Business Registration Decoded: Get These Documents Right and Your Dream of Being a Boss Is Within Reach!

Wanting to be a boss isn’t as simple as uploading a selfie with the caption “I’m so passionate!” The first hurdle in company registration is strict identity verification. If an individual is serving as director or shareholder, you must prepare a clear and complete photocopy of both sides of your national ID card. Avoid those artsy shots where only half your face shows up, lit like a horror movie scene. For foreigners, you’ll need either a valid residence permit or a passport copy. If your passport isn’t in Chinese, you must also submit a certified Chinese translation authenticated by a court or notary—don’t just print out a Google Translate version, or you’ll get correction notices flooding in until you start questioning your life choices.

For corporate shareholders—say, when another company wants to invest—you'll need to provide that company’s certificate of incorporation (also known as a commercial registration transcript), and confirm that the representative has the authority to make investment decisions. Important note: A limited company needs at least one shareholder but no more than 50; a public company requires two or more shareholders (though a closed company may have just one), with at least half having a registered address in Taiwan. Common pitfalls include using an expired residence permit, submitting blurry copies, or forgetting to affix official company seals on corporate documents—these small oversights are often the top reasons for rejection.

Choosing a company name isn’t free rein—it’s stricter than matching star signs! Think “Happy Little Shop Co., Ltd.” sounds warm and inviting? Sorry, but the Ministry of Economic Affairs might see it as sounding more like a breakfast diner. When registering a company, your first step is the “name pre-check,” which isn’t a creative writing session but must comply with the Regulations on the Review of Company Names and Business Scope. First rule: no duplicates—not just exact matches, but names with similar pronunciation or character shapes may also be rejected. For example, “Xin Long” and “Xinlong” could be considered confusingly similar. Even crazier: you can’t casually use grand terms like “International” or “China” unless you actually operate globally and can prove it.

And don’t even think about naming your computer company “Apple”—it could mislead people into thinking you’re affiliated with the famous tech giant. The Intellectual Property Office won’t buy excuses. Also, your company type must be clearly stated: limited companies must end their name with the four characters “Limited Company”; no stylish abbreviations allowed. Someone once tried to register “Laozi Trading Public Limited Company,” only to be rejected over the name’s perceived vulgarity—and appeals didn’t help. It’s wise to test your options first on the Ministry of Economic Affairs’ “Company Name Pre-Check System,” preparing three backup names. Otherwise, just revising your name could eat up half a month. Remember: a good name isn’t just branding—it’s your first legal step forward. Don’t let creativity crash against bureaucratic walls!

If you think the articles of incorporation are just formal paperwork to hand over to the government, your company might face shareholder disputes before it even opens! Don’t be fooled by the term “articles”—this document is your company’s constitution, the supreme guidebook for how your business operates. What your company does, its capital amount, how profits are distributed, how directors are elected—all must be clearly spelled out. If you skip thinking and just copy-paste a random online template, missing something like profit distribution rules, congratulations: your shareholders might sue each other later over who should get an extra fifty cents.

Since the 2018 amendment to the Company Act, there's greater flexibility in drafting articles—for instance, you can now define special shares with different voting rights or allow immediate profit distributions. But this doesn’t mean you can write anything you want. On the contrary, because there’s more freedom, your articles should be carefully tailored to your actual business model. For example, if you're starting a venture with three partners—some investing money, others contributing labor—you should design fair contribution ratios and profit-sharing mechanisms in the articles to ensure that “friendship stays friendship, but finances stay clear.”

Remember: the government won’t review whether your articles are well-written—only whether they contain required elements. So don’t leave your fate to Google. Your company deserves a foundation built by you, thoughtfully and seriously.

Starting a company is like building with LEGO—everything needs to fit securely. So how much should you declare as capital? Too high and you fear tax scrutiny; too low and clients may assume you’re a “briefcase company”—a classic catch-22! Don’t panic: since the 2018 liberalization of the Company Act, most industries no longer have a minimum capital requirement. In theory, you could even start a one-dollar company. But the key isn’t the number’s impressiveness—it’s whether it’s reasonable.

Important reminder: for public companies, there’s a difference between “authorized capital” and “paid-in capital.” The former is the total amount you’re authorized to raise in the future; the latter is the actual money shareholders have contributed so far. Banks often assess paid-in capital to judge financial stability, and clients may quietly check your registration details to evaluate your credibility. Inflate the number too much, and if you fail to deliver the funds later, you could face back taxes and penalties!

New startups should set capital based on real initial funding needs, and remember to attach a shareholder contribution schedule and bank deposit proof (if contributing cash). Never inflate your capital just for appearances—later, during fundraising or investor onboarding, it’ll feel like wearing an ill-fitting suit—so tight you can’t breathe!

Address proof is critical—don’t think a rental contract alone makes you a boss! Many new entrepreneurs hear “registered address” and proudly pull out their lease agreement, only to be rejected and left stunned. According to the Hong Kong Companies Registry, a simple rental contract isn’t sufficient—unless you also attach official documents such as a building ownership certificate, property tax statement, or land registry transcript, along with a consent letter from the landlord, then it counts as complete.

Worse still, many people use their private residence as the company address without realizing zoning restrictions. Using a residential unit for company registration? It may violate the Urban Planning Ordinance, resulting in fines at best, prosecution at worst! Rather than risk it, consider using a commercial building or a reputable business center address service. These are not only compliant but also enhance your corporate image.

One more thing: once your company address is registered, it will appear in the public database of the Companies Registry, searchable worldwide! Use a fake address? If reported, consequences are severe. Want privacy without exposure? Consider using a registered office service provided by a secretary company—professional and worry-free. Bottom line: your address isn’t just a formality. Get it wrong, and your boss dream could turn into a nightmare.

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