPAs): CPAs typically certify documents related to corporate structure, financial statements, and tax matters.
• Notaries Public: If your documents are intended for international use, a Notary Public can provide notarized copies to meet overseas legal standards.
• Company Secretaries: Licensed company secretaries such as Get Started HK are often tasked with certifying corporate documents for bank account openings or mandatory regulatory filings.

For incorporation documents, the Hong Kong Companies Registry issues the Certificate of Incorporation only once. If you misplace or lose this document, the Registry will not issue a replacement original. Therefore, it is vital to keep your original Business Registration Certificate, Certificate of Incorporation, Incorporation Form (NNC1), and other corporate documents in a secure location.

Should the originals be lost, you can order a certified true copy directly from the Companies Registry’s public records. Alternatively, our in-house practicing CPA or Chartered Secretary can prepare and certify documents based on the digital backups in our records.

How long does it take to order a certified true copy?

Certified true copies can be arranged within 1–7 business days. For example, if you need a certified true copy of your passport or address proof, you can visit our office in Central. Our in-house CPA can certify the documents for you within an hour.

If you lose your Certificate of Incorporation and require a certified version for contract signing, our CPA can visit the Hong Kong Companies Registry to retrieve a copy and certify it on your behalf. This process usually takes 3 business days.

If your buyer or seller requires certified true copies issued directly by the Hong Kong Companies Registry, we can liaise with the government department to retrieve them for you. This typically takes around 5–7 business days.

If you are interested in our services, please contact us at info@getstarted.hk. The cost to arrange a certified true copy starts at US$80, depending on the complexity and the number of documents required.

Frequently Asked Questions