Documentary proof for third-party applications in 2026: authority, parental status and court appointment

You can apply for another person's Hong Kong statement of travel records on three bases: you are the parent of a data subject who is a minor, the data subject has authorised you in writing, or a court has appointed you to manage the data subject's affairs. Each route has to be backed up with documentary proof submitted with the application, according to the Statement of Travel Records section of the Hong Kong Immigration Department's "Immigration Clearance" Frequently Asked Questions page, as of the October 2026 version of that page. "Data subject" means the person whose travel records you are asking for.

Who can apply for someone else's travel records, and what authorises them?

The Immigration Department lists three qualifying positions for an applicant who is not the data subject:

• Parent of a minor data subject. Parental status is the authority, but it still has to be proved with documents.
• A person authorised in writing by the data subject. The authorisation must be in writing, and the application must include documentary proof to support it.
• A person appointed by a court to manage the affairs of the data subject. Again, documentary proof has to accompany the application.

A separate route exists for a deceased close family member such as a parent, spouse or child. That route carries its own document list and its own reason requirement, set out below.

What does a parent have to attach for a child under 18?

For a child under 18 years of age, the department requires three things on top of the completed form:

1. Photocopies of the child's identification documents.
2. Proof of relationship with the child, such as a birth certificate.
3. One photocopy of the particulars and signature pages of your own proof of identity (a travel document is the department's example).

You then sign the application form yourself, and that signature has to be identical to the one on the photocopy of your proof of identity.

What documentary proof supports a written authorisation?

The page states the requirement in general terms — written authorisation from the data subject, supported by documentary proof — and does not prescribe a form, a wording, or a list of items for this route. What counts as sufficient proof is therefore judged on what you actually submit, which is the main reason a loosely worded note from the data subject is a weak file.

This article is general reference on what the department publishes, not advice on any individual case, so check the Immigration Department's current published requirements or take professional advice for your own situation.

What proves a court appointment?

The department uses the general expression "appointed by a court to manage the affairs of the data subject" and does not name a particular order, instrument, or issuing court. The documentary proof you attach has to show that the appointment exists and that it covers managing the affairs of the person whose records you are requesting. The page sets out no further criteria.

Why must the signature on the form match your ID photocopy?

Because the check is a comparison. The department asks for the particulars and signature pages of your proof of identity, then compares the signature you put on the application form against the one on that photocopy. In the deceased-family route it says this in so many words: you fill in the personal particulars of the deceased family member and sign the form yourself, and the signature must be identical to the one on the submitted photocopy.

Suppose an applicant signs the form with a shortened, everyday version of a signature that appears in full on their travel document. On the wording of the page, that is a mismatch, and no exception is stated. Signing the way you sign on the identity document you are copying is the safest course.

What information about the data subject do you need before you apply?

The department asks for the data subject's name in English and Chinese (if applicable), sex, date of birth, identity card number (if any), nationality, and travel document numbers for documents used currently and previously. The statement is prepared from the information you give, and the department warns that it may not be able to process the application or ascertain the related travel records if the information is insufficient.

Two limits matter for planning. Records earlier than the preceding 10 years are not available, and the finished statement contains only the data subject's English name, date of birth, arrival and departure dates during the requested period, and the names of the control points where the data subject completed immigration clearance as a passenger.

How long does it take, what does it cost, and how is it delivered?

Applications can be made online, by post, or in person; the department keeps the procedural detail on its "Details on Application for a Statement of Travel Records" page.

Item	What the department states
Processing time	Around 10 working days after receipt of all necessary documents and the fee; working days are Monday to Friday, excluding general holidays, and mailing time is excluded
Fee	HK$160
Online payment	FPS, PPS, Mainland e-wallets (Alipay, WeChat Pay and UnionPay App only), or credit card (VISA, Mastercard, UnionPay and JCB only), via the link in the payment email
Payment by post or in person	Paid on submission, by crossed cheque, bank draft or cashier order payable to "The Government of the Hong Kong Special Administrative Region"; no cash and no post-dated cheques
Delivery	Sent to the applicant by registered mail

For online and mobile-application submissions, the payment email arrives after the application is processed rather than at the point of submission.

Frequently Asked Questions

Can I apply for someone else's travel records if the data subject only agreed verbally?

No. The department requires the data subject to authorise the application in writing, with documentary proof to support it. A verbal agreement is not one of the three qualifying positions.

Does a parent need court documents to apply for a child under 18?

No. Parental status is sufficient authority for a minor data subject, provided you attach photocopies of the child's identification documents and proof of the relationship, such as a birth certificate.

Can a parent apply for the records of a child who is 18 or over?

Not on the parental route. That route is stated for a data subject who is a minor, and the under-18 guidance applies to a child "under 18 years of age". For an adult data subject, the application has to rest on written authorisation from that person or on a court appointment.

Do I need to send original identity documents?

The page specifies photocopies throughout: photocopies of the child's or the deceased person's identification documents, the proof of relationship, the death certificate where applicable, and the particulars and signature pages of your own proof of identity.

My signature has changed since my travel document was issued. Can I still apply?

The page requires the signature on the application form to be identical to the one on the photocopy of your proof of identity and sets out no exception. Submitting a proof of identity whose signature page matches the way you sign now avoids the problem.

How far back do the travel records go?

Records earlier than the preceding 10 years are not available, so a request can only cover the most recent 10-year window.

Can I apply for a deceased sibling's travel records?

The department's deceased-family route refers to a deceased close family member such as a parent, spouse or child; a sibling is not among the examples it gives. The application must also state the reason for the request on the form.

References

• Hong Kong Immigration Department — Immigration Clearance Frequently Asked Questions