Documents delivered to the Registrar of Companies under the Companies Ordinance for registration should comply with the specified requirements. For details, please refer to the information pamphlet "Requirements for Documents Delivered in Paper Form".

Apart from submitting documents in person at the Companies Registry, you can send documents by post to the Companies Registry at 14th Floor, Queensway Government Offices, 66 Queensway, Hong Kong or deposit documents in the Registry's Drop-in Box provided:

	on the 14th Floor, Queensway Government Offices, 66 Queensway, Hong Kong (during service hours on Monday to Friday)
	near the Information Counter on the Deck Floor, High Block, Queensway Government Offices, 66 Queensway, Hong Kong (outside service hours on Monday to Saturday except public holidays).

Documents requiring fees must be submitted with the correct fees. Cheques should be crossed and issued in Hong Kong Dollars payable to "Companies Registry". For overseas payers, a bank draft in Hong Kong Dollars made payable to "Companies Registry" and drawn on a licensed bank in Hong Kong is required. Please do not send cash if the documents are submitted by post or through the Registry's Drop-in Box. Official receipts (for documents requiring fees) or acknowledgement slips (for documents not requiring fees) will be sent to the presentors / companies by post.

Present the same set of documents together. For example, Form NC1 or NC1G should be presented together with the relevant copy of the company's memorandum of association and articles of association.

Submit only the originals of signed documents. Duplicate copies are not required.

Avoid stapling a document near the edge as the document may be torn when the staple is removed before document scanning.

Voluminous documents need not be bound (i.e. hard cover, card paper cover or backing, plastic coil binding, tape-binding on the side etc. are not required).

Avoid making any pencil remarks on documents as they would be captured in the document images on the public record.

Submit specified forms in their complete format including all pages of inapplicable items (except the Notes for Completion and unused continuation sheets). These pages should also be completed by stating the company number and "NIL" or "N. A." in the first box for entering information.

Ensure that the pages of a specified form / document are in the correct order. Attach the continuation sheets, if used, at the end of the specified forms.

Ensure that the pages of documents such as memorandum and articles of association are numbered correctly. Blank pages without page number should be removed or, where appropriate, indicated by a note e.g. "This page is left blank".

Avoid using dark colour for the cover page (for example, annual reports of public companies) or certifying a document at the top right corner as this will either overlap with or affect the visibility of the Companies Registry's electronic filing stamp.

Covering letter is not required unless it provides supplementary information to facilitate processing of documents by the Companies Registry.

State the particulars of the document presentor (for example, the presentor's name, address, telephone number, fax number, email address etc.) at the bottom left corner on the first page of a document.

Notes:
As charge instruments are not required to go through the document scanning process, they can be presented to the Companies Registry in the usual manner.

General

Always keep an eye on your company's records and ensure that your company has filed an annual return and other notifications of changes in respect of the address of registered office, directors and secretary, etc. with the Registrar of Companies. You can conduct free document index searches and, if required, searches on the company's particulars at the Companies Registry's Cyber Search Centre to ascertain whether the company's public record is up-to-date and accurate. You can also subscribe the 'e-Monitor' service at our e-Registry to keep an eye on the updating of information of your company on the public register and monitor unauthorised filings or alterations of information of your company in the public records. Please notify the Registrar of Companies immediately either by email to crenq@cr.gov.hk or by fax to (852) 2596 0585 if you note that the particulars of your company are incorrect or have been changed as a result of mistakes in any filed documents or unauthorised filing of documents with the Companies Registry.

State the company number (if any) correctly on documents and on each page of the specified forms.

Use the latest version of specified forms provided in the 'Forms' - 'Specified Forms' section of this website.

Do not alter the position of the boxes in the specified forms as any deviation will affect data entry and the updating of the CR's database.This may also result in the forms being rejected.

Documents for Registration of Companies or Change of Name

Documents after Registration of Companies

State the names of director(s) and secretary consistently in accordance with the names stated in their Hong Kong identity cards (if any) or in passports in all the documents filed with the CR. For example, if the name “CHAN Tai Man” has been reported on the first appointment as director of your company, use the same name “CHAN Tai Man” whenever you report a change in his particulars. Do not state names such as “CHAN Tai Man Peter”, “Peter CHAN” or “CHAN Tai Man 陳大文” in reporting subsequent changes in his particulars as the CR will not be able to find these other names in its database. The incompatible data may render the form reporting changes in the particulars of “CHAN Tai Man Peter”, “Peter CHAN” or “CHAN Tai Man 陳大文” defective and will not be accepted for registration.

For reporting the resignation of a director or an alternate director in Forms D2A and D4, please tick the "Yes" or "No" checkboxes to indicate whether that director or alternate director will continue to hold office as an alternate director or a director in the company after the date of cessation. This additional information is required to facilitate correct updating of the directors' database maintained by the CR.

For reporting an appointment of a director or an alternate director in Forms D2A, please tick the "Yes" or "No" checkboxes to indicate whether the director or alternate director is already an existing alternate director or a director in the company. This additional information is required to facilitate correct updating of the directors' database maintained by the CR.

For reporting a change of name of an individual director or individual secretary, please state the new Chinese or English name in full as in the Hong Kong identity card or passport.

For reporting a change of name of a corporate director or corporate secretary, state the new company name in full (i.e. both English and Chinese names). For example, if the name of a corporate director has been changed by adding a new Chinese name or replacing an old Chinese name without any change in its English name, the existing English name should still be stated together with the new Chinese name in the box provided for the new name of the corporate director.

For reporting a change of passport number, state both the passport number and the passport issuing country. The two fields are considered as one set of information.