How to File Form NR2 for the Location of Registers and Company Records in Hong Kong
File Form NR2 with the Hong Kong Companies Registry to report where your company's registers and records are kept.
NR2 at a glance
- Official title
- Notice of Location of Registers and Company Records
- Issued by
- Companies Registry
- e-Filing
- Available
We link the issuing authority's own index rather than hosting a copy, because the form is revised there and an out-of-date copy is worse than none.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 NR2 Hong Kong: Location of Registers and Records
Every Hong Kong company must keep its statutory registers and records at a place accessible to the public. If those records sit anywhere other than the registered office, notify the Companies Registry using Form NR2 Hong Kong.
When to File Form NR2
Form NR2 is a specified form under the Companies Ordinance (Cap. 622). File it within 14 days of keeping any of the following registers or records at a place other than the registered office:
- Register of members
- Register of debenture holders
- Register of directors and company secretary
- Register of charges
- Minutes of general meetings and board meetings
- Accounting records
The location must be within Hong Kong. The Companies Registry will not accept an address outside the territory. If the company later moves those records to another address, or returns them to the registered office, file a fresh NR2 within 14 days of the change.
Hong Kong Company Records Location Form: What the Form Requires
The form asks for the company name and company registration number, the type of register or record being kept at the alternative location, the full address of that location , including the street name, building name, floor and unit number , and the date from which the records are kept at that address.
The address must be a physical location. A post office box is not acceptable. The location must be accessible during business hours so that members and debenture holders can inspect the registers as permitted by the Ordinance.
NR2 Filing Hong Kong: How to Submit
File Form NR2 through the Companies Registry e-Services portal or by paper. A director, company secretary or authorised representative of the company must sign the form.
The registration fee for paper filing is HK$15. Electronic filing through the portal costs HK$13. For paper filing, send the completed form to the Companies Registry at Queensway Government Offices, 66 Queensway, Hong Kong. The Registry will issue a receipt and update the company's public record.
Hong Kong Statutory Registers Address: Acceptable Locations
The address given on Form NR2 must be a place where the registers are physically kept. Common acceptable locations include the company's own office (if different from the registered office), the office of the company secretary or a professional firm that maintains the records, and a shared services centre or records storage facility.
The address must be within Hong Kong. If the company uses a branch register of members or debenture holders, those are covered by separate forms NR3 and NR4, not by NR2.
Distinction From NR1 and NR3/NR4
Form NR1 changes the registered office address , the company's official address for service of documents. Form NR2 covers the location of records only, which may be different from the registered office.
Form NR3 relates to a branch register of debenture holders. Form NR4 relates to a branch register of members. Both are separate from NR2, which covers the principal registers and records kept at a non-registered-office address.
Penalties for Non-Compliance
Failure to file Form NR2 within 14 days of keeping records at an alternative location is an offence under the Companies Ordinance. The company and every responsible officer may be liable to a fine. The Companies Registry may refuse to accept a late filing without a reasonable explanation.
Where to Obtain Form NR2
Download the current version of Form NR2 directly from the Companies Registry at its specified forms index on cr.gov.hk. The Registry revises forms periodically. A stale version from a third-party source may be rejected.
Supporting Documents
Form NR2 does not require attachments. The Registry does not ask for a certified true copy of the board resolution authorising the alternative location. Keep that resolution in the company's own records.
Summary of Key Points
- File NR2 within 14 days of keeping registers or records away from the registered office
- The location must be within Hong Kong and physically accessible
- The registration fee is HK$15 by paper, HK$13 through the e-Services portal
- NR2 is distinct from NR1 (registered office change) and NR3/NR4 (branch registers)
- Failure to file carries penalties under Cap. 622
For further guidance, consult the Companies Registry's FAQ or a Hong Kong company secretary.
How to fill out Form NR2
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 company’s Business Registration number exactly as it appears on the Business Registration certificate issued by the Inland Revenue Department.
1 公司名稱 Company Name
Enter the full legal name of the company as shown on its Certificate of Incorporation (for local companies) or on its Certificate of Registration of Non-Hong Kong Company.
2 登記冊及公司紀錄的備存地點 Location of Registers and Company Records
A. 登記冊／公司紀錄 Registers／Company Records
Tick the box(es) next to each register or company record that is kept at the location you are notifying. The form lists the following items: Register of Members, Significant Controllers Register, Register of Directors, Register of Company Secretaries, Register of Charges, Copies of Instruments Creating Charges, Register of Debenture Holders, Register of Particulars Referred to in section 384, Copies of Resolutions of Directors or Members etc., Copy of Permitted Indemnity Provision or a Written Memorandum, and Copy of Management Contract or a Written Memorandum. Tick all that apply to this location.
B. 備存地點 Location
You must complete either box 10 or box 11. They are mutually exclusive.
10 備存地點 (註冊辦事處以外) Location (Other than Registered Office)
Use this box if the registers or records are kept at a place that is not the company’s registered office (or, for a registered non-Hong Kong company, not its principal place of business in Hong Kong). Fill in the full address: Flat/Floor/Block, Building, Street/Estate/Lot/Village, District, and Region (Hong Kong). If you need to report more than one location, use a Continuation Sheet for each additional address.
11 轉為備存於註冊辦事處 Changed to be Kept at Registered Office
Use this box only if the registers or records are now kept at the registered office (or principal place of business for a non-Hong Kong company) and you are notifying a change from a previous location. Enter the Effective Date of this change in DD/MM/YYYY format. This date must match the date the records were actually moved.
12 備註 Remarks
Optional. Use for any additional information relevant to the location notification.
本通知書所包括的續頁數目 Number of Continuation Sheet(s) included in this Notice
Enter the total number of Continuation Sheets (the separate page at the end of the form) you are filing. If you used any, write the number here.
8 簽署 Signed
The form must be signed by a Director, Company Secretary, Manager, or Authorized Representative. Delete the titles that do not apply. The signatory must print their name and enter the date of signing in DD/MM/YYYY format.
Common mistake: The date in box 11 (effective date) must be the actual date the location changed, not the date you sign the form. The signature date is the date you file the notice.
Download the current form - always file the version on the issuing authority's site, not a copy.
Sources
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