The answer first
Every Hong Kong company must have a registered office in Hong Kong: the official address where legal documents and government correspondence are served and where statutory records are normally kept. It does not have to be where the business operates, but it must be a real address at which documents can be received and records kept.
A post office box is not acceptable. A change of registered office must be notified on Form NR1 within 15 days.
What the registered office is for
| Function | Why it matters |
|---|---|
| Service of documents | Legal process and statutory notices can be validly served there |
| Government correspondence | Returns, demand notes and reminders from the Companies Registry and Inland Revenue Department |
| Statutory records | Registers, minutes and the Significant Controllers Register are normally kept there |
| Display of company name | The company name must be displayed at the registered office |
Acceptable addresses
- Your own office, if you have premises in Hong Kong.
- Your company secretary's address, common where a licensed company secretary provides a registered office service.
- A business centre, acceptable if documents are received and records kept there; some banks and visa assessments look for operating premises separately.
- Not acceptable: a post office box, or an address outside Hong Kong.
Key takeawayA registered office is not the same as an operating office. Banks, landlords and the Immigration Department may ask where the business actually operates.
Risks of a poorly managed address
- Missed tax returns or demand notes, leading to estimated assessments and penalties.
- Missed court documents, leading to judgment against the company without its knowledge.
- Missed Companies Registry letters, potentially leading to prosecution or striking off.
- Records not available for inspection when required.
Changing your registered office
| Step | Requirement |
|---|---|
| Decision | Directors resolve to change the address |
| Filing | Form NR1 within 15 days of the change; no government fee |
| Business Registration | Notify the Business Registration Office of the change of business address within 1 month, where relevant |
| Updates | Inform the bank, Inland Revenue Department and counterparties; update letterhead and website |
| Records | Move statutory records, or notify where they are kept |
Penalty exposureFailure to file NR1 on time may lead to a fine of up to HK$50,000 plus HK$1,000 per day of continuing default.
Self-check: where do you stand?
| Question | If the answer is no |
|---|---|
| Is your registered office a physical Hong Kong address (not a PO box)? | Move to a compliant address and file NR1 |
| Does someone open and act on official mail within days? | Agree who handles it, or use a mail-scanning service |
| Are statutory registers kept at the registered office or a notified place? | Move them or notify the Registry |
| Is the company name displayed at the registered office? | Put up a sign or plate |
| Does your Business Registration show the current business address? | Notify the change within 1 month |
| Have you told your bank and the IRD about any change? | Notify them now |
How DBMS Global can help
- Registered office service as a licensed TCSP, with scanning and forwarding of mail.
- Keeping statutory records at the registered office.
- Change-of-address filings and notifications.
Official references
- Companies Ordinance (Cap. 622): registered office and display of name
- Companies Registry: Form NR1, www.cr.gov.hk
- Inland Revenue Department: Business Registration, www.ird.gov.hk