A sole director or shareholder of the company cannot serve as company secretary
The company secretary may be an individual or an entity, but must be residing in Hong Kong
In Hong Kong, it is required to have a Company Secretary when incorporating a company
A company secretary is the contact point for all legal and administrative matters within a company
Company secretaries take care of the company's corporate governance
Duties & Responsibilities of a Company Secretary
The duties of a company secretary are wide and include:
Attending to administrative matters Part of the company secretary's duties involve to attend to administrative matters such as, Business Registration application and/or renewal, opening a bank account, organising board- and shareholder meetings and taking minutes, and preparing and filing annual returns.
Making sure the company is compliant The company secretary ensures the company and its operations are compliant with the laws and regulations of the Hong Kong Companies Ordinance. Therefore, a company secretary must always be fully aware of the laws and regulations.
Acting as an advisor to the board of directors The company secretary advises the board of directors on various legal, corporate governance and compliance matters.
Processing share transfers The company secretary is responsible for the distribution and transfer of shares to (new) shareholders. Additionally, the secretary can take care of shareholder communication and monitoring, as well as share registration.
Maintaining the company's statutory books When there are any changes in the company, it is the company secretary's responsibility to update and maintain the statutory books of the company. This includes changes in the directors and/or shareholders, relocation of the Registered Address or number of shares held by a shareholder.
How to Choose a Company Secretary in Hong Kong?
Choosing a company secretary is one of the most important compliance decisions you'll make for your Hong Kong business. This isn't just an administrative task; it's about safeguarding your company's legal standing. Here are six practical tips to help you select a reliable partner.
Verify their TCSP licence In Hong Kong, any person or company providing company secretarial services must hold a Trust or Company Service Provider (TCSP) Licence. Ask for their license number and verify it on the official Companies Registry's online portal.
Transparent, all-inclusive pricing Beware of providers with suspiciously low headline prices. Often, these exclude mandatory services or government fees. A trustworthy provider will offer clear pricing packages that distinguish between their service fees and mandatory government charges (like the Annual Return filing fee and Business Registration renewal).
Understand the full scope of services A “basic” company secretary service might only cover the bare minimum. Ensure your provider's package includes all essential duties required by the Hong Kong Companies Ordinance.
Check for real expertise Look for a firm with a qualified team (e.g., chartered secretaries, accountants, or lawyers). An experienced provider can offer valuable advice beyond basic filings, helping you navigate complex compliance issues and avoid costly mistakes.
Assess their responsiveness When a compliance deadline is approaching, you need a partner you can reach. How quickly and professionally do they respond? Do they offer support in your preferred language? A responsive provider is a sign of a professional and well-run operation.
Work With Us
Similarly, we can assist you with Mainland taxes such as China income taxes and global mobility tax issues.
We believe the company secretary is more than simply a legal requirement. The right company secretary does more than compliance: we help your business thrive.
We help oversee and advise on the policies, laws and regulations that affect your business and can support with expansion or exit strategies. Besides, we offer a complementary business advice consultation on company structuring, tax advice or offshore operations.
For more information, please visit our Triple Eight websites: Hong Kong & Singapore.
Good planner and timely completion of filings
Committed to seeing the company achieve its strategic goals
Responsive and good communication with different parties involved
One-stop shop for all services necessary to run and grow your business
Approachable and easy to consult with
Complementary business advice consultation
Our Company Secretary Services
Choose the plan that's right for your business. Our most popular package provides complete annual compliance for existing Hong Kong companies.
Annual Compliance Package:US$1,075 up / year Perfect for existing HK companies needing a reliable, licensed company secretary What's included?
Act as your company secretary for 1 year
Provide a Hong Kong registered office address
Act as your designated representative for SCR
Prepare and file the annual return
Manage and renew the business registration certificate
Mandatory government fees included in total cost:
Annual return filing fee (US$25)
Business registration renewal fee (US$25)
Business registration renewal fee (US$285)
New Company Formation Package:US$1,600 up (One-Time) What's included?
Company incorporation & name search
All government incorporation fees paid
Bank account opening assistance & introduction
Business plan review for bank application
Can I Change Company Secretary?
Yes, you can! There may be different reasons to want to change your company secretary, such as:
Slow responses to your requests
High fees, or even hidden charges
Not renewing your business registration certificate on time
Missing deadlines, leading to fines
Lack of professionalism
Incorrect filings and/or billings
Not understanding your company
If you'd like to appoint us as your company secretary, we make the transition seamless for you. We will get in touch with your current secretary to take over the documents and handle their resignation.
Frequently Asked Questions
Why outsource the company secretary role in Hong Kong?
Outsourcing company secretarial duties is a great way to save time and money. This is certainly the case for entrepreneurs living outside of Hong Kong, but also if you do reside in Hong Kong. The process of registering and maintaining a company in Hong Kong can be challenging and time-consuming. By outsourcing the company secretary duties to a professional services provider, such as the HKWJ Group, the duties will be handled in a compliant, timely and professional manner - while you can keep your focus on growing your business.
How should you choose a company secretary?
As the company secretary handles a wide range of duties for your company, they should have certain qualities to fulfil their tasks successfully.
A company secretary should be:
Knowledgeable: being aware of policies, laws and regulations affecting your business, as well as knowing what to do (and when) to keep your company compliant.
Organised: Company Secretaries have to keep record of a large amount of documents and details, keep minutes of board meetings, and file several important forms.
Responsible: in terms of submitting the right documents at the right time, avoiding penalties and when acting as an advisor to the board of directors.
Professional: since the company secretary is the connector between your company and the local authorities, they have to be professional when handling communication on behalf of the company.
Responsive: they should respond to your requests in a timely manner, be a good communicator and easy to approach.
At the HKWJ Group, we believe the company secretary is more than simply a legal requirement. The right company secretary does more than compliance: they help your business thrive. We are a one-stop provider, where we can assist you with payroll, accounting, tax and legal matters, as well as company incorporation, deregistration, HR, and visa services.
Who appoints a company secretary?
In Hong Kong, the company secretary is appointed by the company's directors. The appointment should be done within the first 6 months after your business has been registered. It is possible to switch company secretaries after that.
When appointing a (new) company secretary, the companies registry should be informed. This process is handled by the company secretary itself.
Start Your Journey with HKWJ Today!
HKWJ Tax Law & Partners makes it easy to begin. From tax compliance and advisory to accounting, incorporation, and business support, our team delivers tailored solutions with confidentiality and care — helping you move forward with confidence.
Contact us to explore how we can support your business and personal needs.
