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Company Secretary Service in Hong Kong



All you need to know about the secretarial service in Hong Kong

Why does my company registered in Hong Kong need some kind of secretarial service?

According to Companies Ordinance (Cap. 32) of the Laws of Hong Kong, each Hong Kong company is obliged to have a licensed company secretary that resides in Hong Kong or an organization having its registered office in Hong Kong. A Secretary in Hong Kong ensures your company complies with Hong Kong corporate and tax laws.

It is important to notice that the meaning “Secretary”  refers to a corporate secretary and not position of a personal assistant. It is a professional company  licensed under the laws of Hong Kong and that is responsible for your compliance of laws.

Annual filings of a company incorporated Hong Kong include

Officers of a Hong Kong company are obliged to ensure in time reporting of statutory returns with the Companies Registry in full compliance with the requirements of the Hong Kong Companies Ordinance. If a company does not comply with the requirements of the Hong Kong Companies Ordinance, the company itself, each responsible person, including directors, managers, company secretary, are liable for prosecution and, if convicted, default fines.

The main annual responsibilities of a company registered in Hong Kong include:

  • Hold an annual general meetings.
  • Filing of annual return (Form NAR1) with the Companies Registry of Hong Kong.
  • Renew of Business Registration Certificate (BRC) with the Business Registration Office of the Inland Revenue Department of Hong Kong.
  • Prepare audit accounts.

Filings are also required to be made in connection to every change in the company such as:

  • Any change of company secretary and director (Form ND2A required).
  • Any change of particulars of company secretary and director (Form ND2B required).
  • Allotment of shares (Form NSC1 required).
  • Relocation of registered office address (Form NR1 required).
  • Company name amendments (Form NNC2 required).
  • Any change in the Hong Kong company's articles (Form NAA1 required).

Our reliable Hong Kong company secretarial services for your esteemed Hong Kong company

General company secretarial services in Hong Kong:

  • Acting as named company secretary of a Hong Kong company.
  • Preparing annual returns and doing the required reports to the Companies Registry.
  • Preparation of the documents connected to annual general meetings.
  • Keeping and updating statutory books and records, that include the registers of shareholders and directors.
  • Overseeing the production and distribution of company accounts and reports to shareholders and members of the company.
  • Deliver professional advice and guidance to the company’s directors and shareholders on corporate governance issues.
  • Ensure that the company is  in full compliance with the regulatory measures introduced by Company Registry, the Inland Revenue Department and Hong Kong Stock Exchange.

Specific company secretarial services:

  • Prepare documents connected to share transfers and visiting the Stamp Office for stamping.
  • Changing articles of association under Hong Kong law under instructions of directors, and attending filing at the Companies Registry.
  • Preparing documents regarding the below listed company events and attending filing at the Companies Registry:

      1. Change of director and/or company secretary.

      2. Change of registered office address.

      3. Change of name.

      4. Share allotment.

      5. Consolidation or subdivision of share capital.


Provision of registered office address;

  • Receiving correspondence from Hong Kong government and informing authorized people of a Hong Kong company.
  • Receiving  government mails on behalf of the Hong Kong company.
  • Directing government mails in accordance with the client's instructions.

As your trusted company secretary, we remind you in advance about all major corporate filing events

We provide to our current clients wit the following timely automatic notifications:

  • Holding Annual General Meeting which within 18 months of incorporation.
  • Renewal of the Business Registration Certificate. Usually we remind our client via email and phone call one or two months prior the due date.
  • Annual return filing within 42 days of the anniversary of the initial registration date.

What should be unacceptable in the secretary ’s services in Hong Kong?

  1. Not completely realising the rules and corporate laws of Hong Kong related to company service.
  2. Continually or even once filing late returns.
  3. Forgetting to notify a client about crucial dates of government filings. 

Change your Company Secretary if you don’t like the services of your current one

You can easily choose a new secretary for your company.

This is quite a simple process:

  • Make a request to a new secretary.
  • Sign documents required for changing a company secretary.
  • Make required filing to the Companies Registry.

Required forms for annual return and reporting changes of a company incorporated in Hong Kong

NAR1 - Annual return (within 42 days after the anniversary of the date of incorporation in every year).

