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A Companies Registry Certified True Copy is issued by the Hong Kong Companies Registry. It carries official recognition and legal validity, serving to prove the authenticity and legality of company documents. This article introduces the uses, application process, fees, and validity periods of CR Certified True Copies, including their wide application in government licensing, legal proceedings, and major transactions.
What is a Companies Registry (CR) Certified True Copy?
A Companies Registry (CR) Certified True Copy refers to a certified copy of a company document issued by the Hong Kong Companies Registry. It is signed by the Registrar of Companies and affixed with an official seal to verify that the document is a true copy of the original image record within the company search, identical to the original form or document submitted, with no modifications to the content.
Whether CR forms are submitted online or in person, the originals are signed forms. Companies typically keep photocopies or electronic versions, which could potentially be modified. Therefore, in specific circumstances, it is necessary to apply for a CR Certified True Copy to prove the authenticity of the document copy.
Why apply for a Companies Registry Certified True Copy? Uses of CR CTC
A Companies Registry Certified True Copy is used to prove the authenticity of a document, ensuring it is a registered document within the Hong Kong Companies Registry search records. Each page is printed on the Companies Registry (CR) specialized stationery, with the Registrar’s signature and date on the back to ensure the information has not been altered.
CR Certified True Copies are typically used to verify company information, such as the Unique Business Identifier, date of incorporation, registered office address, or to verify the contents of an Annual Return and details of directors and shareholders.
Common uses for CR Certified True Copies include:
- Applying for government licenses
- Applying for professional body qualifications or permits
- Buying or selling property by a limited company
- Major financing or acquisition plans
- Legal proceedings or court appearances
- Due diligence / KYC
- Establishing overseas branches in the name of a Hong Kong limited company
For example, when applying for a Travel Industry Authority license or business permit in the name of a limited company, you must provide a CR certified company registration form
as a Certified True Copy to the Travel Industry Authority to prove the company’s registered address, whether the share capital reaches $500,000, and the details of directors and shareholders.
Source: Travel Industry Authority
5-Step Process for Applying for a Companies Registry Certified True Copy
Step 1. Log in to the Companies Registry Electronic Services Portal as a “Registered User” or an “Unregistered User”.
Step 2. Search for the company name to be certified. Enter the company name or Business Registration Number, confirm the limited company name, and enter the document index.
Step 3. Select the document to be certified from the document index.
Step 4. Choose the collection method: mail, courier, or in-person collection.
**Note: In-person collection at the CR is the fastest; allow 1-2 extra days for mail or courier delivery of the CTC.
Step 5. After payment, the process for purchasing a Companies Registry Certified True Copy is complete. Wait for the CR email confirming the document is ready for collection.
How long is a Certified True Copy of an Annual Return valid?
Generally, it is valid for 3 months from the date of issue, but this depends on the requirements of different institutions. Furthermore, the company’s anniversary date and any changes to information will also affect validity.
Example: Suppose a company bank account is frozen and the bank requests the latest Certified True Copy of the Annual Return. If the company’s anniversary date is April 25 and the NAR1 CTC was issued on February 25, 2025, the 3-month validity would theoretically last until May 24, 2025.
However, since the company’s anniversary date is April 25, the company must submit a new NAR1 form for the new year on that day. Therefore, on or after April 25, 2025, the 2024 Annual Return CTC will become invalid, and a new 2025 Annual Return CTC must be applied for.
More details: Annual Return NAR1
Time Required to Apply for a CR CTC
Based on experience, after successful application and payment, the Companies Registry generally takes 1 to 2 days to prepare the documents. The applicant will be notified via email when the CR Certified True Copy is ready for collection. If receiving the certified copy by mail or courier, allow an additional one to two working days for delivery.
Is it feasible to photocopy a CR CTC for reuse?
No, it is not feasible because a photocopy loses the significance of being a “Certified True Copy.” A CR CTC is printed on specialized yellow stationery from the Companies Registry, with the Registrar’s signature and a blue official seal on the back of every page. This is to ensure the content has not been modified or digitally altered. Therefore, a photocopy of a Companies Registry Certified True Copy has no legal effect and is no different from a standard photocopy.
Fees for Purchasing a Companies Registry Certified True Copy
| Form Number / Document Name | Fee (HKD) |
|---|---|
| Certificate of Incorporation | $150 |
| Articles of Association | $165 |
| NNC1 & IRBR1 - Incorporation Form (Company Limited by Shares) | $160 |
| ND2A - Notice of Change of Company Secretary and Director (Appointment/Cessation) | $150 |
| NSC1 - Return of Allotment of Shares | $150 |
| NAR1 - Annual Return | $160 |
| NR1 - Notice of Change of Address of Registered Office | $150 |
| NR2 - Notice of Location of Registers and Company Records | $150 |
| ND2B - Notice of Change in Particulars of Company Secretary and Director | $150 |
| ND4 - Notice of Resignation of Company Secretary and Director | $150 |
| NDR1 - Application for Deregistration of a Private Company or a Company Limited by Guarantee | $150 |
| NNC2 - Notice of Change of Company Name | $150 |
Postage Fees
Applicants can choose to collect certified copies in person, by mail, or by courier. Mailing incurs a postage fee of approximately $3.7, while courier services cost approximately $66.3.
Note: Postage and courier fees will be adjusted based on the weight of the documents.
Frequently Asked Questions
What is a Companies Registry Certified True Copy (CR CTC)? Why does it have legal effect?
- Legal Validity: Every page is printed on the Registry's specialized yellow stationery, with the Registrar's signature and official seal on the back.
- Anti-counterfeiting: This design ensures the content has not been modified or digitally altered, giving it the same legal effect as the original. It is widely used to prove the authenticity of company information.
In which situations must a CR CTC be used?
- Government Licensing: Such as Travel Industry Authority licenses, import/export licenses, etc.
- Banking and Finance: Due diligence (KYC) for bank account opening, major financing, or acquisition plans.
- Legal Proceedings: As evidence in court or during legal procedures.
- Major Transactions: Buying or selling property in the company's name or establishing overseas branches.
How long is the Certified True Copy of an Annual Return (NAR1) valid?
- Anniversary Date Restrictions: Even if the copy was issued less than 3 months ago, if the company's anniversary date has passed (requiring a new NAR1 submission), the old CTC is usually considered invalid.
- Example: If the company's anniversary date is April 25, even if you hold a copy issued on February 25 (theoretically expiring May 24), banks will typically require a new NAR1 CTC containing the latest anniversary data after April 25.
How do I apply for a Companies Registry Certified True Copy? How long does it take?
- Application Process: Log in to the website → Search for company → Select document index → Choose collection method → Payment.
- Processing Time: After online application and payment, it usually takes 1 to 2 working days to prepare the documents.
- Collection Method: You can choose in-person collection (fastest), mail (requires an extra 1-2 days), or courier.
What is the fee for applying for a CR CTC?
- Certificate of Incorporation: HK$150
- Articles of Association: HK$165
- Annual Return (NAR1): HK$160
- Incorporation Form (NNC1): HK$160
- Notice of Change of Company Secretary/Director: HK$150
Can I photocopy a CR CTC for reuse?
No.
The legal validity of a CR CTC lies in its specialized stationery and the official signature and seal on the back. Once photocopied, these anti-counterfeiting features disappear, and the photocopy becomes a standard copy, losing its "certified" status and cannot be used for bank or government applications.
Conclusion
A Companies Registry Certified True Copy is a certified copy of a document issued by the Hong Kong Companies Registry to prove the authenticity and legality of company documents. You can log in to the ICRIS Electronic Services Portal and follow the 5-step application process above to purchase a CR CTC.
