Company Secretarial

Company Secretarial Service in Malaysia

Our company secretarial solutions safeguard directors and officers against potential liabilities under the Companies Act 2016 through strict SSM compliance. We provide accurate statutory filings, maintain registers, and deliver board governance support to ensure seamless operations.

Understanding Company Secretarial Service

In Malaysia, every Sdn Bhd company must appoint a qualified company secretary within 30 days of incorporation, as stipulated by the Companies Act 2016. This role involves more than just administrative duties — it includes maintaining statutory registers, preparing board meeting documents, ensuring regulatory filings are submitted on time, and advising directors on governance matters. A professional company secretary serves as the link between your business, regulatory authorities, and shareholders, ensuring operational integrity and legal compliance.

Why Your Business Needs Company Secretarial

Appointing a qualified company secretary is not only a legal obligation but also a safeguard against costly penalties and compliance oversights. Under Malaysian law, a company secretary must be Malaysian-resident and a member of MAICSA, MIA, MACS, or the Malaysian Bar.

Professional secretarial services provide peace of mind by ensuring accurate record-keeping, timely submissions to SSM, and effective governance support. With expert guidance in place, business owners can focus on operations and growth, knowing their corporate compliance is in safe hands.

Who Should Engage Us?

Our services are suitable for businesses at all stages of digital maturity:

Newly incorporated companies seeking to fulfil SSM requirements

SMEs and growing enterprises needing reliable compliance oversight

Businesses looking to improve governance standards and maintain accurate statutory records

Companies planning to change their existing company secretary for better service quality

Why Partner with Great CFO

Explore the key advantages of partnering with Great CFO to drive your business growth and compliance success.

Reliability & Speed

Experienced professionals ensure accurate filings and timely execution

Continuous Compliance

Avoid costly fines and enjoy uninterrupted corporate continuity

Expert Governance Support

Benefit from governance-led advice and board support

Foundation for Growth

With solid secretarial compliance, your business can focus on growth and profitability

Our Services for Company Secretarial

01

Statutory Filings to SSM

Preparation and submission of statutory forms and filings to SSM.
Updates on directors, shareholders, share capital, and other corporate details.

02

Board & Shareholder Document Preparation

Preparation of Director and Shareholder meeting documentation, including agendas, board minutes, and written resolutions.

03

Meeting Coordination (Board, AGM, EGM)

Organisation and facilitation of Board Meetings, EGMs, and AGMs.

04

Annual Return & Financial Statement Submission

Submission of audited financial statements or financial statements, and Annual Return to SSM.

05

Maintenance of Statutory Register

Maintenance of statutory registers, including registers of directors, shareholders, share transfers, charges, etc.
Custody of corporate records and the company seal.

06

Compliance Alerts & Governance Advisory

Compliance advisory support, including reminder of statutory deadlines, compliance best practices, and governance advice.

07

Hassle-Free Secretary Transition

Seamless transition of secretarial records from your current provider.
Minimal disruption and complete handover support.

Strengthen Your Business with Proven Expertise

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Frequently Asked Questions

What exactly does a Company Secretary do in Malaysia?

A Company Secretary ensures legal and statutory compliance under the Companies Act 2016: filing returns to SSM, maintaining corporate registers, preparing board/AGM notices and minutes, advising directors, and liaising with regulators.

Why is appointing one mandatory?

Under Section 235 of the Companies Act 2016, every Malaysian-incorporated company must appoint a qualified secretary within 30 days of incorporation. Penalties apply for non-compliance.

Can a director also be the secretary?

Yes—so long as the individual is separately qualified and licensed. However, certain statutory functions require two separate persons, so directors and secretaries are often appointed independently for best practice.

What qualifications must a Company Secretary hold?

They must be Malaysian-resident and registered with SSM, and be a member of one of these professional bodies:

Malaysian Institute of Chartered Secretaries and Administrators (MAICSA)
Malaysian Institute of Accountants (MIA)
Malaysian Bar
Malaysian Association of Company Secretaries (MACS)

They must also hold an active practising certificate issued by SSM.

What are the consequences of non‑compliance?

Late appointments or delayed filings can result in penalties from SSM, reputational damage, and possible blacklisting of directors.

How do I change or replace my Company Secretary?

To change:

Submit a written resignation.
Board must pass a resolution appointing the new secretary.
File the relevant form with SSM within 30 days. The outgoing and incoming secretary must agree to hand over all statutory documents and responsibilities

Do Sdn Bhd companies still need AGMs?

Private companies (Sdn Bhd) are no longer required to hold AGMs under the Companies Act 2016, but board meetings are still mandatory when required by directors. Written resolutions are widely adopted.