For foreign companies engaging with Hong Kong entities, authenticating business documents is crucial. The Hong Kong Business Registration Certificate (BRC) serves as fundamental proof of a company’s legal existence, while the Apostille (officially “Certification for International Use” in Hong Kong) validates its authenticity abroad. This guide provides a clear roadmap to obtain both, ensuring your documents hold legal weight in 124 Hague Convention member countries.
I. Why the BRC + Apostille Matters
- Legal Compliance: Required for opening bank accounts, signing contracts, or litigation involving Hong Kong companies.
- Global Recognition: Apostille replaces time-consuming embassy legalizations for Hague member nations.
- Due Diligence: Validates partner legitimacy for overseas investors and regulators.
II. Pre-Application Checklist
A. Required Documents
- Company-Specific:
- Certified copy of Certificate of Incorporation (CI)
- Articles of Association
- NNC1 Form (Notification of Incorporation)
- Director/Representative:
- Passport copy
- Proof of address (utility bill/bank statement < 3 months old)
- Application Forms:
- IRBR1 (Business Registration Application)
- IRBR154 (Apostille Request) – Download here
B. Fees (2024 Rates)
| Service | Fee (HKD) | Processing Time |
|---|---|---|
| 1-year BRC | 2,150 | 1-2 working days |
| Apostille Certification | 125/page | 5 working days |
III. Step-by-Step Procedure
Step 1: Obtain Business Registration Certificate
- Where: Hong Kong Inland Revenue Department (IRD)
- Address: 5/F, Revenue Tower, 5 Gloucester Road, Wan Chai
- Hours: Mon–Fri (8:45 AM–4:30 PM), closed public holidays
- Process:
- Submit IRBR1 + supporting documents at Counter 4.
- Pay fees via cash/cheque/credit card.
- Receive BRC instantly or within 24 hours (electronic applications).
Key Law Reference: Section 632 of Hong Kong Companies Ordinance requires BR display at business premises.
Step 2: Prepare Documents for Apostille
- Notarization: Not required for BRCs issued by IRD.
- Certification Chain:
- BRC Original: Must bear IRD’s stamp/signature.
- Translations (if applicable): Must be certified by Hong Kong notary.
Step 3: Submit Apostille Request
- Where: High Court Registry (Authentication Office)
- Address: LG2, High Court Building, 38 Queensway, Admiralty
- Transport: MTR Admiralty Station Exit C1 (3-min walk)
- Process:
- Submit IRBR154 + BRC original at Window 10.
- Pay HKD 125/page.
- Collect Apostilled document in 5 days (expedited service unavailable).
IV. Post-Apostille Considerations
- Validity: Apostille has no expiry, but foreign authorities may require recent BRCs (<6 months).
- Non-Hague Countries: Use embassy legalization (e.g., Mainland China, UAE).
- Common Pitfalls:
- Incorrect company name on Apostille request → Rejection.
- Uncertified translations → Delays.
V. Alternative Solutions for Overseas Applicants
Engage a Hong Kong registered agent if unable to apply in person. They can:
- Retrieve BRCs via IRD’s eTAX platform.
- Submit Apostille requests by proxy (power of attorney required).
Tip: For ongoing partnerships, request ChinaBizInsight’s Business Verification Reports to monitor Hong Kong entities’ compliance in real-time.
VI. Frequently Asked Questions
Q1: Can I Apostille a BRC copy?
No – Only originals or certified copies issued by IRD are accepted.
Q2: How long is the BRC valid?
1 or 3 years (renewable annually). Apostille remains valid indefinitely.
Q3: Is a registered office address required?
Yes – Hong Kong companies must maintain a local address (PO Boxes invalid).
Conclusion
Securing a Hong Kong BRC with Apostille involves three critical phases: document preparation, IRD submission, and High Court certification. With processing times under 7 days, this process is far more efficient than traditional legalization. For global investors, this authentication isn’t just bureaucratic – it’s the bedrock of cross-border trust.
Need further support? Explore our Hong Kong Company Report Service for due diligence beyond document retrieval.