Written by Sneha Patwari, Corporate Secretary Lead
I've guided hundreds of founders through the incorporation process across Hong Kong and Singapore. The questions are always different; the mistakes are usually the same. I write to help people avoid them.
Key Takeaways
Apply online through the Companies Registry, and you're normally incorporated within one hour, with no need to visit Hong Kong.
You need one director, one shareholder, a company secretary based in Hong Kong, and a Hong Kong-registered address. There's no minimum share capital.
Government fees start at HKD 3,895 (HKD 1,545 to incorporate online plus HKD 2,350 for Business Registration).
The company secretary and registered address are paid for separately, or bundled in Statrys' HKD 7,875 package.
After incorporation, file your annual return within 42 days of each incorporation anniversary. Profits tax is 8.25% on the first HKD 2 million.
The first step in registering a Hong Kong company isn't choosing a name. It's finding a company secretary.
The Companies Registry asks for your secretary's details on Form NNC1, the incorporation application, so you can't file until one is confirmed. Your registered address works the same way: it goes on the form, so arrange it before you apply.
Once both are in place, the rest moves fast. Online applications are typically approved within one hour, your certificates arrive electronically the same day, and you never need to visit Hong Kong.
This guide takes you through every step in the order you need to do them.
Note on the scope: this guide covers private companies limited by shares, which is the right structure for the large majority of founders registering in Hong Kong. Public companies, partnerships, and branch offices follow different rules.
Steps to Set Up Your Hong Kong Company
Setting up a Hong Kong company involves eight steps, from appointing a company secretary to receiving your Certificate of Incorporation. For most founders, the full process takes one to five business days, and often less if you apply online with documents ready.
| Step | What You Do |
|---|---|
| Step 1 | Choose your company type |
| Step 2 | Choose and check your company name |
| Step 3 | Appoint a company secretary |
| Step 4 | Secure a registered address |
| Step 5 | Prepare your incorporation documents |
| Step 6 | Submit your application |
| Step 7 | Receive your Certificate of Incorporation and Business Registration Certificate (BRC) |
| Step 8 | Meet your first compliance deadlines |
Step 1: Choose Your Company Type
The right choice for almost every founder reading this guide is a private company limited by shares. It limits your personal liability to your share, it is straightforward to set up and administer, and it is what most banks and counterparties expect when dealing with a Hong Kong entity.
| Structure | When It Applies |
|---|---|
| Private Company Limited by Shares | Standard structure for SMEs, startups, and foreign-owned businesses. Recommended for most founders. |
| Public Company Limited by Shares | Used when raising public capital. |
| Company Limited by Guarantee | Used by non-profit organisations. No share capital. |
| Branch Office of a Foreign Company | Extends an existing foreign company into Hong Kong. The foreign parent remains liable for the branch’s obligations. |
A private company limited by shares must have at least one director (a natural person) and at least one shareholder. There is no minimum capital requirement. HKD 1 is common at incorporation.
Note: Sole proprietorships offer no liability protection and are not incorporated, so they are not suitable if you need a business account in the company's name. Read more on the types of legal entities for business in Hong Kong.
Step 2: Choose and Check Your Company Name
Your company name must comply with the Companies Registry's rules. You can register in English or Traditional Chinese, but not both in the same name, and not Simplified Chinese.
Names that will be rejected:
- Identical to or too similar to an existing registered name (spaces and punctuation are ignored, and certain words are treated as equivalent, such as '&' and 'and', or 'HK' and 'Hong Kong')
- Containing restricted words such as 'bank', 'trust', or 'government' without prior approval
- Offensive or misleading in a way the Registrar may object to
You cannot reserve a company name in advance. Have two or three backup options ready before you file.
How to check availability: use the Exact Name Search on the Companies Registry's e-Services Portal (available 24/7). Enter your full intended name, including all punctuation and the ending term, such as 'Limited', 'Company Limited', or '有限公司'. Use English or Traditional Chinese only.
Tip: registering a company name does not protect your brand as a trademark. If you need trademark protection, search separately through the Hong Kong Trademark Search System.
Step 3: Appoint a Company Secretary
Every Hong Kong company must appoint a company secretary before submitting its registration application. The secretary must be either an individual who ordinarily resides in Hong Kong or a company with its registered or principal office in Hong Kong, and professional providers must also hold a Trust or Company Service Provider (TCSP) licence. Foreign nationals living outside Hong Kong cannot serve in this role.
The company secretary is your primary point of contact with the Companies Registry and the Inland Revenue Department (IRD). They manage filing deadlines, maintain statutory records, and hold legal responsibility for keeping the company compliant. Without a named secretary, your NNC1 application will be rejected. For a full breakdown of what this role covers, see our guide on what a company secretary does.
