Legal requirement
A Hong Kong company used as a holding or trading vehicle for China still needs a local secretary and registered office. Government mail (Companies Registry, IRD, Business Registration) arrives there; delayed forwarding is a common reason filings are missed.
Under the Hong Kong Companies Ordinance, every Hong Kong company must have a company secretary who must be either:
- A natural person aged 18 or above who ordinarily resides in Hong Kong; or
- A body corporate that has its registered office or a place of business in Hong Kong.
Role of the company secretary
The company secretary maintains proper company records as required under the Companies Ordinance, including:
- Submit the annual return to the Companies Registry (typically within 42 days of the anniversary of incorporation)
- Maintain registers of shareholders, directors, and significant controllers
- File returns when officers, capital, or the registered office change
- Keep a calendar for Business Registration renewal alongside Companies Registry filings
Duties of clients — company secretary services
To help us deliver company secretary services effectively, please ensure the following:
- Keep contact details up to date
- Respond promptly to emails, notifications, and confirmations
- Inform us immediately of any change to company particulars and/or personal information (e.g. passport and address)
- Inform us when the company commences business and/or hires staff in Hong Kong
Registered address service
Under Companies Ordinance Cap 622 (section 658), every Hong Kong registered company must have a registered office address for maintaining statutory records and receiving government correspondence.
Mail handling
- We retain mail received for one month only
- We strongly recommend standing instructions—for example, forwarding mail once every two weeks or once a month
Goods handling
We do not handle goods or parcels on clients’ behalf due to insurance, security, and administrative constraints.
Duties of clients — registered address service
To help us provide registered address services, please ensure the following:
- Maintain a separate address for day-to-day business operations where appropriate
- Provide clear standing instructions for mail handling
- Use a virtual office or other arrangements for telephone / fax so your clients can reach you directly
Requirements under the Companies Ordinance and filing forms may change. This page is a general overview only.