Ordering Certified Copies from Hong Kong Companies Registry
Learn how to order certified copies from the Hong Kong Companies Registry: fees, online process, and delivery times.
Ordering Certified Copies Hong Kong Companies Registry
Banks, foreign business registries and courts require proof that a document matches the official record held by the Hong Kong Companies Registry. A certified true copy provides that proof. It is a photocopy or digital reproduction of a document the Registry holds, stamped and signed as an authentic match to the original filed record. This certification carries legal weight. Banks rely on it for account openings. Overseas business registrations, court proceedings and investor due diligence all turn on it.
When you need proof that a company exists in Hong Kong and that its documents - its incorporation form, annual return, register of directors or register of members - are what the Companies Registry actually holds, you request a certified copy. The Registry does not create a new document. It certifies the copy it provides.
Ordering certified copies of Hong Kong Companies Registry records is straightforward. You choose between two channels: online through the e-Services portal, or paper application by post or in person. The channel you select affects the fee and the processing time.
How to Get a Certified Copy of Company Documents Hong Kong
Two methods exist. The right choice depends on urgency and convenience.
Method 1: Online via the e-Services Portal
The Companies Registry e-Services portal (eregistry.gov.hk) lets you order certified copies of documents for any company the Registry holds records for. Any person can create a registered account. Search for the company, select the specific document - the incorporation form NNC1, a recent annual return NAR1, or a charge document NM1 - and request a certified copy. The system generates a digital certified true copy in PDF format, stamped with the Registry’s electronic signature.
The online method costs less and delivers faster. Turnaround is within one hour during business hours. The Registry charges HK$30 for a certified copy of a company search result, which includes the company’s basic particulars. A certified copy of a filed document such as an annual return or a director change notice costs HK$145. Pay by credit card through the portal.
Method 2: Paper Application by Post or In Person
Submit a paper application if you cannot use the e-Services portal - for example, when you need a copy of a document for a company that has been struck off and the record is archived. Use form SC1, Application for Search of Records and Related Services. Complete the form, attach the relevant fee, and submit it to the Companies Registry’s Public Search Centre at Queensway Government Offices, or post it. The paper fee may be higher than the online fee.
Processing times vary. Standard service can take several working days. The Registry offers an urgent service for an additional fee, which reduces processing time to one working day. The urgent surcharge changes periodically, so check the current fee schedule on the Registry’s website.
Hong Kong Companies Registry Certified Copy Fee
The fee depends on the document type and the application channel.
| Document type | Online fee (HK$) | Paper fee (HK$) |
|---|---|---|
| Company search result (basic information) | 30 | 50 |
| Certified copy of a filed document (e.g. NNC1, NAR1, ND2A, NSC1) | 145 | 200 (standard); urgent service additional fee applies |
| Certified copy of a charge document (NM1, NM2) | 145 | 200 |
| Certified copy of a register of directors or register of members | 145 | 200 |
The Registry does not waive these fees. A company applying for restoration after being struck off will need certified copies of the original incorporation document and annual returns. These fees apply regardless of the company’s status.
What Does ‘Certified True Copy’ Actually Mean
A certified true copy of a Hong Kong company document is a copy the Companies Registry has compared against its original file and certified as accurate. Unlike a plain copy, which the Registry also provides at a lower fee, a certified copy carries an official stamp or electronic signature that attests to its authenticity.
The certification matters for legal and administrative proceedings. When a Hong Kong company opens a bank account overseas, the foreign bank requires certified copies of the certificate of incorporation, the business registration certificate and the register of directors. When a company enters into a cross-border contract, the counterparty may demand certified copies of the company’s constitutional documents. In court proceedings in Hong Kong or abroad, a certified copy is admissible as evidence without further proof.
The Registry certifies only documents that it holds. If you need a certified copy of a document that was never filed - an internal shareholders’ agreement, for example - ask a notary public or solicitor in Hong Kong to certify it instead.
Processing Times and Urgent Requests
Standard processing through the e-Services portal is near-instantaneous when the document is available digitally. The Companies Registry maintains its records in electronic form for documents filed after 2008. Older documents, or those filed on paper and not yet scanned, may require manual retrieval. That adds time.
Paper applications take longer. The Registry aims to process standard paper requests within five working days. For urgent requests, pay an additional fee of HK$350 per document. Verify this figure on the Registry’s website at the time of ordering. Urgent service processes the request by the next working day.
If the company has been struck off and the records are archived, expect additional delay. The Registry transfers records of struck-off companies to storage. Retrieval can take several weeks. If the company has been dissolved, its records may be destroyed after 10 years. At that point, a certified copy may no longer be obtainable.
Which Documents Can You Obtain as Certified Copies
Almost every document the Companies Registry holds for a Hong Kong company is available as a certified true copy. The most commonly requested documents include:
- Certificate of Incorporation
- Incorporation form (NNC1 or NNC1G)
- Annual returns (NAR1)
- Notices of change of directors and company secretary (ND2A, ND2B)
- Changes to registered office address (NR1)
- Registers of directors and registers of members
- Charges and debentures (NM1, NM2)
- Constitutional documents (Articles of Association)
- Documents relating to restoration after striking off
Documents filed under the Companies Ordinance (Cap. 622) are generally available for public inspection and copying. The Registry does not certify documents that it does not hold, such as unregistered agreements or correspondence.
Important Practical Points
- Company search first. Perform a company search on the e-Services portal to confirm the document you need exists and is available before you order a certified copy. The search cost is separate from the certified copy fee.
- Use the right form code. If you are applying on paper, use the specified form SC1. The Registry may reject an application made on a form intended for a different purpose.
- Payment. Online applications accept Visa, Mastercard and UnionPay. Paper applications require a bank draft or cheque payable to “The Government of the Hong Kong Special Administrative Region”.
- Data protection. The register of directors and register of members contain personal information. The Registry will provide certified copies of these registers to any person who pays the fee. There is no requirement to show a legitimate interest.
- Not a substitute for a notarised copy. A certified copy from the Companies Registry confirms the Registry holds the document. If the document must be notarised for use overseas - for apostille or legalisation - obtain the certified copy first, then take it to a notary.
For the exact current fee schedule and any changes to the procedure, consult the Companies Registry website (cr.gov.hk) or the e-Services portal directly. The Registry revises fees and adjusts processing times without advance notice.
Sources
More on the forms library.