Facebook-f Instagram Whatsapp
Get Started
Get Started

Company Secretarial Services in Malaysia

Home
Company Secretarial Services in Malaysia

Related Posts

No post was found

Company Secretarial Services

Home
Company Secretarial Services in Malaysia

Legal Compliance Starts Here

As a registered Company Secretary, we ensure your company remains compliant with SSM requirements and the Companies Act 2016.

Why Do You Need a Company Secretary?

While you focus on growth and strategy, they ensure your company stays on the right side of the law.

Legal Obligation

Mandatory compliance for legal standing.

Avoid penalties & late fees

Eliminate costly non-compliance charges.

Organized corporate affairs

Optimized corporate record management.

Our Services Include

  • New company incorporation
  • Name search & SSM form document preparation
  • Appointment of directors, shareholders & shareholding management
  • Annual General Meeting (AGM) & board of directors resolutions
  • Official document submission to SSM including MBRS
  • Company information changes (name, address, directors)
  • Closure, dormant status & file transfer
  • M&A (Memorandum & Articles) amendments and share transfer
  • Corporate legal advisory services

Corporate Secretarial Services in Malaysia

A corporate secretary plays a critical role in ensuring corporate compliance and governance in Malaysia. All companies registered in Malaysia are required by law to appoint at least one company secretary who is a resident of Malaysia and licensed or registered with the relevant professional bodies. 

At KKHO Accounting, our corporate secretarial services in Malaysia are designed to help businesses maintain compliance, enhance governance, and streamline corporate administration.

Why are Corporate Secretarial Services Essential?

The role of a corporate secretary goes far beyond simple document filing. A qualified company secretary ensures:

Compliance with statutory and regulatory requirements under the Companies Act 1965/2016.

Efficient administration of the company and corporate governance.

Transparent disclosure of information to shareholders, investors, and regulatory authorities.

Implementation of board resolutions and corporate decisions.

According to the Companies Act 1965, Section 139A (a) & (b), the following persons can be a company secretary in Malaysia:

Chartered Accountant (He/she must be registered under the Malaysian Institute of Accountants (MIA) )

Chartered Secretary (He/she must be registered under the Malaysian Institute of Chartered Secretaries and Administrators (MAICSA) )

Licensed Secretary (He/she must be licensed by the Company Commission of Malaysia to be a company secretary.)

Lawyer (He/she must be registered with the Malaysian Bar, or relevant authorities)

Corporate Secretarial Services in Malaysia

A corporate secretary plays a critical role in ensuring corporate compliance and governance in Malaysia. All companies registered in Malaysia are required by law to appoint at least one company secretary who is a resident of Malaysia and licensed or registered with the relevant professional bodies. 

At 3E Accounting, our corporate secretarial services in Malaysia are designed to help businesses maintain compliance, enhance governance, and streamline corporate administration.

Why are Corporate Secretarial Services Essential?

The role of a corporate secretary goes far beyond simple document filing. A qualified company secretary ensures:

  • Compliance with statutory and regulatory requirements under the Companies Act 1965/2016.
  • Efficient administration of the company and corporate governance.
  • Transparent disclosure of information to shareholders, investors, and regulatory authorities.
  • Implementation of board resolutions and corporate decisions.

According to the Companies Act 1965, Section 139A (a) & (b), the following persons can be a company secretary in Malaysia:

  • Chartered Accountant (He/she must be registered under the Malaysian Institute of Accountants (MIA) )
  • Chartered Secretary (He/she must be registered under the Malaysian Institute of Chartered Secretaries and Administrators (MAICSA) )
  • Licensed Secretary (He/she must be licensed by the Company Commission of Malaysia to be a company secretary.)
  • Lawyer (He/she must be registered with the Malaysian Bar, or relevant authorities)

In KKHO Accounting, the company secretarial services comply with Malaysia Companies Act, 1965, and we can render responsive services under the most stringent standard of professional and business ethics to our clients.

