Form ND7: Notice of Change in Particulars of a Reserve Director in Hong Kong

Form ND7 Hong Kong Reserve Director Change of Particulars

Form ND7 Hong Kong reserve director change of particulars is the specified form that companies must file with the Companies Registry when updating the personal details of an existing reserve director. A reserve director, as defined under the Companies Ordinance (Cap. 622), is a person authorised to act in place of an appointed director during their temporary absence. Once a reserve director has been nominated via Form ND5 and their appointment is recorded in the company's statutory registers, any subsequent change to their particulars must be reported on ND7. The Registry requires this form within 15 days of the change occurring.

When to Use Form ND7

Form ND7 is used exclusively for updating the particulars of a reserve director who is already holding office. The changes that must be reported include:

• A change in the reserve director's name (for example, following marriage or legal name change)
• A change in residential address
• A change in identification document number or type
• A correction to any previously reported particular

The form cannot be used to appoint a new reserve director or to remove one from office. Those actions require Form ND5 (Notice of Change of Reserve Director - Nomination or Cessation). Similarly, if a reserve director resigns, the company must file Form ND8 (Notice of Resignation of Reserve Director), not ND7.

ND7 vs ND5 vs ND8: Understanding the Difference

The three forms for reserve directors serve distinct purposes:

A company should file ND5 when it first nominates a person as reserve director or when that person ceases to hold the position. It should file ND7 when the reserve director's personal details change but the person remains in office. It should file ND8 when the reserve director resigns by their own decision (as opposed to being removed by the company, which would be a cessation on ND5).

Failure to distinguish these forms correctly will result in the Registry rejecting the filing. For example, if a reserve director changes their address, filing ND5 would be wrong because ND5 is for appointment or removal, not for updating particulars.

Hong Kong Reserve Director Particulars Change: Filing Requirements

When a reserve director's particulars change, the company must deliver Form ND7 to the Companies Registry within 15 days of the date of the change. The clock starts from the effective date of the change (for example, the date the reserve director's new residential address became current), not from the date the company received the information.

The form requires the following details:

• The company's name and company registration number
• The reserve director's full name (previous and new, if the change is a name change)
• The reserve director's residential address (previous and new)
• The reserve director's identification document number and type (previous and new)
• The date of the change

Supporting documents: If the change involves a name change (e.g., a marriage certificate or deed poll), the Registry may request a certified true copy of the supporting document. The company should retain the original but attach a certified copy to the paper form. For electronic filings, the scanned certified copy must be uploaded.

ND7 Form Hong Kong Companies Registry: How to File

The Companies Registry accepts ND7 through two channels:

Electronic filing via the e-Services portal (https://www.eregistry.gov.hk/): The company or its authorised representative can log in, complete the form online, and pay the registration fee electronically. The system checks the form for completeness before submission.

Paper filing: The company prints the completed form and delivers it in person or by post to the Companies Registry's office at Queensway Government Offices, 2/F, 66 Queensway, Hong Kong. Paper filings must be accompanied by the appropriate registration fee.

The current registration fee for ND7 is HK$15 (verified as of August 2026). Late delivery incurs a higher registration fee as prescribed by the Companies (Fees) Regulations.

Update Reserve Director Details Hong Kong: Consequences of Non-Compliance

Failing to file Form ND7 within 15 days means the company's statutory records at the Companies Registry will contain inaccurate information. This creates two problems:

1. Inaccurate public record: Anyone searching the company's file at the Registry will see outdated particulars for the reserve director. This can affect the company's ability to demonstrate compliance when, for example, opening a bank account or entering into contracts that require due diligence.

2. Risk of strike-off or prosecution: The Registrar of Companies has enforcement powers under Cap. 622. A company that persistently fails to update its statutory filings may be subject to a warning letter followed by application for struck off from the register. In serious cases, directors may face fines or prosecution for failing to keep the register accurate.

Additionally, if the reserve director's residential address on file is wrong, the Registry cannot serve official correspondence to that person. This could lead to the reserve director being unaware of legal notices or orders directed to them in their capacity as a reserve director.

Supporting Documents and Certified Copies

When filing ND7 for a name change, the company must provide a certified true copy of the supporting document. A certified true copy is a photocopy of the original document that has been certified by a solicitor, a notary public, or the issuing authority as being a true copy of the original. The certification must be dated and signed, and the certifier's identity must be clear.

The Registry does not accept uncertified photocopies. If the company files electronically, the scanned certified copy must be uploaded with the form. If filing by paper, the certified copy should be attached to the form.

Where to Obtain Form ND7

The Companies Registry publishes Form ND7 on its specified forms index at https://www.cr.gov.hk/en/forms/specified.htm. The Registry revises forms periodically, so always download the current version from that page rather than using a saved copy. The form is available in both English and Chinese versions; the company may complete either language version, but the information must be legible and in the prescribed format.

Key Points Summary

• File Form ND7 within 15 days of the change in particulars
• Use ND7 only for updating existing reserve director details; not for nomination (ND5) or resignation (ND8)
• Attach a certified true copy of any supporting document for a name change
• Pay the registration fee (HK$15 for on-time filing) via the e-Services portal or with the paper form
• Keep the company's statutory register of directors and reserve directors updated internally as well