This page is also available in: Melayu (Malay) 简体中文 (Chinese (Simplified))

Corporate Secretary Services in Malaysia

Package Fees for Secretary Services

Company Secretarial Service Packages Available Fee (RM)
subjected to 6% Service Tax
Annual Malaysia Company Secretary Service RM1,000 **
Preparation and submission of Annual Return to SSM For Private Limited Company (Included SSM Filing fee) RM500
Preparation of XBRL Report to be submitted to SSM via MBRS portal From RM500 (Dormant Company)
From RM1,000 (Active Company)

* billed in one year in advance

Our Annual Company Secretary Services Package provides:

  • Acting as named Corporate secretary by our qualified professional staff (Malaysian)
  • Safekeep company 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.

 

Corporate Secretary Services** 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.

# 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.

Our office in Malaysia utilizes outsourced reputable security system on top of the building security control in-and-out gate and the building security guards. The 24 hours central monitoring system and 24 hours armed response team will assured you with our 3-tiers security systems to prevent and minimize the possibilities of loss of secretarial file, secretarial file get burned or secretarial file stolen.

Provision of Registered Office Address Includes:

  • Statement of 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 – Friday: (9am to 6pm) (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 daily / weekly / monthly basis is available (Service fee of RM 1 is applied for each forwarding)

* Approval must be obtained for any bulky items / parcels (especially it is more than 3 kg) sent to the registered office address. Daily handling fee and storage fee is applied.

** For collection of letter(s)/parcel(s) from 3E’s office, please bring along your identification documents such as NRIC, driving licence, passport, etc. for identity verification purposes. If the person who will be collecting the letter(s)/parcel(s) is not a director of the Company but an authorized personnel, please present to us an authorization letter signed by a director before we could release the letter(s)/parcel(s) to the authorized person. In any event if 3E is not able to verify the identity of the person collecting the letter(s)/parcel(s), 3E may make the best effort to try other means such as contacting the director via phone call, email or other tele-communication means for the purpose. If any of such verification fails, 3E shall have the right to reject the attempted collection.

Please note that registered office address shall not be confused with business address of your company. For license application purpose, it is mandatory to have a physical premise for license application and the relevant authority will request for 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 license application.

Our fees quoted to you is one of best quote in the market among our comparable competitors. With the dynamic and challenging working environment, we are still able to maintain our fees as one of the lowest in the market among our comparable competitors without compromising on our high quality of services to you. The difference in our quality services will alert you why you should avoid low secretarial fees service provider.

Contact us today at info@3ecpa.com.my for a no-obligation consultation!

Standard Charges of Non Routine Corporate Secretarial Services and Disbursements

Packages Available Fee (RM)
Company Name Search (each application) RM 100
Change of company name RM 500
SSM Company Profile (each company) RM 100
SSM Company Images (i.e. Statutory forms) RM 50
Increase of Issued Share Capital RM 350 for first allottee
RM 100 each additional allottee
Splitting of Shares From RM 250
Transfer of Shares (excludes stamp duty payable) From RM 250 per transfer form
Issuance / Replacement of share certificate From RM 250
Resolution for Declaration of Dividend RM350 for first shareholder
RM100 each additional shareholder
Change in Beneficial owners, Registrable controllers and Nominator of nominee director RM100 per individual
Change of Nature of Business RM200
Change of Business address (and/ or) Change of Address of Accounting Record RM100
Appointment/Resignation of Director RM 250 per director
Update of Director’s Particular RM 100 per director
Change of Secretary and registered office RM 300
Appointment/ Resignation of Auditors RM 200
Change of Financial Year-end RM 150
Opening/Closure of Bank Account RM 150
Outgoing signing of documents at the bank branch by Malaysia Company Secretary / Nominee Director From RM 500
Change of Bank Authorised Signatory/Signatories RM 150
Application for Extension of Time for Annual General Meeting RM 300
Amendment of Constitution (formerly known as Memorandum and Articles of Association) From RM 600
Lodgement of a new standard Constitution for your Company with SSM @ From RM 400
Purchase/Disposal of Property/ Tenancy Agreement From RM 150
Attend Meeting by Corporate Secretary or representative (in 3E Office) (Excluding disbursement and Records of minutes) From RM 400 per hour
Letter of Confirmation by Secretary that the Company has no Constitution From RM 100
Letter of Confirmation of Company Information by Secretary From RM 400
Letter of Confirmation of Minutes for Audit Purpose by Secretary From RM 150
Closure of Company – Striking-off From RM 2,000
Certification of Statutory Document RM 5 per page
Certification of Non-Statutory Document (e.g. NRIC, Passport, etc.) RM 50 per page
Referral Fee for Opening of Bank Account RM 50 per bank
Rubber stamp RM 50 per unit
Common seal RM 100 per unit
Purchase of Certificate of Incorporation (Section 17) from SSM RM 100
Abolish existing Constitution ( fka Memorandum and Articles of Association) RM 150
Any other resolution not specified in this schedule To be adviced

