The concept of Hong Kong Apostille arises from the necessity to Apostille instruments issued in Mainland China or Hong Kong when these documents are intended for use in countries that are parties to the Hague Treaty. Notably, countries such as Spain, Portugal, India, Cyprus, France, Russia, and various others fall under the ambit of the Hague Convention.
For documents to be utilized in Hague Convention countries, they must undergo a specific process. Initially, these documents are notarized by a Hong Kong notary public, and subsequently, they are apostilled by the High Court of Hong Kong.
The decision to apply for an apostille hinges on the intended use of the documents. For instance, when a company from Mainland China or Hong Kong engages in business activities such as investment, establishing a representative office, trademark registration, or court litigation in Spain, the relevant Spanish government authorities typically mandate the apostilling of commercial documents. This apostille process is crucial for the legal recognition of the documents’ validity.
Hong Kong is a member state/region of the Hague Convention. When documents originating in Hong Kong are destined for use in other Hague member countries, including but not limited to Spain, Portugal, South Korea, Austria, France, Cyprus, Argentina, Brazil, and more, an apostille is generally required. The apostille serves as an official affirmation, confirming the authenticity of the document and validating its recognition in the recipient country. This process ensures that the document holds legal weight and can be acknowledged in the Hague Convention member states.
Three advantages of Apostille Convention
1.Efficiency in Processing
The Apostille process is characterized by its simplicity, leading to a notable advantage in terms of time efficiency. The streamlined procedures involved in obtaining an Apostille help significantly reduce time costs.
2.Global Recognition
Most countries and regions across the globe currently recognize and accept the Apostille Convention. This broad acceptance ensures that documents bearing an Apostille are readily acknowledged and validated in a wide array of international jurisdictions, facilitating seamless cross-border transactions.
3.Extraterritorial Legal Validity
Documents bearing an Apostille can be utilized in any country or region that acknowledges the Apostille Convention. This effectiveness enhances the utility of Apostille-authenticated documents in various legal and administrative contexts globally.
What Documents Need Apostille?
The High Court has the authority to affix an apostille to either original documents or certified true copies.
Company Documents
- Article of Incorporation
- Distributor Agreement
- Certificate of Formation
- Joint Venture Agreement
- Certificate of Registration
- Merger Agreement
- Certificate of Incumbency
- Stock Purchase Agreement
- Certificates of Amendment
- Certificate of Free Sale
- Company Bylaws
- Certificate of Export
- Business License
- Certificate of Origin
- Business Letter
- Trademark or Patents
- Certificate of Good Standing
- Certificate of Pharmaceutical Product
- Certificate to Foreign Governments
- Resolution or Dissolution
Personal Documents
- Birth Certificate
- Marriage Certificate
- Court Divorce Judgment
- Single Certificate
- Non-criminal Record Certificate
- Death Certificate
- Transcripts
- Degree Certificates
How Do I Get Hong Kong Documents Apostilled?
The process to obtain an apostille in Hong Kong starts with the presentation of the document to the High Court Registry in Hong Kong. The clerk will thoroughly examine the document to ensure it meets the required standards for apostille. This involves checking for a pristine condition, clear and readable stamps and signatures, and the absence of any stray markings or labels. Upon successful verification, the clerk will affix the apostille to the document. Following documents are subject to apostille in Hong Kong.
- Originals issued by Hong Kong government, including birth certificate, marriage certificate, police certificate, certificate of good standing.
- Originals notarized by Notary Public, Power of Attorney signed in front of a notary public, the board resolution of Company notarized by Hong Kong Notary Public.
- Certified true copy of documents notarized by Notary Public. official university documents from Hong Kong institutions, or copies of public documents from Hong Kong government.
It should be noted that the apostille does not provide any certification on the content of the document (it’s quality and/or the information included therein). It serves as a certification of the signature of the one that signs it (the capacity of that individual/institution) as well as the seal/stamp on the document that is to be certified. It expressly states that “the Apostille only confirms the authenticity of the signature, seal, or stamp on the attached public document. It does not confirm the authenticity of the underlying document.”
An apostille does not have an expiration date, however, should the document become invalid, so does the apostille. In other cases, the country that receives the document may ask that the apostille be placed no later than six months (or another period). Therefore, the applicant may need to have the document re-apostilled to meet the specific criteria as the apostille clearly includes the date on which it was placed. It is recommended to check any specific requirements before commencing the process.
Documents required for Hong Kong Apostille
1.Scanned copy of the first page of the applicant’s passport
2.Original or scanned copy of Hong Kong documents
Processing time for Hong Kong Apostille
Under normal circumstances, it takes 2-3 working days to apply for Hong Kong Apostille, excluding mailing time.
How does it work to get a document apostilled in Hong Kong?
If all of this sounds complicated and intimidating, don’t worry! We are here to help you to complete apostille application and guide you all the way to the finish line.
Send scan copy of document to be apostilled and the following information as part of the email to notary@intrz.com.
1. What document do you want to be apostilled?
2. What is your nationality? Have you changed your nationality and name?
3. In which country an apostille will be used? For what purpose? (such as work visa, student visa, permanent residence, immigration, court requirements, residence)
4. Which language do you need to translate the documents into (If translation required) ? How many copies do you need?
5. Which kind of services do you need, please mark it with “√”. Processing time is not including the shipping time.
_____Solution 1：Apostille on original document.
_____Solution 2：Apostille on copy of document.
_____Solution 3：Solution 1 + Legalized by foreign Consulate in HK
_____Solution 4：Solution 2 + Legalized by foreign Consulate in HK
After confirming the above information, send it to our email notary@intrz.com together with the scanned copy of the document you need to get apostilled.
We will provide you with the quotation and processing cycle and the materials you need according to your situation.
We’ll draw up a contract for you after you send us all the required documents.
After you sign the contract, send us the scanned copy, and pay the deposit.
We handle the documents for you. We’ll send you a scan of the apostille certificate and you’ll pay the balance.
We will send you an apostille certificate after receiving your final payment.