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Table of Contents
Which Documents Are Required to Set Up a Company in Hong Kong?
Personal Documents Required from Shareholders and Directors
Preparing Documents from Abroad: Notarisation, Apostille and Certified Translation
Official Incorporation Documents Filed with the Companies Registry
Legal Prerequisites for Incorporation
Online Incorporation Step by Step (e-Services Portal)
2026/27 Government Fees and Payment
Documents Issued After Incorporation
Document Package for the Bank Account (KYC)
Why Applications Are Rejected or Delayed
The documents required to set up a company in Hong Kong fall into three groups: identity and address documents of the shareholders and directors, the official incorporation forms filed with the Companies Registry (NNC1, Articles of Association, IRBR1), and the corporate documents issued after incorporation. Once the documents are complete, the application is filed entirely online through the e-Services Portal and, for straightforward cases, the Certificate of Incorporation is usually issued the same day, often within one hour. This guide walks through notarisation, apostille and translation when you prepare documents from abroad, every step of the online application and the 2026/27 government fees.
Quick Overview (August 2026)
Personal documents: Valid passport, proof of address from the last 3 months, short CV and business description
Official forms: NNC1 (Incorporation Form), Articles of Association, IRBR1 (Notice to Business Registration Office)
Mandatory elements: At least 1 director, 1 shareholder, a Hong Kong resident company secretary and a registered office address in Hong Kong
Government fee (online): HKD 1,545 registration + HKD 2,350 Business Registration Certificate = HKD 3,895 (≈ USD 500)
Processing time: Usually 1 hour to 1 working day online; about 4 working days for paper filings
Travel to Hong Kong: Not required; the whole process is handled remotely
For the most common structure, the Private Company Limited by Shares, the document set is simpler than in many other jurisdictions: under the Companies Ordinance (Cap. 622) only three official forms are filed. The difficulty lies less in the forms themselves than in verifying the identity and address of the people behind them in line with anti-money-laundering (AML) rules. The service provider handling your incorporation must hold a Hong Kong TCSP (Trust or Company Service Provider) licence and must open a customer due diligence (KYC) file for every shareholder and director. It therefore helps to think of the documents in three layers:
| Layer | Document | Who prepares it? | Where is it filed? |
|---|---|---|---|
| A. Personal documents | Passport, proof of address, CV, business description | Shareholders and directors | With the TCSP service provider (KYC file) |
| B. Official incorporation forms | NNC1, Articles of Association, IRBR1 | Service provider (with your approval) | Companies Registry (e-Services Portal) |
| C. Post-incorporation documents | Certificate of Incorporation, Business Registration Certificate, share certificates, SCR, first board resolution | Companies Registry / IRD / company secretary | Kept at the registered office |
If you want to see the whole process together with costs and taxation, our main guide to company formation in Hong Kong complements this article.
| Document | Requirements | Common mistake |
|---|---|---|
| Passport | Colour copy of the photo page; at least 6 months' validity | Applying with a passport about to expire; sending a national ID card (a passport is the standard for foreigners) |
| Proof of address | Issued within the last 3 months; must show full name and full address (bank statement, electricity/water/gas bill, official residence certificate) | Mobile phone bills or credit card statements (most providers reject them); name not matching the passport exactly |
| Short CV | Education, current occupation, industry experience | Not listing other companies the shareholder owns |
| Business description | What will be sold, in which countries customers and suppliers are located, expected annual turnover | Vague wording such as "general trading"; it also causes problems at the bank stage |
| Source of funds declaration | Origin of the start-up capital and of the initial transaction volume | Required under Hong Kong AML law; detailed evidence is expected for crypto, payment services and high-volume e-commerce |
| Specimen signature, e-mail and phone | For the electronic signature of the incorporation forms | — |
In a one-person company the same individual can be both shareholder and director, so the document set is prepared once. With several partners a full set is required for each of them; even minority partners who are not beneficial owners must provide a passport and proof of address.
A company incorporated in your home country can be the shareholder of the Hong Kong company; this is common for group structures. The document burden, however, increases:
In multi-layer structures (for example operating company → Dutch holding → Hong Kong) the same documents are required for every layer; if the structure is not explained from the outset the KYC process can take weeks longer.
