About the authors
Written by Mathilde Chator · Solicitor at Slotine. Mathilde advises on corporate due diligence, public records research, and KYC compliance.
Reviewed by Maeva Slotine · Founder and Solicitor at Slotine. Maeva oversees the firm’s corporate compliance and due diligence practice.
Hong Kong maintains a transparent and reliable system for accessing company information, primarily through the Companies Registry and other public authorities. Access to details such as officers, shareholders, registered charges and filing history can help you confirm legitimacy, or even uncover beneficial ownership.
Whether you’re a business owner or investor conducting due diligence on a potential partner or target company, or a lawyer verifying a counterparty’s information, this article addresses the most common questions about finding information about private companies limited by shares in Hong Kong.
The law in this respect is complex. While this article is meant to inform, it doesn’t constitute legal advice and shouldn’t be treated as such. If you’d like tailored assistance with legal due diligence, Slotine is here to help. Please contact us if you wish to learn more about this.
Where can I find company information?
In Hong Kong, company information is primarily available through the Hong Kong Companies Registry.
You can use the Companies Registry’s e-Services Portal to obtain company information online. The e-Services Portal is also accessible by visiting the Companies Registry in person on 13th floor, Queensway Government Offices, 66 Queensway, Admiralty, Hong Kong.
A small number of specific information can be obtained through other government channels as detailed below.
What kind of information is available publicly?
Information and documents available through the Companies Registry include:
- incorporation documents and articles of association;
- annual returns;
- changes in relation to the share capital, officers and registered office; and
- indebtedness subject to mortgages and charges.
Additional types of information available through other government channels include:
- business registration information through the Hong Kong Inland Revenue Department;
- property ownership details through the Hong Kong Land Registry;
- intellectual property records through the Hong Kong Intellectual Property Department; and
- winding-up status through the Hong Kong Official Receiver’s Office.
Do I need to pay for company information?
The e-Services Portal of the Companies Registry offers both free and paid search services. Basic company information is available free of charge, but more detailed information and documents will incur a nominal charge.
You can search for information either as an unregistered online user, or by creating a user account. Registered users benefit from slightly lower search fees.
What basic company particulars are available publicly?
The following basic information is available from the Companies Registry, free of charge:
- company name;
- company type;
- business registration number;
- company status (live, dissolved, etc.);
- date of incorporation;
- date of dissolution (if applicable);
- company name history; and
- list of documents filed with the Companies Registry.
For a nominal charge, you can also access the following information through the Companies Registry:
- business name (if different from the company name);
- business nature;
- registered office address;
- total amount of indebtedness subject to mortgages and charges (if any);
- details about directors and alternate directors (if any): full name, address and partial identification document number (for an individual director) or business registration number (for a corporate director);
- details about company secretary: full name, address, partial identification document number (for an individual secretary) or business registration number (for a corporate secretary) and Trust or Company Service Provider License number (if the secretary is licensed as a professional company service provider);
- share capital structure: currency, total number of shares, total share capital amount and total amount paid up or regarded as paid up on the shares for each class of shares;
- details about shareholders: full name, address, class of shares held and total number of shares held in each class; and
- address at which the company’s records are kept, if they are not kept at the registered office.
What corporate documents are available publicly?
You can access the following documents through the Companies Registry, for a nominal charge:
- certificate of incorporation and any certificate of change of company name;
- incorporation form setting out company details as at the incorporation date: company name, registered office address, details of directors, company secretary and shareholders;
- articles of association and any subsequent notices of alteration of company’s articles;
- annual return setting out company details as at each anniversary date of the incorporation date: company name, registered office address, details of directors, company secretary and shareholders;
- any forms filed with the Hong Kong Companies Registry in relation to the company’s share capital, such as return of share allotment, return of share redemption or buy-back, notice of alteration of share capital, notice of redenomination of share capital;
- any forms filed with the Hong Kong Companies Registry in relation to the company’s registered office and registers, such as notice of change of registered office address, notice of location of registers and records.
The following documents are available through the Hong Kong Inland Revenue Department (IRD), for a nominal charge:
- electronic and certified extracts of information from the IRD’s Business Register;
- copy of the business registration certificate.
