Thinking of starting a company in Malaysia? One of the first terms you’ll come across is “company secretary”. So what exactly do they do, and why are they considered essential to your business setup?
Whether you’re a first-time entrepreneur or simply exploring the basics, this guide explains everything you need to know about hiring a company secretary in Malaysia.
Appointing a Company Secretary:
What Malaysian Business Owners Must Know
Table of Contents
🕒 Estimated reading time: 3 – 4 minutes
What Is a Company Secretary?
A company secretary is a qualified professional responsible for ensuring that your company complies with legal and regulatory requirements. They handle key documentation, communicate with authorities, and help your company meet its statutory obligations under the Companies Act 2016.
Why Do You Need a Company Secretary?
In Malaysia, it is mandatory for every Sdn Bhd to appoint a company secretary within 30 days of incorporation. This requirement is enforced by the Companies Commission of Malaysia (SSM). Without one, your business could face penalties or delays in important filings. More than a formality, a company secretary plays a crucial role in keeping your operations compliant and organised.
What Does a Company Secretary Do?
A Company Secretary plays a key role in ensuring your business remains compliant, organised, and in good standing with SSM.
For many Sdn Bhds, especially those still growing, compliance goes beyond merely meeting legal requirements.
Having someone who understands the process and manages it with care and precision is invaluable.
Here’s what a Company Secretary typically handles:
Tracking
compliance deadlines
Filing dates are tracked to ensure submissions are made on time. This helps avoid penalties and unnecessary disruptions.
Advising on
company law
Company secretaries offer guidance on your duties as a director and help ensure compliance with the Companies Act 2016.
Submitting
documents to SSM
This includes annual returns and updates when there are changes to your directors, shareholders, or company details.
Maintaining official
company records
The company secretary keeps important registers accurate and up to date. This includes the list of directors, share capital, and past resolutions.
Preparing resolutions
and board documents
When your company makes key decisions, the secretary helps draft and formalize them according to legal standards.
Who Can Be a Company Secretary?
Not everyone is allowed to take on this role. In Malaysia, the Companies Act 2016 sets specific criteria to ensure that anyone acting as a Company Secretary is properly qualified.
The requirement to become a Company Secretary are as follow:
A Malaysian citizen or Permanent resident in Malaysia
Is not convicted of any crime or declared as bankruptcy
A person licensed by the Companies Commission of Malaysia (SSM) or a member of any one of the professional bodies prescribed by the Ministry of Domestic Trade, Cooperative and Consumerism including :
Malaysian Institute of Chartered Secretaries and Administrators
Malaysian Institute of Accountants
Malaysian Bar
Malaysian Association of Company Secretaries
Malaysian Institute of Certified Public Accountants
Sabah Law Society
Advocates Association of Sarawak
How to Choose the Right Company Secretary
Appointing a Company Secretary isn’t just a formality. The right person or firm can make a big difference in how smoothly your business runs behind the scenes. While all Company Secretaries must meet certain legal requirements, not all provide the same level of support or attention to detail.
Here are a few things to consider when making your decision:
- Are they properly licensed and recognised by SSM?
Make sure they’re qualified under the Companies Act and in good standing with the relevant authority. Do they offer timely reminders and guidance?
A dependable Company Secretary will help you stay ahead of deadlines and avoid penalties.Can they explain things in a way that makes sense to you?
Running a business doesn’t require expertise in corporate law when you have the right support. Look for someone who can simplify the process and explain things clearly.Do they offer convenient tools or digital access?
Having online access to documents, e-reminders, or cloud-based support can make day-to-day compliance much easier to manage.
Many business owners choose to outsource their company secretarial work to a dedicated service provider. This approach is often more efficient and cost-effective, and it gives you access to a team that handles these responsibilities every day. You can focus on running your business, knowing the compliance side is taken care of.
Final Thoughts
If you’re running a Sdn Bhd in Malaysia, having a qualified and reliable Company Secretary isn’t just a requirement, it’s a key part of keeping your business on track. From filing deadlines to company records, this role supports the day-to-day operations that often go unnoticed until something goes wrong.
Whether you’re just getting started or thinking about changing providers, it helps to work with someone who understands the process and is easy to reach when you need support.
Let Firm Care handle your Company Secretary needs.
At Firm Care Management Services, we provide Company Secretary services designed to keep your business compliant, organised, and moving forward. We work closely with business owners to manage statutory duties, guide you through key processes, and ensure your company meets every legal requirement with confidence.
Start
your business journey with us
Whether you’re establishing your business or seeking reliable company secretarial services, Firm Care Management Services Sdn Bhd is here to support you every step of the way. Let us handle the intricate details, so you can focus on growing your business.
Start your business journey with us
Whether you’re establishing your business or seeking reliable company secretarial services, Firm Care Management Services Sdn Bhd is here to support you every step of the way. Let us handle the intricate details, so you can focus on growing your business.