How Can I Change The Registered Office Address of My Hong Kong Business?

Have you been running a business in Hong Kong for just a few years? Is the rental of your current address getting higher? Or have you been thinking of not having multiple companies that have a separate registered address? If so, you could consider moving your company’s registered office. 

Reporting your new business address to the relevant authority within 15 days to avoid expensive fines is extremely important. Besides, changing the company address is a more thorough process with some details to pay attention to. In this article, we are going to outline this process and what you should know about it.

What Is A Registered Office Address In Hong Kong 

A registered address is a location where the company can receive the official correspondence from the Hong Kong Special Administrative Region government. At any moment, the Government may initiate an on-site inspection if necessary.

It must have to be a commercial address. Residential addresses or P.O. Box addresses are not permitted. As per Section 658 of The Companies Ordinance of Hong Kong, every company must hold a registered office within Hong Kong after its establishment.

If you are in search of the registered address to use, you can request Fastlane for any assistance you need.

Find out more about Registered Office Addresses here!

Registered Office Address and Business Office Address

A registered office address is not the place where your business is being conducted as opposed to a business office address which is the place through which business is conducted. For instance, it can be implemented in a business setting, i.e., a factory.

The following process of setting up a company is to apply for a Business Registration Certificate at the Inland Revenue Department, and it will then display on the site you operate the company.

The registered addresses are maintained by the Companies Registry whereas the business addresses are managed by the Inland Revenue Department (IRD). For every new office, the same company name would be displayed along with the branch registration certificate.

Related article: How Do I Obtain My Business Registration Certificate In Hong Kong?

What is The Process to Change The Registered Address?

To change your registered address, your company should notify the change to Companies Registry via e-Registry platform, which will notify the Business Registration Office to provide the new Business Registration Certificate (BRC) to the company.

When should you notify the local authorities?

Inform the Companies Registry within 15 days after your registered address has changed. If you forget to report on the change of address that you have made, you are committing an offence of a serious degree. According to Section 658(5) of the Companies Ordinance (Cap. 622), failure by the company and its responsible individuals to report a change of address constitutes an offense. This could result in

•  A level 5 fine of up to HK$50,000.
• An additional fine of HK$1000 per for each day the offense continues.

Promptly notifying the Companies Registry is essential because the registered office address is the only official channel the Hong Kong government uses to send important notices, including:

• Tax returns and correspondence from the Inland Revenue Department (IRD)
• Annual statistical surveys from the Census and Statistics Department

Failure to receive or respond to these documents due to an outdated address can result in missed deadlines, penalties, or compliance issues. 

Which Documents Are Required for Submission?

You can either do eRegistry online by NR1 e-form or go to the Companies Registry and provide a hard copy Form NR1 with inked electronic signature. The NR1 form is illustrated below:

If you intend to submit a written notification or an original signed NR1 form, you will be required to furnish the following:

• Company number
• Company name
• The updated registered address and the effective date of the change
• Presentor’s Reference

Step-by-Step Process to Change Your Registered Office Address

Changing your company’s registered office address in Hong Kong involves both internal approval and proper notification to the authorities and stakeholders. Here’s a clear step-by-step guide to ensure a smooth transition:

Step 1: Obtain Board Approval

Before proceeding, the company must get approval from its board of directors to change the registered office address. This is a standard corporate governance procedure.

Step 2: Submit Form NR1 to the Companies Registry

You are required to file Form NR1 with the Companies Registry within 15 days of the address change. This is a legal obligation under the Companies Ordinance to keep your company records up to date.

Step 3: Update the Business Registration Certificate (BRC)

Notify the Business Registration Office and update your company’s Business Registration Certificate within one month of the change. This ensures consistency across government records.

Step 4: Notify Other Relevant Parties

Once the legal updates are complete, inform all key stakeholders about the address change to avoid disruption in communications:

• Customers and Clients – Keep communication lines open to maintain trust and service continuity.
• Banks and Insurance Providers – Prevent missed correspondence or service issues.
• Government Agencies, Suppliers, Service Providers, and Vendors – Ensure accurate records and uninterrupted operations.

Step 5: Update Company Materials and Website

Make sure to update:

• Company Stationery – Including letterheads, business cards, and envelopes with the new address.
• Company Website – So visitors and clients can access correct contact information easily.

Keeping all parties informed and records updated not only ensures compliance but also reflects professionalism and reliability.

Can I Use the Same Address for Multiple Companies?

Yes, you can use the same registered office address for multiple Hong Kong companies, as long as the address meets the legal requirements under the Companies Ordinance. The address must be a physical location in Hong Kong where official correspondence from government authorities can be reliably received during business hours.

This is common for companies using corporate service providers or virtual office services. Using a shared registered address is a cost-effective and compliant option for business owners managing multiple entities or operating remotely, while still maintaining a professional corporate presence in Hong Kong.

Can I Use a Residential Address as a Registered Address?

Yes, a residential address can be used as a registered office address for your Hong Kong company if the following conditions are met:

• Check your tenancy agreement to ensure it permits use as a registered address.
• Ensure you can receive government mail during normal business hours.
• Display the company name clearly and continuously at the premises.
• Understand that the address will become part of the public record, as registered addresses are publicly accessible.

Can I Use Virtual Address as a Registered Address?

A virtual office address is a popular alternative for startups and remote businesses that don’t require a physical office. It provides a legitimate Hong Kong business address without leasing office space. Benefits of using a virtual address include:

• Mail handling and forwarding services
• A professional image without exposing a personal or residential address
• Compliance with company registration requirements

Virtual addresses can be used on websites, marketing materials, and in official company filings. However, businesses that frequently meet clients may still prefer a physical location for greater accessibility and credibility.

Conclusion

In summary, changing your registered office address in Hong Kong is a straightforward but legally important process that requires timely updates to the Companies Registry and Inland Revenue Department. Whether you choose to use a commercial, residential, or virtual address, ensuring compliance and keeping all stakeholders informed is essential to avoid penalties and maintain smooth business operations. Partnering with a professional service provider like FastLane can simplify the process and ensure your company stays fully compliant.

How FastLane Group Can Help

The process of changing your company’s registered address or place of business may seem overwhelming and complex. As a company owner, you have the goal to focus on your company’s growth. Let our experienced company secretary from Fastlane in Hong Kong assist you while you focus on running your business, knowing that it is taken care of. 

If you want to know more details, you can have a free consultation with our experts at Fastlane. Contact us now!