We review the year before we call it done
This year's AGM, the annual return, a resolution signed a few months back: each is checked against the record. What is open is flagged, and filed if it is still due.
OCTIS HK • Change company secretary
Change secretary mid-year, and know what was filed
Most handovers move the appointment and take the outgoing secretary's word that everything is filed. We check the record first, before the switch is called done.
- We write to your current secretary and move the records across. You chase no one.
- We review this year's AGM, annual return and resolutions against the record, and flag anything still open
- Registers, resolutions and the minute book move into your dashboard, with every Companies Registry date tracked
Why OCTIS
We write to your current secretary
You give us a name, a phone number and an email, and sign one letter of authorisation. You do not raise it with them or explain why you are leaving.
Your records arrive complete
We request your statutory registers and minute book from the outgoing secretary and move them into your dashboard, searchable and open any time. Nothing is retyped by you.
Resignation and appointment notified to the Companies Registry
We coordinate the outgoing secretary's resignation and our appointment, and notify the Companies Registry on form ND2A within the 15 days allowed. It typically takes days once the outgoing secretary confirms, and that part is on their side of the queue.
Every date tracked from day one
A change of secretary does not pause the clock. Whatever is still due is tracked, and a reminder reaches you before each deadline.
Made for companies changing hands anyway
Your secretary is hard to reach
Emails go unanswered, and you only hear from them at deadline time. We take it from here and you stop chasing.
A company with new owners or directors
When the people change, the secretary often should too. We review what the last team left on record before the new one inherits it.
A company that moved cities or countries
Your old secretary was easy when you were next door. We do the handover entirely online, so distance does not matter.
HOW IT WORKS
Switch in four steps
01
Send your current bill
WhatsApp us the bill you pay your secretary today. A photo is enough. We quote up to 30% below it, until 31 Dec 2026.
02
Sign one letter
You give us your current secretary's name, phone and email, and sign one letter of authorisation digitally. That is your whole part.
03
We contact your current secretary
We write to them, request your registers and minute book, and coordinate their resignation and our appointment, with the Companies Registry notified on form ND2A within 15 days. The 30-day money-back guarantee runs until we first contact them.
04
The year is reviewed, the dates are tracked
We review what has been filed against what is due, flag anything open, and move your records in. Then every date is tracked from day one.
Not sure what is still open?
Send us your current bill. We tell you what it covers, what you can leave out, and quote up to 30% below it, until 31 Dec 2026.
A change of hands should not lose a filing
The appointment moves. What happened before it does not unhappen. Reviewing it does not undo anything, but skipping the review only means finding out later, on the Companies Registry's schedule instead of yours. We check during the handover, while there is still time to file.
Switch now
Bring the rest of your company across
Accounting and tax are priced from your current bill too, up to 30% lower, until 31 Dec 2026.
WHAT A CLEAN HANDOVER GETS RIGHT
What a mid-year handover has to get right
1The record, not the account of it
What has actually been filed this year, reviewed on takeover, instead of taken on the outgoing secretary's word that it is all in order.
2Resignation and appointment, lodged
The outgoing secretary resigns, we are appointed, and the change goes to the Companies Registry on form ND2A within 15 days. That part is just paperwork.
3Whatever is open, closed
This year's AGM, annual return, or a resolution signed but maybe not filed is flagged and cleared, not carried across silently.
4Who answers for it, unbroken
Under the Companies Ordinance (Cap. 622), the compliance duties sit with the company and its directors, not with whoever holds the appointment. Changing secretary changes who does the filing going forward. It does not reset the company's position on the day of the switch.
FAQ
How do I know what has already been filed when I switch?
On takeover we review your filing status first and flag anything still outstanding, rather than assuming the outgoing secretary's account is complete. You see what is confirmed done and what is still open before the handover is called finished.
What if something overdue turns up during the handover?
It is flagged and cleared as part of the handover. It does not stop the transfer and it is not hidden. Finding it now, during the switch, is the point of checking. The alternative is finding it later, after it is already late.
Do I need to tell my current secretary myself?
No. You give us their name, phone and email, and we write to them ourselves, quoting the letter of authorisation you signed with us. We request the statutory records and coordinate their resignation and our appointment with the Companies Registry. You do not have to raise it with them, explain why you are leaving, or chase anyone.
What do I actually have to do to switch?
Three things, and one is optional. Tell us who your current company secretary is: name, phone and email. Sign one letter of authorisation digitally. Optionally upload your latest annual return and audited accounts. If you do not have them to hand, we obtain them from your outgoing secretary. Everything after that is ours.
Can I get my money back if I change my mind after switching?
Yes, within limits. Transfer of Company Secretary to OCTIS is covered by our 30-day money-back guarantee. Ask in writing within 30 days of purchase, up to the point we first contact your outgoing secretary to start the transfer. After that, the handover and the costs of taking over your engagement have begun, and the guarantee no longer applies.
Should I switch if my current secretary is doing a good job?
If your secretary is doing the job well and the rest of the back office holds no interest for you, moving for its own sake is not worth the disruption. This is for a company that is changing hands anyway, or one that wants its secretary, accounts and tax in one place.