Company kit set (green box): 7 documents explained

The “green box” (company kit) you receive after registering a Hong Kong company is a set containing important items such as the articles of association, seals and statutory records, which prove that the company was lawfully incorporated and operates in accordance with the rules. With the shift to electronic records, however, the need for a physical box is gradually declining.

The “green box” (company kit) is the document set a Hong Kong company receives after incorporation, containing 7 key items including the articles of association, company chops and statutory record books.
New companies incorporated after 2014 are not required to use a common seal (embossing seal), so a physical company kit is becoming less necessary.
The documents in the company kit can be kept in electronic form, depending on the company's own management needs.
After a company is deregistered, the company kit documents must still be kept for at least 6 years, and no chop may be used in the company's name.

What is a company kit (green box)?

A green box containing company records

The “green box” (company kit) is an important set of documents and seals that a company secretarial firm provides after a Hong Kong company is registered, so called because of its typical dark-green appearance.

It signifies that the company has been lawfully incorporated and is a compilation of the key “identity documents” that prove the company exists and governs how it operates.

Do you need a company kit to set up a company?

The latest Companies Ordinance (2026)

Not necessarily! Under the latest Hong Kong Companies Ordinance, many of the documents in a company kit can be kept in electronic form, and new companies incorporated after 2014 do not need to use a company seal, so the need for a physical company kit is gradually declining.

Whether you need a physical company kit depends on the company's own needs. If it is convenient for the company secretarial firm to manage, or you want to keep the company's important documents in one place, you can choose a physical company kit; but if you value convenience or want to simplify your workflow, you can choose the electronic form.

What does a company kit contain, and what are the items used for?

Articles of association

Articles of association The Articles of Association are the company's core legal document, setting out in detail the company's internal rules of operation, shareholders' rights, directors' duties and meeting procedures. They are the company's organisational terms of operation, and all company actions must comply with them.

Common seal (embossing seal)

The common seal is mainly used to sign important legal contracts or share certificates, and represents the company's official authorisation, for example when signing important contracts such as a transfer or sale of company shares or a property sale.

However, since the new Companies Ordinance mentioned above took effect, companies may choose not to use a common seal, so many new companies do not have one.

Company round chop

The company round chop (Small Round Chop), also known as an amendment chop or small round seal, has two rings; the outer ring carries the company's English name with an asterisk mark, and it is mostly purple or blue.

It is mainly used to acknowledge or confirm everyday documents, or to stamp at the place where a document has been amended. Unlike the common seal it carries no major legal binding force and is used mainly for administrative matters.

Signature chop (self-inking stamp)

The company signature chop (Signature Chop), commonly known as a signing stamp or finance chop, is the most commonly used seal in daily business. It is mainly used to sign invoices, receipts, cheques and remittances, bank documents and other everyday business documents.

Share certificate book

The share certificate book (Share Certificate Book) is the formal document used to record and issue the company's shares. Each page usually records information such as the shareholder's name, the total share capital held by each holder and the certificate number, and it is the legal evidence of a shareholder's ownership of the company's share capital.

Statutory books

The statutory book (Statutory Book) contains the important registers used to record details of the company's directors, company secretary and shareholders, the register of charges, and the minutes of board and general meetings.

The statutory records are important documents for the company's compliance and must be kept properly updated and preserved as the regulations require.

Board minute book

The board minute book is dedicated to recording the proceedings of each shareholders' meeting, what was discussed, the resolutions passed and who attended. These records are the basis of the company's key decisions and are internal documents that evidence compliance.

How do you apply for a company kit?

After the company is incorporated, the Companies Registry hands these documents to the company's registered agent or the company secretary acting for the company. The company kit is a safe-keeping box for the company's important documents, and must be kept safe and available for inspection at any time.

FAQ

What if the company kit is lost?

If you accidentally lose the company kit, contact the secretarial firm or accounting firm that handled your company registration as soon as possible. They will help you replace the statutory company documents you need, such as reapplying for a copy of the Business Registration Certificate and having the company seals re-engraved, so there is no need to worry too much.

How do you deal with the company kit if the company is deregistered?

Under the Companies Ordinance, all documents of a deregistered company must still be kept for at least 6 years, to cover possible future tax audits, legal tracing or the settlement of debts and claims. In addition, once a company has been deregistered, none of the company chops in the company kit may be used, and the company's name may not be used to enter into contracts with third parties, transfer funds or carry out any transaction.

This is because, after a company is deregistered, these documents and items still legally belong to the company as its assets, and any unauthorised use of the company's documents for business activities is unlawful and may lead to prosecution.

Professional company formation services in Hong Kong: SetupHK

Since it was established in 2014, SetupHK has provided entrepreneurs with one-stop Hong Kong company formation and management services. We understand how hard it is to start a business in Hong Kong. We have extensive experience and well-established processes in the proper management of the company kit, the compliance of statutory documents and the handling of Business Registration Certificate applications, and are well recognised by our many clients.

Professional and reliable company kit and document management services: From collecting and delivering the company kit onwards, we make sure every step is accurate, so that your company's statutory documents and business registration remain valid and fully compliant.
A comprehensive one-stop compliance solution: Our services cover all the administrative matters relating to the company kit, so you never need to worry about managing company documents.
Efficient and timely: We respond quickly and reply to your needs promptly, helping you complete the company kit and company administration processes in the shortest possible time.

If you have any questions about managing your company kit or applying to set up a company, please contact the SetupHK team. We provide one-stop company formation services, supporting you all the way from document preparation to ongoing compliance.