Hong Kong Secretary’s Confirmation Letter / Certificate of Incumbency / Company Particulars Search Report
When dealing with banks, investors, regulators, or overseas authorities, businesses in Hong Kong are often required to provide official documentation verifying their company’s existence, structure, and authorised representatives. Among the most common documents used are:
- Secretary’s Confirmation Letter
- Certificate of Incumbency
- Company Particulars Search Report
Although they serve a similar purpose — verifying a company’s details — each document has a different level of formality, issuing authority, and use case.
What Is a Secretary’s Confirmation Letter?
A Secretary’s Confirmation Letter is a document prepared and signed by a company secretary (or appointed corporate service provider) to confirm the company’s key particulars. Unlike the Company Particulars Search Report, which is issued directly by the Hong Kong Companies Registry (CR), this letter is not a government-issued document. However, it is often accepted by banks, business partners, and international authorities as supporting evidence of a company’s corporate standing.
Key Features:
- Confirms details such as company name, registration number, incorporation date, registered office, and particulars of directors and shareholders.
- Flexible in scope — it can be tailored to confirm specific details requested by a third party (e.g., proof of shareholder identity for a bank account opening).
- Acts as a practical substitute when a Certificate of Incumbency or Companies Registry search is not immediately available.
How to Obtain It:
- Request from your company secretary or service provider – Your company secretary or corporate services firm prepares and signs the letter.
- Notarization or Apostille (if required) – For international use, the letter may need to be notarised by a Hong Kong solicitor or legalised with an apostille.
What Is a Certificate of Incumbency?
A Certificate of Incumbency is a document typically prepared by a company secretary or corporate services provider, certifying the current officers, directors, and shareholders of a Hong Kong company.
Key Features:
- Not a government-issued document, but widely accepted for due diligence, banking, and legal purposes.
- Confirms company structure and control as of the date of issue.
- Provides independent assurance of company management and ownership.
What It Includes:
- Company name and registration number.
- Date of incorporation.
- Registered office address.
- Names and details of directors and officers.
- Shareholder details.
How to Obtain It:
- From your corporate service provider or company secretary, they prepare and certifies the document using statutory records.
- Notarization (if required) – Some overseas institutions may require the certificate to be notarised by a notary public in Hong Kong.
What Is a Company Particulars Search Report?
The Company Particulars Search Report is the only one among these three that is an official government-issued document. It is generated directly by the Hong Kong Companies Registry through its Cyber Search Centre or Company Search Mobile Service.
Key Features:
- Provides a snapshot of a company’s publicly filed details.
- Considered the most authoritative source of company information since it comes directly from the Registrar.
- Often requested by banks, lawyers, and government agencies as an alternative to a Certificate of Incumbency.
What It Includes:
- Company name and registration number.
- Company status (live, dissolved, or in liquidation).
- Date of incorporation.
- Registered office address.
- Names of current directors and the company secretary.
How to Obtain It:
- Online via the Companies Registry Cyber Search Centre – Cost is HK$22 per search.
- Through a corporate service provider, they can assist in retrieving and certifying the report for you.
Comparing the Three Documents
| Document | Issued By | Purpose | Typical Use Cases | Legal Weight |
| Secretary’s Confirmation Letter | Company secretary / corporate service provider | Confirms requested details (directors, shareholders, structure) | Bank account opening, business verification, third-party confirmation | Private document, may need notarization for overseas use |
| Certificate of Incumbency | Company secretary / corporate service provider | Confirms officers, directors, shareholders | Due diligence, banking, and legal compliance | Private document, may require notarization |
| Company Particulars Search Report | Hong Kong Companies Registry | Provides official company records | Official verification, regulatory checks, overseas recognition | Government-issued, highest evidentiary weight |
Why Do I Need These Documents?
3E Accounting’s Secretary’s Confirmation Letter will hold all the vital company information for reference. The details in the Secretary’s Confirmation Letter include the following items:
- History of your company’s name
- Active and compliance status in Hong Kong
- Registered office address
- Share capital
- Current director(s)
- Current shareholder(s)
- Current company secretary
- Details of Mortgage and Charges (if any)
You may need this document in the course of business or as required by certain overseas banks to verify that all the information given is accurate if your company needs to open a corporate bank account located outside Hong Kong.
Different banks have their own requirements for handling corporate bank account applications. In some cases, you will need this document. If you intend to use the document in other jurisdictions, you will need to check the recipient’s requirements.
Sometimes, your business partners or banks overseas request for duly filed statutory forms to be apostilled by the Hong Kong High Court. Please feel free to approach us for a free quote if needed.
Need the Above Documents for Your Hong Kong Company? 3E Accounting Can Help!
Unlike some overseas offshore companies (e.g., companies incorporated in the British Virgin Islands or the Cayman Islands), a Hong Kong company does not have a “Certificate of Incumbency”. However, to facilitate your business needs, 3E Accounting can assist in issuing a Secretary’s Confirmation Letter, which contains the details and structure of your company, similar to the contents of a Certificate of Incumbency. Depending on your or your business partner’s requirements, 3E Accounting can also assist in obtaining a “Company Particulars Search” report certified by the Hong Kong Companies Registry.
What Does the Secretary’s Confirmation Letter Look Like?
Your Secretary’s Confirmation Letter will look something like this:
How 3E Accounting Can Assist You?
With a team that has been in this business for a long time, we know exactly what your business needs are. We can help you successfully incorporate a company in Hong Kong. We can also assist with the above documents for your business. For more information about our range of services, contact our friendly team today.