This part is rarely explained in guides, yet most delays happen here.
| Document | Required treatment | Notes |
|---|---|---|
| Passport copy | For most providers sighting of the original (video call) or a notarised "certified true copy" | No translation needed as passports are issued in English |
| Residence certificate / proof of address in a local language | Certified English translation; some banks ask for notarisation | The Hong Kong side cannot process documents in other languages |
| Bank statement / utility bill in a local language | Certified English translation | If your bank offers English statements, use those |
| Register extract, good standing certificate, signatory list (corporate shareholder) | Notarisation + apostille + certified translation | Hong Kong is party to the Hague Apostille Convention; an apostille from the competent authority in your country is sufficient, consular legalisation is not required |
| Shareholders' resolution (corporate shareholder) | Notarisation + apostille + translation | The resolution must state the name and capital of the Hong Kong company and the authorised signatory |
Practical tips
1. Collect all documents within the same month; the "last 3 months" rule is counted again at the bank stage.
2. Spell names identically on the passport, proof of address and forms (local characters are a frequent reason for rejection).
3. Obtain translations stamped and dated by a certified translator; scan PDFs in colour at 300 dpi.
4. Submit corporate shareholder documents as a single PDF together with the UBO chart.
The official document set required by the Companies Registry consists of only three items. Your service provider prepares them from the information you supply and submits them for your approval.
| Form / Document | Content | Points to watch |
|---|---|---|
| NNC1 – Incorporation Form | Company name, registered office address, share capital and share structure, founder members, directors, company secretary | The founder member who becomes director signs the "Consent to Act as Director" section; Hong Kong ID or passport numbers must be entered in full |
| Articles of Association | Company constitution: share transfers, board meetings, directors' powers, profit distribution | Since the 2014 Companies Ordinance the "Memorandum of Association" has been abolished; only the Articles are filed. The model articles on the e-Services Portal are sufficient for small companies; have bespoke articles drafted if investors will join later |
| IRBR1 – Notice to Business Registration Office | Business registration notice to the Inland Revenue Department (IRD) | Filed together with NNC1; one application covers both incorporation and business registration (one-stop service) |
The minimum capital is effectively HKD 1 and there is no capital blocking; the nominal capital is not deposited with a bank at incorporation. In practice a nominal capital of HKD 10,000 is common: it looks reasonable in bank KYC and simplifies stamp duty calculations on later share transfers. Capital can also be denominated in USD or EUR.
| Element | Requirement | Practical consequence for foreign investors |
|---|---|---|
| Shareholder | At least 1; individual or corporate; no residency requirement | 100% foreign ownership is possible |
| Director | At least 1 natural person (over 18); no residency requirement | A person living abroad can be the director; a corporate director may be added but is not sufficient on its own |
| Company secretary | Individual resident in Hong Kong or company incorporated in Hong Kong; in a single-director company that director cannot be the secretary | Annual service purchased from a licensed TCSP provider |
| Registered office address | Physical address in Hong Kong; a P.O. box is not allowed | The provider's address is used; official notices are served there |
| Significant Controllers Register (SCR) | Register of persons holding more than 25% of shares/voting rights or otherwise controlling the company; not public, produced on request of law enforcement | The company must also appoint a designated representative in Hong Kong (usually the secretary) |
The Companies Registry's former e-Registry system was replaced by the e-Services Portal in December 2023. The portal handles incorporation, annual returns (NAR1), changes of address or directors and register searches from a single account. The flow below shows a typical remotely managed incorporation for a foreign investor.
| 1 | Initial consultation and structure design (1 day) Business activity, target markets, shareholder structure and the future bank of choice are defined. The "business description" given here underpins the activity code in NNC1 and the bank KYC narrative. |
| 2 | Company name check (same day) A name search is run at the Cyber Search Centre; two alternative names are prepared. If no Chinese name is needed, the company proceeds with an English name only. |
| 3 | KYC file and document verification (2–5 days) The documents in sections 2 and 3 are sent to the provider; identity verification is usually done in a short video call. If any documents need apostille or translation, this is the step that sets the pace. |
| 4 | Preparation of forms and electronic signature (1 day) The provider enters NNC1, the Articles and IRBR1 into the portal's web forms; the draft is saved and sent to you as a PDF. The founder member/director approves it with an electronic signature. The person signing on the portal must be an "Individual User" registered for the e-Filing service; your provider's specialists hold these accounts, so you do not need to open one yourself. |
| 5 | Submission and payment of fees (same day) The registration fee and the Business Registration Certificate fee are paid online in a single transaction. For online applications the registration fee is 10% lower than for paper filings (since 1 October 2020). |
| 6 | Certificate of Incorporation and Business Registration Certificate (1 hour to 1 working day) If the name needs no further review and the documents are complete, a private limited company is normally registered within one hour. For applications filed via the portal both certificates are issued in electronic form (PDF) only; they have the same legal effect as printed certificates. Certified copies can be ordered separately for a fee. |
| 7 | Post-incorporation document set and SCR (1–2 days) The secretary prepares the first board resolution, share certificates, statutory registers and the Significant Controllers Register, and appoints the designated representative (section 8). |
| 8 | Bank account application (2–6 weeks) The KYC package prepared alongside the incorporation documents is submitted to the bank (section 9). |
Video: For a visual walkthrough, watch our video Setting up a company in Hong Kong and its costs.
