A Complete Guide on Certified True Copy for Hong Kong Businesses
- Published: 7 August 2024
- 9 min read
- Grow Your Business
Heather Cameron
Business Writer
Heather is here to inform and inspire our readers. Boasting eight years in the world of digital marketing, working in diverse industries like finance and travel, she has experience writing for various audiences. As Osome’s resident copywriter, Heather crafts compelling content, including expert guides, helpful accounting tips, and insights into the latest fintech trends that will help entrepreneurs, founders and small business owners in Hong Kong take their businesses to the next level.
A certified true copy is a verified duplicate of an original document authenticated by a qualified professional. In Hong Kong, these copies are crucial for business and legal activities, including corporate bank account applications and government filings. This complete guide will explain what certified true copies are, why you need them, and how to get them.
Key Takeaways
- Certified true copies are essential in Hong Kong for various legal and business activities. They confirm the authenticity of documents when originals cannot be presented.
- Certain professionals, such as CPAs, solicitors, public notaries, and practising company secretaries, are authorised to certify documents in Hong Kong.
- Certified true copies have specific format and validity requirements, including the need to be in Chinese or English and typically remaining valid for three to six months.
What Is a Certified True Copy?
A certified true copy is a copy of a document verified by a professional as genuine and not altered. This is important in many situations, including when applying for personal or company documents or opening a company bank account in Hong Kong. Understanding its basics, importance, and function will help you determine what you need for your business.
Certified copies play an important role in many legal and business activities. They are required when the original documents cannot be produced, providing a substitute that maintains its integrity. The term “certified true copy” is also known as “certified copy” or “true copy” and is recognised by many institutions in Hong Kong.
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Certified true copies confirm that the copy is true to the original. This avoids disputes or misinterpretation of the document and is often required by businesses, governments, and financial institutions for records and compliance purposes.
Certified true copy essentials
A certified true copy, also known as a certified copy or true copy, is an exact copy of an original that has been certified by a professional. This authentication process ensures the copy’s reliability and authenticity, verifying the copy's accuracy as a duplicate of the original.
Birth certificates, passports, and driver's licenses are identity documents requiring certified true copies. These copies are typically needed for official purposes such as applying for government-issued IDs or immigration processes.
Why are certified true copies important?
Certified copies are crucial in legal compliance and business operations. They are required for anti-money laundering purposes in financial institutions. Companies and individuals are often required to provide certified true copies for business activities, like getting a business registration certificate or a foreign corporate bank account application, or legal activities, like applying for a visa.
Banks and other financial institutions often require them because they cannot keep the original documents. These official bodies ensure the authenticity and accuracy of the copies provided.
Certified true copy purpose
The purpose of a certified true copy is to provide a reliable and accurate representation of original documents when dealing with other companies or when sending originals is impossible. Hong Kong companies, government agencies, and financial institutions accept them, making them a convenient solution for document verification.
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Certified True Copy Format and Key Elements
Certified true copies must adhere to specific formats and include key elements to ensure validity. The certification must state that it is a true reproduction of the original. The certifier’s name, position, signature, and the date the document is signed must be printed clearly on the document.
Knowing the format and requirements of a certified true copy is important to ensure your documents meet the standards. This includes knowing the features, what to include and the language requirements in Hong Kong.
Key features of a certified true copy
A certified true copy's key features are the name of the authority, date, and certification chop or stamp. The professional stamp will confirm that the document is a true copy of the original, and the certification chop usually has the qualifications of the certifier.
Required information on a certified true copy
The requirements for a certified true copy are quite simple. It should have the following:
- A statement confirming the copy is true, e.g. “Certified to be a true copy of the original seen by me.”
- The certifier’s signature and date
- The certifier’s name in capital letters
- The certifier’s position
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Language requirements
In Hong Kong, certified true copies must be in Chinese or English. This requirement applies to all official documents. If the original is in another language, it must be translated into Chinese or English.
Who Can Certify Documents in Hong Kong?
In Hong Kong, only authorised professionals can serve as a certifying authority. These are:
- Certified Public Accountants (CPAs)
- Solicitors
- Notaries public
- Practicing company secretaries
- Consular officers
Make sure to check the eligibility of the professional certifying your documents. You may also need to pay a fee for certifying documents, although some entities may not charge.
Authorised certifiers
Authorised certifiers, or a certifying authority in Hong Kong, include:
- CPAs
- Hong Kong Solicitors
- Notaries public
- Practicing company secretaries
These professionals are qualified to provide certified true copies and ensure the documents meet the required legal standards.
Qualifications of certifiers
Certifiers need to possess specific qualifications to certify documents. For instance, practising Certified Public Accountants should maintain good standing with the Hong Kong Institute of Certified Public Accountants.
Similarly, a practising notary public is typically a solicitor who has practised for at least seven years before qualifying.
3 Steps to Get a Certified True Copy
There are three steps to getting a certified true copy: choosing a certifier, preparing the original, and getting the certifier to stamp and sign the copy. These three steps ensure the certified true copy is accurate and meets requirements.
