Hong Kong company secretary: How to hire the right person?

You can have the most compliant, well-structured company in Hong Kong. But if you hire the wrong company secretary, none of that will matter.

The company secretary is more than just a legal requirement.  They’re your gatekeeper for staying compliant with Hong Kong law.

Get it right, and everything runs smoothly. Get it wrong, and you’re looking at missed deadlines, penalties, or worse, deregistration.

Take this real-world scenario:

1. Business A hired a freelancer off a referral via Facebook with the promise of full compliance.
2. Business B worked with a licensed, experienced firm specializing in Hong Kong corporate law.

One faced fines for late filings and had to seek our support to explain the situation with the Inland Revenue Department.

The other never missed a deadline and expanded into regional markets with ease.

Same city. Same regulations. Different outcome.

So, what made the difference? And how do you make the right hire?

In this guide, I’ll walk you through what a company secretary does, the red flags to avoid, and a proven way to help you hire the right person the first time.

1. What is a company secretary in Hong Kong?

A company secretary in Hong Kong is a legally required officer responsible for ensuring that a company complies with local regulations and maintains proper corporate governance.

You can think of them as your company’s compliance gatekeeper. This is the person who makes sure your business follows the rules and stays in good standing with the government.

Although they usually work behind the scenes, their role is crucial.

A company secretary is responsible for tasks like:

• File annual returns and other statutory documents with the Companies Registry
• Maintain the company’s statutory books and records
• Keep directors informed of their legal obligations
• Ensure proper board meeting procedures are followed

By law, every Hong Kong limited company must appoint a company secretary. 

In practice, a company secretary can be:

• A natural person ordinarily resides in Hong Kong;
• A professional service provider specializing in company compliance (If you search on Google, Chat GPT the keyword "Company secretary in Hong Kong", you will find hundreds of companies that offers Hong Kong company secretarial services)

Behind the scenes, they help your business operate smoothly and legally in Hong Kong.

2. Does my company in Hong Kong need a company secretary?

The short answer is yes. It is not optional.

Under Section 474 of the Hong Kong Companies Ordinance (Cap. 622), every Hong Kong company is legally required to appoint a company secretary.

And it’s not just a formality.

The company secretary plays a key role in making sure your business stays compliant with local laws.

They handle essential tasks like submitting your annual return, maintaining statutory records, and communicating with the Companies Registry.

You may have a question: If I am a one-man company (I am the sole director, the sole shareholder of my company in Hong Kong), can I also assume the role of a company secretary?

According to the (Cap. 622, Section 475(2))

The answer is no, 

• If you’re running a one-director company, you’re legally required to appoint someone else as the company secretary.
• You cannot be both the sole director and the company secretary.

Why does it matter?

In fact,  failure to appoint a company secretary is a breach of statutory duty,  and it comes with real penalties.

According to Section 898 of the Companies Ordinance, failing to comply can result in fines of up to HKD 50,000, and in some cases, daily default fines if the breach continues.

Not having a company secretary means:

• Your filings may be rejected
• You could miss key deadlines

You risk fines, legal trouble, or even being struck off the register

Long story short: A company secretary is required by law, and is essential for keeping your business legally safe.

3. What does a company secretary actually do for my company?

Do you think the company secretary is there to fulfill the legal requirements and just sort your paperwork? Think again

They offer more than that, they have a lot of responsibilities. These behind-the-scenes responsibilities keep your business compliant, organized, and running smoothly.

In this way, you can focus on growing your business and leave all the repetitive administrative tasks to your trusted secretary. 

3.1. Stay compliant

Your company secretary ensures you meet all legal requirements, so you avoid costly mistakes. Here’s what that includes:

• File annual returns with the Companies Registry on time
• Manage changes like share allotments or director updates
• Handle company dissolution or deregistration
• Keep statutory books (shareholders, directors, charges, etc.) up to date
• Managing and recording the use of the company seal
• Oversee share transfers and documentation

3.2. Talk to the Government, so you don't have to

A company secretary is your company’s point of contact with government agencies:

• Communicate with the Companies Registry and the Inland Revenue Department (IRD)
• Handle official correspondence and updates
• Keep all stakeholders informed on compliance issues

Tip: Use your company secretary’s address as your registered address to make sure all official mail is handled promptly. Normally, the secretary will handle the registered address service to help you in this regard.

3.3. Run the right meeting the right way

Good governance means good meetings. Your secretary makes sure they’re done right:

• Schedule and coordinate board meetings
• Prepare agendas and take accurate minutes
• Organize AGMs and EGMs, ensuring voting procedures and notice periods are followed

3.4. Avoid fines and headaches

Mess up your filings, and it can cost you. Your secretary helps you avoid:

• Penalties for late tax or annual report filings
• Fines for outdated statutory registers or missing records
• Risks from not keeping up with regulatory changes

4. How to find the right secretary for my Hong Kong company?

Choosing a company secretary isn’t just a checkbox.

It’s a decision that impacts your compliance, credibility, and operational flow. Here’s how to make the right choice and avoid costly missteps with our 3-step process

4.1. Understand who can qualify

Before you hire, make sure your candidate is legally eligible.

• For individuals: Must be a Hong Kong resident
• For corporations: Must be a licensed TCSP (Trust and Corporate Service Provider) with a registered business address in Hong Kong

The one rule here is simple. Always make sure the person you hire is verified, trusted, and has a working history. 

If you have a person currently residing in Hong Kong whom you can trust, you can ask them to be your secretary. But, they need to be well-versed in Hong Kong company regulations. 

