What Is a Notary Public in Hong Kong and Why Do You Need One?
- Henry Mao
- 3 days ago
- 6 min read
Author: Henry Mao, Notary Clerk
As a notary clerk at Ravenscroft & Schmierer in Hong Kong, I work directly with clients, manage AML compliance, draft notarial certificates and assist Mr. David Ravenscroft in the process of notarization. Through this hands-on experience, I've come to understand that a notary public is fundamentally an authenticator who verifies the due execution of documents and certifies their authenticity for international use.
Understanding the Core Function: Notary Verification and Authentication
The most common duties of a notary public are straightforward yet critical. A notary verifies due execution of a document confirming the signer genuinely executed it voluntarily and with full understanding. A notary also certifies true copies of original documents. To accomplish these functions, the notary identifies the client by reference to a passport or identity card and proof of address. Crucially, the notary maintains detailed records of the notarization for later verification.
In my role at the firm, ensuring this systematic approach is foundational to what we do. Every client interaction, every AML compliance check, and every notarial act is aimed at fraud prevention. In our globalised economy, where parties transact across borders without personal acquaintance, the notary's impartial verification creates confidence in document authenticity.
Why Do We Need Notaries in Hong Kong? The Practical Reality
Consider the most common documents requiring notarization in Hong Kong. Powers of attorney for overseas property transactions represent a frequent use case. When a Hong Kong resident instructs a lawyer abroad to sell their property, that lawyer needs proof the power of attorney is genuine and executed by the actual property owner. A Hong Kong notary public provides exactly that assurance.
Similarly, individuals opening bank accounts abroad must prove their identity and address. As a clerk, I've helped certify proofs of address through documents like bank statements or utility receipts, and I've witnessed signatures by creating authenticated records that foreign financial institutions recognise and trust. Beyond individual transactions, notaries authenticate business documents, witness agreements, and take statutory declarations, oaths, and affirmations for legal proceedings abroad.
This is why notarization remains essential infrastructure for cross-border transactions, particularly in a financial hub like Hong Kong where international business is the lifeblood of the economy.
The Apostille Process: How Notarized Documents Go Global?
An essential aspect of notarial practice in Hong Kong involves the apostilles process. After notarization, documents may require apostille certification by the High Court Registry which is a verification that the notary is licensed to practice in Hong Kong. This apostille applies to countries that are signatories to the Hague Convention of 1961, covering over 120 jurisdictions worldwide.
Traditional Apostille Process in Hong Kong
In my daily work at Ravenscroft & Schmierer, after our Notary Public Mr. David Ravenscroft notarizes a document; I compile documents for apostille filings and ensure all supporting materials meet High Court requirements.
The traditional process involves:
Document Preparation: Ensuring the notarized document meets all Hong Kong High Court specifications.
High Court Submission: Submitting the document to the High Court Registry Apostille Service Office (located at LG1, with payment at LG2).
Payment and Processing: Paying the apostille fee (HK$125 per document) and allowing 2 working days for processing.
Certificate Issuance: Receiving the official apostille certificate, which authenticates the notary's signature and seal.
International Acceptance: The apostille is then recognised in the Hague Convention member countries without requiring further legalization.
For documents destined to non-Convention countries (such as UAE, Thailand or Saudi Arabia), a more complex legalization process through consulates becomes necessary.
E-Apostille: Hong Kong's Digital Evolution
Hong Kong has joined the digital transformation of apostille services through the electronic Apostille Programme (e-APP). The e-apostille is an apostille issued in electronic form with a digital signature, offering a modern alternative to the traditional paper-based process.
What This Means?
Starting in September 2025, notarized documents can be submitted, processed, and received entirely online. Users can apply for apostille certification through a digital platform, make payments electronically, and receive apostilled documents without visiting the High Court Apostille Service Office. Initially, the e-apostille service is available for documents notarized by Hong Kong notaries public, with plans to extend it to government-issued documents.
Our Firm's Research Initiative: At Ravenscroft & Schmierer, we are actively researching the e-apostille system and planning our transition to offer this digital service to clients. This technological shift will enable us to provide faster turnaround times, greater accessibility, and seamless international document authentication, positioning our clients for success in an increasingly digital legal landscape.