Yes. NNC1, the Articles and IRBR1 can be delivered to the Companies Registry in hard copy. The fee rises to HKD 1,720, the certificates are issued in paper form and processing usually takes about 4 working days. There is no practical advantage for foreign investors.
The amounts below are based on the Companies Registry fee schedule and the Business Registration Fee and Levy Table published by the Inland Revenue Department for 1 April 2026 – 31 March 2027.
| Item | Amount (HKD) | Note |
|---|---|---|
| Incorporation application – online | 1,545 | HKD 1,280 registration + HKD 265 lodgement; HKD 1,280 is refunded if the application is rejected |
| Incorporation application – paper | 1,720 | HKD 1,425 + HKD 295 |
| Business Registration Certificate – 1 year | 2,350 | HKD 2,200 fee + HKD 150 levy (Protection of Wages on Insolvency Fund); the levy was reinstated on 1 April 2026 |
| Business Registration Certificate – 3 years | 6,170 | HKD 5,720 fee + HKD 450 levy |
| Total government cost for online incorporation | HKD 3,895 (≈ USD 500) | Excluding secretary, address, consulting and accounting |
Caution
Many online sources still quote the old BRC amount of HKD 2,200; the levy waiver that applied in 2025/26 ended in 2026/27. Check the live version of the IRD table on the day of payment.
Including secretarial services, registered address, accounting and the annual audit, the total first-year budget on the market is typically USD 4,000–9,000; see our Hong Kong company registration cost breakdown for a line-by-line view.
Completing registration is not the end of the document process. Banks, and later investors, ask for the following set as the "company kit":
| Document | Issued by | Purpose |
|---|---|---|
| Certificate of Incorporation (CI) | Companies Registry | Proves the company's legal existence; contains the company number (CR No.) |
| Business Registration Certificate (BRC) | Inland Revenue Department | Serves as the tax registration; renewed every year (or every 3 years) |
| Articles of Association (registered copy) | Companies Registry | Banks ask for the signed/registered constitution |
| Registered copy of NNC1 | Companies Registry | Official evidence of the director and shareholder structure |
| First board resolution | Company secretary | Director appointments, approval of the registered office, authority to open a bank account, choice of financial year end |
| Share certificates and register of members | Company secretary | Evidence of share ownership |
| Significant Controllers Register (SCR) and designated representative notice | Company secretary | Statutory requirement; kept at the registered office |
| Company chop | Service provider | Not legally required, but widely used in Hong Kong banking and contract practice |
| Registered office and secretary agreements | Service provider | Renewed annually |
About 18 months after incorporation the IRD issues the first Profits Tax Return; until then keeping all contracts, invoices, statements and correspondence is critical both for the audit and for any offshore profits claim. For the tax side see our article on Hong Kong tax rates 2026.
While registration in Hong Kong takes an hour, a bank account can take weeks, because banks run a separate and stricter KYC process. Preparing the bank documents in parallel with the incorporation file shortens the overall timeline.
Traditional bank or digital solution? Banks such as HSBC, Standard Chartered and Hang Seng may require a branch visit or video interview and approval can take 2–6 weeks; licensed payment institutions such as Airwallex, Statrys or Wise Business open accounts fully remotely, usually within a few working days. For e-commerce and digital service companies, our Stripe account opening and PayPal Business account consultancy completes the payment infrastructure at this stage.
