Every Hong Kong company MUST appoint a company secretary. Section 474, Companies Ordinance Cap. 622.
annual return
secretary change
non-compliance
Why non-residents cannot self-appoint — and why HEVEA HK can
Under Section 474 of the Companies Ordinance Cap. 622, every Hong Kong company must have a company secretary who is either a Hong Kong resident individual or a body corporate registered in Hong Kong. As a non-resident founder, you are legally prohibited from self-appointing unless you physically reside in Hong Kong.
HEVEA HK operates under a Trust or Company Service Provider (TCSP) licence issued by the Companies Registry under the Anti-Money Laundering and Counter-Terrorist Financing Ordinance Cap. 615. This licence is mandatory for any entity providing company secretarial services commercially — and it requires rigorous compliance, annual audits, and AML training.
When you appoint HEVEA HK as your company secretary, you get a licensed, compliant, professional entity on record — and every statutory obligation managed on your behalf, year-round.
What we handle for your company
- Annual Return (NAR1) — Prepared and filed within 42-day deadline each year
- Significant Controllers Register (SCR) — Maintained and updated as required by law
- Business Registration renewal — Filed on time, certificate issued to you digitally
- Employer's Return (ECI) — Annual notification and employer return filed with IRD
- Director / officer change filings — ND2A/NR1 filed within 15 days of any change
- Board and shareholder resolutions — Minutes drafted, signed, and kept in statutory books
- Statutory books maintenance — Register of members, directors, charges kept updated
- AMLO compliance — KYC/AML records maintained per Cap. 615 requirements
- Government correspondence — All CR, IRD, and government mail handled and forwarded to you
- Proactive deadline alerts — 60/30/7-day email reminders for every statutory deadline
- Share transfer administration — Instrument of transfer, updated register, SSD notification
What happens each quarter
Your company has statutory obligations throughout the year. HEVEA HK tracks and files everything — so you never miss a deadline.
- Business Registration renewal
- Employer's Return (BIR56A) due
- SCR review and update
- Annual compliance review
- Profits Tax Return filing
- NAR1 Annual Return (Apr incorporations)
- Interim board resolutions
- Director confirmations
- NAR1 filing (Jul/Aug incorporations)
- Company info update if any changes
- Share register confirmation
- 6-month compliance check
- Prepare books for audit/accountant
- Year-end resolutions
- Upcoming renewal notifications
- Service agreement renewal
What happens if you don't comply
Hong Kong's Companies Registry enforces statutory requirements. These are not administrative suggestions — they are legal obligations with real consequences.
Criminal offence
Failure to appoint a company secretary, or having an ineligible person in the role, is a criminal offence under Section 474(3) of Cap. 622. Both the company and every responsible officer may be prosecuted.
Fines up to $50,000 HKD
Late or missed annual returns attract penalties starting at $140 HKD per day. Missing the NAR1 deadline, failing to notify director changes within 14 days, or not maintaining the SCR can each result in fines up to $50,000 HKD.
Deregistration risk
Persistent non-compliance with annual return requirements can lead to the Companies Registry striking your company off the register. A struck-off company loses legal standing, its bank accounts are frozen, and reinstatement is costly and time-consuming.
Why professional secretarial service pays for itself
Attempting to manage your own statutory compliance as a non-resident is both legally problematic and operationally demanding.
| Criteria | HEVEA HK | DIY / Doing It Yourself |
|---|---|---|
| Annual cost | $790/yr — or included in $2,290 pack | $0 — but penalties apply |
| Eligibility (non-resident) | Fully eligible, TCSP licensed | Legally ineligible — criminal offence |
| Legal expertise | Professional compliance team, updated on all Cap. 622 changes | Self-study required — law changes frequently |
| Filing accuracy | Guaranteed — errors corrected at no cost | High error risk — rejected filings cost time |
| Deadline management | Automated tracking + alerts — zero missed deadlines | Manual calendar tracking — easy to miss |
| Time investment | Zero — fully managed for you | 8–15 hours/year of admin work |
| Penalty risk | None — we carry the compliance guarantee | Up to $50,000 HKD per infringement |
Appointed the same day you incorporate
Company secretary is a day-one requirement. We make sure there is never a gap in your compliance coverage.
Submit your incorporation order. We prepare all documents including the NNC1 form listing HEVEA HK as company secretary from day one.
Your company is formed with HEVEA HK as the named company secretary on the register. Certificate of Incorporation issued with correct details.
Every statutory filing, notification, and correspondence is handled by HEVEA HK. You receive digital copies and alerts at every step.
60 days before your anniversary, we send a renewal notification. Service continues seamlessly — no gap in your statutory coverage.