WHAT IS A CERTIFIED TRUE COPY?
A copy of an original document that has been certified by a qualified specialist as an exact replica of the original is known as a certified true copy. Financial institutions and banks regularly ask for certified true copies of documents in order to comply with their anti-money laundering obligations in Hong Kong. A Certified Genuine Copy is a copy of a document that has been verified by legal institutions or authorised individuals (such as a lawyer) as a true copy of the original.
A Certified True Copy is a copy (typically a photocopy) of a primary document that contains an endorsement (i.e. stamped, signed and dated) stating that it is a true copy. It attests to the fact that it is a true copy of the original document. However, a certified true copy isn’t proof that the original document is authentic. For example, a certified true copy of a document that had been stolen or forged isn’t evidence of the original document’s authenticity.
USUAL CONFUSION WITH CERTIFIED COPY VS. NOTARISED COPY?
A Certified Copy
A certified copy of a document can be produced by any lawyer. This is not a verification of the information contained within the document, but simply a declaration that the lawyer has seen the original document. A photocopy will be taken, which will be stamped, signed and dated by the lawyer. Obtaining a certified copy is useful if you wish to have a document legalised whilst keeping your original clean. A certified copy is generally quicker than obtaining a notarised copy.
A Notarised Copy
A notarised copy of a document can only be produced by a Notary Public. They will personally verify the information contained within the document with the awarding institution, attach a notarial cover sheet to the document detailing their findings and declare the authenticity of the document’s contents. This is a more in-depth and secure option and is often required when the legitimacy of the information contained within the document is of high importance.
This process is generally longer and more costly than obtaining a certified copy from a lawyer.
WHY DO YOU NEED A CERTIFIED TRUE COPY?
Certified true copies are required where the individual or company needs to apply for important personal or company documents. Since its certainly not advisable to allow third parties to retain the original documents, certified true copies are used as a substitute instead. It is often a practical and safe way to make a complete and accurate copy of an important document (identity documents, proof of address, banking records) which can be sent to third parties whilst insuring that the original document does not get damaged or lost in the process.
In Hong Kong, a certified true copy is required in the following instances:
- When opening a corporate bank account in a local bank
- When applying for a business license
- When engaging in international transactions
- Legal purposes
- Government proceedings
For example, when opening your company’s bank account you’ll be asked to present the following certified copies:
- Certified copies to prove identity of shareholders and directors where a national ID, passport or driver’s license can be used
- A certified true copy to prove residential address which can be done using a recent utility bill
- True copies of company incorporation documents including articles of association, registration certificate, and registers of shareholders and directors
These requirements may vary from bank to bank, so you should enquire first with your bank which documents are needed to avoid certifying the wrong documents.
HOW LONG IS IT VALID FOR?
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.
However, in reality most financial institutions and government will be reluctant to accept certified true copy older than 3 months. If in doubt, you better ask whoever is requesting you to provide a certified true copy of a given document.
WHO CAN CERTIFY TRUE COPIES?
In Hong Kong, the following persons can offer certified true copies:
- certified public accountant
- notary public
- lawyer
Before certifying your documents with any of these professionals, it’s essential to confirm first with the institution requiring the documents which of these professionals are allowed to certify your documents. The rules vary; some institutions may even allow certification from other eligible persons like a bank officer.
OBTAINING A CERTIFIED TRUE COPY WITH US – OUR FEES
We can prepare a certified true copy of any document the same day you retain our firm. Our fee is HK$130 for preparing a certified true copy of a document with no minimum charge.
SCHEDULE AN APPOINTMENT WITH US
If you have additional questions which are not addressed here or wish to schedule an appointment, please contact us by telephone on +852 5447 5401, by WhatsApp (+852 5447 5401) or by email at enquiries@ghserviceshk.com. You can also schedule an appointment by clicking the button below.
