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Certified True Copies in Hong Kong – Everything you need to know

When conducting business in several jurisdictions worldwide, including Hong Kong, the term “certified true copies” is frequently used. What does this term mean? Because this term is used in many critical business processes, and formalities, a better understanding of what it implies can help firms gain clarity and reduce the risk of non-compliance. It is also extremely important to understand the norms and procedures for getting certified true copies.

Certified True Copies in Hong Kong

Certified True Copies in Hong Kong

A certified true copy is a copy of an original document that has been verified as a full copy of the original document by a trained specialist. To meet their anti-money laundering duties in Hong Kong, financial institutions and banks frequently requested certified true copies of papers to meet their anti-money laundering duties in Hong Kong. A Certified Genuine Copy is a copy of a document that has been certified as a true copy of the original by authorized persons (e.g., Certified Public Accountants (Practising) or institutions.

A Certified True Copy is a copy (typically a photocopy) of a primary document that contains an endorsement or certificate stating that it is a true copy. It attests to the fact that it is a true copy of the original document.

What are certified true copies? 

A photocopy of a document that has been certified by a notary public is known as a certified true copy. A photocopy of a document that has been certified by a notary public is known as a conventional certified copy

Certified true copies are a set of documents that have been verified and certified by an authorized person (either by stamp or signature as real original documents). Certified copies, as opposed to confirmed genuine copies, which are the original papers, are a group of documents that have been verified and certified to be true copies of the original document. Certified genuine copies are frequently required for business activities by entrepreneurs and SMEs, such as during the Hong Kong company registration process or when opening a company bank account

Why are certified true copies important for Hong Kong business? 

People desire certified copies to verify the authenticity of original documents or identification cards. This is to prevent fraud, in which people can create fake certificates and documents on a computer. These copies can be utilized for business registration, bank account openings, and government proceedings, among other things. 

The purpose of certified copies is to ensure that the original documents or identification cards are genuine. This is to prevent fraud, in which people can create fake certificates and documents on a computer. A certified copy also prevents the owner of crucial documents (particularly identification documents) from relinquishing control of those documents, potentially exposing them to loss or damage. The purpose of having a third party certify them is to ensure that the original document has not been tampered with. In Hong Kong, certified copies are accepted everywhere.

Certified True Copies vs Certified Copies 

A certified true copy of an original document is a customized copy made by a notary public, lawyer, or commissioner. This document copy was made from an original document, and it comes with a certificate stating that the person who made the copy compared it to the original that they had seen.

How do certified true copies differ from certified copies?

“Certified Copy” and “Certified true Copy” are identical terminologies. However, technically, the term “notarized” refers to anything from witnessing someone sign a document to witnessing someone sign a document. As a result, we prefer to refer to a “Certified Copy” or “True Copy” of a document that a Notary has stamped to indicate that it is a true copy of the original. A certified copy does not guarantee the original document’s authenticity; rather, it certifies that the copy is a true copy of what seems to be an original document to the Notary Public. Of course, certified copies can only be made from original papers. The fact that a document is unique is determined by its content. 

Notarized documents are those in which a notary has verified and observed the signer’s identity and signature at the moment of signing. As proof of notarization, the notary’s signature and stamp are normally present on the document. Important documents, such as vital records, frequently require certified documents (or certified copies). Birth certificates, marriage certificates, divorce decrees, and death certificates are examples of vital records. The jurisdictional agency keeps the original vital record on file (usually the county). Only the agency that issued the original document can certify a copy of it because they are the caretakers of the original.

Who can certify a true copy in Hong Kong?

A Hong Kong Certified Public Accountant (CPA), Hong Kong Solicitor, or a notary public can certify formal documents used by a firm for local or international use in Hong Kong. Because the rules vary, it’s important to double-check the specifics requested by the asking institution.

For example, To open a bank business account in Hong Kong, you might get your documents certified by a CPA, attorney, or notary – or another qualified individual such as an embassy official if you live outside of Hong Kong, a Justice of the Peace, or a bank officer. 

The objective of these documents is to allow a third party to check the copies of an official document to ensure that no changes or revisions have been made that could cause someone to misinterpret the information contained.

Certified copies are required for a variety of reasons, including land sales and purchases, immigration, marriage, adoption, trade, and business transactions.

The most prevalent application of Hong Kong Certified True Copies is when a company opens a bank account in Hong Kong. A qualified professional must certify and witness all copies of documents. Many business owners may require Certified True Copies when applying for licenses or registering corporations in other countries, in addition to bank account applications.

Where can I find a qualified certifier in Hong Kong? 

You can discover a suitable professional through one of the official bodies representing Hong Kong-registered CPAs, attorneys, and notaries, or you can ask friends and family for personal recommendations. Here are some sites where you might begin your search

What will be the validity of certified true copies? What if it is expired? 

A certified copy of a document is valid for the same amount of time as the original document. A birth certificate or diploma, for example, is valid indefinitely, whereas a passport or driver’s license is only valid until it expires. If your passport is still valid, the certified copy will be as well. A document certified by a JP does not have an expiration date. The administrative evaluation and approval procedures in society’s institutional departments are very strict. The paper must meet certain criteria and specifications. The copy of the document you submit must be a “certified copy” to show that it is a true copy of the original.

Looking to get your document certified in Hong Kong? 

Are you required to deliver a certified true copy of your personal or business documents to someone? Depending on the intended use of the certified copy, Startupr can assist you in determining who is the best person to prepare it (CPA, lawyer, notary).

Startupr can also assist you with certified copies of documents if your firm requires them. We can supply a certified copy of your documents separately, as well as complete packages of certified and apostilled documents with your company formation. For additional information on how to obtain these certified copies, please contact us now.