Company Secretary Fee in Malaysia: What Every SME Owner Needs to Know Before Budgeting

Wondering what company secretary fees in Malaysia cost? Learn what’s included, what affects pricing, and how to budget smartly for your Sdn Bhd compliance.

One of the first questions Malaysian SME owners ask after incorporating a Sdn Bhd is: “How much does a company secretary actually cost?”

It is a fair question — and one that deserves a straight answer.

Many business owners budget for rent, salaries, and software, but overlook company secretarial fees until the first compliance deadline looms. By then, penalties are on the table and panic sets in.

Under the Companies Act 2016, every private limited company in Malaysia is legally required to appoint a licensed company secretary within 30 days of incorporation. This is not optional. The question is not whether you need one — it is how much you should expect to pay, what you get for that fee, and how to choose the right provider for your business stage.

This article breaks it all down clearly, so you can plan wisely and stay compliant without overspending.

Why the Company Secretary Fee Varies So Much in Malaysia

If you have tried to search for a fixed price, you will quickly notice that company secretary fees in Malaysia are not standardised. There is no official gazetted fee schedule, pricing is set by individual secretarial firms based on several factors.

Factors That Influence the Fee

1. Scope of Services

A basic retainer might only cover statutory filings with Suruhanjaya Syarikat Malaysia (SSM). A comprehensive package may include AGM support, maintenance of statutory registers, MBRS filing, board resolution preparation, and regulatory advisory.

2. Size and Complexity of Your Company

A company with multiple directors, shareholders, or complex share structures requires more secretarial work. If you have foreign shareholders or nominee arrangements, expect additional compliance steps.

3. Volume of Annual Transactions

Changes like adding or removing directors, transferring shares, or changing the registered address all require the company secretary to lodge statutory forms. More transactions mean more billable work.

4. Location of the Firm

Company secretaries based in Kuala Lumpur and the Klang Valley tend to charge slightly higher fees than those in secondary cities, though many firms today serve clients nationally due to digital workflows.

5. Experience and Accreditation of the Secretary

A licensed company secretary holding a Certificate of Practice (CoP) issued by SSM or a Fellow member of MAICSA (now rebranded as MACS — the Malaysian Association of Chartered Secretaries and Administrators) brings professional accountability. This often correlates with a premium in pricing — and for good reason.

What Does the Company Secretary Fee Typically Cover?

Understanding what is included in the fee helps you evaluate whether a quote is reasonable or whether it is hiding add-ons.

Standard Inclusions in Most Retainer Packages

• Maintenance of the Statutory Register (Register of Members, Directors, Charges)
• Preparation and lodgement of the Annual Return (Section 68, Companies Act 2016) via MBRS
• Preparation of standard resolutions and minutes (e.g., annual resolutions in lieu of AGM)
• Keeping your registered office address updated with SSM
• Safekeeping of the company seal and constitution

Common Add-On Services (Usually Billed Separately)

• Change of directors or shareholders — requires lodging Form 49 (now embedded in MBRS)
• Allotment of new shares or share transfers
• Amendment to the Company Constitution
• Striking off or winding up the company
• Preparation of audited financial statements submission support
• Opening of bank accounts or regulatory correspondence

When comparing quotes, always ask for a breakdown. A low monthly retainer may not include services you will eventually need.

Typical Company Secretary Fee Ranges in Malaysia

While exact pricing varies, the following represents a general market range for SMEs in Malaysia as of 2025:

These figures are indicative. Startups and dormant companies generally fall at the lower end. Companies with active shareholders, multiple transactions, or foreign structures will typically require higher-tier engagement.

It is also worth noting that some providers charge a one-time setup fee when you first engage them to transfer your statutory records.

What Happens If You Do Not Appoint a Company Secretary?

This is not a scenario to test. Under Section 235 of the Companies Act 2016, failure to appoint a company secretary is an offence. Both the company and its directors can be held liable.

In practice, the consequences extend further:

• SSM may flag your company for non-compliance during its monitoring process
• Banks often require confirmation of your company secretary’s details before processing corporate accounts or loan applications
• Missing the Annual Return filing deadline (within 30 days after the anniversary of incorporation) can result in penalties — RM 50,000 for the company and RM 10,000 for directors under the Act
• Late filing of statutory documents compounds interest in penalties over time

A qualified company secretary does not just handle paperwork. They are your compliance anchor throughout the life of your business.

If your current secretarial arrangement is inadequate or you are starting fresh, this is where iComSec can help. Our licensed company secretaries ensure your Sdn Bhd remains fully compliant from Day 1.

Common Mistakes SMEs Make With Company Secretarial Services

1. Choosing Based on Price Alone

The cheapest option is not always the most cost-effective. An inexperienced or overwhelmed secretary may miss filing deadlines, cause SSM non-compliance, or prepare incorrect resolutions — all of which can have legal consequences down the line.

