Rising rental costs, corporate restructuring, or group consolidation often prompt Hong Kong companies to consider changing their registered office address. If so, you could consider moving your company’s registered office. Companies must notify the relevant authorities of any change to their registered office address within 15 days, failing which statutory penalties may apply. 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.
Key Takeaways
Mandatory Notification Within 15 Days
Companies must inform the Companies Registry of a registered address change within 15 days to avoid fines of up to HK$50,000 and daily penalties.
Difference Between Registered and Business Addresses
A registered office is for receiving official government correspondence, while the business address is where daily operations occur.
Step-by-Step Process for Address Change
The procedure includes board approval, filing Form NR1, updating the BRC, notifying stakeholders, and revising company materials.
Options for Registered Address Use
Companies can use commercial, residential (with conditions), or virtual addresses, and the same address can be used for multiple companies.
FastLane Group’s Support Services
FastLane offers expert assistance in managing address changes efficiently, ensuring compliance and allowing business owners to stay focused on growth.
What Is A Registered Office Address In Hong Kong
A registered office address is the official location where a Hong Kong company receives statutory and government correspondence from the Hong Kong Special Administrative Region authorities. At any moment, the Government may initiate an on-site inspection if necessary.
The registered office must be a physical address in Hong Kong where statutory documents can be served. P.O. Box addresses are not permitted. Residential addresses may be used, subject to legal and practical conditions.Under Section 658 of the Companies Ordinance (Cap. 622), every Hong Kong incorporated company must maintain a registered office in Hong Kong at all times after incorporation.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.
| Mr Lee owns a warehouse in Kowloon where he does most of his daily business, including meeting customers and sending bills. This will be the business address but the registered office is in Wan Chai, Hong Kong Island. |
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.Failure to notify the Companies Registry within the statutory timeframe constitutes an offence under the Companies Ordinance. 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, with an additional daily default fine of up to HK$1,000 for each day the offence 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:
When submitting Form NR1, the following details are required:
- Company name
- Company number
- New registered office address
- Effective date of the address change
- Presentor’s reference number, if applicable
Form NR1 serves as the official notice to update the company’s registered office address under the Companies Ordinance.
Step-by-Step Guide to Changing the Registered Office Address
Updating a company’s registered office address in Hong Kong is a statutory process that involves notifying both the Companies Registry (CR) and the Inland Revenue Department (IRD) within prescribed time limits. Failure to comply with these requirements may lead to fines and other compliance issues.
Below is a step-by-step overview of the process.
Step 1: Notify the Companies Registry by Filing Form NR1
This is the primary and mandatory step for all Hong Kong incorporated companies.
Companies must inform the Companies Registry of any change to their registered office address within 15 days from the effective date of the change.
Required Form: Form NR1 – Notice of Change of Address of Registered Office
Information Required:
- Company name
- Company number
- Updated registered office address
- Effective date of change
Submission Methods:
- Online filing: Submission through the Companies Registry e-Registry platform, available at all times
- Paper submission: Delivery of a completed and signed form by post or in person to the Companies Registry
The Companies Registry must receive Form NR1 within the statutory 15-day deadline. Late filing may result in penalties under the Companies Ordinance.
Step 2: Notify the Inland Revenue Department Using Form IRC3111A
After updating the Companies Registry, the business registration records held by the Inland Revenue Department must also be updated.
Form Required: Form IRC3111A – Notice of Change of Business Address
Deadline: Notification must be made within one month from the date of the address change.
One-Stop Company and Business Registration Arrangement
For Hong Kong incorporated companies, the Companies Registry will normally transmit the updated address information to the Inland Revenue Department once Form NR1 has been processed. This is part of the government’s One-Stop Company and Business Registration service.
In most cases, a separate submission of Form IRC3111A is not required unless the business address differs from the registered office address or immediate notification to the IRD is preferred.
When Direct Filing with the IRD Is Required
You should file Form IRC3111A directly with the Inland Revenue Department if:
- The business is not incorporated, such as a sole proprietorship or partnership
- You wish to notify the IRD immediately rather than waiting for the Companies Registry update to be forwarded
- The business address differs from the registered office address
Submission Method: The completed and signed form must be submitted to the IRD by post or in person.
Step 3: Receive and Display the Updated Business Registration Certificate
Once the Inland Revenue Department has processed the address update, an amended Business Registration Certificate will be issued.
- Issuance: The updated certificate will be sent to the company’s registered address. No additional fee is charged for this update.
- Statutory Display Requirement: The latest Business Registration Certificate must be displayed prominently at the company’s principal place of business. The previous certificate should be replaced immediately upon receipt of the updated version.
- Completion Confirmation: Receipt of the updated certificate confirms that the address change has been successfully recorded with the relevant authorities.
Timeline and Penalties for Late Address Updates
Maintaining accurate company and business registration records is a legal obligation in Hong Kong. Both the Companies Registry and the Inland Revenue Department impose strict deadlines for reporting address changes.
Filing Deadlines Overview
- Companies Registry
- Form: NR1
- Deadline: Within 15 days from the effective date
- Covers: Registered office address
- Inland Revenue Department
- Form: IRC3111A
- Deadline: Within one month from the effective date
- Covers: Business registration address, where not updated through the one-stop arrangement
Consequences of Late or Missed Filings
Failure to comply with the statutory deadlines may result in:
- Financial penalties: Fines of up to HKD 50,000, with additional daily default fines of up to HKD 1,000
- Compliance risks: Missed government correspondence, leading to late filings or enforcement action
- Reputational concerns: An outdated registered address may indicate weak corporate governance or poor compliance practices
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 may be used as a registered office address, provided the service provider ensures reliable receipt of statutory correspondence and supports regulatory inspection if required.
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
Changing a registered office address in Hong Kong is a statutory compliance obligation that must be completed accurately and within prescribed deadlines. 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!
