Guide to Processing Hong Kong Registration Documents Where How to Navigate the Process

Where to Apply for a Hong Kong Registration Statement A Comprehensive Guide to Help You Navigate with Confidence

In recent years, as cross-border travel and economic exchanges between mainland China and Hong Kong have become increasingly frequent, more people are paying attention to legal documents related to Hong Kong. Among these, the Hong Kong Registration Statement-a commonly required notarized document-plays a crucial role in applications for immigration, studying abroad, business activities, and inheritance procedures.

Especially after 2025, with the gradual resumption of convenient border-crossing measures between the two regions, many families and individuals have begun re-planning their cross-border affairs. According to a report by Southern Metropolis Daily in early 2025, the number of people traveling to Hong Kong via Shenzhen Bay Port for private matters increased by nearly 30% year-on-year in the second half of that year alone. This trend has also driven up demand for related legal documents, making the application process for Registration Statements a growing public concern.

So where exactly can one apply for a Hong Kong Registration Statement? This article offers a detailed guide to help you understand the process clearly and complete it smoothly.

1. What is a Hong Kong Registration Statement?

To begin with, a Hong Kong Registration Statement generally refers to an official written declaration made by a Hong Kong resident or someone who has previously lived, worked, or studied in Hong Kong regarding specific events that occurred during their time there-such as birth, marriage, death, address changes, or company registration.

These statements often require formal authentication to be valid for use in mainland China or other countries. For instance, if your child was born in Hong Kong but you need to register their household in mainland China or apply for a passport, you may need an authenticated Birth Registration Statement.

2. Where Can You Apply for It?

1. Chinese Commissioned Notaries in Hong Kong

The most common method is through Chinese commissioned notaries designated by China Legal Services Hong Kong Co., Ltd. These notaries are legally qualified and authorized to issue notarial documents for use in mainland China.

According to the Ministry of Justice's official website, as of the end of 2025, there were over 400 Chinese commissioned notaries in Hong Kong, spread across major law firms and notary service agencies. Applicants can directly book appointments with lawyers for face-to-face consultations and sign the statement in person.

2. Hong Kong Government Departments

For certain original registration records-such as birth or marriage certificates-you can first apply to relevant departments like the Immigration Department or Marriage Registry for copies of the original records, then submit them to commissioned notaries for notarization.

Take a birth certificate as an example applicants can obtain a certified copy of the birth record from the Immigration Department in Hong Kong, and then proceed to a commissioned notary for the statement and further certification.

3. Recommended Agencies via the Legal Affairs Division of the Central Government Liaison Office

Mainland residents unfamiliar with Hong Kong’s legal services can also refer to recommended agencies listed by the Legal Affairs Division of the Central People's GovernmentHong Kong Liaison Office for consultation and assistance.

3. Step-by-Step Application Process

Here is a general outline of the procedure for applying for a Hong Kong Registration Statement

1. Prepare Required Documents

Include identification documents, original or copied registration materials e.g., birth certificate, marriage certificate, and a statement of purpose.

2. Contact a Commissioned Notary

Search and schedule an appointment online via the China Legal Services Hong Kong Co., Ltd. official website.

3. Face-to-Face Interview and Signing

The applicant must personally visit the notary office for an interview and sign the statement.

4. Notarization and Sealing/Transmission

After notarization, the notary sends the document to China Legal Services Hong Kong Co., Ltd. for verification, sealing, and transmission.

5. Return to Mainland for Use

The finalized document will be sent back to the mainland via official channels for purposes such as household registration, education, or visa applications.

The entire process usually takes 3 to 7 working days, depending on the notary’s schedule and the complexity of the document.

4. Important Notes

Ensure Accuracy of Information

All content in the statement must be truthful and accurate. False information may render the document invalid or even lead to legal consequences.

Check Purpose Requirements

Different purposes may require different formats of the statement. It's advisable to confirm requirements with the intended institution beforehand.

Keep Copies of Original Documents

Original documents may be needed during the process. Make sure to scan or photocopy them before submission.

Transparent and Reasonable Fees

Notary fees vary slightly among providers. Contact the office in advance to avoid unexpected charges.

5. Frequently Asked Questions

Q Can I apply remotely?

A Most commissioned notaries still require applicants to appear in person to sign the statement. Some agencies may offer video interviews under special circumstances, but prior confirmation is necessary.

Q How long is the statement valid?

A There is no fixed validity period for the statement itself. However, if used for specific purposes like visas or school enrollment, it is recommended to apply within three months prior to submission to ensure timeliness.

Q Must all statements be handled by commissioned notaries?

A Yes. Any Hong Kong Registration Statement intended for use in mainland China must be notarized by a commissioned notary and transmitted through China Legal Services Hong Kong Co., Ltd. to be legally effective.

Conclusion

While the process of applying for a Hong Kong Registration Statement involves multiple steps, following the correct procedures and using legitimate channels can make the experience efficient and hassle-free. Whether it’s for your child’s birth registration, personal marital or property matters, having a clear understanding of the process ensures a smoother cross-border journey.

We hope this guide provides you with practical insights and empowers you to handle international legal affairs with greater confidence.