- Choose your certifie r. The first step in getting a certified true copy is to choose a qualified professional, such as a Certified Public Accountant, a practicing professional company secretary or a practicing lawyer. Usually, the certification must be done face-to-face because the certifier would need to see the original file.
- Find the original document. After choosing a certifier, prepare the original and ensure it’s in a condition to be compared. The certifier will then compare the original with its copy to verify.
- Get your copy certified. Once the certifier has verified the document, they will stamp the copy and include a statement that it’s a true and accurate copy of the original. Store the certified document properly to keep it valid.
Common mistakes during the certification process include not presenting the original document and the copy to the certifier. Failure to ensure that the certifier properly stamps and signs the copy can result in the document being rejected.
Costs and Validity of Certified True Copies
The expenses of obtaining a certified true copy can fluctuate based on the professional and the service type. The cost of certified true copies in Hong Kong can vary depending on who you use and the complexity of the document. Generally, lawyers, accountants, and notary publics charge a fee for this service.
Once certified, these copies in Hong Kong generally stay valid for three to six months from the date the copy was certified. Most financial institutions and government entities will not accept a certified true copy older than three months.
Understanding these factors is crucial for strategising and budgeting your certification requirements.
Notarised Copies vs. Certified True Copies
Many people in Hong Kong use both types of copies interchangeably, but there is a subtle difference between notarised and certified copies.
- A certified true copy verifies that a copy of a document is an exact replica of the original. It’s confirmed by an appropriate certifier, such as a lawyer, accountant or notary public, who compares the copy to the original and stamps or signs it to verify its accuracy. However, it doesn’t verify the original document itself.
- A notarised copy is a type of certified true copy that involves a practicing notary public. In addition to verifying the copy's accuracy, the notary public also verifies the identity of the person presenting the document. This extra layer of verification is important for some legal or official purposes.
While the terms are used interchangeably in Hong Kong, check with the party requesting the document to ensure you provide the right copy type. Both types verify the accuracy of the reproduction, but notarised copies are more widely accepted, especially for international transactions.
Apostille Service as Certified True Copy Alternative
The Hong Kong High Court Apostille Service is an alternative to some documents' traditional certified true copy.
Apostilled documents authenticate the documents themselves with the signature and seal of the issuing authority, such as those of the Hong Kong High Court. This is useful for personal and company documents needed in foreign countries that are parties to the Hague Convention.
Where To Get Your Documents Certified?
Documents must be certified by professionals like solicitors, certified public accountants and notary publics. With both online and in-person options available, you have the flexibility to meet your individual certified true copy requirements.
Many government organisations and non-government entities in Hong Kong can also certify various documents.
Recommended Professionals
Practising lawyers and solicitors are among the professionals recommended to certify true copies in Hong Kong. They are authorised to certify copies and ensure they comply with the necessary legal standards.
Online and In-Person Options
Online and offline document certification appointments can be scheduled by telephone, WhatsApp, or email. Certain firms provide convenient same-day services.
Navigating the process of obtaining certified true copies can be complex. Osome offers comprehensive company formation and support services, including assistance with certifying documents. Contact us today to learn more about how we can help!
Summary
Certified true copies are essential for various legal and business purposes in Hong Kong. For example, as a business owner of a Hong Kong company, a certified business registration certificate is often required to prove the validity of your business, especially when you enter a government contract or try to compete for government grants.
These copies provide a reliable and accurate representation of original documents, ensuring compliance and smooth operations. Understanding the process, costs, and validity is crucial for effective document management.
Heather is here to inform and inspire our readers. Boasting eight years in the world of digital marketing, working in diverse industries like finance and travel, she has experience writing for various audiences. As Osome’s resident copywriter, Heather crafts compelling content, including expert guides, helpful accounting tips, and insights into the latest fintech trends that will help entrepreneurs, founders and small business owners in Hong Kong take their businesses to the next level.
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FAQ
What is a certified true copy?
A certified true copy is an accurate replica of an original document verified by a qualified professional to show no alterations or interference. It is confirmed as an exact duplicate of the original.
Who can certify documents in Hong Kong?
Practicing Certified Public Accountants (CPAs), solicitors, public notaries, practising company secretaries, and consular officers can certify a document in Hong Kong. This information is accurate as of today, and it's best to verify with the relevant authorities before proceeding.
How do I certify a true copy sample?
A qualified professional such as a lawyer, accountant, or notary public can certify your documents. Your certifier will compare your copy to the original document and then sign and stamp the copy to confirm its accuracy. Some of these professionals may charge a fee.
How long is a certified true copy valid?
A signed certified true copy is typically valid for three to six months from the certification date in Hong Kong. Still, many institutions may not accept copies older than three months. Keep this timeline in mind when obtaining and submitting certified true copies.
What is the difference between a notarised copy and a certified true copy?
The main difference between a notarised copy and a certified true copy is that notarised copies are recognised globally and involve a notary public, while the latter is only recognised in the country in which it has been certified.
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