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Every Sdn Bhd in Malaysia must appoint a company secretary. It is not optional, and it is not a formality you can put off. This guide explains what a company secretary actually does, who qualifies, what the fees look like and how to choose one that will not give you problems later.
Is a Company Secretary Compulsory in Malaysia?
What Does a Company Secretary Actually Do?
- Statutory compliance. Lodging the annual return, updating SSM on any changes to directors, shareholders, registered address or share capital.
- Board resolutions and minutes. Preparing directors’ and members’ resolutions for bank account openings, share transfers, dividend declarations and major decisions.
- Maintaining statutory registers. Register of members, directors, charges and beneficial ownership records.
- Advising the board. Keeping directors informed of their duties and deadlines under the Companies Act 2016, so the company avoids penalties.
Company Secretary Fees in Malaysia
- Monthly retainer: commonly around RM60 to RM150 per month for SMEs, depending on the firm and scope
- Annual return lodgement, resolutions, share transfers: usually charged per item
- Registered office address: often bundled with the retainer
Company Secretary vs Accountant vs Tax Agent
- Company secretary: handles SSM compliance, statutory records and corporate governance under the Companies Act 2016.
- Accountant: maintains your books, prepares management accounts and financial statements, and helps you understand the numbers.
- Tax agent: licensed under the Income Tax Act to handle tax computations, submissions and dealings with LHDN.
What Happens Without a Company Secretary?
- The company breaches Section 236, and the position cannot stay vacant beyond the permitted period
- Annual returns go unfiled, attracting penalties for the company and directors
- Prolonged non-compliance can lead to SSM striking the company off the register
- Banks and financiers flag the company during due diligence
How to Choose a Company Secretary
1. Check their credentials
Confirm the individual is SSM-licensed or a member of a prescribed body. Ask which professional body they belong to.2. Look at responsiveness
When you need a bank resolution urgently, a secretary who replies in days instead of hours becomes a real cost. Test their response time before signing up.3. Ask about their systems
Firms using digital tools for document signing and record keeping save you time. Chasing physical signatures for every resolution gets old quickly.4. Consider bundled services
If one firm handles your secretarial work, accounting and tax filing, deadlines get coordinated and nothing falls through the cracks between providers. It is also easier to get advice that looks at the whole picture.5. Watch for red flags
Frequent penalty notices from SSM, unexplained charges, or a secretary who never advises you on anything are all signs to move on. Switching company secretaries is easier than most people think.To verify a secretary’s professional standing or explore the code of conduct governing the profession, see the MAICSA official website.
Whether you’re incorporating for the first time or replacing an underperforming provider, getting a company secretary in Malaysia right from day one saves you real money later.
Looking for a Company Secretary You Can Rely On?
Frequently Asked Questions
Can I be my own company secretary?
Only if you personally hold the required license or professional membership. For most business owners, the answer is no.
Can a company secretary be a director too?
Yes, the same person can hold both roles, provided the secretary requirements are met. One common restriction: where a company has only one director, that sole director cannot also be the secretary for certain purposes.
How do I change my company secretary?
Appoint the new secretary and the outgoing one resigns, with the change lodged with SSM. A competent new firm will manage the handover, including collecting your statutory records from the previous secretary.
When will I actually deal with my company secretary?
More often than you might expect: opening or changing bank accounts, bringing in a new shareholder or director, transferring shares, declaring dividends, changing your registered address or business activity, applying for certain licenses and closing the annual return each year. Each of these needs properly prepared resolutions or lodgements.
Does my company secretary need to be based near me?
Not really. Most secretarial work is handled digitally these days. What matters more is responsiveness and whether the firm keeps your records in order. That said, a firm with a physical office you can visit adds a layer of confidence.
Ready to see packages and pricing? Explore our company secretary services.
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