Corporate 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 for private limited companies.
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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.

Company secretaries manage company records and play a pivotal role in ensuring regulatory obligations are met. For companies operating in Malaysia, staying ahead of these demands safeguards business continuity and protects you from penalties or blacklisting.

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Why Your Business Needs a Licensed Company Secretary

Appointing a licensed 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 a professional body recognised by regulatory authorities, such as 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:

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Newly incorporated companies seeking to fulfil SSM requirements

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SMEs and growing enterprises needing reliable compliance oversight

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Businesses looking to improve governance standards and maintain accurate statutory records

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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.

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Reliability & Speed

Experienced corporate secretarial executives ensure accurate filings and timely execution
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Continuous Compliance

Avoid costly fines and enjoy uninterrupted corporate continuity
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Expert Governance Support

Benefit from governance-led advice and board support
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Foundation for Growth

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

Our Duties as a
Company Secretary in Malaysia

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 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.

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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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Legal Requirements Under the Companies Act 2016

Malaysian law sets strict rules for the company secretary position. Understanding them helps you avoid penalties and blacklisting from the Malaysia Companies Commission (SSM).

  1. 30-Day Mandate: Section 235 states that every new company must appoint a qualified secretary within 30 days of incorporation.
  2. Handling Vacancies: If your secretary resigns, you have 30 days to fill the position. During this time, the board is responsible for all secretarial duties.
  3. Professional Handover: Switching to our services is simple. We manage the entire legal handover process, including the board resolutions and statutory registers, to ensure there are no compliance gaps.

Roles and Responsibilities of a Company Secretary

A company secretary does more than just administrative work; we’re essential to your corporate governance.

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Strategic Corporate Governance: We act as your main compliance advisors, helping your board navigate complex legal frameworks and avoid expensive regulatory errors.
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Monitoring Legislative Shifts: We keep an eye on changes in corporate law and tax compliance, making sure your company’s policies stay compliant.
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Navigating Corporate Transactions: Whether you’re handling a merger, acquisition, or restructuring, we prepare the necessary documents, manage share allotments, and ensure everything runs smoothly.
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Shareholder Relations: We manage clear communication with your investors, from sending out annual reports and organising AGMs to handling dividend payments.

The legal responsibilities shouldered by corporate secretaries underscore the importance of expert oversight for every business.

Advantages of Outsourcing
Your Secretarial Needs

Maintaining an in-house compliance team isn’t always the best use of resources. Outsourcing to our digital-first professionals provides clear advantages for your business.

In-House Company Secretary Outsourced Secretarial Services
Cost Efficiency Requires a full-time salary, employee benefits, and ongoing training investments. Predictable, scalable retainer packages tailored strictly to your business size and current needs.
Access to Expertise Limited to the specific knowledge base and past experience of a single individual. Instant access to a collective team of seasoned professionals versed in diverse industries and specialised licensing (e.g., MDEC compliance).
Strategic Focus Leadership is often required to oversee manual administrative tasks and physical paperwork. Fully digitalised, cloud-based record-keeping allows your leadership to focus entirely on core revenue-generating strategies.
Risk Management Vulnerable to single points of failure, such as sudden resignations, vacations, or human error. Uninterrupted compliance coverage with built-in digital safeguards, AI-assisted accuracy, and automated statutory filing reminders.

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.

Company Secretarial Packages

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Switching to us is simple and hassle-free. Once you’re ready, we handle everything by coordinating directly with your current provider to ensure a seamless transition.