How to Set Up a Company in Hong Kong: A Comprehensive Guide

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Introduction

Hong Kong is one of the most popular locations in the world for entrepreneurs looking to establish a business. Known for its strategic location, favorable tax system, ease of doing business, and world-class infrastructure, Hong Kong has become a hub for both local and international businesses. Whether you are starting a small business or a multinational corporation, setting up a company in Hong Kong is straightforward and highly beneficial.

While the process can be managed independently, many entrepreneurs choose to engage professional service providers to assist with the company formation process. These providers can help streamline the setup, ensure compliance with local regulations, and handle many of the administrative tasks, allowing you to focus on growing your business.

This article will guide you through the process of setting up a company in Hong Kong, covering the essential steps required to legally establish your business. Additionally, we will address some frequently asked questions (FAQ) to help clarify common concerns.

Why Set Up a Company in Hong Kong?

Before diving into the steps, let’s briefly discuss why Hong Kong is such an attractive destination for business:

  • Low Taxes: Hong Kong operates on a territorial tax system, meaning only income earned within Hong Kong is subject to taxation. The corporate tax rate follows a two-tiered system — 8.25% on the first HKD 2 million in profits and 16.5% on profits exceeding that. Additionally, there is no VAT, no capital gains tax, and no withholding taxes on dividends or interest, making it a highly attractive tax environment for businesses.
  • Ease of Doing Business: Hong Kong consistently ranks as one of the easiest places to do business globally. The registration process is straightforward, and the regulatory environment is business-friendly.
  • Strategic Location: Located at the heart of Asia, Hong Kong provides easy access to mainland China and other key Asian markets.
  • World-Class Infrastructure: The city boasts top-notch financial services, legal systems, and communication networks.
  • Free Economy: Hong Kong operates as one of the freest economies in the world, with no restrictions on foreign ownership or capital movement.

Steps to Set Up a Company in Hong Kong

Setting up a business in Hong Kong involves several sequential steps, each designed to ensure your company is properly registered and compliant with local regulations.

Step 1: Choose Your Business Structure

The first step is to decide on the type of business structure you want to set up. The most common forms are:

  • Private Limited Company: The most common type of business entity in Hong Kong. It provides limited liability to shareholders and is treated as a separate legal entity.
  • Sole Proprietorship: Ideal for small businesses, but the owner bears full liability.
  • Partnership: Business run by two or more partners who share profits and liabilities.
  • Branch Office: For foreign companies wishing to operate in Hong Kong without incorporating a separate legal entity.
  • Representative Office: For foreign companies wanting to explore Hong Kong without carrying out full business operations.

Most entrepreneurs choose the private limited company structure because of its flexibility and liability protection.

Step 2: Choose and Register Your Company Name

Before you can register your company, you need to choose a name. The name must:

  • Be unique and not identical to any existing company name.
  • Not contain any restricted words or phrases (e.g., words like “bank” or “insurance” may require special approval).
  • Not infringe on any existing trademarks. It’s important to conduct a trademark search to ensure that your chosen name does not conflict with any registered trademarks, as this could lead to legal disputes down the road.

You can check the availability of your desired company name through the e-Search Services under the e-Services Portal
of the Companies Registry. Additionally, you can perform a trademark search through the Hong Kong Intellectual Property Department to avoid potential issues.

Once a name is chosen and confirmed to be available, you can proceed with the registration.

Step 3: Prepare Required Documents

To register your company, you will need to prepare the following documents:

  • Incorporation Form (Form NNC1 for companies limited by shares): This form includes details of your company, including its name, registered office address, details of directors, shareholders, and company secretary.
  • Articles of Association: This document outlines the rules and regulations of your company, such as the rights of shareholders and the conduct of directors.
  • Notice to Business Registration Office (Form IRBR1): This form allows you to choose the validity period of your company’s Business Registration Certificate, either for 1 year or 3 years.

If you find the process daunting, many service providers can assist in preparing these documents and ensuring they meet all legal requirements.

Step 4: Appoint a Company Secretary

Every company in Hong Kong is required to appoint a Company Secretary. The secretary can be an individual or a corporate entity, but if it is an individual, they must be a resident of Hong Kong. The company secretary is responsible for ensuring that the company complies with statutory requirements, such as filing annual returns and maintaining statutory books.

Many entrepreneurs choose to hire a professional service provider to act as their company secretary. These providers can ensure your company stays compliant with local regulations and save you time in handling administrative duties.

Step 5: Establish a Registered Office

Your company must have a registered office in Hong Kong. This office address will serve as the official location for receiving government correspondence and legal notices. The registered office must be a physical address (not a P.O. box).

If you do not have a physical address in Hong Kong, you can engage a corporate service provider to offer registered office services. These providers supply a compliant office address and help manage incoming mail and official notifications on your behalf.

Step 6: Register Your Company

Once you have prepared the required documents, you can submit them to the Companies Registry for incorporation. You can do this either:

  • Online via the e-Registry portal, or
  • In-Person by visiting the Companies Registry office.

The registration process is usually completed within 1-4 business days.

If you prefer, professional service providers can handle the entire registration process on your behalf, including document submission and follow-up with the Companies Registry.

