Guidance

Notarial and documentary services in Hong Kong and Macao

Documents, certificates, letters and notes available at British Consulate-General Hong Kong and in Macao.

Overview

The British Consulate General in Hong Kong provides a limited range of notarial and documentary services for British nationals in Hong Kong and Macao.

For notarial acts in Hong Kong, you must make an appointment for each service and your personal attendance is required. Please use the links after each service to make an appointment. When you make an appointment, we will ask you to provide proof that this service must be provided by the British Consulate (for example a formal requirement from the authorities of a 3rd country or a UK court requirement). If you cannot provide such evidence, you should use a local notary or lawyer.

It is essential that you check with the authority who is requesting the notarial document that a document from us will be accepted by them. Where you need a document for a country other than the United Kingdom or China, you must give us satisfactory evidence that the notarial document will be recognised by the jurisdiction of that country. Only the relevant authority can tell you which service you will require. This information cannot be verified by the British Consulate General. We will not give you a refund if your certificates or notarial services are not accepted by the requesting authority.

For notarial acts in Macao, you do not need to make an appointment. See Services we provide in Macao.

Services we cannot provide at the British Consulate

We are not able to authenticate, notarise, verify or legalise any document. This includes UK birth, marriage and death certificates (these can be obtained from the relevant General Register Office in the UK) and UK education certificates. You can find information here on how to get a UK document legalised abroad; and see Legalisation a UK public document (PDF, 98.3KB, 1 page) on how to get a UK document authenticated for the purposes of obtaining a Chinese visa and Foreign Expert Certificate.

We cannot provide certified copies of documents for use in relation to banking in the UK or in relation to mortgages in the UK. In these cases, you should use a local notary or lawyer.

Please note that, under Hong Kong Law (Section 10 of the Consular Relations Ordinance), consular staff in Hong Kong are not permitted to undertake notarial acts for use in Hong Kong.

The British Consulate Hong Kong cannot issue letters confirming the validity of a foreign marriage in the United Kingdom. You can download a free copy of an Information Note below which may serve in place of such a letter.

If you can’t find the service you are looking for on this page, please see other services provided by the British Consulate General in Hong Kong.

What to bring to your appointment

See the individual services below for details of any additional supporting documents you need to present. For all appointments for notarial services you will need to bring:

  • acceptable proof of your identity. We accept passports and any other photo ID as proof of identity

  • proof of address. We accept utility bills, bank statements, rental contracts or tax bills as proof of your address

  • proof that there is a specific requirement for this service to be provided by the British Consulate General (for example a formal requirement from the authorities of a 3rd country or a UK court requirement)

Payment

We accept payment by Visa, MasterCard, EPS or cash in Hong Kong Dollars on the day of the appointment. See the full list of consular fees.

Services we provide in Hong Kong

For information about documents relating to marriage, such as a certificate of no impediment (CNI) and affirmations or affidavits of marital status, please see getting married abroad.

Administer an oath, affirmation or affidavit

This service is for people who need to swear an oath, make an affirmation or make an affidavit in front of a consular officer.

The consulate will not draft documents for you. First check with the consulate what format they need and then have the document drawn up or checked by a professional.

Once you have booked an appointment, a consular officer will contact you to request a copy of your document, so that we can confirm that this service can be provided to you.

What you will need to bring with you:

  • the oath, affirmation or affidavit that you will swear or affirm

  • evidence of the contents mentioned in the oath, affirmation or affidavit

  • the correct fee – see the list of fees and payment options

  • proof of identity/address – see what we will accept as proof

  • proof that there is a specific requirement for this service to be provided by the British Consulate General (for example a formal requirement from the authorities of a 3rd country or a UK court requirement). If you cannot provide such evidence, you should use a local notary or lawyer

Book an appointment for an oath, affirmation or affidavit at the British Consulate General Hong Kong

Make a certified copy of a document

This service is for customers who need certified photocopies of their valid British passports, Home Office registration/naturalisation certificates and British driving licences. We cannot provide certified true copies of passports for use in relation to banking in the UK. In these cases, you should use a local notary or lawyer.

We are unable to provide certified photocopies of any other documents. This includes:

Please note that we do not verify the authenticity of documents. We only provide a photocopy of the original document and state that this is a copy of an original document which was presented to us.

The certified copy of a British passport we provide does not verify your identity or nationality. If you require such a document, you should contact a lawyer or notary public in the UK.

Please note that, as the Driver and Vehicle Licensing Agency no longer issues paper counterparts to driving licences, staff in Hong Kong cannot make certified copies of paper counterpart licences. The only exception to this is where your licence was issued before 1998, meaning you only hold a paper driving licence.

What you will need to bring with you:

  • the document to be copied

  • proof of identity/address – see what we will accept as proof

  • the correct fee – see the list of fees and payment options

  • proof that there is a specific requirement for this service to be provided by the British Consulate General (for example a formal requirement from the authorities of a 3rd country or a UK court requirement). If you cannot provide such evidence, you should use a local notary or lawyer

Book an appointment for certified copies at the British Consulate General Hong Kong

Witness a signature

This service is for customers who need to have their signature witnessed by a consular officer. Our standard format must be used for this service, which we prepare for you. We do not handle wills, probate, or witness deed polls.

Once you have booked an appointment, a consular officer will contact you to request a copy of your document, so that we can confirm that this service can be provided to you.

