Company Secretary
Rest Assured – You’re in Capable Hands.
Our Digital Company Secretarial Services Are Handled by Qualified Professionals Well-Versed in Malaysian Company Law and Corporate Procedures. As Your Appointed Company Secretary, We Assist in Preparing Resolutions, Attending Board and Shareholders’ Meetings (Physically or Online), Recording Meeting Minutes, Monitoring Statutory Deadlines, and Addressing Your Specific Business Requirements.
While Automation Enhances Efficiency, the Human Touch Remains Essential. Our Company Secretaries Are Always Available for In-Person Communication When Needed.
Company Secretaries are responsible for preparing and submitting the necessary forms to the Companies Commission of Malaysia (SSM) to update any changes in key company information, ensuring all filings are made accurately and within the required timeframe.
Company Secretaries notify the Board of important dates such as annual general meetings, submission of annual returns, financial statements, and other statutory filings to ensure timely compliance with legal requirements.
Company Secretaries oversee the planning and execution of board meetings, general meetings, and extraordinary general meetings, ensuring they are conducted efficiently and in accordance with the Company Constitution, Shareholders’ Agreement, and other applicable regulations.
Company Secretaries are responsible for ensuring the company operates in accordance with its constitution and for drafting or incorporating any amendments following the proper legal procedures.
Company Secretaries keep accurate and updated records of the company’s share structure and ownership, while ensuring the company seal and original share certificates are securely stored.
Company Secretaries distribute circular resolutions and relevant documents to keep shareholders informed, while monitoring changes in the shareholding structure to identify potential takeover attempts, determine ultimate beneficial ownership, and support effective shareholder relations.
Company Secretaries guide the Board on best practices in corporate governance, supporting directors in fulfilling their responsibilities and ensuring compliance with company and security regulations.
Company Secretaries function as the main liaison between shareholders and directors, as well as between the company and the Companies Commission of Malaysia (SSM). They play a crucial role in corporate exercises such as mergers, acquisitions, disposals, and winding-up, providing guidance and ensuring the accuracy and compliance of all related documentation and procedures.
Why Choosing Us
Our company secretarial services are led by qualified professionals with deep expertise in Malaysian company law and corporate procedures. We combine digital efficiency with a human touch—ensuring you get the best of both worlds. From preparing board resolutions and recording meeting minutes to attending shareholder meetings (both virtually and in person), we handle it all with precision.
We also monitor filing deadlines and adapt to your specific business needs, so you stay compliant without the stress. And when personal interaction is required, our team is ready to support you in person.
Company Secretary
Frequently Asked Questions (FAQs)
A Company Secretary is an officer appointed by the directors to ensure that the company operates in accordance with all statutory and regulatory requirements. Under Malaysian law, every company is required to appoint a Company Secretary and must not be without one for more than thirty (30) days.
Outsourcing enables SMEs to access professional expertise at a lower cost. It eliminates the need to pay full-time salaries, taxes, and employee benefits—while still maintaining high-quality, reliable service.
Appointing a Company Secretary is a legal requirement for all companies in Malaysia. While secretarial needs may fluctuate throughout the year, having a Company Secretary on retainer ensures consistent support and provides a cost-effective way to manage both routine and peak-period compliance requirements.
Yes, you can. There is typically no minimum lock-in period, as the law permits the Board to appoint a new Company Secretary at any time.
A Company Secretary is responsible for documenting and notifying the Companies Commission of Malaysia (SSM) of any updates—or confirmation of no changes—to key company information. They also maintain statutory records, prepare meeting minutes, and draft official communications between the company and its shareholders.
Although Company Secretaries are highly skilled, services like accounting, legal advice, and taxation fall outside their primary responsibilities and should be handled by the appropriate professionals. That said, it never hurts to ask—they may be able to guide or refer you to the right expert!
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General
Frequently Asked Questions (FAQs)
A Company Secretary is a qualified professional who ensures that a company operates in compliance with applicable laws and regulations. They serve as the company’s legal representative, manage statutory records, and oversee proper corporate governance and administration.
In Malaysia, a company secretary must be a natural person and a member of a professional body recognised by the Ministry of Domestic Trade and Consumer Affairs. Recognised professional bodies include:
- The Malaysian Association of Company Secretaries (MACS)
- The Malaysian Institute of Chartered Secretaries and Administrators (MAICSA)
- The Institute of Chartered Secretaries and Administrators (ICSA)
In Malaysia, it is a legal requirement for every company to appoint a Company Secretary within 30 days of incorporation. The appointed individual must be qualified and a member of a professional body recognised by the relevant authorities.
Once appointed, the company must notify the Companies Commission of Malaysia (CCM) within 14 days. Similarly, any changes to the Company Secretary must also be reported to the CCM within 14 days. Detailed procedures and filing requirements are available on the CCM's official website.
Outsourcing Company Secretary services in Malaysia offers several key advantages:
- Cost-Effective: Avoid the overhead costs of hiring a full-time in-house secretary, including salaries, benefits, and office space.
- Expertise: Gain access to qualified professionals with in-depth knowledge of Malaysian corporate law and compliance requirements.
- Flexibility: Easily scale services based on your business needs—ideal for startups, SMEs, or growing companies.
- Compliance Assurance: Professional company secretaries help ensure timely compliance with statutory obligations, minimizing the risk of penalties or legal issues.
Yes, you can appoint another company secretary to replace your current company secretary in Malaysia even if you already have one.
The process involves officially notifying the current secretary of their termination and appointing a new, qualified secretary to take over. The new secretary will handle the transfer of statutory records and ensure all outstanding obligations are met for a smooth transition.
Be mindful that the Company Secretary position must not remain vacant for more than 30 days, or your company may face penalties. For a detailed guide, refer to our article on how to change a company secretary in Malaysia.
To incorporate a company in Malaysia, you must meet the following basic requirements:
At least one resident director/shareholder (a Malaysian citizen or permanent resident, or a foreigner with a valid local residential address)
A local registered business address in Malaysia
A minimum paid-up capital of RM1.00 (although certain industries or licenses may require a higher amount)
Additional requirements may apply depending on your business type and activities.
Incorporating a company in Malaysia typically takes 5 to 10 business days, provided all required documents and details are submitted correctly.
Even minor errors or missing information can cause delays, so it's essential to prepare and verify all necessary details before submission.
Yes and no. You can incorporate a company in Malaysia without a business address initially. However, a valid local business address is required later when applying for operating licenses and fulfilling regulatory obligations.
To avoid delays, it’s advisable to proceed with incorporation early—so when you secure your business address, you're ready to move forward without starting from scratch.
A common seal is a physical stamp engraved with a company’s name and details, traditionally used to validate official documents.
However, under the Companies Act 2016 in Malaysia, the use of a common seal is optional. A company may choose to use it, but it is no longer a legal requirement unless specified by the company’s constitution or requested by another party.
In Malaysia, a private limited company (Sdn. Bhd.) must have a minimum of one (1) and can have up to a maximum of fifty (50) shareholders, as stipulated under the Companies Act 2016.