Fasten a document which consists of more than one page using a document clip (binder clip is preferred as ordinary paper clips will fall off easily).

If documents are stapled, one staple at the top left-hand corner will be sufficient. Avoid stapling a document near the edge as the document will be easily 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).

Use standard weight papers, thin papers (usually letters) will jam the image scanner and may be crumpled or torn during the document scanning process.

Print and complete documents clearly in black ink to facilitate the making of legible image records. 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 the pages with inapplicable items. These pages should also be completed, for example, by stating the company number and "NIL" or "N. A." in the first box for entering information. The ”Notes for Completion” and any un-used continuation sheets should be detached before submission.

Remove any blank pages from documents such as memorandum and articles of association and ensure that the pages are numbered correctly.

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

Keep the page order of a specified form and ensure that the pages of a document are in the correct order. Attach the continuation sheets, if any, at the end of the forms.

A simple covering letter is not required unless it provides supplementary information to facilitate processing of documents by the CR.

State the particulars of the document presentor (for example, presentor's name, address and his reference, etc.) at the bottom left hand corner on the first page of a document, whether in specified or non-specified form.The particulars of the presentor should be stated in the same language as that used for completing the document.

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

Present the same set of documents together (clipped, not stapled), for example, Form NC1 or NC1G together with the relevant certified copy of the memorandum of association and articles of association (if any).

If you are submitting documents in bulk, the documents can be enclosed in an envelope and deposited in the Drop-in box in the CR's offices on the 14th Floor of the Queensway Government Offices. This will save queuing time at the Shroff. The CR will return the acknowledgement slips to the presentors by post. A self-addressed return envelope will be helpful.

Submit only the original and signed documents at the Shroff. Duplicate copies are not required.

General (Updated)

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.