A Hong Kong private company must have a company secretary meeting the applicable requirements. This is a statutory administration role, not simply a receptionist, personal assistant or informal point of contact.
Check eligibility and role separation An individual secretary must ordinarily reside in Hong Kong. A corporate secretary must have its registered office or place of business there. The sole director cannot also be the company secretary. Check the proposed appointment against the company's actual structure before completing the forms.
The secretary helps maintain corporate administration, but the appointment does not remove directors' responsibilities. Agree who supplies information, who approves changes and who files the relevant documents.
Compare the service scope Ask whether the annual fee covers reminders, preparation and filing of the annual return, statutory records, correspondence and routine advice about company changes. Changes of officers, share transactions and unusual filings may cost extra. Get those boundaries in writing.
Make the handover workable The secretary needs accurate ownership and director information and timely notice of changes. A provider cannot maintain a reliable record if the founders make decisions privately and disclose them months later.
For example, before adding a new director, send the proposed effective date and required particulars to the secretary. After the appointment is approved and filed, retain the confirmation in the corporate folder and consider which banks need to be told.
Choose the service for responsiveness and record quality as well as price. A clear annual calendar and accessible company records provide more practical value than an inexpensive appointment with no defined communication process.
Sources and scope
General information, not advice for your individual legal or tax position. Confirm current requirements with the relevant authority or provider.