Where can I find information about a company’s officers?
Information about officers is available for a nominal charge by downloading the company’s incorporation form (for a newly incorporated company) or latest annual return, and any form filed subsequently in relation to changes of officers and changes in their particulars.
The following information is publicly available from the Companies Registry:
- directors’ and alternate directors’ details:
- for individual directors and alternates: full name, correspondence address and partial number of Hong Kong identity card or passport;
- for corporate directors: full name, registered office address and business registration number;
- company secretary details:
- for an individual secretary: full name, correspondence address, partial number of Hong Kong identity card or passport and Trust or Company Service Provider License number (if the company secretary is licensed as a professional company service provider);
- for a corporate secretary: full name, correspondence address, business registration number and Trust or Company Service Provider License number (if the company secretary is licensed as a professional company service provider).
The Companies Registry also offers a director index search, including:
- company-based search: list of a company’s current directors and reserve directors;
- director-based search: list of all companies of which a person is currently a director or reserve director; and
- director particulars search: particulars of a company’s specific current director or reserve director.
In addition, the Companies Registry maintains a public register of disqualification orders against individual and corporate directors. The particulars of a given disqualification order can be obtained for a nominal charge.
Where can I find information about a company’s shareholders and ultimate beneficial owners?
Information about shareholders is available for a nominal charge by downloading the company’s incorporation form (for a newly incorporated company) or latest annual return, and any form filed subsequently in relation to changes affecting the company’s share capital. Although share capital increases and reductions are notified to the Companies Registry, there is no notification requirement for share transfers, which are not reflected until the next annual return.
The following information is publicly available from the Companies Registry: each shareholder’s full name and address, the class of shares held and the number of shares held in each class.
Regarding ultimate beneficial owners, each company must keep a significant controllers register, but the register is not available for public inspection. See our Q&A on Ultimate Beneficial Owners in Hong Kong to learn more about this register.
Where can I find information on a company’s financial status?
You can obtain the following information from the Companies Registry:
- details of indebtedness subject to mortgages and charges, shown on the annual return;
- forms filed in relation to the company’s mortgages and charges, such as statement of particulars of charge and notification of payment of debt/release form charge; and
- a summary of registered charges through the charges index search, which includes a brief description of the charge, the charge registration number and the dates of creation and registration.
Information available from other government bodies includes:
- if a company owns any real-estate property, a report from the Hong Kong Land Registry showing particulars of the property, particulars of the owner and any incumbrances and deeds pending registration; and
- a report from the Hong Kong Official Receiver’s Office showing whether a company is wound up or facing a compulsory winding-up petition.
Where can I find information on a company’s intellectual property?
You can use the Hong Kong Intellectual Property Department’s online search system to find information about trademarks, patents and design records.
Where can I find information on pending litigation?
Information on pending proceedings is available through the Hong Kong Judiciary integrated Court Case Management System (iCMS). Such information isn’t publicly available: only parties to proceedings, their legal representatives, the Hong Kong Bar Association, the Hong Kong Law Society, law firms, government departments, law enforcement agencies and statutory bodies can access it.
However, if you have the relevant case number, you can obtain details of upcoming hearings (date, particulars of parties and their legal representatives) through the Hong Kong Judiciary’s Court Diary’s website.
KEY TAKEAWAYS
- Particulars regarding a Hong Kong private company limited by shares are available primarily through the Hong Kong Companies Registry, which can be accessed electronically via the e-Services Portal.
- Company particulars and copies of corporate documents are available through official channels, ensuring quick access to accurate and up-to-date information about companies, their directors, secretary and shareholders.
HOW WE CAN HELP
We regularly assist companies and potential investors through every stage of M&A and private equity transactions in Hong Kong. We conduct due diligence on a red flag or comprehensive basis, preparing a due diligence report covering legal and tax exposures, helping our clients uncover critical information and make informed investment or acquisition decisions.
Don’t hesitate to get in touch to connect with our team. We are happy to arrange an introductory meeting at your convenience, either in person over coffee at our office or by video conference.