ND2A - Notice of change of company secretary and director (within 15 days after the appointment/cessation).

ND2B - Notice of change in particulars of company secretary and director (within 15 days after the change in particulars).

ND4 - Notice of resignation of company secretary and director.

ND5 - Notice of change of reserve director (nomination/cessation).

ND7 - Notice of change in particulars of reserve director.

ND8 - Notice of resignation of reserve director.

NNC2-  Notice of change of company name.

NR1 - Notice of change of address of registered office (within 15 days after the change).

NSC1 - Return of allotment (within one month after an allotment of shares).

NAA1 - Notice of alteration of company’s articles.

Client's Responsibility to its Company Secretary

The responsibility of our clients:

  • To notify the Company Secretary immediately if any changes of company particular(s) and/or personal information (e.g. passport & address info).
  • To notify the Company Secretary when the company starts to commence the business and/or hire staff in Hong Kong.
  • Timely respond to the emails/notifications of a Company Secretary.
  • Timely pay for company secretary services.

Our prices for Hong Kong secretarial services

Our prices are always a final price and do not contain any hidden fees!

Basic package

450€

Service per one year (excluding Annual Return Filing Fee and Business Registration Certificate renewal fee)

  • Acting as Company Secretary.
  • Preparation and filing of Annual Return.
  • Single automatic reminders 1 month prior the major dates.
  • Acting as the designated representative of the client’s Hong Kong company.
  • Updating and maintaining the Significant Controller Register (SCR).

Standard package

650€

Service per one year (excluding Annual Return Filing Fee andBusiness Registration Certificate renewal fee)

  • Acting as Company Secretary.
  • Preparation and filing of Annual Return.
  • Three times automatic reminders.
  • Scan the paper mails received from Government bodies, and send the scanned copies to the client.
  • Redirect emails received from Government bodies to authorised persons of the company.
  • Acting as the designated representative of the client’s Hong Kong company. 
  • Updating and maintaining the Significant Controller Register (SCR).
  • Annual any time professional advice and guidance to the company’s directors and shareholders on corporate governance issues.

Full package

950€

Service per one year (excluding Annual Return Filing Fee andBusiness Registration Certificate renewal fee)

  • Acting as Company Secretary.
  • Preparation and filing of Annual Return.
  • Three times automatic reminders.
  • Scan the paper mails received from Government bodies and any other requests, and send the scanned copies to the client or by post (delivery charge is not included).
  • Redirect emails received from Government bodies and others to authorised persons of the company.
  • Acting as the designated representative of the client’s Hong Kong company.
  • Updating and maintaining the Significant Controller Register (SCR).
  • Preparation of the documents connected to annual general meetings.
  • Professional advice and guidance to the company’s directors and shareholders on corporate governance issues.
  • Handling Change of Registered Office Address/Business Address.
  • Handling Appointment/Resignation of Director and Company Secretary.
  • Handling Change of personal particulars of Director and Company Secretary.

Why you need to appoint Vita Liberta Limited  as your company secretary in Hong Kong


Favorable price

Our prices do not contain hidden fees, we immediately say your exact cost and do not play with numbers. In addition, our prices are just in the lower price range of the market due to extensive experience.

Understanding the needs of international business

We are an international company and we very well understand the needs of the business that comes to Hong Kong to build its effectiveness. Many secretarial companies do not understand this, their service comes down to a formal procedure and nothing more.

The quality of our services

We value each of our customers and will do everything to satisfy your needs. Every day we work to meet the needs of our customers and every day we look for ways to make it better.

  • Register your company in Hong Kong
  • Hong Kong Corporate Secretarial Service
  • Hong Kong Registered Office Address Service
  • How to open a bank account in Hong Kong
  • Apostille Service in Hong Kong & Notary
  • Taxation in Hong Kong
  • Bookkeeping and Accounting Services
  • Transfer of shares in Hong Kong
  • Trademark Registration in Hong Kong
Vita Liberta Limited 
Office room 77, 7/F, Woon Lee Commercial Building, 7-9 Austin Ave, Tsim Sha Tsui, Kowloon, Hong Kong

 

legal@vitaliberta.com

+85268416177

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