How to Switch Accountants or Bookkeepers in Hong Kong: Handover Checklist

Before you move

• Read the current engagement letter: notice period, fees owed, how files are returned.
• Choose a cut-off date, ideally a month end or year end.

What to request

1. Ledger and trial balance up to the cut-off, in a usable electronic format.
2. Bank reconciliations, receivables and payables listings, fixed-asset register, stock and payroll records.
3. Prior-year financial statements, tax computations and filing copies, and any agreed adjustments.
4. Supporting documents held by the firm.
5. Passwords, software access and bank-feed connections, with admin rights moved to the company.
6. A list of open items: queries, pending filings, deadlines.

Your rights. The company's accounting records must be open to inspection by the directors at all times free of charge, and the company must provide copies on request (ss.374-375). A court can authorise inspection on a director's behalf if needed (s.378).

Auditors are different. Changing the auditor follows statutory steps, including a statement of circumstances from an outgoing auditor in some cases (ss.419-427). Ask your advisers about that process separately.

After handover, have the new firm reconcile opening balances to the last accounts so that errors are caught at the start.