Notarized vs. Apostilled: A Hong Kong Guide

Last Update: February 2025

Certain documents needed in the process of incorporating your business in Hong Kong must be notarized or apostilled. This legal requirement ensures your company’s paperwork is valid and internationally recognized, protecting your business.

Notarization in Hong Kong 

A government commissions a notary public to verify the signer’s identity and deter fraud. A notary public’s seal builds trust in document authenticity and signatures. For Hong Kong businesses requiring legal authentication, Startupr simplifies Documents Notarization and apostille services. We are offering expert assistance tailored to your needs.

An apostille in Hong Kong 

The Hague Convention of 1961 authorizes documents for use in participating countries through an apostille. The Apostille Service Office, High Court Registry at room LG 115 provides apostille and authentication services.

In Hong Kong, the Apostille Service Office, located within the High Court Registry at room LG 115, is the sole authority responsible for issuing apostilles. This office plays a vital role in upholding the integrity of Hong Kong’s legal documents for international recognition. An apostille on a Hong Kong document indicates its intended use in a Hague Convention member country. This certification ensures the document’s legal validity across international borders, streamlining its acceptance. This eliminates the need for further consular legalization, streamlining the process significantly.

In Hong Kong, apostilles are typically required for documents such as:

• Official government documents: Such as birth certificates, marriage certificates, and death certificates.
• Court documents: Including judgments, decrees, and other legal documents issued by Hong Kong courts.
• Notarized documents: Documents that have been notarized by a Hong Kong Notary Public.
• Company documents: Such as certificates of incorporation, articles of association, and other corporate documents.

Notarized vs. Apostilled: Understanding the Difference for Hong Kong Businesses

As outlined, both notarization and apostille services play crucial roles in legal document authentication. Particularly for businesses incorporating in Hong Kong. However, they serve distinct purposes and are applicable in different scenarios. 

Let’s clarify their distinct roles:

Recognition Scope:

• Notarization generally confirms a document’s signature and authenticity within a specific region. It’s often suitable for local transactions or certain international cases where an apostille isn’t necessary.
• Conversely, an apostille grants international recognition, specifically for use in countries that have signed the 1961 Hague Convention.

Core Purpose:

• Notarization safeguards against fraud by verifying the signer’s identity and voluntary agreement.
• An apostille streamlines international document use by certifying the document’s official origin.

Issuing Entities:

• Notarization is conducted by a Notary Public, a government-authorized professional.
• Apostilles are issued by a designated government body. In Hong Kong’s case, the Apostille Service Office at the High Court Registry.

Ensure Legal Compliance: Accounting, Tax, and Notarization for Your Hong Kong Business

Startupr offers a comprehensive suite of corporate services, including accounting, bookkeeping, providing company secretary in Hong Kong and many more. To further support your business needs, we highly recommend our professional notarization services for legal document authentication. We are continuously expanding our offerings and invite you to connect with us to discover how we can contribute to your business growth.