According to Hong Kong law, no matter what form of company you open (including limited and unlimited companies), you need to have a “registered address” and register it with the Companies Registry (limited companies) and/or the Business Registration Office (limited + unlimited) as the main contact address to receive statutory mail from various government departments, including: tax returns, business registration certificate renewal notices, etc.
However, with the expansion of business or changes in office location, the company may need to change the registered address. So at this time, how should the company complete this procedure?
Under what circumstances does it need to change the registered address?
There are many reasons for a company to change its registered address. Common reasons include:
The company’s business is constantly expanding, and the original registered address may not meet the company’s development needs. For example, the company may use a virtual office or business center address in the early stage of its establishment, and then switch to a physical office space; the company’s business scale expands and requires a larger office space; or in order to better approach customer groups, suppliers, etc., choose a more suitable geographical location.
Cost factors are also an important reason for companies to change their registered addresses. For example, the office rents in commercial areas such as Central, Admiralty, and Causeway Bay are relatively high. In order to reduce operating costs, the company may choose a more affordable area as the new registered address.
In addition, factors such as the policy environment and transportation convenience may also affect the company’s decision.
Capital Business Center reminds that no matter what the reason, companies should ensure the authenticity and validity of the registered address to avoid missing important government letters or violating regulations.
The complete process of changing the registered address: the difference between a limited company and an unlimited company
If a limited company needs to change its registered address, it should first fill out the “Notice of Change of Business Address Form (IRC 3111A)” and mail or hand it in person to the Business Registration Office; and fill out the “Notice of Change of Registration Office (NR1)” and mail or hand it in person to the Company Registration Office.
The procedure for unlimited companies is relatively simple. You only need to fill out the “Notice of Change of Business Address Form (IRC 3111A)” and mail or hand it in person to the Business Registration Office.
In addition to notifying the relevant departments in accordance with Hong Kong law, there are also some details that need to be paid attention to before and after the registered address is changed:
1. Advance planning and preparation
Before deciding to change the registered address, the company needs to determine whether the new registered address complies with relevant regulations, and prepare various documents and information required for the change to ensure that the information is filled in accurately. In addition, the company also needs to consider the possible impact of the change on subsequent operations, such as communication with suppliers and customers, relocation of internal office equipment, etc., and formulate a response plan in advance to ensure that the change process goes smoothly.
2. Notify relevant parties in a timely manner
After changing the registered address, the company must not only submit a notification to the Commercial Registration Office and the Company Registry in accordance with regulations, but also promptly notify other relevant parties, including the company’s customers, suppliers, partners, etc., to ensure that they can understand the company’s latest information in a timely manner and avoid business communication problems caused by the change of address. At the same time, the company’s official website, promotional materials, etc. must be updated to ensure that the information displayed to the outside is accurate.
3. Keep relevant records
During the entire change process, the company must keep relevant records and documents. These records are not only proof of the company’s compliance operations, but can also play an important role in audits, legal disputes, etc. that may arise in the future. For example, keep the receipt of the notice submitted to the Commercial Registration Office and the Company Registration Office, the relevant mail correspondence records, etc., in case of emergency.
4. A new starting point after the change
After completing the change of registered address, the new registered address may bring new development opportunities to the company, such as a better office environment, more convenient transportation conditions, etc. The company can take this opportunity to further optimize internal management, improve operational efficiency, and expand business scope. At the same time, always keep in mind the importance of compliant operations and ensure that all business activities of the company comply with the requirements of laws and regulations.
In short, although changing the company’s registered address involves certain procedures and precautions, as long as the company plans ahead, follows the prescribed process, notifies relevant parties in a timely manner, and keeps relevant records, it can successfully complete the change and open a new chapter in the company’s development.