Key Corporate Secretarial Services Provided in Malaysia

The Corporate Secretarial Services in Malaysia include: 

1. Company Secretary Services

Sometimes, the company secretary is mistakenly written off as simply maintaining and filing the documents. Yet, the company secretary is essential for transparent disclosure of information to shareholders, investors, and regulatory bodies, as well as for effective compliance with corporate laws.

Duties of a corporate secretary include:

  • Ensuring efficient administration of the company
  • Maintaining the integrity of the corporate governance framework
  • Compliance with statutory and regulatory requirements
  • Implementing decisions made by the Board of Directors

At KKHO Accounting, our corporate secretarial services in Malaysia are designed to help businesses maintain compliance, enhance governance, and streamline corporate administration.

2. Strike Off Company Services

Closing a company in Malaysia can be a cost-effective and straightforward process through a company strike-off. This is ideal when you no longer wish to continue operations and want to avoid ongoing fees. There are two ways of closing down the Sdn Bhd Company in Malaysia:

  • Strike off via SSM: Submit an application to the Companies Commission of Malaysia (SSM) to remove the company from the official register.
  • Voluntary winding up: Shareholders may resolve to wind up the company formally.

Company strike off is the cheapest way to close a Private Limited Company (ie. Sdn Bhd). By doing so, you can stop paying secretarial fee, audit fee, and tax services fee every year. 

You have to make an application to SSM if you want to strike off your company. Directors are eligible to apply to the Court for recommencement of their business within 15 years after [the name of] their company has been struck off.

3. Business Credit Report Searches

A healthy business credit score is important to the financial status of a business. Similar to personal credit scores, business credit scores is also called commercial or trade credit where it rates the chance that a business will repay its debts. Your business credit score can affect the amount of business credit you receive and it can affect what interest rates you will pay. Industry risk and the size of a business might be considered when calculating a business’s score. Furthermore, a good business credit scored could be a good bargaining chip [to increase the value of your business] when you want to sell your business because the credit of your business will be transferred with the business to the new owner.

4. Liquidation in Malaysia

If a company is unable to operate due to increased competition or incapable of coping with the current market situation, it is unlikely to be able to repay its outstanding creditors. As such, the situation will lead to the closure of a company.

Liquidation or “winding up”, is a process by which a company’s existence is brought to an end. In the process of liquidation, either the shareholders or the court will appoint a liquidator. The liquidator represents the interests of all creditors. In fact, the liquidator supervises the liquidation, which involves collecting and realising the company’s assets, discharging the company’s liabilities, and distributing any funds left over among the shareholders.

Malaysia Certificate of Incorporation

The certificate plays a part in proving the existence of the business entity. SSM issues a copy (or a certified copy) of the Certificate of Incorporation certifying that a company is legally incorporated under the Companies Act of Malaysia. The issuance of the Certificate of Incorporation is part of the company incorporation procedures in Malaysia. 

The Certificate of Incorporation will be issued by Suruhanjaya Syarikat Malaysia (SSM) upon compliance with the incorporation procedures and submission of the complete Incorporation Documents.

Individual Information Search in Malaysia

To many people, individual information search is equivalent to a simple criminal history check. However, an individual information search or background check is much more than that. The process helps your company stay safe through the criminal history check and personal credit record. 

A proper individual search will allow you to establish the credentials of an individual including the litigation histories as well as a person’s past and present company interests.

Company Information Search in Malaysia

Having a background check on a business or company search is a good idea to help you to avoid poor service, questionable characters, conflicts of interest, poor value for money as well as dodgy dealings. This is because knowing your customers’ company background or financial records before dealing with them helps you assess their credibility before closing any business deals.

Malaysia SSM Company Profile

A company profile in Malaysia is used for the purpose of obtaining the credit reports of all businesses registered with the Companies Commission of Malaysia (SSM) as per the Registration of Business Act 2016.

