Declaration of Alias (Hong Kong)

A Declaration of Alias in Hong Kong is a statutory declaration made under the Oaths and Declarations Ordinance (Cap. 11) in which a declarant solemnly confirms that two or more names — whether different English romanisations of the same Chinese name, a former name and a current name, or names in different languages — all refer to the same individual, with the declaration sworn or affirmed before a Commissioner for Oaths, solicitor, or notary public authorised under Cap. 11.

Hong Kong's multilingual character — with official use of both Chinese and English, and a population with roots in Cantonese, Mandarin, Hakka, Shanghainese, and other language communities — generates significant name variation across official documents. The Hong Kong Identity Card (HKID) issued by the Immigration Department records the holder's Chinese name and an English romanisation. The romanisation system used by the Immigration Department is based on Cantonese pronunciation. However, older identity cards, birth certificates issued in the 1950s to 1980s, mainland Chinese passports, overseas travel documents, and documents issued by institutions in different eras may romanise the same Chinese name differently. A Declaration of Alias resolves these discrepancies without requiring a person to formally change their name by Deed Poll.

The Oaths and Declarations Ordinance (Cap. 11) provides the statutory framework for statutory declarations in Hong Kong. Section 4 of Cap. 11 lists the persons before whom declarations may be made — including Commissioners for Oaths, solicitors with current practising certificates from the Law Society of Hong Kong, and notaries public. A declaration made before an unauthorised person is invalid and has no legal effect.

A Declaration of Alias is widely accepted by Hong Kong government bodies and financial institutions, including the Land Registry (for property transactions under the Land Registration Ordinance (Cap. 128) and the Conveyancing and Property Ordinance (Cap. 219)), the Probate Registry (for estate administration), banks regulated by the Hong Kong Monetary Authority (HKMA) under the Anti-Money Laundering and Counter-Terrorist Financing Ordinance (Cap. 615), the Immigration Department, the Companies Registry (Cap. 622), and educational institutions.

The declaration is distinct from a Deed Poll, which formally changes a name, and from a Statutory Declaration, which is a broader category of sworn statement used for many different purposes. A Declaration of Alias specifically addresses name identity — confirming that multiple names belong to one person — without altering any of the names used.

Making a false Declaration of Alias is a criminal offence under Section 36 of Cap. 11 and may also constitute an offence under the Crimes Ordinance (Cap. 200). The declarant must be truthful: all names stated in the declaration must genuinely refer to the same individual.

A Declaration of Alias in Hong Kong is needed in any situation where official documents, institutional records, or legal instruments show different name spellings for the same person and proof of identity consistency is required.

Property Transactions at the Land Registry: Where a property owner's name as recorded on the existing title documents differs from their name on current identification, a Declaration of Alias must be submitted with the new instrument — such as a Deed of Assignment or mortgage — to enable registration at the Land Registry under Cap. 128 without a title defect under Cap. 219.

Probate and Estate Administration: When administering a deceased person's estate through the Probate Registry of the High Court, executors and administrators frequently encounter name discrepancies between the HKID, the will, property title records, and bank accounts. A Declaration of Alias confirms the deceased's identity across all these documents.

Banking and Financial Compliance: Banks in Hong Kong must verify customer identity under the Anti-Money Laundering and Counter-Terrorist Financing Ordinance (Cap. 615). Where a customer's name on their HKID differs from the name on a beneficiary designation, bank account, or investment portfolio, the bank requires a Declaration of Alias before processing transfers or account amendments.

Immigration and Visa Applications: The Immigration Department and foreign embassies processing visa applications for Hong Kong residents with name discrepancies across travel documents require a Declaration of Alias to confirm that all documents belong to the same applicant.

MPF and Pension Claims: The Mandatory Provident Fund Schemes Authority (MPFA) and MPF trustees require consistent identification when processing claims. Where a scheme member's name on their MPF account differs from their current HKID or from the name used by a former employer, a Declaration of Alias resolves the discrepancy.

Professional Licensing and Academic Credentials: The Hong Kong Bar Association, the Law Society of Hong Kong, the Hong Kong Medical Council, and other professional bodies may require a Declaration of Alias where an applicant's academic qualifications or professional registrations are recorded under a different name from the applicant's current identification.

Company Registration and Business: Directors and shareholders of Hong Kong companies registered under the Companies Ordinance (Cap. 622) may need a Declaration of Alias if their name in the Companies Registry records differs from their current identification documents — for example, when executing share transfers or company documents.

A Declaration of Alias in Hong Kong should contain the following elements to be valid under the Oaths and Declarations Ordinance (Cap. 11) and accepted by the Land Registry, banks, the Probate Registry, the Immigration Department, and other bodies.

Declarant's Primary Name: The full legal name of the declarant as it appears on their Hong Kong Identity Card (HKID) — the most authoritative identification document issued by the Immigration Department. The HKID number and the date of birth of the declarant should be stated.

Alias Names: All alternative names, spellings, or romanisations that the declarant has used or that appear on their official documents. Each alias should be stated separately, with a brief note of which document or institution used that name — for example, 'Chan Siu Ming (as appearing on my Hong Kong Identity Card No. [number])' and 'Chen Xiaomin (as appearing on my mainland Chinese passport No. [number])'. The more specific the alias identification, the more useful the declaration is to the receiving institution.

Reason for Name Variations: A brief explanation of why different names appear on different documents. Common reasons in Hong Kong include different romanisation systems for Cantonese and Mandarin pronunciation of the same Chinese characters; historical inconsistencies in romanisation; name changes following marriage or divorce; and variations between Chinese and English names adopted for professional or educational purposes.

Solemn Declaration: The operative statement of the declaration — 'I solemnly and sincerely declare that all of the above names and spellings refer to one and the same person, namely myself' — made in the form required by Section 10 of the Oaths and Declarations Ordinance (Cap. 11).

Statement of Truth: A statement that the declaration is made conscientiously believing it to be true, as required by Cap. 11 for a statutory declaration.

Witness Attestation Clause: The name, full address, and capacity of the Commissioner for Oaths, solicitor, or notary public before whom the declaration is made, their signature and stamp, and the date and place of making. For solicitors, the Law Society practising certificate number should be included. For notaries public, the notarial seal should be applied where the declaration is for use abroad.

Signature and Date: The declarant's signature in full (matching the primary name) and the date of the declaration. Forms-legal.com provides a free Declaration of Alias template for Hong Kong, downloadable as PDF or Word, meeting all Cap. 11 requirements.