The e-Registry system of the Hong Kong Companies Registry
The e-Registry system is a 24-hour portal developed by the Companies Registry to facilitate the electronic submission of applications for company incorporation, specified forms and other documents. To provide users with a convenient and integrated service, any online application for company incorporation will be deemed to also be an application for business registration.
Electronic services for one-stop company incorporation and business registration, and for the submission of a notification for the change of a company name for local companies have been available since early 2011.
Commonly filed forms via the e-Registry include reporting changes of registered office addresses, changes of directors/reserve directors/company secretaries and their particulars, and changes of share capital and annual returns. These were launched in stages beginning February 2012.
Registration for electronic services
Users are required to register with the Companies Registry before using the services provided at the e-Registry. Registration is free of charge.
Individual User Account
Any individual who wishes to use the e-Registry services can register for an individual user account. An individual director, secretary, authorised representative, manager, or authorised person of a company who is authorised to sign documents electronically on behalf of the company, must register as a user.
Company User Account
A local or a non-Hong Kong company registered under the Companies Ordinance with the Companies Registry or any unincorporated business registered with the Inland Revenue Department under the Business Registration Ordinance (Chapter 310 of the Laws of Hong Kong) can register for a company user account.
Annual Return e-Reminder Service
This service is free of charge. Local private companies having a share capital, and which have a registered Company User account with the e-Registry will automatically receive electronic notifications for filing annual returns on the anniversaries of their dates of incorporation. Individual Users who have an established account association with the Company Users may subscribe to the Annual Return e-Reminder Service to receive electronic notifications for filing annual returns. Users can access the e-Registry through a hyperlink provided in the notifications for electronic submission of Annual Returns (e-Form NAR1).
Third Party Software Interface (TPSI)
Registered users can use the TPSI function to submit their duly completed and signed electronic files of specified forms which are generated by third party software (i.e. software which is developed in-house or purchased from software vendor), in specified interface file formats with or without attachments, to the e-Registry.
Registration of Registered Agents
Company and Individual Users of the e-Registry may register their agents for the purpose of electronic filing at the e-Registry free of charge. A Registered Agent, who is essentially an authorised person, can be a company or an individual. Before a Registered Agent can act on behalf of his/her principal for the purpose of electronic filing, the agent must be authorised and registered by the principal as his/her agent at the e-Registry.
The e-Registry can be accessed round the clock at www.eregistry.gov.hk. Registration of a user account is required prior to using e-Registry services.
For registration, applicants for an individual user account are required to either (i) submit a certified true copy of his/her identification document (Hong Kong identity card or overseas passport, certified by notary public, solicitor, certified practicing accountant, officer of court or professional company secretary practicising in Hong Kong, or a consular officer of home country of non-Hong Kong resident); (ii) submit an electronic certificate (e.g Hongkong Post e-Cert (Personal certificate); or (iii) present the same in person at the Public Search Centre of the Companies Registry.
For registration, applicants for company user accounts are required to input the company number and company code at the e-Registry system (for incorporated companies) or provide a copy of the valid business registration certificate (for unincorporated businesses registered with the Inland Revenue Department).
Following a review of applicant’s particulars and identification documents, the Companies Registry will provide the applicant with details on how to activate the user account by email.