Else, you risk putting your company in jeopardy.

4.2. Decide between In-House or Outsourced

You’ve got two main options:

•  In-house — You hire someone directly as part of your team
• Outsourced — You partner with a professional services firm

Outsourcing is a popular choice in Hong Kong because it:

• Lowers overhead costs
• Gives you access to experts in local compliance
• Reduces the risk of late filings or missed obligations

4.3. Check their credentials

Especially when outsourcing, make sure your provider:

• Holds a valid TCSP License
• Has a solid track record in handling statutory filings
• Offers ongoing support for things like annual returns, director changes, or share allotments

Pro tip: Look for providers who also offer a registered address. This streamlines official communications and keeps things centralised.

5. 1 proven way to find a reliable secretary in Hong Kong 

No matter if you are a foreigner looking to incorporate a company in Hong Kong or a Hong Kong local who wants to find a reliable secretary, our method works for all.

Here’s one proven method to make sure you’re choosing a legitimate, licensed provider (not a middleman reselling services at a markup).

We call this the TCSP License Cross-Check Method.

Why does this work?

Because it lets you verify secretarial firms against the official Hong Kong government database—the Trust or Company Service Provider (TCSP) register. 

That means no guesswork, no fancy marketing sites—just licensed, verifiable data straight from the government source. Plus, it is very easy to do.

5.1. Step 1: Google Search “Hong Kong Company Secretarial Services”

Start by listing potential providers from organic search results. Use a simple search like with the keyword "Hong Kong company secretarial services" on Google.

Your goal here is to collect 10 company names that look promising. 

Step 2: Find their company TCSP Number

Go to each website’s About or Contact page, or the footer on the Homepage, and find the TCSP Name of Licensee or Licence Number. For example, TC003167

This is a verification that a person/a company who carries on or wishes to carry on a trust or company service business in Hong Kong.

This person or this company is licensed by the Hong Kong government to do this job legally. 

If it's not listed? Red flag. Skip them or email support to ask directly.

5.2. Step 3: Check the TCSP License

Now, verify each name using the official TCSP License Register via this link: Register of Trust or Company Service Provider Licensees in Hong Kong

On the site:

1. Choose Search By Name of Licensee or Licence No.
2. Input the name or number
3. Click Search

If the company shows up in the results, it’s officially licensed to offer company secretarial services.

If it doesn’t? You’re likely dealing with a reseller or unauthorized third party.

Summary:

• Google and shortlist 10 providers
• Check if they list their TCSP license number or their  registered company name
• Cross-check with the TCSP register
• Choose a verified, direct service provider

That’s it. You now have a bulletproof method to find a reliable, cost-effective, and legally qualified secretary in Hong Kong, without relying on trial and error.

6. How can we help you open a company in Hong Kong the right way

We’re not just another corporate service provider

As a trusted business advisor with over 10 years of direct relationships with licensed TCSP providers in Hong Kong, we help entrepreneurs like you skip the middlemen and get first-hand, high-quality service at a fair, transparent price.

You might come across providers like Sleek, Osome, or AsiaBC in your top 10 Google search.

Here’s the truth:

Most of these firms charge premium prices for basic services, especially if you're a first-time founder unfamiliar with Hong Kong regulations.

We’re different.

We’re a one-stop partner that:

• Works directly with licensed TCSPs (no resellers, no middlemen)
• Has deep knowledge of the legal, tax, and banking ecosystem in Hong Kong
• Helps you avoid costly mistakes when setting up your company
• Guides you step-by-step with personalized advice, not templated responses

Our services Include:

• Open a company in Hong Kong legally, fast with our one-stop support
• Get a reliable, experienced company secretary with our corporate secretarial service
• Support in opening your business bank accounts;
• Get an affordable, professional registered office address for business;
• Support to open, authenticate, and manage Stripe, and PayPal Business in Singapore, Hong Kong, and the U.S;
• Handle all your tax accounting needs, timely annual filings, auditing, and more.

Whether you’re a solopreneur, startup, or scaling business, we’ll make sure your Hong Kong setup is fully compliant, optimized, and affordable.

Want a real, trusted expert to guide you?
Let’s talk. No fluff, no hard sell — just real advice from someone who knows how to help and 1000 clients from all over the world who trust us to help them thrive globally.

7. FAQs about company secretaries in Hong Kong

With over a decade of experience serving as a trusted partner to more than 750 business owners seeking professional development and breakthroughs in the international market, we are an  expert strategic corporate service provider helping you incorporate and operate successfully in 10 different countries

Our areas of expertise include:

• Strategic Consulting and Company formation in over 10 different countries worldwide such as Singapore, Hong Kong, the U.S., Australia, Thailand, Malaysia, and offshore destinations like BVI, Belize, Seychelles, and more.
• Account opening for personal and corporate bank accounts, as well as setting up PayPal and Stripe gateqays in countries like Singapore, Hong Kong, and the U.S..
• Tax Consulting and Preparation for SFRS IFRS financial reports, corporate income tax returns, VAT/GST (Value Added Tax/Goods and Services Tax), and more.
• Opreation support:
• Registered adress;
• Foreign consular legalization;
• Trademark and patent protection registration in Singapore and the US;
• Employment Pass application in Singapore and Hong Kong;
• Website design, international SIM number provision;
• DUNS registration.

With over 10 years of experience and a team of experts with 5 to 25 years of experience (international standard certifications) as well as direct partnerships with institutions such as OCBC, UOB, DBS, PayPal, and Stripe, we are proud to offer professional, legal, transparent, sustainable services with no hidden costs.

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