The e-apostille carries the same legal weight as traditional apostilles across all Hague Convention member countries, ensuring that digital authentication provides complete international recognition.
A Day in the Life: Seeing Notarial Practice in Action
The notarization and apostille processes aren't abstract concepts, they're real, daily work that connects clients with international legal certainty. To understand how these processes work in practice, watch our video "Notary Clerk: What do we do?" where I walk through a typical day at Ravenscroft & Schmierer, covering:
Client Communication: Responding to notarization inquiries and managing expectations
AML Compliance: Conducting due diligence checks to ensure regulatory compliance
Document Preparation: Drafting notarial certificates with precision and attention to detail
Apostille Filing: Submitting documents to the High Court Registry for international authentication
This behind-the-scenes look demonstrates how notarization is far more than rubber stamps, it's a comprehensive process that requires legal knowledge, attention to detail, and commitment to client service.
A Specialised Profession: Notaries vs. Lawyers
Notaries are not lawyers in the traditional sense; they do not represent clients or appear in court. Instead, as neutral third parties, they serve all parties equally, distinguishing themselves from solicitors who represent specific clients' interests.
This impartiality is foundational to notarial credibility and shapes everything we do, from client communication to AML due diligence checks that ensure every matter proceeds with complete compliance.
Why Notarization Matters in Hong Kong and Beyond?
The need for notaries in Hong Kong reflects a simple reality: distance creates risk in international transactions. Notaries bridge that gap through systematic verification, detailed record-keeping, and government authentication. Working under the guidance of David Ravenscroft and the team at Ravenscroft & Schmierer, I've seen firsthand how this work ensures legal certainty in an interconnected world.
Whether you're executing a power of attorney for overseas property, establishing international business agreements, or navigating cross-border personal documents, notarization provides the authentication framework that makes these transactions possible and trustworthy.
Discover what notarial practice really looks like by watching our "Notary Clerk: What do we do?" video and exploring our 5 Things You Need to Know About Notarizations in Hong Kong with David Ravenscroft.
Ready to Get Started with Hong Kong Notarial Services?
At Ravenscroft & Schmierer, we make international document authentication simple, secure, and efficient. Whether you need a traditional notarization in Hong Kong, apostille certification, or want to explore the new e-Apostille service, our experienced Hong Kong notary public team is here to guide you every step of the way.
Contact us today to schedule your notarization.
FAQ: Notarial Services in Hong Kong
What is a notary public in Hong Kong?
A notary public is a qualified solicitor appointed by the High Court who verifies the due execution of documents and certifies their authenticity for international use. This ensures legal certainty in cross-border transactions.
Why do I need notarization for my documents?
Notarization is essential for documents used overseas, such as powers of attorney, bank account openings, and business agreements. It provides impartial verification and prevents fraud in international dealings.
What documents typically require notarization in Hong Kong?
Common documents include:
Powers of attorney for overseas property transactions
Proof of identity and address for foreign bank accounts
Business agreements and statutory declarations
What is an apostille and why is it important?
An apostille is a certificate issued by the High Court Registry that authenticates the notary’s signature and seal. It is recognised in over 120 countries under the Hague Convention, making your notarized documents valid internationally.
How does the e-Apostille service work in Hong Kong?
Since September 2025, Hong Kong offers an electronic apostille (e-Apostille) system. This allows you to submit, process, and receive apostilled documents online, providing faster turnaround and greater convenience.
How long does the traditional apostille process take?
The High Court Registry typically processes apostille applications within two working days, provided all documents meet the required specifications.
Do I need notarization for documents going to non-Hague Convention countries?
Yes, but the process involves additional legalisation steps through consulates or embassies, as these countries do not accept apostilles.
How can I book notarial services in Hong Kong?
You can contact Ravenscroft & Schmierer to schedule an appointment for notarization or apostille services.
Disclaimer: Whilst every effort has been made to ensure the accuracy of this article it is general in nature and does not constitute legal advice of any kind. You should seek your own personal legal advice before taking legal action. We accept no liability whatsoever for loss arising out of the use or misuse of this article.
Notary Clerk
For specific advice about your situation, please contact:
David Ravenscroft
Senior Consultant
+852 2388 3899
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