Hong Kong Professional Services Client Complaint Handling Form

Professional Client Complaint Handling for Hong Kong Businesses

When operating professional services in Hong Kong—whether you're in finance, legal, consulting, or other regulated sectors—handling client complaints properly isn't just good customer service. It's a regulatory requirement and a key part of maintaining your firm's reputation and compliance standing.

This Hong Kong Professional Services Client Complaint Handling Form gives your firm a structured, transparent way to capture client grievances, commit to investigation timelines, and manage the escalation path to regulatory bodies when required. Built on Paperform's flexible platform, this template ensures you're meeting local requirements while keeping the entire process documented and trackable.

Why Hong Kong firms need a dedicated complaint form

Hong Kong's regulatory environment—from the Securities and Futures Commission (SFC) to the Mandatory Provident Fund Schemes Authority (MPFA), Insurance Authority (IA), and Companies Registry (CR)—places strict obligations on professional services firms to handle complaints fairly and promptly. Whether you're dealing with investment advice disputes, insurance claims, MPF administration issues, or service quality concerns, having a clear complaint intake and resolution process is essential for compliance and client trust.

This form helps you:

• Capture complete grievance details including timeline, parties involved, and supporting documentation
• Commit to investigation timelines that meet regulatory standards
• Document resolution paths and keep clients informed
• Manage regulatory escalation when complaints need to be reported to SFC, IA, MPFA or other bodies

How Paperform makes complaint handling smoother

Rather than juggling email threads, phone notes, and scattered documents, this form centralises the entire intake process. Conditional logic routes different complaint types to the right internal teams, while file upload fields let clients attach relevant contracts, correspondence, or evidence directly.

Once submitted, you can use Stepper to automate your internal workflow—notify the compliance officer, create a case file in your CRM or project management tool, schedule follow-up reminders, and trigger status update emails as the investigation progresses. This keeps your team accountable and clients reassured that their complaint is being taken seriously.

If a complaint meets the threshold for regulatory reporting, the form captures all the details you need to escalate to the appropriate Hong Kong authority, ensuring you meet mandatory disclosure timelines and documentation requirements.

Built for Hong Kong professional services firms

This template is designed for:

• Financial services firms managing SFC-regulated complaints
• Insurance brokers and advisors handling IA complaints
• MPF trustees and intermediaries dealing with scheme member grievances
• Legal practices managing client service disputes
• Consulting and professional firms needing a clear complaints procedure

You can embed this form on your website, link to it from client portals, or share it directly when a complaint arises. With Paperform's SOC 2 Type II compliance and robust security, sensitive complaint data stays protected throughout the process.

By standardising your complaint handling with this template, you're not just ticking a regulatory box—you're building client confidence that your firm takes grievances seriously and resolves them fairly.