Information about companies that have been incorporated under the Companies Act 2016 is also available through a company profile in Malaysia search. Businesses which may have been registered under the owner’s personal or trade name include Partnership and Sole Proprietorships, while companies limited by share capital are incorporated as Private Companies (Sendirian Berhad or Sdn Bhd) or Public Companies (Berhad or Bhd).

Company Secretary Services in Malaysia

A company secretary plays a crucial role in ensuring corporate compliance and governance within a Malaysian-registered company. Their responsibilities go beyond basic administrative tasks, they act as a key officer who ensures the company adheres to regulatory frameworks and statutory requirements.

In Malaysia, the role and qualifications of a company secretary are governed by the Companies Act 2016, which replaced the earlier Companies Act 1965. This updated legislation brought Malaysia’s corporate governance in line with international standards and elevated the role of the company secretary in Malaysia.

Legal Malaysia Company Secretary Requirements Under the Companies Act 2016

Every company in Malaysia is legally required to appoint at least one company secretary, who must meet the following criteria:

  • Must be a natural person (not a corporation)
  • Must be at least 18 years of age
  • Must be a citizen or permanent resident of Malaysia
  • Must be ordinarily residing in Malaysia

These requirements ensure that the appointed Malaysian company secretary is legally accountable and available to handle compliance matters within the country.

Professional Company Secretary Qualifications Recognised by SSM

In addition to these basic conditions, a company secretary in Malaysia must meet professional standards set by the Companies Commission of Malaysia (SSM).

To qualify, the individual must either:

  • Be a member of a professional body recognised by the Companies Commission of Malaysia (SSM), such as:
    • MAICSA – Malaysian Institute of Chartered Secretaries and Administrators
    • MACS – Malaysian Association of Company Secretaries
    • MIA – Malaysian Institute of Accountants
    • MICPA – Malaysian Institute of Certified Public Accountants
    • Malaysian Bar, Sabah Law Association, or Advocates’ Association of Sarawak

OR

  • Hold a valid license issued by the SSM

These rigorous requirements are in place to ensure that company secretaries in Malaysia possess the professional knowledge, legal awareness, and ethical standards necessary to support companies in maintaining good governance and full regulatory compliance.

Responsibilities of a Malaysia Company Secretary

In addition to monitoring and ensuring compliance with relevant legal requirements, a Malaysia company secretary also has the following responsibilities:

1. Board Meetings

A company secretary is responsible for organising and managing board meetings by preparing agendas with the chairman or CEO, attending meetings, recording accurate minutes, maintaining minute books, and certifying resolutions. This ensures that all board decisions are properly documented and comply with Malaysian company law.

2. General Meetings

Preparing, reviewing, and obtaining internal and external approvals for all documents circulated to shareholders. Coordinating the administration and attendance of general meetings, accurately recording minutes, and ensuring all meetings are conducted in accordance with statutory and procedural requirements.

3. Company Constitution

Ensuring the company operates in full compliance with its constitution, including drafting, adopting, and incorporating amendments through the correct legal and approval procedures.

 

Maintaining Statutory Registers and SSM Fillings:

Statutory Returns and Notifications

Managing timely filings and updates with SSM, including:

  • Any changes in the director(s) of a company or particulars relating to the director(s)
  • Changes to a director’s name or residential address
  • Removal from office by the Malaysian Companies Act or the constitution
  • Disqualification from holding office
  • Appointments/resignations/deaths
  • Annual return
  • Change of company name
  • Adoption, alteration and revocation of the constitution
  • Issue of shares
  • Any other changes that require updating with SSM

Report and Financial Accounts

Coordinating the publication and distribution of the company’s annual report, accounts and interim statement, and the preparation of the directors’ report.

Share Registration and Shareholding Matters

Maintaining the company’s register of members, dealing with transfers and other matters affecting shareholdings and dealing with queries and requests from shareholders after registering company.

