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In the course of running a business, we sometimes inevitably need to change the company address. So if your company needs to change its address, can you handle it yourself? What procedures are required? This article explains in detail the procedures for changing the registered address of limited and unlimited companies.
Change of registered address
A company's registered address serves as its official address, and all important mail must be sent there. If a start-up moves to a new address, for example because of business expansion, can the registered address be changed?
Of course it can. Under current law, A limited company must file Form NR1 with the Companies Registry within 15 days after its registered office address changes. It must also notify the Business Registration Office of the change of business address in writing within one month after the change.
Both Hong Kong limited companies and unlimited companies must update the company's registered address, but the two update in slightly different ways.
For an unlimited company to change its registered address, it only needs to notify the Business Registration Office to carry out the change procedure. The registered address of a limited company, however, is also registered with the Companies Registry, so a limited company must notify the Companies Registry as well as the Business Registration Office.
The following briefly introduces the procedures for unlimited companies and limited companies to change their address:
Procedure for an unlimited company to change its registered address
The Business Registration Ordinance (Cap. 310) provides that after a change in business particulars or the cessation of business, the business operator must notify the Commissioner of Inland Revenue in writing within 1 month.
Because an unlimited company only applies to the Business Registration Office when registering, it also only needs to update its company particulars with the Business Registration Office when changing its registered address.
To notify the Business Registration Office in writing, you can choose to complete the Notification of Change in Business Address form (IRC 3111A) or write your own notice, stating your business registration number, business name, old and new business addresses and the date of change. In both cases you must provide proof of the new address, such as a tenancy agreement, and send the form by post or submit it in person to the Business Registration Office.
The updated Business Registration Certificate is collected in the same way the form was submitted, and the company must also display the updated business registration particulars in a prominent place in the company.
Procedure for a limited company to change its registered address
To change a limited company's registered address, you must notify separately the Business Registration Office and the Companies Registry. Both the Business Registration Office and the Companies Registry accept submissions by post or in person..
You need to complete the “ Notification of Change in Business Address form (IRC 3111A) ” and send it by post or submit it in person to the Business Registration Office on the 2/F of the Inland Revenue Centre in Kai Tak, and complete the “ Notice of Change of Registered Office Address (NR1)”, By post or in person to the Companies Registry (must be filed within 15 days after the registered office address changes).
Book an appointment to submit your application
At present, some departments offer online appointment booking for their counter services, to divert traffic and reduce waiting times.
Business Registration Office counters can be booked through eTAX to book Business Registration Office counter services online, for same-day service and the next 5 working days.
The Companies Registry, however, does not offer an online booking service.
If you plan to submit the forms in person, you can first book the Business Registration Office counter service online, and then arrange to go to the Companies Registry, to save waiting time.
Summary
The registered address is how a company receives important correspondence. If a company changes its address, it must complete the address change procedures with the relevant authorities (Companies Registry: within 15 days; Business Registration Office: within one month). Forgetting to make the change is more than just not receiving important documents; you could also be fined!
You can also use SetupHK's one-stop business services to simplify all kinds of minor matters and make sure your company complies with the relevant regulations, so that you have more time to focus on growing your business.
Further reading: “What is a company secretary? Definition, duties and eligibility to act explained”
