Get a Company Secretary in Hong Kong

We track all your deadlines, put your documents in order, and make sure your company stays compliant, always

Hey, do I have to fly in to open the company?
Register your company and open a business account

I need Annual
Returns ASAP 😭

Sure! 🙌 I’m drafting the reports as we speak

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We free entrepreneurs from corporate secretarial routine

We know e-commerce
We’re one click away from answering your questions. Anytime. Vlad, 11:21

Dedicated Secretary

Corporate Secretary with years of experience who knows your business and drafts your papers

Deadlines Calendar
Deadlines Calendar

Deadlines Calendar

We keep track of filing deadlines and your financial year end. They’re our deadlines now, but you can always see them

Resolutions in one place
Resolutions in one place

Resolutions in one place

We store all docs neatly and securely in your account so you never have to go chasing them through piles of papers or email chains again

Our clients know best

89% of customers recommend us

7,500+ clients worldwide

Xero platinum partner

Here’s what our customers say

I'm very satisfied with their services, flexibility, and reactivity.

Yannick Andre Martial Guyot

Yannick Andre Martial Guyot HK TALENTS Limited

I ended up signing my documents while I was on the metro! It is impressive how fast and responsive they are!

Randeep Sudan

Randeep Sudan Multivertz Pte. Ltd.

I love the app, it's so easy to use and means I can talk to them at any time, day or night (often night when you have babies!)

Harriette Foulkes-Arnold

Harriette Foulkes-Arnold We are Contented Pte. Ltd.

I found Osome on Friday and on Monday morning everything was ready. It was fantastic!

John Lim

John Lim Artac Pte. Ltd.

Everyone is super responsive and nice, and the price is 10 times less than their competitor’s offer!

Ivan Zeljkovic

Ivan Zeljkovic Evans Media Pte. Ltd.

I manage my own two companies via the platform. I've been very satisfied and recommend Osome to all my friends.

Vlad Shchelkunov

Vlad Shchelkunov BTTR holdings Pte. Ltd.

  • E27
  • Entrepreneur
  • foundr
  • Tech in Asia
  • Vulcan post

All fees, any
resolutions included

Our Unlimited package covers all event-driven changes, government fees, and annual filings, so no extra charges out of the blue

  • Essential
    Secretary 1 year

    Covers all mandatory filings and government fees

    With Accounting plan, or HK$1,600

    HK$1,100

    • Annual General Meeting papers
    • Annual Returns Filing
    • HK$105 government fee
  • Unlimited
    Secretary 1 year

    Essential plan plus all corporate actions

    Price for 1 year

    HK$3,000

    • Annual General Meeting papers
    • Annual Returns Filing
    • HK$105 government fee

    Essential package + all corporate actions: changing a director or a shareholder, transferring shares, changing company particulars, etc.

  • Compliance
    Kit 1 year

    Unlimited plan + registered address and business registration certificate

    Price for 1 year

    HK$5,000

    • Annual General Meeting papers
    • Annual Returns Filing
    • HK$105 government fee

    Essential package + all corporate actions: changing a director or a shareholder, transferring shares, changing company particulars, etc.

    Notifications when you receive mail, scanning and forwarding of the messages

    Business Registration Certificate – a certificate from IRD that you need to run your business

Need more?

Additional services you may need

Get more
  • Registered Address HK$2,500/y
  • Seal and Chop Package HK$500
  • Business Registration Certificate HK$500

The duties and responsibilities of a Company Secretary in Hong Kong

The Corporate Secretary is responsible for the company’s compliance with the law. It translates to drafting, maintaining and organising multiple essential documents.

Make sure company is compliant
Make sure company is compliant

Make sure company is compliant

A company secretary makes sure that the business and its operation is thoroughly compliant with the laws and regulations that fall under the Hong Kong Companies Ordinance

Maintain statutory books
Maintain statutory books

Maintain statutory books

The company's statutory books allow government agencies direct access if specific documents are needed

Report on the company's statutory changes
Report on the company's statutory changes

Report on the company's statutory changes

When there are any changes in the company, for example, a shareholder has reduced their number of shares, the corporate secretary must prepare the documents, arrange for them to be signed, and arrange for its filing

Attend to possible administrative matters
Attend to possible administrative matters

Attend to possible administrative matters

Company Secretary also applies Business Registration Certification or its renewal, assists in starting the business's corporate bank account, and keeps track of the latest developments in corporate governance practice to best advise the company's board of directors

Affordable Company Secretary Services: How We Do It

Affordable Company Secretary Services: How We Do It

Our corporate secretaries are certified experts with over 10 years of experience. Their high level expertise is valuable, so their core duty is to resolve complicated issues and attend to the specific needs of your business. Whenever you need detailed advice, they take the time for you and suggest a customised solution to your query. For example, if you need guidance on the company structure, or want to assess the consequences of your decisions, they will be happy to help.

They can do it because robots do the routine company secretary work. They track deadlines automatically, send reminders, and create standard documents. Things like filling in shareholders’ data in regular paperwork take them no time at all and they never make mistakes like humans do. They are always online and can resolve your task neatly even late at night. They also have access to quickly file your reports with the registration bodies. However, the robots process only the typical tasks and turn to human experts whenever the job gets a bit more challenging. Or simply if you prefer to talk to a human.

This approach helps us keep our corporate secretaryship affordable and efficient. Right after your company secretary appointment at Osome, you get the support of both experienced human experts and diligent robots. This helps us offer the best price for Essential Corporate Secretary. And because we can process paperwork faster, we offer Unlimited Corporate Secretary service, too. We can commit to any amount of tasks you might have at a fixed price, so you won’t have to think about the cost of every additional resolution you need.