What a company secretary does:
- Files your annual return (NAR1) with the Companies Registry each year
- Notifies the Companies Registry of any changes to directors, shareholders, or registered address
- Maintains your company's statutory registers and minute books
- Handles official correspondence from the Companies Registry and IRD
In-house vs outsourced company secretary:
| Option | Typical Cost | Best For |
|---|---|---|
| In-House Company Secretary | HKD 25,000–35,000/month | Companies with significant compliance workload and budget for a full-time role |
| Outsourced Company Secretary Service | HKD 3,000–8,000/year | Most founders, especially early-stage or operating remotely |
Most founders use an outsourced service. The formal appointment is made by entering the secretary's details in your NNC1 application, including their name, identification details (or business registration number, for a corporate secretary), Hong Kong correspondence address and, where applicable, TCSP licence number. The appointment takes effect from the date of incorporation.
Step 4: Secure a Registered Address
Every Hong Kong company must have a registered address in Hong Kong. This is where official correspondence from the Companies Registry, IRD, and other authorities is sent. It must be a physical address, as PO boxes are not accepted. Full requirements are covered in our registered office address guide.
You do not need a full office. A registered address service or virtual office is acceptable for most company types. Many founders use their company secretary's address, which keeps all official mail in one place.
Note: some licensed businesses, such as food and beverage outlets, need physical premises that meet their licensing conditions. That requirement applies to where you operate, not to your registered address, so check your licence conditions separately.
Step 5: Prepare Your Incorporation Documents
For a private company limited by shares:
| Document | Description |
|---|---|
| Form NNC1 | Incorporation application for private companies limited by shares. Lists company name, registered address, share structure, directors, shareholders, and company secretary. |
| Form IRBR1 | Business Registration application, submitted simultaneously to the IRD. Generated automatically if applying online. |
| Articles of Association | The company's constitutional document. Defines internal rules for management, shareholding, and decision-making. You can adopt the model Articles of Association or prepare tailored ones. |
| Director and Shareholder Details | Full name, ID or passport number, and address for each director and shareholder, entered on the NNC1. Your company secretary or service provider will also ask for passport copies and recent proof of address for its own know-your-customer checks. |
If you apply online through the Companies Registry's e-Services Portal, the NNC1 and IRBR1 are generated automatically.
Common errors: director names or ID numbers entered incorrectly on the NNC1; company name entered in Simplified Chinese (only Traditional Chinese or English are accepted); mismatched information between the NNC1 and the Articles of Association.
Step 6: Submit Your Application
Option 1: Online (Recommended)
The e-Services Portal is available 24/7. Applications submitted online are typically processed within one hour during business hours. You do not need to be in Hong Kong at any point.
- Register as an Individual User on the e-Services Portal and subscribe to e-Filing Services
- Access the 'Incorporation' tab
- Fill in your company details (NNC1 and IRBR1 are generated automatically)
- Choose or upload your Articles of Association
- Enter each director's and shareholder's name, ID or passport number, and address
- Sign the application using your e-Services Portal password, a digital certificate, or iAM Smart (the Hong Kong government's digital identity app)
- Pay online via credit card, PPS (Payment by Phone Service), or FPS (Faster Payment System)
Option 2: Offline
Print the NNC1, IRBR1, and Articles of Association from the Companies Registry website. Submit at 14/F Queensway Government Offices, Hong Kong, or by post to the same address (enclose a cheque, as cash by post is not accepted). Certificates for paper applications are normally issued within four business days.
For founders outside Hong Kong, the online route is usually faster and simpler.
What Gets Applications Rejected and How to Avoid It
Most Hong Kong incorporation rejections are preventable. Based on the applications I review at Statrys, the most common reasons are:
Company name issues. The proposed name is too similar to an existing registered name, uses Simplified Chinese, or contains a restricted word without prior approval. Run the full exact-name check on the e-Services Portal before you file, including all spacing, punctuation, and the ending term. A 'similar name' objection is one of the most common delays.
Mismatched director details. Names and ID or passport numbers entered on the NNC1 must match the director's identity documents exactly. Your company secretary or service provider will also ask for a current passport and proof of address before it can act for you, so have these ready.
NNC1 / Articles mismatch. If the share structure, director details, or company name differ between the NNC1 and your Articles of Association, the application is rejected. Review both documents side by side before submitting.
No company secretary is named on the form. The most avoidable error. The Companies Registry will not process an application without a named, eligible company secretary. This is the field most founders discover is blocking them only after they open the application form for the first time.
None of these is a complex problem. They are sequencing problems. Founders who try to sort the company secretary and address after submitting (rather than before) are the ones who spend a week on what should take one hour.
