When setting up a company in Hong Kong, many people come across terms such as “registered office address,” “business address,” and “correspondence address.” While these may sometimes refer to the same physical location, their purposes are not necessarily the same. If you do not first clarify the intended use of the address information, inconsistencies or omissions in updates may arise later during company registration, business registration, banking, client contracts, or when receiving government correspondence.
This article is intended to provide general information to help readers understand the basic concepts; it does not constitute legal, tax, licensing, or company secretarial advice regarding any specific company. The actual use of a particular address, its suitability as a registered office, and the reporting requirements following any change should be determined based on the company’s specific circumstances, the lease agreement, and the latest official requirements.
First, let’s understand: What is a registered office address?
For limited liability companies incorporated in Hong Kong, the official guidelines from the Companies Registry clearly state that the company’s registered office must be located within Hong Kong; on the incorporation forms NNC1 or NNC1G, the address of the registered office is also required information.
The registered office can be understood as the official address of a company as recorded in the Companies Registry. It is relevant to company incorporation, updates to company information, and the processing of statutory documents. Upon incorporation, the proposed address listed on the incorporation form becomes the registered office address as of the date of incorporation stated on the Certificate of Incorporation.
What are a business address and an actual business location?
A business address is commonly used to describe the address a company uses for external communications, receiving mail, business cards, websites, or day-to-day administrative purposes. An actual business location, on the other hand, refers to the place where the company actually conducts business, receives clients, stores equipment, or carries out daily operations. Whether the two are the same should be determined based on the company’s actual operations and the arrangements made with its service providers.
From a business registration perspective, the tax authority requires companies to submit written notification of their business information—including the address of their place of business—within one month of actually commencing operations; they must also notify the Commissioner within one month of any changes to this information. Therefore, businesses should not assume that all day-to-day business information will automatically remain the same simply because they already have a registered office address.
The Concept of Addresses and Their Main Uses
Registered Office Address: The official address listed in the company’s registration records; a local limited company must be located within Hong Kong. First, confirm whether the address can legally be used as the company’s registered office, and who is responsible for receiving and forwarding company documents.
Business Address: An address arranged for business purposes such as external communications, corporate image, or mail receipt. First, confirm what services are included, such as mail receipt, notifications, visitor handling, or mail forwarding arrangements.
Actual Business Address: The location where the company actually conducts its business or operations. First, confirm whether this information needs to be reported in business registration records or other licenses and contracts.
Mailing Address: The mailing address for the company, directors, shareholders, or designated contact person. First, confirm which types of mail can be received at this address, and determine which organizations need to be notified of the address change.
Do the registered address and business address have to be the same?
Not necessarily. A company may use the same address depending on its actual circumstances, or it may use different addresses for operational, mailing, or office purposes. The key is not to make everything look the same, but to ensure that each piece of information is accurate, valid for receiving mail, and compliant with applicable company registration, business registration, contracts, licenses, and service arrangements.
If a company is changing the address of its registered office, a local company may submit a “Notice of Change of Registered Office Address” (Form NR1) in accordance with the regulations of the Companies Registry. According to official guidance from the Inland Revenue Department, when a local company changes its registered office address, the Registrar of Companies will forward the information to the Inland Revenue Department after registering or recording it; there is no need to separately notify the Commissioner regarding this change in company information.
However, if you are also changing your business address, you should still be aware of the procedures for updating your business registration information. The Inland Revenue Department explains that after changing your business address, you must notify the Business Registration Office in writing within one month, using Form IRC 3111A or an appropriate electronic service; in certain circumstances, you may be required to provide proof of address.
Five Questions to Ask Before Choosing an Address Service
First, is the address located within Hong Kong and suitable for the company registration purposes you intend to use it for? Second, who will receive mail from the government, banks, clients, or other business entities, and how will the company be notified? Third, does the service include mail scanning, forwarding, storage, or visitor reception, and are there any additional fees or restrictions associated with these arrangements? Fourth, when the company’s actual place of business differs from its registered address, which agencies, contracts, websites, or license information need to be updated accordingly? Fifth, if the address changes in the future, who will be responsible for coordinating updates to the NR1 form, Business Registration details, and external contact information?
When your company changes its address, don't just update it in one place
Changing a company’s address typically involves more than one source of information. In addition to the Companies Registry and Business Registration records, businesses should review their bank accounts, service contracts, insurance policies, leases, invoices, website contact pages, Google My Business profiles, and customer notifications, depending on their specific circumstances. Different items have different update procedures and deadlines; this article should not be used as a substitute for the official requirements of individual organizations.
FAQ
Can a residential address be used directly as a company’s registered address? Whether a particular address is suitable depends not only on company registration requirements but also on factors such as the landlord’s terms or lease agreement, the building’s articles of association, mail-receiving arrangements, and the actual needs of the business. You should obtain appropriate confirmation first; it is not advisable to make a decision based solely on general information found online.
Is it still necessary to notify the Inland Revenue Department after changing the registered office? The Inland Revenue Department notes that, for changes to the registered office address of a local company, the Companies Registry will forward the registered or recorded information to the Inland Revenue Department. However, if the change also involves a business address or other business information, you should refer to the Inland Revenue Department’s specific guidelines to determine whether a separate notification is required.
Is a business address service the same as a physical office? Not necessarily. The services provided by a business address service—such as mail receipt and forwarding, visitor handling, meeting rooms, and daily workspace arrangements—vary by service provider. Before signing a contract, you should carefully review each detail based on your intended use, the scope of services, and your actual operational needs.
Next Step
When preparing to incorporate a company or update your address information, you should first list the company’s current registered office, actual place of business, arrangements for receiving mail, and contact channels that need to be updated simultaneously. Qihang Business Services Limited can first discuss with you the scope of our general company secretarial and business address services; for issues involving specific statutory filings, leases, or licenses, please seek appropriate professional advice based on your individual circumstances.
References
Company Registry “Frequently Asked Questions: Incorporating a Local Limited Company”: https://www.cr.gov.hk/tc/faq/local-company/incorporation.htm
Hong Kong Inland Revenue Department “Notice of Change to Business Registration Information”: https://www.ird.gov.hk/chi/tax/bre_cbp.htm
Checklist Before Changing Your Address
Before submitting or notifying any changes, you should first verify the following items: First, determine whether this change involves the registered office, actual place of business, business/mailing address, or a simultaneous change to multiple addresses; Second, if the change involves the registered office address, determine whether Form NR1 needs to be filed in accordance with applicable requirements; Third, if you are also changing your business address or other Business Registration details, have you verified the notification methods and deadlines in accordance with the latest guidelines? Fourth, do your bank records, contracts, invoices, website, and customer contact information need to be updated simultaneously? Fifth, does your address service cover the required mail reception, notifications, forwarding, or visitor arrangements?
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This article is provided for general information only; specific arrangements regarding filing, notifications, and the use of addresses should be confirmed based on the company’s circumstances and the latest official requirements.