2. Assuming the Secretary Handles Tax Filing Too

Company secretaries and tax agents are different professionals. Your company secretary handles SSM-related compliance. Your tax agent or accountant handles LHDN submissions. Some firms offer both, which is convenient — but always clarify the scope in writing.

3. Not Reviewing the Engagement Letter

Many SME owners sign a retainer without reading what is actually included. Later, they receive surprise invoices for resolutions or filings they assumed were covered. Always read the service agreement before signing.

4. Delaying Appointment After Incorporation

Some founders think they have time. The law says otherwise — you have 30 days after incorporation. Delays create immediate non-compliance from the start.

5. Not Informing the Secretary of Business Changes

Every time you bring in a new director, transfer shares, or change your business address, your company secretary needs to know promptly. Delays in lodgement create unnecessary penalties.

How to Evaluate a Company Secretary in Malaysia

When selecting a company secretary, go beyond the price list. Consider the following:

Licensing: Confirm they hold a valid Certificate of Practice (CoP) from SSM. Only licensed individuals can act as company secretaries under the Companies Act 2016.

Responsiveness: Your secretary will be the point of contact for banks, auditors, and regulators. Slow response times can create bottlenecks in your business.

Digital Capability: Is the firm equipped to handle filings through MBRS (Malaysia Business Reporting System)? This is now the standard SSM platform for all statutory submissions.

Service Transparency: Are fees itemised clearly? Are you informed proactively about upcoming deadlines?

Track Record: Do they work with SMEs in your industry? Can they handle companies at your growth stage?

Is a Cheap Company Secretary Worth the Risk?

Here is a practical way to think about it: if your Annual Return filing is missed due to negligence, the penalty can easily exceed what you would have paid for a quality secretarial service for an entire year.

A reliable company secretary is compliance infrastructure not just an administrative cost. Treating it as a line item to minimise can cost you significantly more when things go wrong.

The right provider will also grow with you. As your business matures adding investors, restructuring shareholding, expanding into subsidiary or holding company arrangements your secretarial needs become more complex. A good secretary anticipates these needs.

iComSec works with SMEs at every stage, from first-time Sdn Bhd incorporation to holding company setups and ongoing compliance management. Explore our company secretary services or corporate secretarial packages to find the right fit for your business.

FAQ: Company Secretary Fees in Malaysia

1. Is there a government-mandated fee for company secretaries in Malaysia?

No. There is no fixed or regulated fee schedule imposed by SSM or any government body. Fees are set at the discretion of each secretarial firm. This is why getting a detailed quote and comparing service inclusions is important.

2. How often do I pay the company secretary fee?

Most firms charge an annual retainer, billed at the beginning of each year or upon renewal. Ad-hoc services such as share transfers or director changes are typically billed separately on a per-transaction basis.

3. Can I change my company secretary after appointing one?

Yes. Under the Companies Act 2016, you can change your company secretary at any time. The outgoing secretary must be formally resigned or removed, and a new appointment lodged with SSM. Your new secretary will handle this process. Learn more about how to change company secretary in Malaysia.

4. Does the company secretary fee include tax filing?

Generally, no. Company secretary services cover SSM-related statutory compliance. Tax filing with LHDN is handled by a separate tax agent or accountant. Some firms offer bundled packages — confirm scope before engaging.

5. What is the minimum I should budget for a company secretary in Malaysia?

For a straightforward Sdn Bhd with one or two directors and minimal transactions, a basic annual retainer starting from RM 800 to RM 1,200 is common. Budget more if your company has active corporate activity.

6. Do I need a company secretary even if my company is dormant?

Yes. A dormant company still needs a licensed company secretary to maintain statutory records and file the Annual Return with SSM. Dormant status does not exempt a company from compliance obligations.

Conclusion

Understanding company secretary fees in Malaysia is not just a budgeting exercise — it is part of running a legally sound and credible Sdn Bhd. The fee you pay reflects the expertise, accountability, and ongoing compliance support your business depends on.

Price matters, but value matters more. A good company secretary protects your business from penalties, keeps your statutory records accurate, and gives you peace of mind so you can focus on growing your business.

At iComSec, we provide transparent, professional, and affordable company secretary services tailored for Malaysian SMEs. Whether you are just incorporating your Sdn Bhd or looking for a more reliable secretarial partner, our team of licensed company secretaries is ready to support you.

Contact iComSec today for a no-obligation consultation. Find out exactly what is included, what it costs, and how we can keep your business compliant — without the complexity.

Get in touch with our team | View our secretarial service packages | Learn about Sdn Bhd incorporation