The Engagement Letter Company Secretarial Services is a essential document used when establishing a professional relationship between a company secretarial services provider and a client company in Hong Kong. It is required whenever a company engages external professional services for fulfilling its company secretarial obligations under Hong Kong law. The document outlines comprehensive details about service scope, including maintaining statutory records, filing annual returns, managing board meetings, and ensuring compliance with the Companies Ordinance. It also covers professional fees, service standards, confidentiality obligations, and termination provisions. This engagement letter is particularly important in Hong Kong's business environment, where proper corporate governance and statutory compliance are strictly regulated and monitored.
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1. Letterhead and Date: Professional letterhead including firm details and current date
2. Client Details: Full registered name and address of the client company
3. Salutation: Formal greeting to the appropriate company representative
4. Introduction: Purpose of the letter and confirmation of engagement request
5. Scope of Services: Detailed outline of core company secretarial services to be provided
6. Professional Fees: Fee structure, payment terms, and billing arrangements
7. Client Responsibilities: Client's obligations in providing information and documentation
8. Professional Standards: Commitment to professional standards and regulatory compliance
9. Confidentiality: Confidentiality obligations and information handling
10. Duration and Termination: Terms of engagement period and termination provisions
11. Acceptance: Instructions for acknowledging and accepting the engagement
12. Signature Block: Space for signatures of both parties
1. Anti-Money Laundering Compliance: Additional section when enhanced AML compliance is required
2. Multiple Entity Services: When services cover multiple related companies or subsidiaries
3. Special Projects: For additional corporate actions or special circumstances
4. Electronic Communications: Specific provisions for digital communication and document storage
5. Overseas Filing Services: When cross-border services are required
6. Conflict Resolution: Detailed dispute resolution procedures for complex engagements
1. Schedule A - Detailed Service Scope: Comprehensive list of all company secretarial services included
2. Schedule B - Fee Schedule: Detailed breakdown of fees for different services
3. Schedule C - Required Documentation: List of documents required from client for service delivery
4. Appendix 1 - Team Contact Details: Contact information for key service team members
5. Appendix 2 - Standard Terms and Conditions: Firm's standard terms and conditions
6. Appendix 3 - Compliance Checklist: Annual compliance requirements and deadlines
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