How to change Your Hong Kong Company‘s Registered Address

Maintaining an up-to-date registered office address is a fundamental statutory requirement for any company incorporated in Hong Kong. This address serves as the official channel for all government correspondence and legal notices. If your company has relocated or you are switching to a new corporate service provider, you must follow a specific legal process to update this information. Failure to do so can result in significant penalties and missed communications.

This guide provides a step-by-step overview of how to change your Hong Kong company‘s registered address correctly and efficiently.

What is a Registered Office Address?

A registered office address is a mandatory physical location in Hong Kong where all official communications from the Hong Kong SAR government are sent . This includes correspondence from the Companies Registry (CR), the Inland Revenue Department (IRD) (such as tax returns), and other statutory bodies .

It is crucial to distinguish this from a general business address. A registered office is for official correspondence and does not need to be the place where your daily business operations occur . However, it must be a physical commercial address in Hong Kong; P.O. boxes are not permitted .

The Key Deadline: 15 Days

The most critical rule to remember is the timeline. Under the Companies Ordinance (Cap. 622), you must notify the Companies Registry of the address change within 15 days of the change taking effect .

Step-by-Step Guide to Changing Your Address

The primary method for changing your registered office address is by filing a specific form with the Companies Registry. Thanks to a one-stop service, this filing can also automatically update your address with the Inland Revenue Department.

Step 1: Notify the Companies Registry (CR) via Form NR1

This is the official notice of change. You must complete and submit Form NR1 (Notice of Change of Address of Registered Office) .

You have two options for submission:

· Online (Recommended): The fastest and most efficient method is through the CR’s e-Services Portal . This platform allows you to complete and submit the form electronically.
· By Post or In Person: You can deliver a physically signed paper form to the Companies Registry at: 14th floor, Queensway Government Offices, 66 Queensway, Hong Kong .

There is no government filing fee for submitting Form NR1 .

Step 2: Utilize the One-Stop Notification Service

When you submit Form NR1 online via the e-Services Portal, you can use an optional electronic one-stop notification service . By selecting this option, you authorize the Companies Registry to automatically notify the Inland Revenue Department (IRD) of your new address on your behalf .

If you use this service, you do not need to file a separate notification with the IRD. Normally, the IRD will mail an updated Business Registration Certificate showing your new address on the next working day after the CR registers your e-Form NR1 .

Step 3: When a Separate IRD Notification is Required

The one-stop service only applies if your new registered office address is also the address you want as your business address for your Business Registration Certificate . You must notify the IRD directly if:

· You are a sole proprietorship or partnership (not an incorporated company) .
· You only changed your business address, but your registered office address remains the same .
· Your new business address is different from your new registered office address.

In these cases, you must file Form IRC3111A (Notice of Change of Business Address) with the IRD within one month of the change . This can be done by mail or in person.

Timeline and Penalties Summary

To ensure compliance, keep the following deadlines and penalties in mind:

Authority Form Required Filing Deadline Penalty for Late Filing
Companies Registry Form NR1 Within 15 days A fine of up to HKD 50,000, plus a daily fine of up to HKD 1,000 .
Inland Revenue Department Form IRC3111A Within 1 month Penalties for non-compliance and missed tax notices.

What to Do After the Change is Approved

Once you have filed the forms and received your updated Business Registration Certificate, your legal obligation to the government is complete. However, you should take the following steps to ensure your business operations continue smoothly:

· Display the New Certificate: You are legally required to display the updated Business Registration Certificate at your place of business .
· Notify Your Bank: Inform your bank and any financial institutions immediately to ensure you receive statements and cards .
· Update Partners and Suppliers: Let your key vendors, suppliers, insurance providers, and government licensing authorities know .
· Revise Company Materials: Update your address on your website, email signatures, invoices, letterheads, and business cards .
· Update Internal Records: Keep copies of Form NR1 and the new Business Registration Certificate in your statutory records .