In cross-border transactions and international business affairs, notarization services play a crucial role in ensuring the legality and international recognition of documents. CityLinkers offers professional and efficient notarial services to assist businesses and individuals in handling commercial contracts, personal documents, and legal papers. These services protect clients’ legal rights and ensure the authenticity and legal validity of their documents.
What is Notarization
Notarization is the process by which an authorized notary verifies and certifies legal documents to ensure their authenticity and legal reliability.
International Notarization (Notary Public)
- The international notarization system is a widely recognized global procedure in which a notary public verifies the identity of the signer and the authenticity of the signature.
- Through this system, notarized documents can be accepted across different countries and regions, enhancing their credibility and international legal effectiveness. It facilitates the cross-border circulation of documents and ensures the reliability of contracts, declarations, and other important papers in international business and civil transactions.
Apostille services
Where your document requires apostille and/or legalisation, CityLinkers can help to submit it with the High Court of Hong Kong for the apostille service. The Registrar of the High Court will affix the prescribed apostille sticker to the notarial certificate or beside the notary’s seal, and countersign to certify the genuineness and validity of the notary’s identity, signature and seal.
Documents commonly accepted for apostille by the High Court include ：
Public documents bearing the true signature of an official party.
- Marriage Certificate,ie. certificates signed by Deputy Registrar of Marriage (For certificates signed by civil celebrants or issued by the church/temple, please obtain a certified true copy from the Record Office of the Marriage Registry)
- Certificate of Absence of Marriage Record
- Birth and Death Certificate
- Certificate of Registered Particulars
- Business Registration Certificate
- Certificate of Incorporation
Documents signed by a notary public or a Commissioner for Oaths in Hong Kong
- Power of Attorney or Certified true copy of the Notary Public
- Declaration for Commissioner for Oaths
Consular legalization
Consular legalization refers to the process by which the consulate of the country where the document will be used—based in Hong Kong—verifies the identity, signature, and stamp of the notary public.
This type of legalization is required for documents intended for use in non-Hague Convention countries, such as those in the Middle East and certain parts of Southeast Asia. CityLinkers assists clients in navigating the varying requirements of different consulates to ensure a smooth and successful legalization process.
China Notarization
Due to the differences between the legal systems of Mainland China and Hong Kong, documents issued in Hong Kong must be notarized by a China-Appointed Attesting Officer (CAAO) to be legally effective in Mainland China.
With extensive experience across Mainland cities, CityLinkers has deep expertise in the legal distinctions between the two jurisdictions. We provide professional notarization services tailored to the unique legal requirements of both jurisdictions. Services include verifying authenticity and legality, and confirming the identities of signatories—ensuring the document’s legal effect in China.
Our China notarial services are specifically designed to support Hong Kong or international documents used in Mainland China for business registration, litigation, real estate transactions, and other regulatory purposes.
China-Appointed Attesting Officer Notarization (For Mainland China Use)
Frequently Processed Documents
Hong Kong Certificate of Incorporation, Business Registration Certificate, Board Resolutions, CEPA Hong Kong Service Supplier Certificate（CEPA HKSS Certificate）, and Personal Declarations (e.g., marriage, inheritance, power of attorney).
Regulatory Compliance Assurance
After initial review by CityLinkers, documents are notarized by China-Appointed Attesting Officers commissioned by the Ministry of Justice of China. Finalized documents are affixed with an official seal and delivered through China Legal Services (HK) Ltd., ensuring recognition across Mainland China.
Certified True Copy (CTC)
When original documents cannot be submitted or must remain intact, a Certified True Copy can be issued. A notary will verify the copy against the original and affix a signature and stamp, certifying that the copy is a true and accurate reproduction.
Authorized Certifiers for Certified True Copies
According to Hong Kong’s Companies Ordinance (Cap. 622), certified copies made in Hong Kong must be attested by one of the following professionals:
- A notary public practising in Hong Kong ;
- A solicitor practising in Hong Kong;
- A certified public accountant practising (CPA practising) in Hong Kong;
- An officer of a court in Hong Kong who is authorized by law to certify documents for any judicial or other legal purpose;
- A consular officer of the company’s place of incorporation; or
- A professional company secretary practising in Hong Kong;
Common Use Cases of Certified True Copies
Certified true copies are commonly used for opening bank accounts, registering businesses, and completing government-related or real estate transactions, where a verifiable duplicate of an original document is necessary. These copies provide a secure, official record without the need to submit the original document, allowing the owner to retain it and prevent loss or damage.
Finance and Banking
Opening Corporate Bank Accounts
Banks require certified true copies of Certificate of Incorporation (CI), Business Registration Certificate (BR), directors’/shareholders’ ID cards or passports, and proof of address for anti-money laundering (AML) to verify the company’s financial condition.
Commercial Loan Application
Financial institutions may require certified copies of certified financial statements, company’s articles of association to verify the company’s financial standing.
Financial Regulatory Authorities
Certified true copies serve as essential compliance tools for licensed entities—for example, providing supporting documents for the application or modification of licenses issued by the Hong Kong Securities and Futures Commission (SFC), such as Type 1, 4, 6, or 9 licenses.
MPF Account Registration
When setting up a Mandatory Provident Fund (MPF) account for employees, companies must submit certified copies of relevant registration documents.
Real estate transactions and asset management
Property Purchase/Sale
Company-initiated real estate transactions require certified company documents, board resolutions, and authorization letters.
Property transfer registration
The Land Registry may require certified copies of ownership documents.
Legal & Governmental procedures
Legal proceedings
When submitting evidentiary documents to the court—such as contracts or certificate of ownership —certified true copies are required to ensure their legal validity and admissibility.
Company registration & compliance
Certified documents are needed for registering Hong Kong or overseas entities and for filing annual returns or share/director changes to the Companies Registry.
Government-Issued license applications
Applications for licenses such as general restaurant licence or travel agent licenses must include certified copies of company documents.
International business & cross-border affairs
Offshore company formation
When forming BVI, Cayman, or other offshore entities, certification of Hong Kong parent company documents is required.
Overseas bank account opening
Foreign banks often require certified true copies of Hong Kong company documents—such as those notarized by a notary public—as part of their due diligence process.
Cross-border mergers and trade
Certified copies of documents such as contracts, invoices, and supporting documents may be required for international transactions.
Personal and immigration-related use
Immigration visa applications
Certified copies of passports, birth certificates, and academic qualifications are required by consulate or immigration department.
Overseas study
Schools may request certified copies of academic documents such as transcripts and degree certificate.
Marriage/Adoption procedures
Certified copies of identity documents are often required for legal verification in marriage or adoption processes.
CityLinkers’s professional team of accountants can issue certified true copies for a wide range of essential documents such as passports, academic qualifications, and incorporation certificates—for both businesses and individuals, offering a reliable solution when original documents cannot be submitted.
Scope of notarization services
CityLinkers provides a comprehensive suite of notarization services tailored to the diverse needs of individuals and corporations. Our services include, but are not limited to
Commercial documents
Business contracts, certificates of incorporation, board resolutions, articles of association
Personal documents
Academic certifications, identity documents, marriage certificates, wills
Real estate transactions
Overseas property sales and purchase
Powers of attorney
Drafting and notarizing for overseas use
Statutory declarations & oaths
Religious or non-religious affirmation
Document certification & notarization
Ensuring document authenticity with official notarial stamps
Contact CityLinkers today for notarial services
Contact CityLinkers today — our professional team will tailor a solution to help you.
