The process of introducing an electronic apostille has been launched in the Hong Kong Special Administrative Region of the PRC. This was reported by the HKSAR Government.
How documents are apostilled in Hong Kong
The Hague Convention Abolishing the Requirement of Legalisation for Foreign Public Documents (the Apostille Convention) entered into force for Hong Kong much earlier than for mainland China — on 25 April 1965. At that time, Hong Kong was still a British colony.
The officials formally authorised to apostille documents in Hong Kong are the Administrative Secretary, the Registrar of the High Court, the Senior Deputy Registrar of the High Court, and the Deputy Registrar of the HKSAR High Court. However, in practice this matter is handled by the Apostille Service Office of the High Court.
Documents apostilled in Hong Kong can be divided into two main categories:
- Public documents signed by an official (marriage certificate, certificate of absence of marriage record, birth certificate, death certificate, certificate of registered particulars, certificate of registration, etc.);
- Documents issued by a notary or commissioner for oaths (power of attorney, certified copy, declaration, etc.).
Normally, it takes two working days to process an application submitted within Hong Kong. However, if the application is submitted from abroad, apostillation may take up to two weeks. To submit documents for a “paper” apostille, the applicant must bring them to the Apostille Service Office of the High Court.
If a document is intended for use in countries that are parties to the Hague Convention, it is accepted for apostille certification. A fee must be paid for the service (in cash, EPS, Octopus card, FPS or by cheque made payable to “The Government of the Hong Kong SAR”) at the Accounts Office of the High Court. After returning to the Office and presenting the receipt for the fee, the applicant is issued a voucher, which can later be used to collect the apostilled document.
If the applicant is unable to collect the apostilled document in person, their representative may collect it using the voucher.
A person residing abroad may submit documents for apostille through a representative or by mail (with a cover letter indicating: the purpose of submitting the document, the place where the document will be used, postal address, email address, phone number). Payment from abroad can be made by bank transfer. The apostilled document can be returned by courier or registered airmail.
How electronic apostille is being implemented in Hong Kong
As of 1 September 2025, the Registrar of the High Court of Hong Kong has started providing the electronic apostille service as an alternative to the traditional “paper” procedure.
Users can submit applications, pay fees, and receive legalised documents electronically, eliminating the need to visit the Apostille Service Office.
In developing the new electronic document legalisation service, we followed the best practices recommended by the Permanent Bureau of the Hague Conference on Private International Law.
— said an official representative of the Hong Kong Judiciary.
The e-Apostille service is being introduced gradually. For now, it is available exclusively for notarial documents. Notaries themselves submit them for apostille with a digital signature through a special identifier. Payment is made remotely. When the document is certified, a notification is sent by email.
If a document is intended for use in countries that are parties to the Hague Convention, it is accepted for apostille certification. A fee must be paid for the service (in cash, EPS, Octopus card, FPS or by cheque made payable to “The Government of the Hong Kong SAR”) at the Accounts Office of the High Court. After returning to the Office and presenting the receipt for the fee, the applicant is issued a voucher, which can later be used to collect the apostilled document.
If the applicant is unable to collect the apostilled document in person, their representative may collect it using the voucher.
A person residing abroad may submit documents for apostille through a representative or by mail (with a cover letter indicating: the purpose of submitting the document, the place where the document will be used, postal address, email address, phone number). Payment from abroad can be made by bank transfer. The apostilled document can be returned by courier or registered airmail.
How electronic apostille is being implemented in Hong Kong
As of 1 September 2025, the Registrar of the High Court of Hong Kong has started providing the electronic apostille service as an alternative to the traditional “paper” procedure.
Users can submit applications, pay fees, and receive legalised documents electronically, eliminating the need to visit the Apostille Service Office.
In developing the new electronic document legalisation service, we followed the best practices recommended by the Permanent Bureau of the Hague Conference on Private International Law.
— said an official representative of the Hong Kong Judiciary.
The e-Apostille service is being introduced gradually. For now, it is available exclusively for notarial documents. Notaries themselves submit them for apostille with a digital signature through a special identifier. Payment is made remotely. When the document is certified, a notification is sent by email.
The document contains recommendations on the mandatory use of a unified apostille template, support for qualified electronic signatures, and the creation of public electronic registers that allow for fast and reliable verification of the authenticity of electronic apostilles.
Despite this, the use of the e-APP remains voluntary — each country independently decides whether to implement it in its national practice, taking into account its legislation and technical capabilities.
Thus, the e-APP serves as a modern tool designed to make the international circulation of public documents even more efficient and secure. The introduction of the electronic apostille is an important step toward the digitalisation of legal procedures and the simplification of cross-border document processing.
One of the most important factors for the successful functioning of the electronic apostille is the uniform document format. The Hague Convention established a mandatory apostille template that is applied equally to both paper and electronic versions. This ensures transparency and recognisability of the document in any member country.
The use of a unified template helps avoid technical issues related to format incompatibility and also facilitates the work of government authorities receiving documents from abroad. In electronic form, an apostille must be “logically linked” to the original document — this means that both documents are stored together and verified within a single system, which significantly increases the level of trust and security. The e-APP consists of two components:
- Electronic Apostille (e-Apostille) — an apostille in digital format, created using software or technical tools, and sent, for example, by email or made available for download.
- Electronic Register (e-Register) — an online register of apostilles, through which the recipient can verify the authenticity of the document.
The use of electronic signatures to certify electronic apostilles is one of the most complex and controversial topics. Unlike the document format, electronic signatures are regulated by national laws, and the standards for their recognition may vary between countries.
In the European Union, for example, qualified electronic signatures that comply with the requirements of the eIDAS Regulation are a widely recognised standard, allowing reliable identification of the signer and verification of the authority that issued the apostille. In other countries, such standards are either only being implemented or are absent, which creates risks when verifying the authenticity of documents internationally.
An important element of the system is the electronic register of issued apostilles, which should be publicly accessible and contain the minimum information necessary for verification — the apostille number and date, the details of the authorised signatory, and information about the document. Electronic registers allow for quick and convenient verification of an apostille’s authenticity, reducing the likelihood of forgery and simplifying the work of official authorities.
Some countries have already implemented such registers with the ability to search and view data online, which significantly speeds up processes and increases trust in electronic documents. However, issues of security, universal access, and fraud protection remain relevant.
The Hague Conference actively promotes the implementation of the electronic apostille in various countries. It organises forums and brainstorming sessions. In addition, the HCCH leadership personally visits countries implementing the e-Apostille.
What is an apostille?
What is an apostille? Why do I need an apostille? How do I get an apostille? - Our video will explain everything you need to know about the apostille. If you have a document that needs to be certified with an apostille for use abroad, Schmidt and Schmidt will assist you! We provide apostille services in more than 100 countries worldwide.
