Form ND4: Resignation of Company Secretary or Director (HK)

What is Form ND4 (resignation notice)?

When a company secretary or director of a Hong Kong company resigns, the company normally reports it to the Registrar of Companies on Form ND2A. Sections 464(3) and 477(3) of the Companies Ordinance (Cap. 622) let the person who resigns report it themselves, on Form ND4, when there are reasonable grounds to believe the company will not deliver that notice. Alternate directors use ND4 too; a reserve director uses Form ND8 instead.

The form gives the company's name and Business Registration Number, the capacity you are resigning from and your particulars as registered (your name and the partial number of your Hong Kong Identity Card or passport, or the name of a body corporate), the date of resignation, whether you keep any directorship, and which of three statements about notice to the company applies.

FileIt fills the bilingual form in English, ticks the boxes, strikes out 'I am / We are' and 'Company Secretary / Director' as the form asks, and prints everything into the Registry's own PDF. You sign it by hand and deliver it yourself. FileIt never submits anything.

Filed by: The resigning company secretary or director (including an alternate director)
Signed by: The resigning company secretary or director, by hand
Delivered to: The Companies Registry, 14th floor, Queensway Government Offices, 66 Queensway, by post or in person
Language: Either Chinese or English, consistently; FileIt fills it in English
Edition: Specification No. 1/2023 (December 2023), 2 pages plus notes

Who needs to fill out Form ND4 (resignation notice)?

A company secretary who has resigned from a Hong Kong company.
A director or alternate director who has resigned and expects the company not to file Form ND2A.
A corporate secretary, or the partners of a firm acting as joint company secretaries, giving up the role.

When to use Form ND4 (resignation notice)

After you resign, when there are reasonable grounds to believe the company will not report your resignation on Form ND2A.
When you want the public register to show your resignation without relying on the company.

What you need before you start

The company's Business Registration Number (the first 8 digits of the Business Registration Certificate number) and its name.
Your name as registered, and the partial number of your Hong Kong Identity Card or passport you registered before (the letters and first three digits of an HKID).
For an alternate director, the name of the principal director.
The date of resignation, and whether you gave the company notice as its articles or an agreement require.
The presentor's name, address and contact details.

What’s on Form ND4 (resignation notice)

The 2023 edition has 6 pages. FileIt asks for it in 7 parts:

1. The companyResigning secretary or director
2A. Capacity you are resigning fromResigning secretary or director
2A. Your particulars as registeredResigning secretary or director
2B. Details of resignationResigning secretary or director
3. Notice of resignationResigning secretary or director
SignatureResigning secretary or director
Presentor's referenceResigning secretary or director

How to fill out Form ND4 (resignation notice), step by step

1 1. Company

The Business Registration Number and the company name.

2 2A. Capacity and particulars

Tick company secretary, director or alternate director, then give your particulars exactly as currently registered: a natural person's English name and partial identification number, or the name of the body corporate.

3 2B. Details of resignation

The date of resignation in DD / MM / YYYY boxes and, for a director, whether you still hold a directorship in the company.

4 3. Notice of resignation

Tick whether notice was required and given, required but not given (and the notice sent or left at the registered office instead), or not required. FileIt strikes out 'I am / We are' as it asks.

5 Signature and presentor

Your name and the date under the signature, and the presentor's reference box. Sign by hand.

Common mistakes to avoid

Writing the full Hong Kong Identity Card or passport number. The box is open to public inspection, so the notes ask for the partial number only.
Giving particulars that differ from those registered with the Companies Registry.
Answering item 11 when you resign only as company secretary. It is only for directors and alternate directors.
Mixing Chinese and English. The notes ask for one language throughout.
Forgetting to sign. An improperly signed form is rejected.

After you fill it out

Sign the form and deliver it to the Companies Registry by post or in person. FileIt does not send it.

If you post it and the Registrar does not receive it, it does not count as delivered, so keep proof of delivery.

File the PDF and your resignation letter in your FileIt vault.

Fill out Form ND4 (resignation notice) online with FileIt

Pick the person. Choose someone from People and FileIt fills in their name, date of birth, address and other details it already knows.
Answer plain-language questions. One part of the form at a time, with the official help text beside each question — 35 fields in all. Your answers save as you go.
Check the live preview. Watch your answers land on the real Companies Registry, Hong Kong form, and let FileIt do any worksheet arithmetic.
Generate the official PDF. FileIt prints your answers into the agency’s own PDF and files it in that person’s folder in your vault.

FileIt fills the form — it never files or submits anything for you. Deliver the finished form to whoever asked for it, the way the form’s instructions say.

Start Form ND4 (resignation notice) now — it’s free

Form ND4 (resignation notice): frequently asked questions

What is the difference between Form ND2A and Form ND4?

ND2A is filed by the company to report changes in its company secretary and directors. ND4 is filed by the person who resigns, when there are reasonable grounds to believe the company will not file ND2A.

Can a reserve director use Form ND4?

No. The notes say a resigning reserve director uses Form ND8.

What is a partial identity card number?

For a Hong Kong Identity Card it is all the letters and the first three digits, so A123456(7) becomes A123. For a passport it is the first half of its letters and digits. If none was registered, write Nil.

Can I fill it in Chinese with FileIt?

No. FileIt cannot print Chinese characters, so it fills the form in English, which the notes allow. The Chinese name box stays blank for you to write in by hand.

Can I fill in Form ND4 online with FileIt?

Yes. FileIt fills the Companies Registry's own PDF and saves it in your vault. You sign it by hand and deliver it yourself.

Official sources

Blank form (PDF), published by Companies Registry, Hong Kong: https://www.cr.gov.hk/en/companies_ordinance/docs/ND4_fillable.pdf
Official instructions and guidance: https://www.cr.gov.hk/en/companies_ordinance/docs/ND4_fillable.pdf
Edition shown on this page: Specification No. 1/2023 (December 2023) (checked 2026-10-25).

FileIt is not affiliated with or endorsed by Companies Registry, Hong Kong or any government. This page explains the form in general terms and is not legal, tax or immigration advice. Always read the official instructions, and check that you are using the edition the recipient accepts. Page last reviewed 2026-10-25.