Having a registered office address is a legal requirement for all companies in Hong Kong, as stipulated under Section 658 of the Companies Ordinance. This address is crucial for formal communication with government authorities and the receipt of official documents. Properly managing your registered office address ensures compliance with local regulations and helps avoid potential penalties. Here are some essential tips for effectively handling your registered office address in Hong Kong.

1. Understanding the Legal Requirements

Mandatory Compliance

All companies in Hong Kong must have a registered office address. This address must be a physical location within Hong Kong and cannot be a P.O. box or an address outside the territory. It serves as the official point of contact for receiving government correspondence, including court documents and letters from the Companies Registry and Inland Revenue Department.

Display Requirements

The company name and liability status must be displayed in legible characters at the registered office and every business location. The company name should be visible to visitors and passers-by. This requirement ensures transparency and helps in maintaining the company's professional image.

2. Using a Residential Address

Accessibility During Business Hours

If you choose to use a residential address as your registered office, ensure that it is accessible during standard business hours. This means someone must be available to receive documents and communications from government authorities. Failure to meet this accessibility requirement could lead to missed communications and potential penalties.

Compliance with Display Requirements

Even when using a residential address, you must comply with the requirement to display the company name and liability status at the address. This ensures that the address is recognizable as the company's registered office to any visiting officers from the Companies Registry.

3. Managing Statutory Records

Keeping Records at the Registered Address

Most companies keep their statutory records at their registered office address. These records include essential documents like the register of members, directors, and company secretaries, as well as minutes of meetings and resolutions. Keeping these records at the registered office ensures they are easily accessible for inspection by authorities.

Storing Records Elsewhere

If you prefer to store statutory records at a different location, you must file the appropriate forms with the Companies Registry. This involves updating the register to reflect the new location and ensuring that the records remain accessible for inspection when required.

4. Changing Your Registered Address

Informing the Previous Service Provider

When changing your registered office address, it is essential to inform your previous service provider, if applicable. This step ensures a smooth transition and prevents any disruption in receiving official communications.

Filing Necessary Forms

You must file the necessary forms with the Companies Registry and the Inland Revenue Department within 15 days of changing your registered office address. The key forms include:

• 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.
  

Additionally, you may need to provide proof of the new address, such as a copy of the tenancy agreement or a recent utility bill.

5. Notifying Stakeholders

Internal and External Communication

Ensure that you notify all relevant stakeholders about the change in your registered office address. This includes customers, clients, banks, insurance agencies, suppliers, service providers, and vendors. Proper communication helps maintain smooth business operations and prevents any miscommunication or lost correspondence.

Updating Company Information

Update your company's stationery, such as envelopes, letterheads, and name cards, to reflect the new address. Additionally, ensure that your company's website and any online listings are updated with the new registered office address.

Managing your registered office address in Hong Kong involves understanding and complying with legal requirements, ensuring accessibility, and maintaining proper records. By following these tips, you can effectively manage your registered office address, ensuring smooth operations and compliance with local regulations. Keeping your registered office address up-to-date and compliant helps avoid potential penalties and ensures that your company maintains a professional and transparent 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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