How to Maintain a Registered Office for Your Hong Kong Private Company

Establishing and maintaining a registered office is a legal requirement for every private company in Hong Kong. This address is more than a mailbox—it is the official location for receiving legal documents, government correspondence, and statutory notices. Whether you are in the process of Hong Kong private company incorporation or already operating, understanding the requirements and best practices for maintaining a registered office is essential to remain compliant and build a strong business foundation.

Why a Registered Office Matters

Every company incorporated in Hong Kong is required by the Companies Ordinance (Cap. 622) to maintain a registered office in Hong Kong. It must be a physical location—P.O. boxes are not accepted—and it serves as the official address for legal and regulatory communication. The registered office is where:

• The Companies Registry sends official correspondence.

• Legal documents, including court papers and tax notifications, are served.

• Statutory records such as registers and the Significant Controllers Register (SCR) may be inspected if they are kept there.

Failing to maintain a valid registered office or to update changes can result in penalties, including a fine and a daily default fine for continuing offences.

Official Reference: eLegislation

Key Requirements for a Registered Office

• Physical Location in Hong Kong: A registered office must be situated within Hong Kong from incorporation and throughout the company’s life.

  Official Reference: eLegislation

• Accessibility for Service of Documents: The registered office is the company’s official address for service of notices and correspondence. Certain statutory registers (if kept there) must be open for inspection during business hours by those entitled to inspect them, but the office is not a general public walk-in facility. Official Reference: eLegislation

• Up-to-date Address Notification: Any change in the registered office must be reported to the Companies Registry within 15 days by filing Form NR1. Failure to notify is an offence under s.658 and may attract a fine of up to HKD 50,000 plus a continuing fine of HKD 1,000 per day.

  Official Reference: eLegislation

• Use of a Commercial Address or Service Provider: While companies may use their own premises, many startups and overseas investors engage a professional service provider or company secretary to supply a registered office address.

Benefits of Using a Professional Registered Office Service

• Privacy Protection: Keeps residential or personal addresses off the public record.

• Compliance Assurance: Ensures statutory documents are received and handled properly.

• Cost Efficiency: Avoids leasing unnecessary office space.

• Convenience for Overseas Owners: Maintains a legal presence in Hong Kong without physical presence.

Common Mistakes to Avoid

• Failing to Notify Changes Promptly: Relocation must be notified to the Companies Registry within 15 days using Form NR1.

  Official Reference: eLegislation

• Using an Ineligible Address: P.O. boxes or addresses without proper consent are not acceptable; a valid Hong Kong physical address is required.

  Official Reference: eLegislation

• Not Displaying the Company Name: Under the Companies (Disclosure of Company Name and Liability Status) Regulation (Cap. 622B), companies must prominently display their registered name at the registered office and every business venue in Hong Kong.

  Official Reference: eLegislation

• Not Keeping Records Properly Accessible: If statutory records are kept at a location other than the registered office, the company must file Form NR2 within 15 days to notify the Companies Registry.

Legal and Compliance Considerations

Maintaining a registered office is a core compliance requirement for keeping your company in good standing. Key compliance points include:

• Filing the Annual Return (Form NAR1) each year; the return captures particulars such as directors, members, and the registered office address.

  Official Reference: Companies Registry

• Ensuring the registered office is the official point of contact for tax assessments, court orders, and statutory notices.

• Coordinating with your company secretary to ensure statutory books are updated and accessible as required.

The Role of the Registered Office in Company Establishment

From incorporation onwards, the registered office supports both compliance and corporate reputation. A central or reputable business-district address can enhance credibility and professional image. Because the registered office address becomes part of the public record at incorporation, it should be chosen to balance compliance, privacy, and presentation.

Digital Transformation and Registered Office Management

Many providers now offer:

• Scanning and secure emailing of official correspondence.

• Cloud-based access to statutory records.

• Automated alerts when critical documents are received.

Statistics to Consider

• 132,246 new local companies were incorporated in 2023, and 145,053 in 2024, according to official Companies Registry statistics. These figures underscore Hong Kong’s continued role as a leading business hub.

  Official Reference: Hong Kong Government Information+1

Mirr Asia: Your Partner in Hong Kong Company Formation

Setting up and maintaining a private company in Hong Kong can be seamless with the right partner. Whether you are registering a new company, maintaining compliance obligations, or expanding operations, Mirr Asia can assist at every step.

Our services include:

• Professional registered office services in central business districts.

• Company secretarial support.

• Assistance with Hong Kong company incorporation and statutory compliance.

• Tailored advisory for both local and overseas entrepreneurs.

With our expertise and commitment to compliance, Mirr Asia is a trusted partner for entrepreneurs seeking reliable and efficient support for Hong Kong company establishment.