Shareholder Communication

Communicating with shareholders (i.e., through circulars), paying dividends and interest, issuing documentation regarding rights issues and capitalisation issues, managing general shareholder relations, and liaising with institutional shareholders and their investment protection committees.

Shareholder Monitoring

Monitoring changes within the register of members to identify an apparent ‘stake-building’ in the company’s shares by potential takeover bidders and making enquiries of members as to beneficial ownership of holdings.

Share and Capital Issues, Transfers and Restructuring

Implementation of changes in the structure of the company’s share and loan capital and devising, implementing and administering directors’ and employees’ share participation schemes.

Acquisitions and Disposals

Participating as a key member of the company team established to implement corporate acquisitions and disposals, protecting the company’s interests by ensuring the effectiveness of all documentation and that due diligence disclosures enable proper commercial evaluation before completion of a transaction.

Corporate Governance Advisory

Reviewing developments in corporate governance and advising and assisting the directors concerning their duties and responsibilities, compliance with their obligations under company law and, if applicable, Stock Exchange requirements.

Support for Non-Executive Directors

Acting as a communication channel between the company and non-executive directors by providing timely information and governance support.

Company Seal Management

Ensuring the safe custody and proper use of the company seal where required under the company constitution and Malaysian legal framework.

SSM Compliance Alert and Reminders

KKHO Accounting Malaysia provides proactive compliance alerts and statutory filing reminders to help companies meet SSM deadlines and avoid penalties.

Package Fees for Malaysia Company Secretary Services

Company Secretarial Service Packages Available Fee (RM) subjected to Service Tax
Annual Malaysia Company Secretary Service
RM500 **
Annual Registered Address Services (Virtual Office Support Included)
RM500
Preparation and submission of Annual Return to SSM for Private Limited Company (Including SSM Filing fee)
RM500
Preparation of XBRL Report to be submitted to SSM via the MBRS portal
From RM500 (Dormant Company) From RM1,000 (Active Company)

* Billed one year in advance

What’s Included in the Annual Company Secretary Package?

Our Annual Company Secretary Services Package provides:

  • Acting as the named Corporate Secretary by our qualified professional staff (Malaysian)
  • Safekeep the company’s common seal, if any
  • Maintaining the Minutes and Register Books
  • Maintaining the Beneficiary Owner Disclosure Policy
  • Provision of registered office address #
  • Advice on secretarial/statutory/compliance/accounting/tax/GST matters
  • Monitoring and ensuring compliance with relevant legal requirements, particularly under the Companies Act and Income Tax Act. Regular compliance alert via email.

** If the total number of directors, shareholders, beneficial owners are more than 3 persons or entity – a once-off RM100 per person or entity due diligence review fees will apply.

** If the total number of directors, shareholders, beneficial owners are more than 3 persons or entity – a once-off RM100 per person or entity due diligence review fees will apply.

Registered Office Address Services

The use of 3E’s office premise as your company’s Registered Address is for fulfilment of statutory requirements under the Companies Act whereby all the statutory records shall be kept and accessible to the public. Hence, it is common practice that the registered address shall be the Company Secretary’s office address.

Please note that the provision of registered address is already included as part of our company secretarial package.

 

Provision of Registered Office Address Includes:

  • A statement of the letter is available upon request
  • Free Scanning letter services upon request
  • Free daily letter/parcel notifications via email
  • Self-collection of mail and parcels between Monday and Friday: (9 am to 6 pm) (no handling fee)
  • Receipt of normal mails, air mails, parcels (below 3 kg) or registered mails *
  • Mail forwarding / Courier arrangement to a local/overseas address on a daily/weekly/monthly basis is available (Service fee of RM 1 is applied for each forwarding)

 

Please note that the registered office address shall not be confused with the business address of your company. For license application purposes, it is mandatory to have a physical premise for the license application, and the relevant authority will request the supporting documents from the applicant company to verify that the applicant company is operating at the said physical premise. Therefore, our registered office address shall NOT be stated as your business address for the license application.