What Gets Applications Rejected and How to Avoid It
Most Hong Kong incorporation rejections are preventable. Based on the applications I review at Statrys, the most common reasons are:
Company name issues. The proposed name is too similar to an existing registered name, uses Simplified Chinese, or contains a restricted word without prior approval. Run the full exact-name check on the e-Services Portal before you file, including all spacing, punctuation, and the ending term. A 'similar name' objection is one of the most common delays.
Mismatched director details. Names and ID or passport numbers entered on the NNC1 must match the director's identity documents exactly. Your company secretary or service provider will also ask for a current passport and proof of address before it can act for you, so have these ready.
NNC1 / Articles mismatch. If the share structure, director details, or company name differ between the NNC1 and your Articles of Association, the application is rejected. Review both documents side by side before submitting.
No company secretary is named on the form. The most avoidable error. The Companies Registry will not process an application without a named, eligible company secretary. This is the field most founders discover is blocking them only after they open the application form for the first time.
None of these is a complex problem. They are sequencing problems. Founders who try to sort the company secretary and address after submitting (rather than before) are the ones who spend a week on what should take one hour.
Step 7: Receive Your Certificates
Approval generates two documents. Both are legally valid, as electronic and paper certificates carry equal standing.
| Certificate | What It Is | Validity |
|---|---|---|
| Certificate of Incorporation (CI) | Issued by the Companies Registry. Legal proof of your company’s existence, containing your company registration number. | Issued once, valid for the company’s lifetime. Required for bank accounts, licences, and commercial contracts. |
| Business Registration Certificate (BRC) | Issued by the Business Registration Office (part of the IRD). Confirms your company is authorised to conduct business in Hong Kong. | Valid for 1 or 3 years, depending on the option selected at incorporation. Must be renewed before expiry to avoid penalties. |
Online applicants: approval triggers an email notification. Certificates are available for download within an hour.
Offline/postal applicants: physical copies are posted to your registered address. Certificates are normally issued within four business days.
Keep both documents accessible. You will need the CI and BRC repeatedly for business account applications, licence applications, and standard commercial contracts. The typical next step after incorporating is to open a business account.
Step 8: Annual Return Filing and Ongoing Compliance
Registration is the start. Once your company exists, three recurring compliance obligations begin immediately. Missing them results in fines, and persistent failures affect your company's good standing with the Companies Registry.
Annual Return (NAR1). File a Form NAR1 within 42 days of your company's incorporation anniversary each year. The NAR1 updates the registry on your current directors, shareholders, registered address, and share structure. There is no grace period, so penalties apply immediately. In my experience at Statrys, missed NAR1 deadlines are the most common post-incorporation compliance failure I see, and the penalties accumulate faster than most founders expect.
Business Registration Certificate Renewal. Your BRC must be renewed annually or every three years, depending on the validity period selected at incorporation. The IRD sends a renewal demand note about a month before expiry. Pay it before the expiry date, as late payment can attract a penalty.
Profits Tax Return. The IRD typically issues your first Profits Tax Return approximately 18 months after your incorporation date. Hong Kong's profits tax rate is 8.25% on the first HKD 2 million of assessable profits and 16.5% above that, under the two-tiered regime (only one company in a group of connected entities can elect the lower tier each year). You must respond even if your company made no profit, and the return must be filed with your financial statements and tax computation. Only companies formally declared dormant with the Companies Registry are exempt from preparing audited accounts. Failing to respond to the notice can lead to a penalty regardless of trading activity.
Significant Controllers Register (SCR). Alongside these three filings, every Hong Kong company (other than listed companies) must keep a Significant Controllers Register recording the people who ultimately own or control it. The register is kept at your registered office or another place in Hong Kong, not filed with the Companies Registry, and must be available to law enforcement officers on demand. You must also appoint at least one designated representative, such as a Hong Kong-resident director or a licensed company service provider, to deal with enquiries about it.
Year 1 Compliance Calendar:
- Business Registration Certificate: renew before the expiry date (1 or 3 years from incorporation)
- Annual Return (NAR1): file within 42 days of each incorporation anniversary
- Profits Tax Return: issued approximately 18 months after incorporation (respond even if nil)
A company secretary service tracks all three of these deadlines on your behalf.
Hong Kong Company Formation Costs
Government fees alone total a minimum of HKD 3,895 if you apply online (HKD 4,070 in hard copy), and you will also need to pay for the mandatory company secretary and registered address services. For a full breakdown of government fees, service costs, and how to benchmark providers, see our guide to Hong Kong company incorporation costs.
