Beneficial Ownership Declaration Template for Hong Kong

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Key Requirements PROMPT example:

Beneficial Ownership Declaration

"I need a Beneficial Ownership Declaration for our Hong Kong technology startup, where three co-founders each hold 30% of shares and a venture capital firm holds 10%, to be submitted by March 2025."

Document background

The Beneficial Ownership Declaration is a mandatory requirement for companies incorporated in Hong Kong, introduced as part of enhanced corporate transparency measures. This document became particularly significant following the 2018 amendments to the Companies Ordinance, which introduced the Significant Controllers Register (SCR) requirement. The declaration must be filed when there are changes in beneficial ownership, during company incorporation, or when updating company records. It typically includes detailed information about individuals or entities holding more than 25% of shares, voting rights, or other significant control over the company. The document helps maintain compliance with Hong Kong's anti-money laundering regulations and international corporate governance standards, while ensuring transparency in company ownership structures.

Suggested Sections

1. Declaration Details: Information about the date, place, and context of the declaration

2. Declarant Information: Full details of the person making the declaration, including their capacity and authority to do so

3. Company Information: Details of the company for which the beneficial ownership is being declared, including registration number and address

4. Beneficial Ownership Information: Detailed disclosure of beneficial ownership including percentage of shares, voting rights, or other means of control

5. Nature of Control: Specification of how control is exercised (e.g., through share ownership, voting rights, right to appoint/remove directors)

6. Chain of Ownership: Description of the ownership structure and any intermediate entities

7. Confirmation of Accuracy: Statement confirming that the information provided is true and accurate to the best of the declarant's knowledge

8. Signature Block: Space for formal execution of the declaration with date and witness provisions

Optional Sections

1. Corporate Representative Authorization: Required when the declaration is made by a corporate entity's authorized representative

2. Trust Arrangements: Required when beneficial ownership involves trust structures

3. Joint Ownership Details: Required when beneficial ownership is shared between multiple parties

4. Change in Control History: Optional section detailing recent changes in beneficial ownership

5. Foreign Ownership Details: Required when beneficial owners include foreign entities or individuals

6. Ultimate Beneficial Owner Declaration: Additional detailed declaration for complex ownership structures to identify ultimate beneficial owners

Suggested Schedules

1. Schedule 1 - Identity Documentation: Copies of identification documents for beneficial owners

2. Schedule 2 - Corporate Structure Chart: Diagram showing the complete ownership structure and control relationships

3. Schedule 3 - Supporting Documents: List of documents evidencing beneficial ownership (e.g., share certificates, trust deeds)

4. Appendix A - Definitions: Definitions of key terms used in the declaration, aligned with Hong Kong law

5. Appendix B - Register of Changes: Log of historical changes in beneficial ownership

6. Appendix C - Verification Documents: Additional documentation verifying the declared information

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co

Relevant legal definitions

Clauses

Relevant Industries

Financial Services

Banking

Corporate Services

Legal Services

Professional Services

Investment Management

Real Estate

Trading

Manufacturing

Technology

Retail

Healthcare

Education

Construction

Insurance

Relevant Teams

Legal

Compliance

Corporate Secretarial

Risk Management

Finance

Corporate Governance

Due Diligence

Regulatory Affairs

Board Secretariat

Internal Control

Relevant Roles

Company Secretary

Corporate Compliance Officer

Legal Counsel

Director of Legal Affairs

Chief Financial Officer

Compliance Manager

Risk Manager

Corporate Governance Officer

Managing Director

Board Director

Money Laundering Reporting Officer

Due Diligence Officer

Company Director

Corporate Services Manager

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Authors

Alex Denne

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