In our experience most rejections and delays come down to one of the ten points below. Check each line before filing:
| Day | Stage | Output |
|---|---|---|
| 0 | Consultation, structure and name selection | Two approvable alternative names, capital and share plan |
| 1–3 | Collection of personal documents; translation of local-language documents (notarisation/apostille if needed) | Complete KYC file |
| 3–5 | Video verification, KYC approval | Provider's compliance clearance |
| 5 | NNC1, Articles and IRBR1 prepared; e-signature | Signed application |
| 5–6 | e-Services Portal filing and fee payment | CI and BRC (PDF) |
| 6–8 | Company kit, SCR, first board resolution | File ready for the bank |
| 8–45 | Bank/payment institution KYC and account opening | Multi-currency corporate account |
If a corporate shareholder requires an apostille, add 5–7 working days to days 1–3. Even so, Hong Kong remains one of the fastest jurisdictions in the world for remotely managed incorporations; for comparison see our guides to company formation in Singapore (resident director requirement) and company formation in Dubai (licence + visa process).
Setting up a company in Hong Kong does not remove your obligations at home. We recommend planning the following three points from the outset while preparing the documents:
We cover the tax side of these issues in detail in our article on Hong Kong tax rates and CFC risks for foreign shareholders.
World Company Setup's offices in Hong Kong (Mongkok) and Istanbul review your document set before filing, identify missing translations, apostilles and KYC items, and complete the e-Services Portal application on your behalf. The whole process, from registration to the bank account, is handled remotely. For the incorporation package and costs see our guide to company formation in Hong Kong.
Fill in the form for a Hong Kong document pre-check and a quote →
Author: Turgut Akkuş – Accounting and Tax Specialist, World Company Setup
Legal review: Rabia Kahraman, Attorney at Law – International Trade and Tax Law
Disclaimer: The fees, charges and procedures in this article are based on the official publications of the Hong Kong Companies Registry and the Inland Revenue Department as of 22 August 2026. Legislation and amounts may change; check the official sources on the day of filing. This article is for general information only and does not constitute legal or tax advice.
Individual shareholders and directors need a valid passport, proof of address from the last 3 months, a short CV and a business description. The NNC1 incorporation form, the Articles of Association and the IRBR1 business registration notice are filed with the Companies Registry. For a corporate shareholder, the register extract, signatory list and investment resolution are also required, apostilled and translated.
Yes. The application is filed entirely online through the Companies Registry's e-Services Portal; for straightforward cases the Certificate of Incorporation is usually issued electronically within 1 hour and at the latest within 1 working day. The registration fee for online filings is 10% lower (HKD 1,545).
No. Identity verification is done by video call and the forms are completed with an electronic signature. Only some traditional banks may require a branch visit or video interview when opening the account; with digital banking solutions this step is also handled remotely.
NNC1 is the official incorporation form filed with the Companies Registry to incorporate a company limited by shares in Hong Kong. It contains the company name, registered office address, share capital and share allocation, founder members, directors and company secretary; the founder member who becomes director signs the consent to act in the form.
The BRC is issued by the Inland Revenue Department; it serves as the tax registration and is required to open a bank account. For 1 April 2026 – 31 March 2027 a 1-year certificate costs HKD 2,350 (HKD 2,200 fee + HKD 150 levy) and a 3-year certificate HKD 6,170.
A passport does not need an apostille, but documents in a local language, such as a residence certificate, require a certified English translation. Corporate shareholder documents (register extract, signatory list, investment resolution) need notarisation, apostille and certified translation. As Hong Kong is party to the Hague Apostille Convention, consular legalisation is not required.
With documents ready, registration is completed within 1 hour to 1 working day. Including KYC verification and the company kit, the typical process takes 5–8 days, and 2–6 weeks including the bank account. If a corporate shareholder requires an apostille, add 5–7 working days.
Yes. Every Hong Kong company must have a Hong Kong resident company secretary and a physical registered office address that is not a P.O. box. In a single-director company the director cannot also be the secretary, which is why foreign investors obtain this service from a licensed TCSP provider.
No. The minimum capital is HKD 1 and there is no capital blocking; the nominal capital is not deposited with a bank at incorporation. In practice a nominal capital of HKD 10,000 is common.
Every year an annual return (NAR1, within 42 days of the incorporation anniversary, HKD 105) is filed with the Companies Registry, a Profits Tax Return with audited financial statements is filed with the IRD and the BRC is renewed. Changes in the ownership structure are entered in the Significant Controllers Register within 7 days.
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