Core Government Fees (2026-27)
| Fee | Amount (HKD) |
|---|---|
| Companies Registry Incorporation Fee (Form NNC1, Online) | 1,545 |
| Companies Registry Incorporation Fee (Form NNC1, Hard Copy) | 1,720 |
| Business Registration Fee, First Year (1-Year BRC) | 2,350 |
| Minimum Total Government Fees | 3,895 |
Note: the Business Registration levy (HKD 150) was waived until 31 March 2026. From 1 April 2026, the standard 1-year BR fee reverted to HKD 2,350. If you are selecting a 3-year BRC, the current IRD Business Registration Fee and Levy Table confirms the 3-year total at HKD 6,170 (HKD 5,720 registration fee + HKD 450 levy) for the 01.04.2026–31.03.2027 period.
Mandatory Service Costs
A company secretary and a registered address are both required by law.
| Service | Typical Annual Cost (HKD) |
|---|---|
| Outsourced Company Secretary Service | 3,000–8,000 |
| Registered Office Address (Virtual) | 1,500–4,000 |
| Document Certification (If Required) | 500–2,000 |
Add these to the HKD 3,895 in government fees. Your total will depend on the provider and whether you need extras such as document certification.
Hong Kong Company Formation Service
If you have made it this far, you know what is involved: two mandatory prerequisites to arrange before you can submit your application, and a compliance calendar that starts from the day you register.
Statrys handles all of it in one package: company registration with all government filings and fees, company secretary service for one year, and a registered Hong Kong address for one year.
| What’s Included | Detail |
|---|---|
| Company Registration | All government filings and fees, including NNC1, IRBR1, Companies Registry, and IRD |
| Company Secretary Service | One year, covering NAR1 filing, statutory record maintenance, and compliance |
| Registered Office Address | One year with mail scanning and forwarding |
| Document Access | 24/7 access to your company documents through the Statrys portal |
| Business Account Access | Assistance with opening a Statrys multi-currency business account, including document certification (subject to approval) |
| Package Price | HKD 7,875 (all-inclusive) |
You can also get pay-per-use accounting services on the same platform.
FAQs
Can a non-resident register a company in Hong Kong?
Yes. Hong Kong allows 100% foreign ownership, and the process is identical for non-residents and residents. You need a valid passport, proof of address, a Hong Kong-based company secretary, and a registered address in Hong Kong, all of which a licensed provider can arrange for you. No visa, residency, or local director is required.
How much does it cost to form a company in Hong Kong?
Government fees alone total at least HKD 3,895 for the 2026-27 period, covering the Companies Registry online incorporation fee (HKD 1,545) and the first-year Business Registration fee (HKD 2,350, including the HKD 150 levy). On top of that, you will need to pay for a company secretary and a registered address, both of which are mandatory. Statrys offers an all-inclusive package at HKD 7,875.
How long does Hong Kong company formation take?
Online applications submitted via the Companies Registry's e-Services Portal are typically processed within one hour, with the Certificate of Incorporation issued electronically the same day. For paper or postal submissions, certificates are normally issued within four business days. Total time from starting your application to receiving certificates is usually one to five business days, depending on how prepared your documents are.
What documents do you need to set up a company in Hong Kong?
You need a completed Form NNC1 (or the equivalent online form if applying online), a Form IRBR1 (Business Registration application, auto-generated if applying online), and a copy of the Articles of Association. Your company secretary or service provider will also need a valid passport and current proof of address for each director and shareholder for its own checks.
What happens after I register my company in Hong Kong?
After incorporation, three recurring compliance obligations begin. Renew your Business Registration Certificate before the expiry date. File an annual return (Form NAR1) within 42 days of each incorporation anniversary. Respond to your Profits Tax Return when issued, typically around 18 months after incorporation. A company secretary service can track all three deadlines on your behalf.
Can I be my own company secretary in Hong Kong?
Only if you are a Hong Kong resident, and even then, the sole director of a company cannot also serve as its company secretary. The Companies Ordinance requires them to be separate persons. For overseas founders, an outsourced company secretary service is a viable option.
Is it cheaper to register a company in Hong Kong yourself?
Possibly, but the savings are smaller than they appear. If you already have a local company secretary and registered address, filing yourself can save you the service fees. However, if you need to source those services separately, bundled incorporation packages are often cheaper and more convenient. In addition, if your documents contain errors, you may face delays and potentially fines. In practice, the main trade-off is usually time, administrative effort, and the risk of filing mistakes rather than cost alone.
Do I need a physical office to register a Hong Kong company?
No. You need a registered address in Hong Kong, which can be a virtual office or registered address service. Some regulated activities, such as food and beverage, need licensed physical premises to operate, but that is separate from the company's registered address.
Disclaimer
This article is for informational purposes only and does not constitute legal, tax, or financial advice. Consult a qualified professional for advice specific to your situation.
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