Secretarial Services

• Statutory Registers Maintenance – Keep the register of shareholders, directors, and company seals as required by the Company Law.
• Corporate File Archiving – Organise incorporation documents, board resolutions, meeting minutes, and regulatory filings in both physical and electronic formats.
• License & Permit Tracker – Monitor expiry dates of your business license, work permits, residence permits, and industry‑specific licenses; send proactive renewal reminders.
• Document Retrieval – Provide rapid access to any corporate document upon request (e.g., for bank account updates, contract negotiations, or government inspections).

• Annual Report Filing – Prepare and submit the annual enterprise report to the Administration for Market Regulation (AMR) before June 30 each year.
• Change Registrations – Assist in filing changes to legal representative, registered address, business scope, or shareholder structure with the AMR.
• Tax Bureau Communications – Deliver physical documents, collect tax certificates, and follow up on routine inquiries (under your authorization).
• Customs & Foreign Exchange –Foreign exchange (SAFE) registration updates and other regulatory filings.

• Board & Shareholder Meetings – Draft notices, agendas, and resolutions for general meetings and board meetings in both Chinese and English.
• Minutes & Resolutions – Prepare legally binding meeting minutes and resolutions, ensuring they comply with your articles of association and PRC corporate law.
• Proxy & Authorization Management – Handle proxies for legal representatives and authorised signatories for bank, tax, and administrative matters.

Signature Coordination – Arrange timely execution of contracts, resolutions, and other documents by authorised signatories.

• Mail & Courier Management – Receive, sort, and scan physical mail addressed to your registered office; notify you immediately of important correspondence.
• Official Letter Drafting – Draft standard business letters, explanation letters to authorities, and replies to inquiries (under your guidance).
• Translation & Localisation – Translate official documents and routine correspondence between English and Chinese (certified translation for legal purposes available separately).
• Phone & Visitor Reception – Answer general calls in Chinese, take messages, and greet visitors at your registered address (if you choose a serviced office arrangement).

• Centralised Seal Storage – Keep your corporate seal, financial seal, legal representative seal, and invoice seal in a supervised safe.
• Seal Use Policy – Implement a clear approval workflow: each seal use requires authorisation (e.g., signed request form or email from a designated approver).
• Usage Log – Maintain a detailed log recording date, document description, user, and approver for every seal application.
• Emergency Procedures – Immediate reporting and blocking in case of suspected loss, theft, or unauthorised use.

Bank Document Preparation – Prepare payment instructions, transfer applications, foreign exchange forms, and other bank‑mandated documents in Chinese, as required by your relationship bank.

Payment Execution – Process supplier payments, tax payments, social insurance contributions, housing fund transfers, and inter‑company fund movements by coordinating with your authorised approvers.

Employee Reimbursement Handling – Receive verified employee reimbursement claims, prepare batch payment files, and ensure timely disbursement, together with monthly payroll or on a separate schedule.

Foreign Exchange Settlement – Under your instruction, assist in submitting documentation to banks for FX conversion (e.g., converting USD to CNY for capital injections or operating fund transfers).