Company secretary services in Hong Kong
Every Hong Kong company must have a company secretary. We act for you as a licensed Trust or Company Service Provider, file your Annual Return, keep your statutory registers and remind you of every deadline.
Why your company needs one
The Companies Ordinance requires every Hong Kong company to appoint a company secretary. An individual secretary must normally live in Hong Kong. A corporate secretary must have its registered office or a place of business in Hong Kong. If your company has only one director, that director cannot also be the sole secretary.
Statutory filings
The Annual Return (NAR1) and notices of any change, filed with the Companies Registry on time.
Registers and records
Registers of members and directors, and the Significant Controllers Register, kept accurate and up to date.
Meetings and resolutions
Annual general meeting papers or written resolutions in lieu, and board minutes.
Deadlines tracked
We keep a compliance calendar for your company and remind you in advance of each date.
Two plans. Pay per change, or one fee that covers them.
Both plans cover all statutory work. The difference is how routine changes are charged.
Essentials
For companies that rarely change. Each change is quoted before we start.- Licensed company secretary for a full year
- Annual Return (NAR1) prepared and filed
- Statutory registers and Significant Controllers Register
- AGM papers or written resolutions in lieu
- Business Registration renewal handled; government fee passed on at cost
- Deadline reminders and a named contact
- Secure online access to your company records
Essentials Plus
One predictable annual fee that includes routine changes.- Everything in Essentials
- Up to 4 changes a year: directors, shareholders, share allotments or transfers, company name, address
- Board and shareholder resolutions for those changes
- Priority handling of your requests
What your fee depends on
- The number of shareholders
- Corporate shareholders, which need the enhanced due diligence Hong Kong anti-money laundering law requires
- How many changes you expect in a year
- Whether you also use our accounting service
Add-ons
- Registered office address, with mail scanning included
- Designated Representative (not needed where a resident director acts)
- Mail forwarding by post or courier
Corporate changes we handle
On Essentials, each change is quoted in writing before we start. On Essentials Plus, up to 4 routine changes a year are included.
| Change | Notes |
|---|---|
| Appointment or resignation of a director | Filed with the Companies Registry within the statutory time limit |
| Change of shareholder | Stamp duty may apply if shares are transferred |
| Allotment of new shares | Resolutions and return of allotment prepared |
| Transfer of shares | Stamp duty applies; we can prepare the computation and adjudication |
| Change of company name | Companies Registry fee applies |
| Change of registered address or business details | No charge from us if you move to our address |
| Interim dividend resolution | Board resolution prepared |
| Declaration of dormancy | Companies Registry filing |
| Branch registration | Business Registration fee applies |
| Certified copies of company documents | Per set |
| Urgent filing | Subject to the Registry's processing times |
| Deregistration | After tax clearance is confirmed; Companies Registry and IRD fees apply |
Moving your company secretary to DBMS Global
You do not need to contact your current provider first. We guide you through each step. Any cost of switching is set out in your quote before you commit.
- 1. Send your company details Business Registration certificate, Certificate of Incorporation, latest Annual Return and articles of association.
- 2. Identity checks We complete client due diligence on directors, shareholders and significant controllers, as the law requires.
- 3. Appointment filed The board appoints us. We notify the Companies Registry of the change of company secretary within the statutory 15 days.
- 4. Records handed over We collect your registers and company kit, review them for gaps and set up your deadline calendar.
“DBMS Global Ltd is highly professional and reliable corporate service provider in Hong Kong. Their expertise and valuable advisory have been instrumental in navigating business challenges. Exceptional support and a client-focused approach. Highly recommended!”Dipak Kumar · Google review · ★ 4.9 on Google
Questions clients ask
Can I act as my own company secretary?
Only if you ordinarily live in Hong Kong, and not if you are the company's sole director. Most overseas founders appoint a licensed provider.
What is a Designated Representative?
The person the company appoints to give information about its Significant Controllers Register to law enforcement officers. It must be a resident individual, a director or employee, or a TCSP-licensed accountant, lawyer or provider.
What happens if the Annual Return is filed late?
The government fee rises with the length of the delay, and the company and its officers can be prosecuted. We remind you well before the date to avoid this.
Which plan should I choose?
If you expect two or fewer changes a year, Essentials usually costs less. If you expect more, Essentials Plus gives you one predictable fee. We review this with you at renewal.
When does your service begin?
Once we have your signed engagement letter and our client due diligence checks are complete.