Setting up a business in Hong Kong requires adhering to specific legal and regulatory standards, one of which is establishing a registered office. This registered office serves as the formal address for communication with government authorities and is essential for receiving official documents. Ensuring compliance with these requirements is crucial for the smooth operation of your business and avoiding potential penalties. This guide outlines the necessary steps and regulations for maintaining a registered office address in Hong Kong, helping you navigate the process with ease.
What is a Registered Office in Hong Kong and Why is One Needed?
All companies in Hong Kong must have a registered office address where all government documents and communications are sent. This address must be a physical location in Hong Kong and cannot be a P.O. box or an address outside Hong Kong. Official documents, such as court papers or letters from the Companies Registry and the Inland Revenue Department, are delivered to the registered office.
Companies must also display the company name and liability status in legible characters at the registered office and every business location. The company name must be visible to visitors. It is common for officers from the Companies Registry to visit the registered office to ensure compliance with these requirements.
Change of Registered Office Address
If your Hong Kong business address changes, you must notify the Business Registration Office in writing within one month. Your notification should include:
The Hong Kong company’s business registration number
The business name
The old and new business addresses
The date of the change
Additionally, you must fill in the IRC3111A form and may need to provide address proof, such as a copy of the tenancy agreement or a recent utility bill.
The Companies Registry and Inland Revenue Department offer a one-stop notification service at the e-Registry. This service allows companies to report changes in their registered office address, and the Companies Registry will inform the Inland Revenue Department on the company’s behalf. The same service is available through the CR eFiling mobile application. The Inland Revenue Department will send out the revised Business Registration Certification by post the next working day after the e-Form NR1 is submitted.
Documents Needed
When changing the registered office address, you may need to prepare the following documents:
Director’s resolution: Internal document signed by all directors.
Form NR1: Notice of Change of Address of Registered Office, submitted to the Companies Registry.
Form IRC3111A: Notification of Change of Business Address, submitted to the Inland Revenue Department.
Bank forms: Inform the bank about the change to ensure no statements or letters are sent to the old address.
POS 800 form: Redirection of mail service form, to ensure important documents are sent to the new address. This can be submitted at the post office or by post.
Steps for Changing the Registered Office Address
Pass the board resolution to approve the change of the registered office address.
File the notice of change to the Companies Registry within 14 days and notify the Business Registration Office within one month of the change.
Ensure you have completed the following:
Notify customers and clients
Notify banks and insurance agencies
Notify government agencies, suppliers, service providers, and vendors
Update the new address on company stationery, such as envelopes, letterheads, and name cards
Update the new address on the company website
Penalty or Fines
According to the Companies Ordinance Section 658, if a company does not have a registered office address in Hong Kong or does not notify the Registrar of an office address change, the company may face a level 5 fine.
Virtual Offices
A virtual office provides a physical address that can be registered as the office address, but it does not have to be where the business operates. Virtual offices are suitable for small companies and startups, offering advantages such as lower costs, flexibility, and a professional business image.
Woodburn Accountants & Advisors is one of China’s most trusted business setup advisory firms.
Woodburn Accountants & Advisors is specialized in inbound investment to China and Hong Kong. We focus on eliminating the complexities of corporate services and compliance administration. We help clients with services ranging from trademark registration and company incorporation to the full outsourcing solution for accounting, tax, and human resource services. Our advisory services can be tailor-made based on the companies’ objectives, goals and needs which vary depending on the stage they are at on their journey.
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