General Company Secretary Requirements
A company secretary is a legally required position for all Hong Kong companies. They manage statutory compliance, maintain company records, and act as the primary liaison with government authorities such as the Companies Registry and IRD.
A company secretary ensures your company remains fully compliant with Hong Kong regulations. They manage critical filings, maintain statutory records, and prevent penalties, late filing fees, or compliance breaches.
Yes. Under the Companies Ordinance, all Hong Kong companies must maintain a company secretary at all times, regardless of business activity.
Eligible appointees include:
- An individual who is a Hong Kong resident
- A TCSP-licensed corporate service provider (e.g., CPA firm, law firm, corporate service entity)
No. If your company has only one director, that person cannot serve simultaneously as the company secretary.
A company secretary must be appointed at incorporation and immediately replaced if the position becomes vacant.
Yes. Even dormant companies must maintain a company secretary and file their annual return (including NIL returns where applicable).
Registered Office Address Services
Yes. A registered office is mandatory for receiving official government correspondence and maintaining statutory records.
Starting from HK$3,550/year, including:
- KYC/AML Compliance Check
- Provision of a registered office address
- Dedicated RO Manager
- Scanning & forwarding of up to 50 mails per year
- Business Registration renewal handling
Additional charges apply for mails exceeding the annual allowance of 50.
Annual Compliance & Government Filings
Every Hong Kong company must, regardless of business activity:
- File the Annual Return (Form NAR1) each year
- Maintain and update statutory records
- Ensure compliance with the Companies Ordinance
- These requirements apply to both active and dormant companies.
The Annual Return must be filed within 42 days of the company’s incorporation anniversary.
- Annual Return (Form NAR1): HK$105
- Business Registration Certificate Renewal: HK$2,150 per year (subject to annual government adjustments or subsidies)
Yes. All FastLane company secretary plans include:
- Filing of Annual Return (Form NAR1)
- Compliance monitoring and deadline reminders
- Ensuring your company remains fully compliant
Late filing incurs penalties of HK$870 to HK$3,480, depending on the delay. Prolonged non-compliance may result in higher penalties and potential regulatory issues.
Company Secretary Services Hong Kong
Since 2013, FastLane is recognized as one of the most reliable and skilled company secretary firm in Hong Kong.
We are a Hong Kong licensed Trust Corporate Services Provider, TCSP Licensee (No. TC007714), and our dedicated team provides company secretary services for businesses of all sizes across Hong Kong and the Asia-Pacific region.
Company Seals & Stamps in Hong Kong & Mainland China
A company seal or stamp is a tool used to authenticate documents, contracts, and official papers on behalf of the company.
- In Hong Kong, a company seal typically uses ink to imprint the company’s English and/or Chinese name.
- A company stamp creates a metal indentation instead of an ink impression.
Although the Hong Kong Companies Ordinance (2014) allows directors’ signatures to replace seals, many banks, suppliers, and service providers still require a seal for verification.
In Mainland China, seals (known as “chops”) hold strong legal authority and cannot be substituted with signatures, making them essential and highly regulated.
No. Hong Kong companies are not legally required to use a company seal. However, when a seal is used, it must comply with Section 124 of the Companies Ordinance by clearly displaying:
- The company’s full English and/or Chinese name exactly as shown on the Business Registration Certificate.
Many organisations such as telecom providers, suppliers, and international partners may still request a seal for added authenticity.
Mainland China strictly regulates company seals. Each seal must:
- Include the company’s full registered Chinese name
- Be registered with the Administration for Industry and Commerce (AIC)
- Be approved and filed with the Public Security Bureau (PSB)
- Be recorded by both the AIC and the company’s bank
These seals carry legal authority and are treated as official corporate signatures.
Hong Kong businesses commonly use two types of seals:
• Round Seal
Used for general administrative purposes such as:
- Receiving goods
- Registering for service agreements (e.g., telecom services)
• Long Seal (Rectangle Stamp)
Typically used when signing:
- Bank account opening documents
- Legal agreements requiring a stamp alongside an authorised signature
Both seals are optional under HK law but commonly expected by banks and vendors.
