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Useful Guide For Setting Up A Representative Office In Hong Kong

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hong kong representative office

Running a Hong Kong company is plenty of work, especially for foreigners. There are many factors you’ll need to come to terms with. One of them is the Hong Kong Representative Office.

Incorporating a representative office is a great way for foreign businesses to establish their presence in Hong Kong. It gives them a chance to explore the opportunities in the region before further investment.

The representative office is simpler to set up than a branch office, but several details need to be learned before starting. This piece will reveal everything you need about the Hong Kong representative office.

What is a Hong Kong Representative Office?

A Hong Kong representative office is a type of business entity that foreign companies register for company incorporation to establish a presence in the region. Its primary function is to serve as a liaison between the foreign company and its business partners or customers in Hong Kong.

Representative offices cannot engage in profit-making activities and cannot enter into contracts or carry out any commercial activities in Hong Kong. Their activities are limited to marketing and promotional activities, research, and supporting their parent companies.

To set up a Hong Kong representative office, a foreign company must first register with the Companies Registry and obtain a business registration certificate from the Inland Revenue Department.

A Hong Kong representative office is not considered a separate entity from its parent company, which provides it with several advantages.

They allow foreign companies to test the waters in Hong Kong without committing significant resources and provide a platform for building relationships with local business partners and customers.

Features of a Hong Kong Representative Office

One of the main features of a Hong Kong representative office is that it cannot engage in profit-making activities.

It cannot enter contracts, commercial activities, or generate revenue. Instead, its activities are limited to marketing and promotional activities, research, and supporting its parent company.

Another important feature of a Hong Kong representative office is its lack of legal personality. This means it cannot enter into contracts or own property in its name. Instead, all contracts and agreements must be signed by the parent company.

However, a representative office can open a bank account in Hong Kong and receive funds from its parent company.

A Hong Kong representative office offers several advantages to foreign companies. These business entities provide a cost-effective way to establish a presence in Hong Kong without committing significant resources.

They also allow companies to conduct research, establish relationships with local business partners, and build brand awareness. The Hong Kong representative office is commonly mistaken for the Brand and Subsidiary for Overseas Investors.

Business owners of a Hong Kong representative office can hire local staff and purchase goods and services in its own name. However, the office is not authorized to raise funds through trading, sales and direct investment. They’ll only be allowed to receive money from their parent company.

Keep in mind that the Hong Kong Representative Office isn’t a corporate body. Hence, it doesn’t need to be registered with the Companies Registry. However, you’ll need to register it with the Business Registration Office to engage in expenditure-only business operations.

Advantages of Setting Up a Hong Kong Representative Office

Setting up a representative office in Hong Kong can provide numerous advantages for foreign companies looking to expand their operations in Asia. Here are the key benefits of setting up a Hong Kong representative office:

1. Access to a thriving business hub

Hong Kong is one of the world’s most dynamic and vibrant business hubs, providing companies with access to a large and diverse market. The city is strategically located at the crossroads of Asia, making it an ideal gateway to China, the rest of Asia, and the world.

2. Favorable tax environment

Hong Kong has a simple and low tax system, with a maximum corporate tax rate of 16.5%. There is no sales tax, value-added tax (VAT), or dividend withholding tax, making it an attractive destination for foreign companies looking to optimize their tax structure.

3. Skilled workforce

Hong Kong has a highly educated and skilled workforce with a strong focus on international business and commerce. Many locals are fluent in English and Mandarin, making it easy for companies to communicate with clients and partners across Asia.

4. World-class infrastructure

Hong Kong has world-class infrastructure, including an efficient transportation system, a state-of-the-art telecommunications network, and modern office facilities. The city is also home to one of the busiest ports in the world and is a major aviation hub, making it easy to transport goods and people to and from the city.

5. Well-established legal system

Hong Kong has a well-established legal system based on common law, providing foreign companies with high legal protection and certainty. The city also has an independent judiciary, resolving disputes fairly and efficiently.

6. Proximity to China

Hong Kong is close to China, one of the world’s fastest-growing markets. This proximity provides companies with easy access to the Chinese market while allowing them to take advantage of Hong Kong’s unique position as a bridge between China and the rest of the world.

7. Cost-effective solution

Setting up a Hong Kong representative office is cost-effective for companies looking to establish a regional presence. Representative offices are not required to pay any business tax or generate revenue, which can significantly reduce overall business costs.

