Form NN8C Change of Particulars Authorized Representative
Guide to using Form NN8C to update the particulars of an authorized representative for a registered non-Hong Kong company.
NN8C at a glance
- Official title
- Return of Change in Particulars of Authorized Representative
- Issued by
- Companies Registry
We link the issuing authority's own index rather than hosting a copy, because the form is revised there and an out-of-date copy is worse than none.
Form NN8C Change of Particulars Authorized Representative
A registered non-Hong Kong company must keep the Companies Registry informed of any change to the particulars of its authorized representative. The Form NN8C change of particulars authorized representative is the statutory form used for this purpose under Part 16 of the Companies Ordinance (Cap. 622). This form updates the name, address, or other details of the person who acts as the company's representative in Hong Kong, distinct from Form NN8 which reports a change of representative altogether.
What Is an Authorized Representative for a Non-Hong Kong Company?
Every registered non-Hong Kong company must appoint an authorized representative under section 662 of Cap. 622. This individual is the company's point of contact in Hong Kong and is responsible for receiving legal documents and official correspondence. The authorized representative must be an individual ordinarily resident in Hong Kong or a body corporate authorised to act as such. The Companies Registry maintains a public record of these particulars, and any inaccuracy can delay filings or affect compliance notices.
Authorized Representative Details Update Form NN8C
The authorized representative details update Form NN8C captures changes to the following fields:
- Full name (including any alias or former name)
- Residential or business address (must be a physical Hong Kong address, not a PO box)
- Correspondence address if different from the principal address
- Identification document type and number (Hong Kong identity card or passport)
- Date of change
The form requires the company's registered number and name exactly as recorded with the Companies Registry. If the authorized representative is a body corporate, the form must include its registered name, registration number, and registered office address in Hong Kong.
Companies Registry NN8C Filing Guide
The Companies Registry NN8C filing guide sets out the following procedure:
- Obtain the form: Download Form NN8C from the Companies Registry specified forms index at cr.gov.hk/en/forms/specified.htm. The Registry revises forms periodically, so always use the current version.
- Complete the form: Fill in the company's particulars and the new details of the authorized representative. The form must be signed by a director, the company secretary, or another authorised officer of the non-Hong Kong company.
- Attach supporting evidence: A certified true copy of the resolution or other document that authorised the change must accompany the form. If the change results from a statutory requirement (e.g., a court order), include a copy of the order.
- Submit to the Companies Registry: File the completed form and supporting documents through the e-Services portal at eregistry.gov.hk or by paper to the Registry's office at Queensway, Hong Kong.
The filing fee is HK$105 for paper submissions. Electronic filing through the e-Services portal may attract a lower fee. The Registry processes the update and amends the public record within approximately 5 working days for electronic filings and 10 working days for paper filings.
Non-Hong Kong Company Representative Particulars
The non-Hong Kong company representative particulars that Form NN8C updates include:
- Name: The full legal name of the authorized representative. If the representative changes their name by deed poll or marriage, the form must reflect the new name and include evidence of the change.
- Address: The residential or business address in Hong Kong. A change of address requires the new address and the date it became effective.
- Identification: The type and number of the identification document held by the representative. If the representative obtains a new Hong Kong identity card or passport, the particulars must be updated.
- Capacity: Whether the representative is an individual or a body corporate. If a body corporate, the form must state its registration number and place of incorporation.
The Registry does not accept updates that are incomplete or lack the required supporting evidence. A rejected form must be resubmitted with corrections, and the company remains liable for any non-compliance during the gap.
Change of Particulars Authorized Representative Hong Kong
The change of particulars authorized representative Hong Kong process applies to any alteration to the details of the person or entity already appointed. This is distinct from appointing a new representative, which uses Form NN8. The key distinction is that Form NN8C updates existing records, while Form NN8 replaces the representative entirely.
The company must file Form NN8C within 15 days of the change. Failure to do so is an offence under Cap. 622 and may result in a fine of up to HK$50,000 and a daily default fine of HK$1,000. The Registry may also strike the company off the register if it fails to maintain accurate records.
Supporting Evidence Requirements
The Companies Registry requires a certified true copy of the document that evidences the change. Acceptable documents include:
- A board resolution of the non-Hong Kong company authorising the change of particulars
- A statutory declaration from the authorized representative confirming the new details
- A court order if the change results from legal proceedings
The certified true copy must be certified by a director, the company secretary, or a Hong Kong solicitor. The certifier must state their name, capacity, and the date of certification. The Registry may reject documents that are not properly certified.
