Corporate records
Support the maintenance and updating of corporate records included in the agreed company-secretarial scope.
The basics
Why Hong Kong Companies Need a Company Secretary
A local company incorporated under the Companies Ordinance must have a qualifying company secretary. The company and its officers remain responsible for compliance; company-secretarial support helps coordinate agreed corporate records and Companies Registry filings.
A private company with one director therefore needs another eligible person or qualifying body corporate to serve as secretary. Any replacement secretary must also meet the applicable eligibility and role-combination requirements. Failure to maintain a qualifying secretary places the company in breach of the Companies Ordinance.
Company decisions and signatures remain with the authorized parties. The secretary does not independently control appointments, ownership or other business decisions.
Who can act
Who Can Be the Company Secretary
The secretary may be a natural person or a body corporate, subject to the applicable eligibility rules.
A director may act as secretary where the sole-director restriction does not apply and the person independently meets the eligibility rules.
Scope
What Company-Secretarial Support Covers
The exact work depends on the company’s circumstances and agreed service scope. Hongda can help coordinate:
- maintenance and updates for agreed corporate records
- annual-return preparation and Companies Registry filing work
- applicable updates to registered company particulars
- administrative filings after authorized decisions concerning directors, shareholders, the registered office or other company particulars
- meeting, resolution and related document administration where included
- continuing review as filing needs or company information change
An annual return is a Companies Registry filing. It is separate from a tax return, an audit and a broader annual-maintenance package. Significant Controllers Register and KYC work should also be treated as distinct and scoped where applicable.
How it works
A practical recurring process, step by step.
Quick answer: the recurring process runs in seven steps, grouped here into four stages. Select a stage for detail.
Stage 1 of 4
Review and scope
Review the company’s current secretary and corporate-administration needs, then confirm the agreed service scope.
- Hongda can review relevant corporate records, filing history and company particulars.
- Confirm a tailored service scope.
Stage 2 of 4
Organize records
Organize relevant corporate records and information.
- Organize required information.
Stage 3 of 4
Coordinate filings
Coordinate applicable Companies Registry filings and support authorized company changes when required.
- Coordinate applicable Companies Registry filings.
- Support authorized company changes when required.
Stage 4 of 4
Annual return and ongoing support
Coordinate annual-return work and continue recurring company-secretarial support.
- Coordinate annual-return work.
- Continue recurring company-secretarial support.
Hongda does not control Companies Registry decisions or guarantee filing outcomes.
Ongoing support
Ongoing Company Secretary Support
Support continues after incorporation as company particulars and filing needs change.
Filing coordination
Coordinate annual-return work and other applicable Companies Registry filings without promising acceptance or outcomes.
Company changes
Support filing and administrative work after authorized decisions affecting company particulars.
Boundaries
Clear Service Boundaries
What is separate
Company-secretary service does not automatically include a registered office, bookkeeping, financial reporting, audit coordination, tax support or every possible corporate filing. Those services should be scoped separately.
Related support
For related support, explore Hong Kong company registration for foreign founders, Hong Kong accounting, audit and tax services, and the Hong Kong company plus online business account package.
Why Hongda
Why Choose Hongda for Company Secretary Support?
Keep recurring administration in one place after incorporation, with one service team.
Since 2007
Serving foreign companies in China since 2007, with client relationships that go back to 2008.
One team, end to end
Company setup, banking, tax, payroll and work permits coordinated by one team.
In English, on the ground
English-language project management with a China-based team in seven locations.
Clear scope and limits
We confirm the scope before work begins and say which decisions rest with authorities or banks.
Trusted by companies including
Client voices
Clients who have stayed with us for years.
Travis Perkins
David Finch BA ACMA CMIIA CAMA
Director of Group Business Risk & Assurance, Travis Perkins PLC
With Hongda since 2008
Travis Perkins PLC (a leading builders merchant in the UK) has been using Hongda Business Services since 2008 for accounting and professional services. Throughout this time, we have found the team at Hongda to be very helpful and professional in their dealings with us. We look forward to working with the company in the future.
Sound United
Jack Peng
Vice President, Asia Pacific, Sound United
With Hongda since 2013
Sound United (a leading designer and manufacturer of consumer audio products in the US) has been using Hongda Business Services since 2013. Moving one’s operations to China is not a small task, but Hongda’s expert services helped us set up a company and deal with tax issues so we could get on with growing our business in no time at all, and that’s why we continue to use them today.
Tulip Pacific Ltd.
Erik de Waard
Director, Tulip Pacific Ltd.
With Hongda since 2012
Tulip Pacific Ltd. (Business planning and interim financial management services) has been using Hongda Business Services since 2012. Hongda has helped us set up legal entities in China/HK and takes care of our annual company audits. They are the most efficient business service provider I have worked with to-date, and their professional advice has helped me better advise my own clients and provide greater value to my overall business.
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Your team
The people you will work with.
Meet the three chief consultants at Hongda, including founder Angel Ho and co-founder Bobby Lee.
Angel Ho
Chief Consultant, CEO
Founder of Hongda in 2007. Holds Chinese Tax Agent, IPA (Australia) and IFA (UK) certificates. Provides one-stop services covering market access, company establishment, financial settlement, financial and tax consultation, and human resources management.
Bobby Lee
Chief Consultant
Co-founder of Hongda. Many years of corporate legal consultancy and involvement in managing client enterprises. Familiar with tax, personnel and project management work across Guangdong, Hong Kong and Macau. Excellent English communication skills.
Strong Song
Chief Consultant
24 years in enterprise management, business development, and financial and tax compliance. Has provided financial and tax advisory services for hundreds of companies. In-depth learning and practical experience in IFRS (International Financial Reporting Standards), Generally Accepted Auditing Standards and International Taxation.
Does a Hong Kong company need a company secretary?
A local company incorporated under the Companies Ordinance must have a qualifying company secretary. The company and its officers remain responsible for their obligations.
Can a director also be the company secretary?
A director may also act as secretary where the applicable eligibility rules are met, but the sole director of a Hong Kong company cannot serve as that company’s secretary at the same time.
Does the company secretary need to be based in Hong Kong?
A natural-person secretary must ordinarily reside in Hong Kong. If the secretary is a body corporate, it must have its registered office or a place of business in Hong Kong.
Is company-secretary service the same as registered-office, accounting or annual-maintenance service?
No. These are distinct service areas. Hongda can coordinate company-secretarial work within the agreed scope and can discuss related services separately where needed.
Contact our team
Discuss Your Hong Kong Company Secretary Needs
Share your plans, structure and timing. We confirm the scope with you before any work starts.