China uses multiple specialised corporate seals — each carrying distinct legal authority and all must be registered with both the AIC and the PSB:
• Official Company Seal
- The most powerful seal; functions as the company’s official signature
- Used for high-authority matters such as banking, contracts, and administrative procedures
- Must be registered with the AIC and PSB
• Financial Seal
- Used for banking and financial authorisations
- Can be replaced by the official company seal
- Stored separately for internal control and risk management
• Invoice Seal
- Required for issuing official tax invoices (fapiao)
- Necessary for validating business expenses
• Contract Seal
- Used for employee contracts and client agreements
- Often managed by middle-management with controlled permissions
• Customs Seal
- Used exclusively for import/export declarations and customs clearance
• Legal Representative Seal
- Personal seal of the company’s legal representative
- Holds authority equivalent to the representative’s signature
- Must be registered with the AIC, PSB, and the company’s bank
• Electronic Seal
- Regulations continue to evolve as digital adoption increases
- Used for online transactions and digital contracts
- Encrypted for data security
Generally, yes.
- Mainland Chinese seals hold binding legal power and represent the company in official and contractual obligations.
- Hong Kong seals are optional and can be replaced with directors’ signatures.
As a result, China requires strict internal controls to prevent misuse or unauthorised access.
Because Chinese chops carry high legal authority, companies should implement:
- Clear internal policies defining who may use each seal
- Seal usage logs and approval workflows
- Locked storage with restricted, monitored access
This minimises risks of unauthorised contracts, fraud, or internal misuse.
When you incorporate a company in Hong Kong, the company seal is usually included in the “green box” delivered after registration.
Yes. While FastLane handles all Hong Kong–related seal requirements directly, we can connect you with trusted and vetted partners in Mainland China for:
Compliance guidance on seal usage and internal controls
Company chop setup
Registration with AIC and PSB
Transferring & Switching Company Secretary Services
Yes. A company secretary can be changed anytime by filing Form ND2A with the Companies Registry.
The process includes:
FastLane coordinating with the previous company secretary to update statutory records
Completing KYC (Know Your Customer) procedures
Signing a board resolution authorising the change of secretary.
- Identification and proof of address for all directors and UBOs
- Existing statutory records from the current company secretary
Typically 3–4 business days, depending on how quickly documents are provided.
FastLane’s Company Secretary Services
Basic Plan — From HK$3,550/year
- Annual Return Filing
- Dedicated Company Secretary
- KYC/AML Compliance
- 24-hour response
- Statutory records management
Standard Plan — From HK$4,500/year
Includes all Basic features plus:
- AGM document preparation
- Change of registered address
- Company name change
- Business Registration Certificate renewal
Standard Plus Plan — From HK$5,500/year
Includes all Standard features plus:
- Preparation and filing of share allotment documents
- Registered address with notifications, scanning & forwarding
Outsourcing to FastLane ensures:
- Time savings with all statutory filings handled promptly and professionally
- Cost efficiency compared to hiring an in-house compliance officer
- Expert compliance guidance from certified professionals
- Strong expertise in CR filings, BR renewals, share transactions, and ongoing statutory maintenance
Yes. Plans can be upgraded anytime to include additional services such as share allotments or enhanced registered address management.
Speak with our team to select the right plan for your company’s compliance needs.
Why Choose FastLane To Be Your Company Secretary?
Compliance and Regulatory Support
Maintain best practice corporate governance and compliance with all relevant regulations in Hong Kong and the Asia-Pacific region.
Saves You Time
By outsourcing your company secretary to FastLane, you can leave all the mundane paperwork to us, and focus on your core business activities.
Single Contact Point
We will provide you a single dedicated company secretarial manager. This person will get to understand your business and provide you with the best guidance and solutions.
Save You Money
By using our services, you no longer need to hire an in-house secretary, or an in-house admin to deal with the research and administrative work.
