Hong Kong Company Secretary Service

What is a Hong Kong Company Secretary?

A Hong Kong Company Secretary is a mandatory appointment under the Companies Ordinance (Cap. 622), required for every incorporated entity in Hong Kong. This role, which can be fulfilled by an individual resident in Hong Kong or a qualified corporate service provider, ensures ongoing compliance with statutory obligations. Key responsibilities include maintaining statutory registers, filing annual returns, organizing meetings, and advising directors on corporate governance duties to prevent legal penalties and maintain good standing with the Companies Registry (CR) and Inland Revenue Department (IRD).

Why is a Company Secretary Required in Hong Kong?

The appointment is a legal requirement under Section 474 of the Companies Ordinance. Failure to comply can result in significant penalties, prosecution, and reputational damage. A professional company secretary:

• Ensures Continuous Compliance:Manages deadlines for filings (e.g., Annual Returns NAR1), meetings, and record updates.
• Mitigates Legal & Financial Risk:Prevents breaches of the Ordinance that lead to fines or director disqualification.
• Reduces Administrative Burden:Frees management to focus on core business operations.
• Provides Governance Expertise:Advises on director duties, shareholder rights, and regulatory changes.

What Services Do We Offer as Your Hong Kong Company Secretary?

• TCSP License Assurance:We hold a Trust or Company Service Provider License issued by the Companies Registry, guaranteeing professional standards and regulatory supervision.
• Statutory Record Maintenance:Accurate upkeep of mandatory registers as per Section 622, including:
  • Register of Directors
  • Register of Members (Shareholders)
  • Register of Significant Controllers
  • Register of Charges
• Annual Return (Form NAR1) Filing:Timely preparation and submission to the CR post-financial year-end.
• Meeting Management:
  • AGM Coordination: Organization and minute-taking for Annual General Meetings (required within 6 months for private companies / 9 months for public companies after FYE).
  • Resolution Preparation: Drafting written resolutions for director/shareholder decisions.
• Real-Time Compliance Monitoring:Automated tracking systems for filing deadlines (NAR1, IRD forms) and regulatory updates, ensuring zero missed submissions.
• Company Changes Handling:Filing updates for director/shareholder appointments/resignations, registered office changes, and share capital alterations with the CR.
• Compliance Advisory:Proactive guidance on evolving Companies Ordinance requirements and corporate governance best practices.

What is the Typical Scope of Company Secretarial Work?

Our service ensures seamless adherence throughout your company’s lifecycle:

1. Record Establishment & Maintenance:Setting up and continuously updating statutory registers at the registered office.
2. Annual Compliance Cycle:
   • Preparing AGM notices and minutes or written resolutions.
   • Preparing and filing Form NAR1 with updated company details.
3. Ongoing Filings:Submitting necessary forms (e.g., ND2A, ND4) to the CR for changes in company structure or personnel.
4. Deadline Vigilance:Monitoring and acting on all CR and IRD deadlines via our automated systems.
5. Governance Support:Advising the board on statutory duties and compliance matters.

What are the Benefits of Using Our Professional Company Secretarial Service?

• Risk Mitigation:Eliminate penalties, prosecution, and operational disruptions caused by non-compliance.
• Enhanced Efficiency:Reduce internal administrative workload through expert management and automated monitoring.
• Guaranteed Compliance:TCSP-licensed expertise ensures adherence to the Companies Ordinance and timely filings.
• Peace of Mind:Confidence that all statutory obligations are professionally managed.
• Strategic Focus:Free up management resources to concentrate on business growth.

Who Needs a Hong Kong Company Secretary?

• Every Hong Kong Incorporated Company:Mandatory requirement under law, regardless of size or activity.
• Foreign-Owned Companies:Especially critical for non-resident directors needing local compliance expertise.
• SMEs & Startups:Lacking internal resources for complex compliance tasks.
• Listed Companies:Requiring robust governance and meeting procedures.
• Companies Undergoing Changes:Needing expert handling of director/shareholder updates or restructuring.

Ensure Seamless Compliance Today!
Partner with Tannet for reliable, efficient, and fully compliant Hong Kong Company Secretarial services. [Get Free Consultation]