Change of Company Secretary for a Hong Kong Company (Forms: ND2A and NR1)

ND2A Form - Change of HK Company Secretary

A Hong Kong company is required to appoint a company secretary according to the Companies Ordinance. Prism Consultancy has always been providing company secretary service to our clients.

When you are to change your Hong Kong company secretary to us, you will have two options.

Option 1: Do it yourself with our guide in this article.

Option 2: Let us handle it (so you can be hassle-free and focus on the most important operations of your company).

Option 1: Notice of Change of Company Secretary (Do it yourself)

First you will have to notify your current company secretary about your decision to terminate their services on company secretary and registered office address.

You can do so by sending a format email to your current company secretary. An email template example that you can use:

Email subject:

Termination of company secretary and registered office address services

Email content:

Hi [Company secretary name],

We are to give you notice about our decision to terminate the current services that you are providing us: The company secretary service and the registered office address service.

We would like the services to end on [Date/Month/Year].

We would like to thank you for providing your services to us.

Please reply to this email to acknowledge.

The ND2A Form - Notice of Change of Company Secretary



ND2A Form - Change of HK Company Secretary



ND2A is the first form you will have to fill in and submit for the notice of change of company secretary.

For the ND2A form, you will have to fill in the following information.

The first step is to cease the act of the current company secretary.

Enter the company number and company name. The company number and company name must be the same as those stated in the company's Certificate of Incorporation or the last Certificate of Change of Name.

Go to the Cessation to Act as Company Secretary / Director section, check the Company Secretary option.

If the current company secretary (to cease to act) is a natural person, enter the name in Chinese, name in English (i.e. Surname and Other Names), and Hong Kong Identity Card Number (i.e. HKID) or Passport number of the current company secretary (who must be a natural person).

If the current company secretary (to cease to act) is a body corporate, enter the Chinese and English names of the current company secretary (who must be a body corporate).

Under the Details of Cessation section which has two options available (Registration/Others, or Deceased), check the Registration/Others option.

Enter the date of cessation.

Check “No” for question that asks, “Will this director or alternate director continue to hold office as alternate director or director in this company after the date of cessation?”

Under the Presentor’s Reference section, enter the name, address, telephone number, fax number, email address of the Presentor. This information is for contacting the Presentor person when follow-ups are needed.

The second step is to appoint a new company secretary.

If the new company secretary is a natural person, go to the Appointment of Company Secretary/Director (Natural Person) section and provide the following information.

Check the Company Secretary option.

Enter Name in Chinese, Name in English, Previous Names (if any), Alias (if any), Address, Email Address, Hong Kong Identity Card Number or Passport Number, Date of Appointment.

Check “No” for question that asks, ”Is this director or alternate director already an existing alternate director or director in this company at the time of this appointment?”

Sign your signature.

If the new company secretary is a natural person, go to the Appointment of Company Secretary/Director (Body Corporate) section and provide the following information.

Check the Company Secretary option.

Enter Name in Chinese, Name in English, Address, Email Address, Company Number, Date of Appointment. The corporate body must be a company registered in Hong Kong.

Check “No” for question that asks, ”Is this director or alternate director already an existing alternate director or director in this company at the time of this appointment?”

Specify the number of pages that are under each Continuation Sheet (i.e. A, B, and C).

Sign your signature and fill in your name.

Cross out “Director”.

The NR1 Form – Notice of Change of Address of Registered Office



NR1 Form - Change of HK Registered Office Address



NR1 is the second form you will have to fill in and submit for the notice of change of address of registered office.

For the NR1 form, you will have to fill in the following information.

Enter the company number and company name. The company number and company name must be the same as those stated in the company's Certificate of Incorporation or the last Certificate of Change of Name.

You will only have to fill in items in the form that require changes/updates of information.

Enter the full address of the new registered office and the effective date. This address must be a local Hong Kong address and it cannot be a postal office (PO) box address.

Enter the new email address and the effective date.

Sign your signature and fill in your name.

Cross out “Director”.

Under the Presentor’s Reference section, enter the name, address, telephone number, fax number, email address of the Presentor. This information is for contacting the Presentor person when follow-ups are needed.

Option 2: Let Us Handle Your Change of Company Secretary

Want us to handle your change of company secretary for you? No problem.

Please notify your current company secretary (as mentioned above).

We will handle the rest.

We will help you with the submission of the ND2A form (i.e. Notice of change of company secretary) and NR1 form (i.e. Notice of change of address of registered office).