@ The adoption of Constitution is optional under the Companies Act 2016 (CA 2016) and if you are interested to adopt our standard Constitution for your company, our fee is RM400 which includes stamping fee (RM200). Extra charge for customisation of Constitution applies. Amongst the special clauses included in our standard Constitution are as follow:-

  • Signing of board resolution by majority of directors (signing by all directors as required under CA 2016)
  • Adoption of common seal (which is useful when client purchase properties)

@@ The disbursements include one time courier fee to a local address within Peninsula Malaysia for documents below 0.5 kg only.
(Note: Full rate courier fee is chargeable for documents weighing above 0.5 kg).

For request of certification of statutory / non-statutory documents, courier fee is chargeable and subject to processing fee of RM1 on top of the said courier fee, for each arrangement.

For postage / courier arrangement, a minimum mailing deposit of RM100 is required. The mailing deposit will be utilised for mailing / courier charges incurred in respect of your company and also our processing fee of RM1 for each arrangement. The said deposit is not allowed to utilise for any of our other services as it is serving different purposes or offset from the security deposit of nominee directors service (if any). We will inform you to top up the deposit account when it is falling low or has been fully utilized and the balance deposit will remain with us for future mailings or be refunded in the event of termination of our service.

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:

Board Meetings

Co-coordinating the operation of the company’s formal decision making and reporting machinery; formulating meeting agendas with the chairman and /or the chief executive; attending meetings, taking minutes; maintaining minute books; certifying copies of minutes and ensuring that correct procedures are followed.

General Meetings

Originating and obtaining internal and external agreement to all documentation for circulation to shareholders; co-coordinating the administration and attending of meetings, taking minutes and ensuring that correct procedures are followed.

Company Constitution

Ensuring that the company complies with its constitution and drafting/incorporating amendments in accordance with correct procedures.

 

Maintaining Statutory Registers and Books:

Statutory Returns

Updating SSM on:

  • any changes in the director(s) of a company or particulars relating to director(s)
  • changes to a directors name or residential address
  • removal from office in accordance with the Malaysia Companies Act or the constitution
  • disqualification from holding office
  • appointments/resignations/deaths
  • annual return
  • change of company name
  • adoption, alteration and revocation of constitution
  • issue of shares
  • any other changes that requires updating with SSM

Report and 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

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 the shareholders (i.e. through circulars), payment of dividends and interest, issuing documentation regarding rights issues and capitalization issues, general shareholder relations and relations 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 prior to completion of a transaction.

Corporate Governance

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

Non-Executive Directors

Acting as a channel for communication and information with non-executive directors.

Company Seal

Ensuring the safe custody and proper use of the company seal if provided for in the company constitution.

SSM Compliance Alert and Reminders

3E Accounting Services Sdn. Bhd. will send reminders to you on filing deadlines and compliance matters

FAQ on 3E Accounting Services Sdn. Bhd. Company Secretary Services

Yes. It is mandatory for every registered company in Malaysia to hire a company secretary, according to the Companies Act 2016. The company must also notify the Registrar within 14 days if a secretary is hired or ceased from employment.

There are multiple criteria for one to become a company secretary. You have to be:

  • A Chartered Accountant and be registered with the Institute of Accounts Malaysia, also known as MIA.
  • Registered with the Malaysian Institute of Chartered Secretaries and Administrators or MAICSA, if you are already a chartered secretary.
  • A lawyer registered with the Malaysian Bar or equivalent authorities.
  • A licensed secretary registered with SSM.
  • A Minister of Trade Malaysia-approved professional firm member.

Apart from that, you should be over the age of 18 years and be a citizen or a permanent resident of Malaysia.

A company secretary plays a significant and essential administrative role in a company. He or she is responsible for providing advice to the Board and ensuring the company is compliant with the law at all times. A company secretary is also an authorised officer of the company.

There are a few ways to appoint a company secretary. You can either appoint a qualified company secretary by yourself or through the help of corporate firms, like 3E Accounting

A company secretary’s responsibilities include: 

  • Offering compliance and financial advice to the board.
  • Preparing resolutions for upcoming board meetings.
  • Documenting minutes in a board meeting.
  • Recording the Financial Year End (FYE).
  • Lodging annual reports for SSM.
  • Ensuring the company’s details and policies are up to date.
  • Acting as the official liaison on behalf of the company.

The Companies Act 2016 states that every company must hire a company secretary within 30 days of incorporation. Also known as Akta Syarikat 2016 in Malay, the Act has guidelines on company secretaries, such as:

  • Appointment of company secretaries.
  • Duties of company secretaries.
  • Resignation of company secretaries.
  • Disqualification of company secretaries.
  • Removal of company secretaries.

If you do not hire a company secretary within 30 days of your company’s incorporation, you may be penalised.