8. Market intelligence

Hong Kong is an important business and financial center, providing companies access to valuable market intelligence and insights. This can be particularly useful for companies entering new markets or expanding their regional operations.

How to Register a Hong Kong Representative Office

The Hong Kong representative office must have a local registered office address. This address will be the official address for correspondence and must be included in all official documents.

Prepare the Registration Documents

The next step involves filling out the registration documents. Registering a Hong Kong representative office requires the following documents and information:

  • Overseas body corporate Certificate of Incorporation (equivalent): This is legal evidence that the company is incorporated in the region. 
  • Domestic Name: The business name of the body corporate that wants to register the Hong Kong representative office.
  • Date of Establishment of the ‘Place of Business’ in Hong Kong: Business owners with a Hong Kong representative office must have deployed a place of business beforehand. The registration of this business must be no later than a month from its start date. 
  • A Hong Kong Address: An address for the primary place of business of the representative office. 
  • Description and nature of business: must be Representative Office

Submit the Registration Documents

Once the registration documents are prepared, they must be submitted to the Business Registration Office. The documents can be submitted in person, by mail, or through an authorized service provider. The registration documents for a representative office require Certified True Copies. The certified true copy is a copy of the original document that has been certified by a public accountant or lawyer. 

Wait for Approval

After the registration documents are submitted, the Business Registration Office will review them and issue a business registration certificate if all requirements are met. The registration process will only be approved when all the information submitted are verified as accurate. The business registration certificate can only be issued within 14 working days. Business owners will be notified by fax when the certificates are ready. The certificate needs to be picked up in person. If the business owner wishes to send a representative to pick up the certificate, he’ll need to send a written authorization too.

How We Can Assist You – Premia TNC’s Company Incorporation Services

No doubt, running a Hong Kong company is tough, especially when it’s in the early stages. Resources are limited, and it can be plenty of work to keep your operations in the right direction. What’s more? You’ll have to handle company incorporation too.

While it appears pretty straightforward, company incorporation services can be a hassle. Foreigners who want to set up a Hong Kong representative office may be unfamiliar with the rules affecting this procedure. And that’s where we come in.

Premia TNC is a top-rated business consultancy firm. We’re poised to help our clients with company incorporation. Premia TNC understands that every customer has different demands. As a result, we treat everyone differently.

Our experts know the entire process and will work hand-in-hand with you to ensure everything goes smoothly. Our experts are experienced and apply a step-by-step approach when working with clients.

While handling the process, we’ll maintain communication to keep you updated about what’s happening.

We take pride in offering personalized assistance to aspiring entrepreneurs. From helping with name selection and registration to drafting and filing legal documents, our goal is to guide my clients through the entire process with ease.

We take the time to understand their unique needs and preferences, providing tailored advice and solutions every step of the way. We’re committed to delivering exceptional customer service, ensuring our clients feel confident throughout the incorporation process.

Premia TNC can also help with taxation, accounting and company secretarial services. Don’t hesitate to partner with us today!

Hong Kong Representative Office – Frequently Asked Questions

1. What is a representative office in Hong Kong?

A Hong Kong representative office is a business entity that liaises between a foreign company and its clients or partners in Hong Kong. Conducting business activities, generating revenue, or signing contracts is prohibited.

Its main purpose is to conduct market research, provide customer support, and promote the parent company’s brand.

2. Who is eligible to register a Hong Kong representative office?

Business owners of an incorporated body outside Hong Kong can register a representative office. They must have also deployed a place of business in Hong Kong.

3. What are the benefits of having a representative office in Hong Kong?

A Hong Kong representative office can help foreign companies establish a regional presence, gain market intelligence, and build relationships with local customers and partners.

Hong Kong is also known for its favorable tax system, well-developed infrastructure, and business-friendly environment.

4. What are the limitations of a representative office in Hong Kong?

A Hong Kong representative office cannot generate revenue, sign contracts, or engage in business activities. A Hong Kong representative office is also not allowed to import or export goods or services.

Additionally, representative offices do not offer the same legal protections as other business entities in Hong Kong.

5. Which certificate will I get after registering a Hong Kong representative office?

When a business owner has been registered, he will get a business registration certificate.

6. What application form should I submit for the Hong Kong representative office?

Business owners should submit the Form 1B – ‘Application by a body corporate for registration’. This form was created by the Business Registration Office of the Inland Revenue Department.