Step 7: Obtain the Certificate of Incorporation (CI) and Business Registration Certificate (BRC)

After successful incorporation, you will receive both the Certificate of Incorporation and the Business Registration Certificate from the Companies Registry. The Business Registration Certificate is valid for one year (or three years if you opted for a long-term registration) and must be displayed at your business premises.

Step 8: Open a Corporate Bank Account

To conduct business in Hong Kong, you will need a corporate bank account. Most local and international banks require the following documents to open an account:

  • Certified copies of incorporation documents (e.g., Certificate of Incorporation, Business Registration Certificate and Articles of Association).
  • Identification and proof of address of directors, shareholders, and beneficial owners.
  • A business plan or details about your business activities.

Some service providers can assist with the bank account opening process by recommending suitable banks and arranging banking appointments.

Step 9: Apply for Business Licenses (If Applicable)

If your company plans to operate in an industry that requires specific licenses or permits (such as restaurants, travel agencies, or financial services), you must apply for the relevant business licenses. The regulatory requirements vary by industry, so it’s essential to check with the appropriate government authorities to ensure compliance.

Relevant licenses are issued by departments such as the Food and Environmental Hygiene Department (restaurants) or the Travel Agents Registry (travel agencies). Ensure that all necessary licenses are obtained before starting operations.

Step 10: Comply with Ongoing Requirements

Once your company is set up, there are several ongoing compliance requirements:

  1. Annual Return (Form NAR1): You must file an annual return with the Companies Registry.
  2. Audited Financial Statements: Every company is required to maintain proper accounting records and have its financial statements audited annually.
  3. Tax Filing: File annual profits tax returns with the Inland Revenue Department.
  4. Renew Business Registration: Renew your Business Registration Certificate annually or every three years, depending on the registration period chosen.

Professional service providers often offer packages that include ongoing compliance services, such as filing annual returns, auditing, and tax preparation, ensuring you stay compliant without dealing with the paperwork yourself.

FAQ on Hong Kong Company Formation

1. Do I need to be a resident of Hong Kong to set up a company?

No, you do not need to be a resident of Hong Kong to set up a company. There are no restrictions on foreign ownership. However, you must appoint a local company secretary and provide a local registered business address.

2. How long does it take to set up a company in Hong Kong?

The incorporation process typically takes between 1 to 4 business days once all the necessary documents are submitted. If you use a service provider, they can often expedite the process and ensure everything is in order before submission.

3. What is the minimum share capital required?

In Hong Kong, there is no minimum share capital requirement. You can choose an issued share capital as low as HK$1.

4. Can I operate my business remotely?

Yes, you can operate your business remotely. However, you will still need to comply with local regulations, including having a registered office in Hong Kong and appointing a local company secretary. Many service providers offer virtual office solutions that allow you to meet these requirements without a physical presence.

5. What are the tax benefits of setting up a company in Hong Kong?

Hong Kong has a two-tiered profit tax system. The first HKD 2 million of profits is taxed at 8.25%, and profits exceeding that amount are taxed at 16.5%. Additionally, there are no taxes on capital gains, dividends, or foreign-sourced income.

6. Do I need an office space in Hong Kong?

You are required to have a registered office address in Hong Kong. This can be a physical office or a virtual office service that receives official mail on your behalf. Many service providers offer virtual office services, which can be a cost-effective solution for businesses operating remotely.

7. Is a company secretary required for my Hong Kong company?

Yes, every Hong Kong company is required to appoint a company secretary. The company secretary must either be a Hong Kong resident or a corporate entity with a registered office in Hong Kong.

8. Do I need to be physically present in Hong Kong to set up a company?

No, you do not need to be physically present in Hong Kong to set up a company. The entire incorporation process can be completed remotely. Many corporate service providers can assist with setting up the company, including handling documentation and collecting certificates.

9. Can non-Hong Kong residents serve as shareholders in a Hong Kong company?

Yes, non-Hong Kong residents can be shareholders in a Hong Kong company. There are no residency or nationality restrictions on shareholders for a Hong Kong limited company.

10. Can non-Hong Kong residents serve as directors in a Hong Kong company?

Yes, non-Hong Kong residents can be appointed as directors of a Hong Kong company. However, the company must have at least one director who is a natural person (an individual, not a corporate entity). There are no residency requirements for directors.

11. What is the maximum number of shareholders a limited company in Hong Kong can have?

A Hong Kong limited company can have a maximum of 50 shareholders. Shareholders can be individuals or corporate entities, and there are no residency requirements.

Conclusion

Setting up a company in Hong Kong is a relatively straightforward process that offers numerous benefits, including low taxes, ease of doing business, and access to the Asian market. By following the steps outlined above, you can establish your business in Hong Kong quickly and efficiently.

While it’s possible to handle the process independently, many entrepreneurs find it beneficial to use professional service providers. These experts can assist with everything from document preparation to ongoing compliance, ensuring you maintain focus on growing your business without worrying about administrative tasks.

Remember, ensuring legal compliance and managing responsibilities like filing returns or maintaining proper records is crucial to a successful business. Engaging professional services can help you remain compliant and avoid potential issues down the road.

AUTHOR
WINSON KWOK
Winson Kwok is a visionary co-founder of Corporate Hub, a platform that empowers entrepreneurs and startups with his expertise in entrepreneurship, economics, and business development. He has a proven track record of helping entrepreneurs achieve their business goals and overcome their challenges. He is driven by his mission to create a global impact by delivering value to the entrepreneurial community.

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