A person is disqualified as a company secretary if he or she is:

  • An undischarged bankrupt
  • Convicted in or outside of Malaysia
  • No longer a holder of a practising certificate issued by the Registrar

A company secretarial service is usually provided by firms that offer secretaries to businesses. Apart from providing company secretarial services, these firms also offer other services such as incorporating and registering companies. Typically, company secretarial services are subscribed by companies that do not have in-house company secretaries.

Other than that, some companies choose to directly source company secretaries from a company secretarial service to skip over the process of interviewing and scouting for applicants. Thus, these companies rely on company secretarial services for professional and qualified secretaries.

The company secretary is appointed by the individual who incorporates the company or the Board of Directors.

After incorporating your company, you will have to appoint a company secretary within 30 days from receiving the Certification of Incorporation from SSM. Check out Section 236 of the Companies Act for further details.

3E Accounting offers comprehensive company secretary services with an array of packages available for every type of business. Our team at 3E Accounting is composed of accredited professionals. For a cost-effective rate and quick solutions, contact us today!

Company Secretarial Service Packages Available

Fee (RM) subjected to 6% Service Tax

Annual Malaysia Company Secretary Service RM1,000 *
Preparation and submission of Annual Return to SSM For Private Limited Company (Included SSM Filing fee) RM500

* billed one year in advance.
Click here to view our packages and their respective fees!

You can contact us via email at info@3ecpa.com.my for an e-appointment. Or, if you are in Kuala Lumpur, you can drop by our office. 

Click here for more information on how you can contact us!

Yes, you can change your company secretary at any time.

It depends on the scenario. Let’s say you are terminating the services of your company secretary. You will first have to issue them an official prior written notice. Then, once their one month notice, two weeks notice, etc., is over, you can proceed to hire a new company secretary.

On the other hand, if your company secretary has finished their contract and you choose not to renew their services, you can inform them upfront that you will not need their services. After that, you can hire a qualified company secretary of your choice.

Yes, your company secretary must be physically present in Malaysia.

No, only qualified candidates can be company secretaries.

Yes, you can. Many small to medium businesses do not have the financial resources to hire a full-time company secretary. Therefore, these businesses choose a lower-cost alternative and outsource their company secretaries.

Yes. If you find your company secretary incompetent or no longer require their services, you can dismiss them. The power to terminate your company secretary lies with the Board of Directors.

The directors of a company can terminate the services of a company secretary with prior written notice. Nevertheless, if the company secretary committed a serious offence, then a prior written notice would not be needed, and the company secretary can be dismissed on the spot.

Legally, there are no official fee requirements when changing a company secretary. There will only be the usual processing fees when you choose to hire a new secretary.

According to the law, you are required to have only one secretary. However, you can choose to have more than one.

Yes. Company secretaries attend board meetings to jot down important information and offer insightful advice for the directors. Apart from that, company secretaries are to inform the company’s executives regarding the decisions made in the board meetings. 

Prior to the meeting, they are also responsible for liaising with the chairman, directors and other seniors in the company about an upcoming meeting and the respective agenda of the meeting. The presence of the company secretary ensures the meeting takes place in order and is not conducted in an informal manner.

No, the company secretary is not a part of the Board of Directors. The company secretary holds a senior position and is responsible for the administration works in the company. They, however, do not have the same powers as the Board of Directors.

A company secretary holds a senior position in the company and helps the business stay compliant with the law. They are an advisor to the Board and are considered an authorised officer. A corporate secretary is responsible for administration as well. However, their job focuses more on clerical duties. 

Nevertheless, some companies in Malaysia may interchangeably use the term ‘corporate secretary’ and ‘company secretary’. If you are not too sure about any job advertisement for a corporate or company secretary, it’s best to personally contact the company to inquire about their definition of those secretaries.

There is no age limit for a company secretary. However, the minimum age to become a company secretary is 18 years of age.

A company secretary is responsible for their duties according to the Companies Act 2016, in good faith and to the best of their abilities. Failure to carry out their tasks can hold them liable. Company secretaries can face criminal charges if they commit wrongful acts; a payable fine usually accompanies these charges.

The powers of a company secretary are as follows: 

  • Act as the official liaison. 
  • They are in charge of all official communication with SSM and act as the primary point of contact with other shareholders and institutions. 
  • Signing and certifying powers. 

A company secretary acts as the principal administrative officer. With the said position, a company secretary has the power to sign, certify and approve documents in the company.

  • Claim salary.

 

The company secretary has the right to claim salary and damages if there is a breach of contract. If the company winds up, the company secretary can assert their legal dues (if any).

A person who acts as the single director of a company can become a company secretary for the said company. However, the Companies Act 2016 does not allow dual capacity. This means that when an action requires a director and a company secretary, it cannot be delegated by the same person. 

The Act has to be executed by two separate persons.

Corporate Secretary Services