China Representative Office Registration and Maintenance Guide (9) – Changes of Particulars and Application for Extension

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1. Procedures for changing the chief representative, business scope, name and office address

(1) Changing chief representative or adding representatives

• Provide the application letter for changing the chief rep signed by the chairman or general manager of the enterprise;
• Provide the Authorization and Appointment letter of (chief) representative signed by the chairman or general manager of the enterprise;
• Provide resume of new (chief) representative(s);
• Provide photocopy of the ID card/Passport of new (chief) representative(s);
• Provide a 2-inch sized photo of new (chief) representative(s);
• Fill in Application Form of Amendment of the Representative Office of Foreign Enterprise;
• Provide photocopies of Approval Certificate of establishing the representative office and Registration Certificate (the original Approval Certificate for Change shall be provided in case the Chief Representative has been changed);
• Provide the dispatching letter issued by a foreign service provider in case the (chief) representative is Chinese Citizen;

(2) Changing business scope:

• Provide the Application Letter for changing the business cope signed by the chairman or general manager of the enterprise;
• Provide photocopy of the enterprise’s new foreign registration certificate issued by its country of origin;
• Fill in Application Form for Amendment of the Representative Office of foreign enterprise;
• Provide photocopies of Approval Certificate of establishing the representative office and the Registration Certificate.

(3) Changing the name of the Representative office

• Provide the Application Letter for changing the name of the representative office signed by the chairman or general manager of the enterprise;
• Provide photocopy of the enterprise’s new foreign registration certificate issued by its country of origin;
• Fill in Application Form for Amendment of the Representative Office of Foreign Enterprise;
• Provide photocopies of Approval Certificate of establishing the representative office and Registration Certificate.

(4) Changing the address of the representative office

• Provide an Application Letter for changing the address of the representative office signed by the chairman or general manager of the enterprise;
• Provide photocopy of the rent contract of the office (the rental period shall exceed one year);
• Fill in Application Form for Amendment of the Representative Office of foreign enterprise;
• Provide photocopies of the Approval Certificate and Registration Certificate of establishing the Representative Office.
• Provide the Chinese translation of above mentioned documents and materials in case the original documents are written in foreign languages.

 

2. Application for Extension of Stay of a China Representative Office

The validity of duration of the residence for the Permanent Representative Office (RO) is 3 years, beginning from the date on which the registration certificate is issued by the examination and approval authorities. Procedures for extension should be conducted if needed, by the entrusted business agents like Kaizen at least 60 days before expiration through application to the examination and approval authorities. After the application is approved, registration procedures should be conducted with the original registration authorities and the following documents are required:

(1) Letter of application for extension signed by the Chairman or General Manager of the foreign enterprise (original)
(2) Statement of business activities of the R.R Office within the duration of residence; (original)
(3) Letter of reference for banking activities issued by a non-Chinese bank that has business relations with this foreign enterprise, and bears the validity of six months;(original)
(4) Certificate of registration of the company issued by the local authority of the country or region where this enterprise is located; (photo-copy)
(5) New lease agreement for the houses of the Representative Office,
(6) “Approval Certificate for Extension”, “Registration Certificate” and Representative’s working ID Card of the Permanent Representative Office in China; (original)

On completion of the foregoing materials, “Registration Application Form for Extension”, “Manuscript of Certificate”, “Certificate for the Use of the Site of Business Operations” and “Entrustment Letter for the Registration” shall be filled out. These documents can also be fully prepared and filled in for you by Kaizen, which really saves your time!

After the above documents are all checked and agreed, new “Registration Certificate” and “Representative’s ID Card” for the next 3 years shall be issued, the extension of the “Representative’s ID Card” shall be conducted.

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