Filing via the E-Services Portal
The e-Services portal at eregistry.gov.hk allows registered users to file Form NN8C electronically. The portal guides the user through the fields and validates the data before submission. Electronic filers receive an acknowledgement immediately and can track the status of the filing. The portal accepts payment by credit card or electronic cheque.
Paper filings must be delivered to the Companies Registry at 14/F, Queensway Government Offices, 66 Queensway, Hong Kong. The Registry does not accept faxed or emailed copies of Form NN8C.
Common Errors to Avoid
Practitioners frequently make the following mistakes when filing Form NN8C:
- Using an outdated version of the form
- Failing to include the certified true copy of the supporting document
- Entering the company's registered number incorrectly
- Omitting the date of change
- Submitting the form after the 15-day deadline
Any of these errors will result in the form being rejected, and the company must resubmit with the correct information. The Registry does not waive the filing fee for rejected forms.
How to fill out Form NN8C
Page one of the official form. Every field named below appears on it in the same order.
商業登記號碼 (Business Registration Number)
Enter the business registration number of the registered non-Hong Kong company. This number is found on the Business Registration Certificate issued by the Inland Revenue Department.
1. 公司名稱 (Company Name)
Enter the full name of the registered non-Hong Kong company as it appears on the Certificate of Registration of Non-Hong Kong Company.
2. 獲授權代表詳情更改 (自然人) (Change in Particulars of Authorized Representative (Natural Person))
Use this section for an authorized representative who is a natural person. If more than one natural person representative is involved, use Continuation Sheet A.
A. 現時在公司註冊處登記的詳情 (Particulars Currently Registered with the Companies Registry)
Enter the details of the authorized representative that are currently on record with the Companies Registry. Do not enter the new details here.
- 中文姓名 (Name in Chinese): Enter the full Chinese name.
- 英文姓名 (Name in English): Enter the surname in the "Surname" box and the given names in the "Other Names" box.
- 身分識別 (Identification): Tick the appropriate box. Enter the partial number of the Hong Kong Identity Card (format: XXX(X)) or the partial number of the Passport.
B. 更改詳情 (Details of Change(s))
Only complete the items that have changed. Each changed item requires an 生效日期 (Effective Date) in DD/MM/YYYY format. This date must match the date the change took effect.
- (a) 中文姓名 (Name in Chinese): Enter the new Chinese name.
- (b) 英文姓名 (Name in English): Enter the new surname and other names.
- (c) 香港地址 (Hong Kong Address): Enter the new Hong Kong address. The region must be "HONG KONG". This is a required field for an authorized representative.
- (d) 電郵地址 (Email Address): Enter the new email address.
- (e) 香港身分證部分號碼 (Partial Number of Hong Kong Identity Card): Enter the new partial number. The full identification number must be provided on the separate PI-NN8C sheet, which is not for public inspection.
- (f) 護照 (Passport): Enter the issuing country/region and the partial passport number. The full identification number must be provided on the separate PI-NN8C sheet.
3. 獲授權代表詳情更改 (非自然人) (Change in Particulars of Authorized Representative (Other than Natural Person))
Use this section for an authorized representative that is a corporation or firm. If more than one non-natural person representative is involved, use Continuation Sheet B.
A. 現時在公司註冊處登記的詳情 (Particulars Currently Registered with the Companies Registry)
Enter the name of the representative currently on record.
- 中文名稱 (Name in Chinese): Enter the full Chinese name.
- 英文名稱 (Name in English): Enter the full English name.
B. 更改詳情 (Details of Change(s))
Only complete the items that have changed. Each changed item requires an 生效日期 (Effective Date).
- (a) 獲授權代表的名稱 (Name of Authorized Representative): Enter the new Chinese and/or English name.
- (b) 香港地址 (Hong Kong Address): Enter the new Hong Kong address. Region must be "HONG KONG".
- (c) 電郵地址 (Email Address): Enter the new email address.
本申報表包括下列續頁／PI-NN8C頁 (This Return includes the following Continuation Sheet(s)/PI-NN8C Sheet(s))
Tick the boxes for any Continuation Sheets (A or B) or PI-NN8C sheets attached. Enter the number of pages for each.
6. 簽署 (Signed)
The form must be signed by a director, company secretary, manager, or authorized representative of the registered non-Hong Kong company. Delete the titles that do not apply.
- 簽署 (Signed): The authorized person signs here.
- 姓名 (Name): Print the full name of the signatory.
- 日期 (Date): Enter the date of signing in DD/MM/YYYY format. This date is typically the date the form is submitted.
Download the current form - always file the version on the issuing authority's site, not a copy.
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