How to use this checklist
This checklist sets out the documents we normally need before we can act for you as a licensed Trust or Company Service Provider. Your own list may be shorter or longer depending on your structure and the services you need; we confirm it in writing at the start.
General rules for every document
- Quality
- Clear, complete and in colour where possible
- Certification
- Where we do not see the original, certified as a true copy by a suitable certifier (for example a lawyer, notary public or CPA), with name, profession, contact details, signature and date
- Proof of address
- Normally dated within the last 3 months and showing the person's full name
- Language
- Documents not in English or Chinese need a certified translation
Individuals
For each director, shareholder, significant controller, beneficial owner and authorised signatory who is an individual.
| Document | Notes |
|---|---|
| Passport (or Hong Kong identity card for Hong Kong residents) | Valid and unexpired; photo page clearly visible |
| Proof of residential address | Utility bill, bank statement or government letter, normally within the last 3 months |
| Contact details | Email address and mobile number |
| Brief CV or professional profile | For directors and beneficial owners |
| Personal information form | Our form, including occupation, nationality and tax residence |
| Politically exposed person declaration | Included in our form |
| Source of funds (if requested) | For example, a bank statement showing the funds to be used |
| Source of wealth (if requested) | For example, employment history, business sale documents, inheritance records |
Corporate shareholders
| Document | Notes |
|---|---|
| Certificate of incorporation (and any change of name) | Certified copy |
| Constitutional documents | Memorandum and articles, bylaws or equivalent |
| Register of directors (or certificate of incumbency) | Normally within the last 6 months |
| Register of members or shareholders | Recent, showing all shareholdings |
| Ownership structure chart | Every layer up to the ultimate individual owners, with percentages |
| Certificate of good standing (if available) | Recent |
| Board resolution authorising the investment and the signatory | Signed |
| Individual documents | For its directors, authorised signatories and ultimate beneficial owners |
Your Hong Kong company
New incorporation
- Proposed company name (English and/or Chinese), with one or two alternatives.
- Proposed share capital and shareholdings.
- Nature of business and expected activities: products or services, customers, suppliers and countries involved.
- Expected source of initial funds: who is funding the company, and from where.
Existing company transferring to us
- Certificate of Incorporation and current Business Registration Certificate.
- Current articles of association.
- Latest Annual Return (NAR1) and any notices filed since.
- Statutory registers, minute books and Significant Controllers Register (originals transferred to us).
- Latest audited financial statements.
- Letter from the previous company secretary or service provider confirming handover, where applicable.
Trusts, foundations and partnerships
- Trust deed or constitutional document, certified, with any amendments.
- Details of settlor, trustees, protector and beneficiaries, with individual documents where required.
- Partnership agreement and register of partners, for partnerships.
Please noteWe may ask for further documents where the law requires enhanced checks. If something on this list is not available in your jurisdiction, tell us early; there is usually an acceptable alternative.
How DBMS Global can help
- A tailored version of this checklist for your structure.
- Review of draft documents before you arrange certification.
- A single point of contact who coordinates documents for all parties.
Read why these documents are needed in Why we ask for KYC documents.
Official references
- Anti-Money Laundering and Counter-Terrorist Financing Ordinance (Cap. 615), Schedule 2
- Companies Registry: AML/CTF Guideline for TCSP Licensees, www.cr.gov.hk