Documents You Need to Register a Hong Kong Company: The 2026 Checklist
Quick answer: To register a Hong Kong company you need identity and address documents for every director, shareholder and significant controller, the proposed company name, the share details and a clear description of the business. Corporate shareholders also need corporate documents and an ownership chart that traces down to individuals. Banks then ask for more evidence about the business, so it pays to collect everything once, to the highest standard.
Last updated: November 2026
Your documents serve three different audiences. The Companies Registry needs the incorporation form and Articles of Association. Your company secretary, as a licensed trust or company service provider, must complete customer due diligence under Hong Kong's anti-money-laundering law. And your bank or payment provider runs its own, usually stricter, checks.
This checklist sets out the documents to register a Hong Kong company in 2026, for individuals, corporate shareholders and the bank, and the mistakes that most often cause delays. For the full process, see how to register a company in Hong Kong.
Company Details
The proposed English and/or Chinese company name, plus one or two alternatives.
The nature of the business, described specifically, such as "B2B sourcing of kitchen appliances from Guangdong for EU retailers" rather than just "trading".
The number of shares, the issued share capital and its currency; there is no minimum.
The shareholders and how many shares each will hold.
The directors, at least one of whom must be an individual aged 18 or over.
The intended financial year-end.
Woodburn provides the registered office address and the company secretary as part of the package, so you do not need to arrange either.
Individual Directors, Shareholders and Controllers
For every individual director and shareholder, and for every significant controller, meaning anyone who holds more than 25% of the shares or voting rights or can appoint or remove most of the directors:
Document | Notes |
Passport | Clear colour copy, valid for at least 6 months; Hong Kong residents also provide their HKID card |
Proof of residential address | Utility bill or bank statement in the person's own name, dated within the last 3 months |
Contact details | Personal email and mobile number, used for e-signing and verification |
Professional background | A CV or LinkedIn profile, which banks use to understand who runs the business |
Source of funds | A short explanation of where the share capital and working capital come from |
Corporate Shareholders
If a company will hold the shares, for example an overseas parent company, expect to provide:
Its certificate of incorporation, and any certificate of change of name.
Its constitution, memorandum and articles, or the local equivalent.
Its current register of directors and register of shareholders, or an official company extract.
A recent certificate of good standing or incumbency.
A board resolution approving the investment and appointing an authorised representative.
A group ownership chart showing every individual who ultimately owns or controls more than 25%.
Identity and address documents for those individuals and for the parent company's directors.
Corporate documents usually have to be certified true copies, and documents that are not in English or Chinese need a certified translation. Some banks also ask for notarised or apostilled copies, so check before you order them.
What Banks and Payment Providers Typically Add
A short business plan covering products, target countries, main customers and suppliers.
Expected monthly transaction volumes and currencies.
Evidence of existing business, such as contracts, invoices, a website or the parent company's accounts.
Confirmation that the company does not deal with sanctioned countries or restricted industries.
Woodburn opens an Airwallex business account for you online as part of the package. Traditional Hong Kong banks now expect enquiries to come directly from the directors and shareholders, and Airwallex cannot accept every nationality or industry, so check eligibility first.
Mistakes That Cause Delays
Names spelled differently across the passport, address proof and forms.
Expired passports, or address proof older than three months.
Ownership charts that stop at a holding company instead of reaching individuals.
Vague business descriptions that trigger follow-up questions from the bank.
Once the company exists, the same people's details go into your significant controllers register, which must be kept from the day the company is incorporated.
Documents to Register a Hong Kong Company at a Glance
Who | What to provide |
The company | Name, business description, share details, directors, shareholders and financial year-end |
Each individual | Passport, proof of address within 3 months, contact details, background and source of funds |
Each corporate shareholder | Certified corporate documents, good standing certificate, board resolution and ownership chart |
Significant controllers | Identity and address documents for anyone above 25% |
The bank or payment provider | Business plan, expected volumes and evidence of existing business |
Our onboarding questionnaire is built around this checklist, so you send everything once. Once approved, incorporation takes 2–5 working days; see how to set up a Hong Kong company step by step for each stage.
Frequently Asked Questions
Do I need to visit Hong Kong to register a company?
No. Incorporation can be completed remotely with electronic signatures. Some traditional banks ask for an in-person or video meeting, while an Airwallex account is opened online.
Do documents need to be notarised?
The Companies Registry does not require notarised documents. Corporate shareholder documents usually need to be certified copies, and some banks ask for notarised or apostilled documents, so check before you order them.
Do I need certified copies of my passport for Woodburn?
No. For individual directors and shareholders, Woodburn's onboarding accepts clear colour copies. Certified copies are mainly needed for corporate shareholder documents and by some banks.
Do directors need a Hong Kong ID card?
No. Directors and shareholders can be of any nationality and do not have to live in Hong Kong. Only the company secretary must be based in Hong Kong.
How long does it take to collect the documents?
For individuals, usually a day or two. For a corporate shareholder, allow one to two weeks to obtain certified documents from the parent company's home country.
Related Reading
Get your Hong Kong company registered with Woodburn Our onboarding questionnaire tells you exactly which documents your structure needs. HKD 4,500 all-in for the first year, with your company secretary, registered office and business account set up for you. Book your free 30-minute consultation → Or call Hong Kong +852 3978 0300 · Shanghai +86 21 5116 2893 |
About Woodburn Accountants & Advisors
Woodburn Accountants & Advisors helps international businesses set up and run companies in mainland China and Hong Kong. With more than 30 years’ experience and offices in Shanghai and Hong Kong, our team of chartered company secretaries, certified public accountants and tax specialists has guided hundreds of foreign companies, from first-time market entrants to established multinationals, through company registration, accounting, tax, payroll and annual compliance. We combine large-firm expertise with boutique responsiveness.
Our Hong Kong services: Hong Kong Company Registration · Company Secretary · Registered Office Address · Cloud Accounting & Financial Reporting · Cloud Payroll · Tax & Audit · Employer of Record · Trademark Registration
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