Hong Kong Company Chop

Here are the images of companies chops used in Hong Kong.

Whilst there are various ways to call them, 1 is called “Round Chop”, 2 is called “Square Chop”, and 3 is called “Common Seal”.

Legal Requirements

First, the Hong Kong Companies Ordinance does not require Round Chop and Square Chop, and a company can now choose to use the Common Seal after the 2014 Amendment to the Companies Ordinance. However, it is needed as a business practice in Hong Kong, so it is needed after all.

It is necessary for the board of directors to approve the seal as a company. Normally, approval is given by First Board Resolution when the corporation is established.

Use of Chops

Round Chop is mainly a seal which is stamped when there is a delivery. You may also be asked to seal your seal when submitting to a government agency. Some companies stamp invoices and receipts, but this is not a legal requirement.

Looking at the letters engraved on the Square Chop,

For and on behalf of Visence Professional Services Limited (corporate name)


                                                     Authorized Signator(ies) 

The person who has the authority to sign the corporation signs on the dotted line (—–). Therefore, Square Chop is often used for contracts. However, as mentioned above, it is required by Hong Kong business practices, not legal requirements, so if the contractor asks you to seal the Square Chop, we will do so. Under the Hong Kong Companies Act, if you write “For and on behalf of (corporate name)” and sign it, the representative of the corporation will be signing and you will be able to conclude a contract as a corporation. So be careful.

The Common Seal is required to issue a special deed called Deed. The company name is engraved on the inside of the iron tool, and it is printed by tightening the gold / red sticker and paper. By issuing a Deed, it is possible to maintain not only the rights of the contracting parties but also the contingency (I will explain at another time).


When the corporation is established, I ask a printing shop to create a green box, but it is inside the green box. If you need it, you can buy it at Ma Wah Lane in Sheung Wan.

Banks and financial institutions

For security reasons, some corporations may register a company chop (Square Chop) and a signature to prevent deposits and withdrawals without two requirements. However, if you have not registered, Company Chop is not required for banking transactions. However, please note that even in financial transactions, a company chop is required for pension (MPF) related notification forms.

HK Companies Registry – Protection of Personal Information

In the Circular issued by the Hong Kong Companies Registry on 16 August 2021, in order to strengthen the protection of personal information, in case the director or company secretary who is a natural person, he or she may choose not to disclose the Hong Kong ID (or passport) or residential address.

There will three phases to implement this new measures:

Phase 1 23 August 2021
Phase 2 24 October 2022
Phase 3 27 December 2023

After 23 August 2021 (i.e. Phase I), if you choose not to withhold disclosure of your Hong Kong ID, you will only need to include the first four letters of the Hong Kong ID or Passport. If you choose to withhold disclosure of your residential address, you may enter the registered address of the company it relates to director or company secretary.

However, as a condition for this new measure, the information must be strictly managed by the corporation, so it may be possible for police authorities to enter the subject of a money laundering investigation in the future. In addition, we cannot deny the possibility that an on-site inspection will be conducted on the corporation in order to confirm that it is being properly stored in the future.

When Phase 2 commences, it is possible to reserve the information itself instead of retaining the information. Instead, the legal entity will submit the information to the Companies Registry.

When Phase 3 starts, the owner of personal information can withhold disclosure by notifying the Companies Registry.

However, it is not clear how will financial institutions may verify their identities when information disclosure is withheld. Principals, agents, shareholders, trustees (bankrupt companies), investigative authorities, lawyers, certified accountants, and financial institutions can access the information by applying to the Companies Registry.

Notwithstanding the above, the names and addresses of shareholders will be stated in the annual report NAR1).

What is a Company Secretary?

In common-law corporate settings, in addition to shareholders and directors, there is a position called Company Secretary. Although the Company Secretary is not directly involved in management decisions, it is a core position that oversees back office operations in company management.

The general duties of a company secretary are:

  • Convening, holding, and proceeding with the Board of Directors (Board of Directors) or the General Meeting of Shareholders (Council)
  • Preparation and management of minutes and approval documents
  • Contact work with external experts regarding the creation and submission of registries
  • Accounting book preparation Contact work with accounting auditors, preparation and submission of tax documents Contact work with tax accountant
  • Creating a company manual
  • Compliance support (including anti-maneron and identity verification work)
  • Management of various legal documents
  • Providing meeting arrangements and interpreting services to management as needed
  • Other operations required by management in company management ・

The advantage is that the company secretary can supervises the clerical work, shareholders and directors can focus on essential part of the company management. In fact, appointing a company secretary may be statutory requirement in some jurisdictions. Due to the complexity that it requires, Company Secretaries tend to be lawyers and accounting professionals.