Which statutory registers and records must a Hong Kong company keep?
A company must keep a register of members, a register of directors, a register of company secretaries, a significant controllers register, and records of members' resolutions and meetings. Some records have a 10-year retention period. They are kept at the registered office or another Hong Kong place.
Core registers and records
- Register of members (shareholders), including records of former members, which must be kept for at least 10 years after the person ceased to be a member.
- Register of directors and register of company secretaries, which may be kept separately from other records.
- Significant controllers register (not filed with the Registry).
- Records of resolutions and meetings of members, and written records of decisions by a single member, kept for at least 10 years.
- Accounting records and financial statements, which are separate duties covered in the bookkeeping and audit sections.
Where to keep them At the registered office or another prescribed place in Hong Kong. A branch register may be kept outside Hong Kong if the articles permit, and the company must tell the Registrar of the address within 15 days.
Inspection Records must be available for people entitled to inspect them, with at least two hours of access per business day. The standard fee for non-member requests is HK$50; the company may charge less but not more.
Good practice Keep the minute book, share certificates, the articles, the certificate of incorporation and business registration certificate together. A new company secretary will need them (see the secretary switch question).
Legal basis
- Companies Ordinance (Cap. 622), s.627
- Companies Ordinance (Cap. 622), s.641
- Companies Ordinance (Cap. 622), s.648
- Companies Ordinance (Cap. 622), s.618
Sources
Applies to 2026 · Last reviewed 29 October 2026
General information for business owners, not legal, tax or professional advice. Rules change, so check the sources or ask a licensed professional before you act.
Related questions
- What is the Significant Controllers Register (SCR) in Hong Kong and who is a significant controller?Every Hong Kong company except listed companies must keep a Significant Controllers Register recording the individuals and entities who ultimately own or control it. A significant controller holds more than 25% of shares or votes, can appoint or remove most directors, or exercises significant influence or control.
- What is a designated representative for the Significant Controllers Register, and who can be one?A designated representative is the person the company appoints to give law enforcement officers information about the Significant Controllers Register on request. It must be a Hong Kong-resident shareholder, director or employee who is an individual, or an accounting professional, legal professional or licensed TCSP.
- Which business structure should I choose in Hong Kong: sole proprietorship, partnership or limited company?Hong Kong offers sole proprietorships, partnerships, limited companies and, for overseas firms, branch or representative offices. The main trade-off is liability: a sole proprietor or general partner is personally liable without limit, while a limited company's members are liable only up to unpaid share capital.
- How do I set up a sole proprietorship in Hong Kong and what is my liability?Register the business with the Inland Revenue Department's Business Registration Office within one month of starting trading. There is no separate legal entity, so you are personally liable without limit for the business's debts.
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