What you will need to bring with you:

  • proof of identity/address – see what we will accept as proof

  • the correct fee – see the list of fees and payment options

  • proof that there is a specific requirement for this service to be provided by the British Consulate General (for example a formal requirement from the authorities of a 3rd country or a UK court requirement). If you cannot provide such evidence, you should use a local notary or lawyer

Book an appointment for witnessing a signature at the British Consulate General Hong Kong

Uniting documents

This service joins documents together using ribbons and a seal.

What you will need to bring with you:

  • the documents we had prepared to be united

  • proof of identity/address – see what we will accept as proof

  • the correct fee – see the list of fees and payment options

  • proof that there is a specific requirement for this service to be provided by the British Consulate General (for example a formal requirement from the authorities of a 3rd country or a UK court requirement). If you cannot provide such evidence, you should use a local notary or lawyer

Book an appointment to unite documents at the British Consulate General Hong Kong

Hong Kong Certificate of No Criminal Conviction

We can provide introduction letters for production at the Hong Kong Police for a Certificate of No Criminal Conviction (CNCC) only if the CNCC is to be used in the UK and that you have evidence of this (e.g. a letter from a UK University or employer personally addressed to you in the name shown on your passport, declaring that you require a Hong Kong criminal record check).

What you will need to bring with you:

  • the letter from the UK establishment or employer confirming that you need a criminal record check from Hong Kong, addressed to you in the name that appears on your passport

  • proof of identity/address – see what we will accept as proof

  • the correct fee – see the list of fees and payment options

If you do not live in, or have already left Hong Kong, we are unable to provide this service from the British Consulate General Hong Kong. You should follow the guidance Applying for Hong Kong CNCC from overseas (PDF, 358KB, 1 page) to request a letter of introduction from the Consular team in London.

Book an appointment to prepare a document in English at the British Consulate General Hong Kong

Legalisation of UK documents

The British Consulate Hong Kong is unable to legalise UK public documents. The Legalisation Office in the UK can legalise some UK public documents and you can find information on how to do this here. You can find information Legalisation a UK public document (PDF, 98.3KB, 1 page) on how to get a UK document authenticated for the purposes of obtaining a Chinese visa and Foreign Expert Certificate.

Legalisation of foreign documents

The British Consulate Hong Kong is unable to legalise foreign documents because the UK does not require foreign documents to be legalised for use in the UK. If the document is to be used in another country, you should contact the legalisation authorities of the country where the document will be used for advice.

Passport Numbers change upon renewal or name change

The British Consulate Hong Kong cannot issue letters confirming the change of passport numbers upon renewal or name change. This is because we are not the passport issuing authority. You can download a free copy of an Information Note here which may serve in place of such a letter.

If you need a letter providing details of multiple passports belonging to you, you can request information under the Freedom of Information Act by submitting a Subject Access Request to HM Passport Office, asking for confirmation that you were the holder of your previous passport(s). Please visit HM Passport Office for further information and contact details. The British Consulate in Hong Kong cannot answer any queries on this subject or the application process.

Life certificates to claim State Pension abroad

The British Consulate Hong Kong cannot witness signatures on your life certificate if you are claiming a British pension abroad, including those required by the Department of Work and Pensions. Please refer to the list of people working in a recognised profession who can witness your life certificate.

Nationality – Confirmation of British Nationality

Please note the consulate can no longer issue letters confirming British nationality. Instead you can download a free copy of an Information Note: Nationality - Confirmation of British Nationality (PDF, 147KB, 1 page) which may serve in place of the letter. Alternatively, you can submit an application to the Home Office for confirmation of your British nationality status.

Services we provide in Macao

We provide the same services to British nationals living and working in Macao as we do for those in Hong Kong (aside from letters related to Certificate of No Criminal Convictions, for which there is no need in Macao). However, in order that British nationals need not travel to Hong Kong during working hours to perform the act, instead of booking an appointment we invite British nationals in Macao to write to us at NotarialServices.Macao@fco.gov.uk

In this email you should:

  • tell us which service you require (see Services we provide in Hong Kong)

  • attach scanned copies of all of the required documents noted here

  • attach scanned copies of any further required documents listed

Consulate staff will reply to you within three working days. If Consulate staff agree that we can provide the service you are requesting, we will take payment online for the service. We will subsequently pass your details to our Honorary Consul in Macao who will contact you within three working days. You can then agree a time to present him with the original documents related to the service you need, whereupon he will perform the act required.

Data protection

The Foreign & Commonwealth Office holds and uses data for purposes notified to the Information Commissioner under the Data Protection Act 1998. Such personal data may be disclosed to other UK government departments and public authorities.

Disclaimer

This information is provided as a general guide and is based upon information provided to the embassy / consulate by the relevant authorities and may be subject to change at any time with little or no notice. Accordingly the FCO and the British embassy / consulate will not be liable for any inaccuracies in this information. For all notarial and legalisation services it is the responsibility of the customer to ascertain the precise requirements of the person requesting the notarial or legalisation service and to satisfy themselves that the service provided by the embassy/consulate will be accepted.

Published 4 April 2013
Last updated 29 March 2018 + show all updates
  1. Changes to British Consulate-General Hong Kong’s notarial services wef 9 Apr 2018
  2. Updates to Services we provide in HK and Make a certified copy of a document sections
  3. Appended with new section Information Notes under Services provided elsewhere
  4. Updates for rollout of Consular Appointments Booking System
  5. Update to Service we no longer provide section
  6. Update to Service we no longer provide section
  7. New Affidavit/Affirmation for marriage in Macao
  8. Updated contents of Notarial services guide for Hong Kong
  9. Deleted the line "signing a declaration of existence'
  10. First published.