Company Setup Document Checklist
2026-09-19
This checklist is for founders, overseas shareholders and administrators assembling the document pack for a new company in mainland China. Work through it before the incorporation documents are submitted, then run it again as a file audit once registration is complete. Settle three things first: who signs for each shareholder, who will be the designated contact with the registration authority, and which locality the registered address sits in. Practice differs by locality, so confirm the current position with your Junanda Consulting adviser.
1. Company Name Preparation
The name is the item most likely to delay registration.
| Item |
What to do |
Who does it |
Common problem |
| Alternative names |
Prepare three to five alternative names in priority order |
Founder, reviewed by Junanda Consulting |
Submitting one name; rejection stops the whole filing |
| Distinctive element |
Choose an element that is not identical or similar to an existing name in the same industry or locality |
Founder |
Names differing by one character are often treated as similar |
| Prohibited wording |
Avoid wording needing special authorisation or suggesting an official body |
Founder |
Rejection and loss of the reservation window |
| Industry descriptor |
Match the descriptor to the main business you will actually carry on |
Founder |
A descriptor that contradicts the business scope raises questions |
| Organisational form |
State the correct form suffix and check how it appears on the licence |
Junanda Consulting |
The name on the seal and bank account does not match the licence |
2. Shareholders and Capital Contribution
Assume every document here will be read by a bank and a tax authority.
| Item |
What to prepare |
Who provides |
If you skip this |
| Natural person shareholder identity |
Passport or identity document, including photo and signature pages |
Shareholder |
Signatures cannot be matched to the filing |
| Corporate shareholder identity |
Business licence or certificate of incorporation, register extract, board resolution, authorised signatory's identity document |
Corporate shareholder |
The investment cannot be shown to be properly authorised |
| Translation and authentication |
Certified translation, plus notarisation, legalisation or apostille where required |
Shareholder, via Junanda Consulting |
Documents are returned and the submission is delayed |
| Shareholding table |
Percentages adding to one hundred per cent, signed by all shareholders |
All shareholders |
Conflicting figures surface later during capital changes |
| Subscribed and paid-in capital |
Record the subscribed amount, the contribution method and schedule, and amounts actually paid in, with valuation evidence for non-cash contributions |
Shareholders, tracked by Junanda Consulting |
Subscribed capital is confused with paid-in capital, and non-cash contributions are challenged later |
3. Appointed Officers and Filing Personnel
Officers carry legal duties, so verify eligibility before approaching a candidate.
4. Registered Address Documentation
The address must be a place where official correspondence reaches a responsible person.
| Scenario |
Documents required |
When it applies |
If you skip this |
| Leased premises |
Lease, property ownership certificate, landlord's consent to register there, landlord's identity document |
Standard office occupation |
Registration is refused or the address cannot be supported |
| Self-owned premises |
Property ownership certificate and a statement of use by the company |
The shareholder or company owns the property |
Ownership and use cannot be evidenced |
| Cluster registration or hosting arrangement |
Cluster registration agreement or hosting agreement, plus the host institution's qualification documents and correspondence handling undertaking |
Where local rules permit cluster registration or hosting |
The company has no verifiable service address, and official letters never reach you |
| Correspondence capability |
Named recipient, telephone number and a written forwarding arrangement |
Always |
Notices from the tax or registration authority are missed |
5. Business Scope
The business scope is published and read by banks, customers and the tax authority. Write it from the standard item library.
| Item |
What to do |
Who does it |
If you skip this |
| General items |
Select the standard general items matching your actual activities, and identify the primary activity that drives tax type assessment |
Junanda Consulting with the founder |
Loosely worded items are queried on review, and assessed tax types may not match the business |
| Licensed items |
Identify activities requiring a licensed item and the corresponding approval |
Junanda Consulting |
The company trades outside its permitted scope |
| Pre-approval and post-registration approval |
Establish which approvals come first and sequence the work accordingly |
Junanda Consulting |
Licence applications are filed in the wrong order |
6. Officers' Contact Details, Seals and Certificates
Complete these before the first bank application.
| Item |
Purpose |
Who arranges |
Common problem |
| Business licence |
Primary identity document of the company |
Registration authority |
Only an electronic copy is kept and a paper original is needed later |
| Articles of association |
Constitutional document required by banks and authorities |
All shareholders |
Unsigned or undated versions are filed |
| Company seal |
General corporate acts |
Junanda Consulting |
Use is not logged, so misuse cannot be traced |
| Finance seal |
Banking and accounting documents |
Junanda Consulting |
Held by the same person as the company seal, removing internal control |
| Electronic seals |
Online filings and electronic contracts |
Junanda Consulting |
Not registered, so filings must be done on paper |
Commonly Missed Items
| Item |
Why it matters |
Action |
| Officer consent letters |
Eligibility disputes are hard to resolve after submission |
Obtain signed consents before filing |
| Correspondence plan |
Missed official letters lead to abnormal status |
Name a recipient and agree a forwarding routine |
| Signed and dated articles |
Banks and authorities reject undated versions |
Circulate a final signed set to every shareholder |
| Resolution on authorised signatories |
Banks require evidence of authority |
Pass it at the same time as incorporation |
| One master data sheet |
Inconsistency triggers manual review |
Keep name and address identical everywhere |
How to Use This Checklist
- Read the checklist once before collecting anything, so you know what the finished pack looks like.
- Assign an owner to each section and mark the owner in the tables.
- Tick items only when the document is in hand, in the correct language and properly signed.
- Re-run the checklist as an audit shortly after registration, then store it with the company archive.
This article is general business information prepared by Junanda Consulting. Specific policy positions, tax rates, deadlines and procedural requirements are subject to the latest official versions issued by the competent authorities. To understand how these requirements apply to your business, please contact Junanda Consulting for further information and support.