Switching your Secretary

Switching
your Secretary

For you the transition is seamless. We get in touch with your Secretary, take over the documents, and sign their resignation. Even if they don’t respond, we will carry out the procedure without them.

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4.9 out of 792 reviews

  • Xero Platinum Partner
    Xero Platinum Partner
  • Companies Registry
    TC006825
  • Certified Public Accountants
    Certified Public Accountants
  • Chartered Secretaries
    Chartered Secretaries

Q&A

  • What is a Company Secretaryship?

    Company Secretary is a compliance officer. By definition, a Company Secretary is responsible for your company abiding by corporate law. A Secretary shares the liabilities for any wrongdoing your company might get involved in, so they have rights and obligations to make sure your company does everything right.

  • Why do I need a Company Secretary?

    It is required by law that every Hong Kong company has one. This position has been created to ensure that companies comply with the regulations: inform the government about changes in your entity, compile annual reports, and submit them on time.

  • Can a Hong Kong company operate without a Secretary?

    No, every HK company must have one. It’s stated in Companies Ordinance (Cap. 622) of the Laws of Hong Kong. The Secretary can be a person residing in Hong Kong or an organisation with a local registered office.

  • What does a company secretary do?

    It’s the Secretary’s job to report to the government what important events took place in your company. They track changes in the company’s name, address, industry, officers, compile registers, and submit annual reports to the state. They also process dividends distribution and changes in the shareholding structure.

  • What is the role of a Company Secretary?

    Company Secretary is there to make sure you don’t have to pay fines. Your company has to comply with statutory requirements: report changes, perform a standard procedure when dealing with shares and dividends, and so on. Company Secretary is the one who deals with this exhausting routine and protects you from penalties.

  • Is the Company Secretary a director?

    Company Secretary is a corporate officer, not a director. However, a Company Secretary can also be a Director In Hong Kong, as long as there’s more than one director.

    Note that the sole director can’t hold both titles. If there’s one director in the company, and he or she is also the sole director of a body corporate, that body corporate can’t be a Secretary in the company either.

  • How can one become a Company Secretary in Hong Kong?

    There are two types of Company Secretaries: people and entities. Any person can become a Corporate Secretary as long as he or she resides in Hong Kong, so even a foreigner can be one. The only requirement for a body corporate eligibility as a Corporate Secretary is to have a local registered office.

  • What Company Secretary software do you use?

    We have created our own platform that helps experienced Company Secretaries perform their duties. It supports the routine functions of a corporate secretary, such as tracking deadlines and compiling standard papers, freeing the experts to answer your questions and giving tailored advice.

  • Who appoints Company Secretary?

    In Hong Kong, a Company Secretary is appointed by the directors of the company. As a director, you have to appoint a Corporate Secretary within the first 6 months after your business has been registered. You also have the right to fire a Secretary and appoint another if you need to. When appointing a new Company Secretary, you have to inform the Companies Registry. This process is handled by the Secretaries themselves.

  • Does a Company Secretary have to attend board meetings?

    It is one of the Company Secretary’s duties to attend board meetings, prepare them, take minutes, and produce necessary paperwork after them. At the board meetings, many important decisions take place. Some of them have to be reported to the government: such as changes in shareholders, directors, or officers; distribution of dividends, or issuing shares. A company Secretary prepares documents that need to be signed for these changes to happen, and files them with Companies Registry afterwards.

  • Can a Company Secretary certify documents?

    A Company Secretary in Hong Kong can certify true copies of documents issued by your company, for example, resolutions. They have to be members of The Hong Kong Institute of Chartered Secretaries (“HKICS”). However, if you need to provide notarised documents, a Company Secretary can’t help with that, since only a notary public can do that.

  • Is the Company Secretary an employee?

    You can hire a Corporate Secretary as your employee or outsource this service. Often a company does not have enough secretarial tasks for a full in-house job. When you entrust this role to Osome, you don’t have to pay a salary and associated taxes. The expense is limited to the package you choose.

  • Is the company secretary a board member?

    A Company Secretary is not a board member as he or she does not have the powers to make any decisions that affect your company. However, the Company Secretary is present at all the board meetings and is privy to the decisions the board makes since it’s the Secretary’s job to process these decisions and follow the compliance regulations required to make them happen.

  • How do I change a Corporate Secretary?

    The outgoing Secretary has to sign a resignation letter. Once the previous Secretary renounces their powers, the new one takes over the documents and can step in. The new Secretary is responsible for processing the change on paper: the resignation paper, appointing a new Secretary, and updating the registers.

  • What if my Secretary does not respond?

    Removing the acting Secretary without their participation is harder yet still possible. If they don’t respond to your request to sign the resignation, the new Secretary will prepare a document stating that without such response you decided to replace the officer unilaterally.

  • When should I change my company secretary in Hong Kong?

    As a business, finding the right people to work with you is always a challenge. If you’re facing any of the following problems, you may want to consider changing your company secretary in Hong Kong:

    • You are charged hidden fees by your company secretary
    • Your billings are delivered late
    • Your billings are incorrect
    • Your Business Registered Certificate are not renewed on time
    • Your documents are not submitted on time
    • Your returns are not filed on time

    These problems may be small at first but can build up over time. It can result in a violation of the Hong Kong Companies Ordinance regulations, resulting in penalties given to your company by the government.

    When you run a business, your company secretary must do these tasks efficiently and accurately to avoid penalties. Hence, when these issues crop up, it may be time to hire a new company secretary or switch to a Hong Kong company secretary service.

Jay

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