How to Appoint a Company Secretary in Malaysia for Sdn Bhd

In Malaysia, every Sdn Bhd (Sendirian Berhad) is legally required to appoint a qualified company secretary to ensure compliance with corporate regulations. The company secretary plays a critical role in maintaining statutory records, advising directors on corporate governance, and ensuring timely filing with the Companies Commission of Malaysia (SSM).

Whether you are starting a new company or restructuring your existing business, understanding how to appoint a company secretary in Malaysia is essential for maintaining proper compliance under the Companies Act 2016.

Why Every Sdn Bhd Must Appoint a Company Secretary

Under the Companies Act 2016, a company must appoint at least one company secretary within 30 days of incorporation.

The company secretary acts as the company’s compliance officer and is responsible for ensuring that the company follows all statutory obligations required by Malaysian law.

Key responsibilities include:

• Maintaining statutory registers and company records
• Filing Annual Returns with SSM
• Preparing board resolutions and company documents
• Advising directors on compliance and governance matters
• Managing company shareholding records

Without a qualified company secretary, a company may face compliance risks and penalties from SSM.

Who Can Be a Company Secretary in Malaysia?

Not everyone can act as a company secretary. The person must meet specific qualifications set by SSM.

A company secretary must:

• Be licensed by the Companies Commission of Malaysia (SSM)
• Be a member of a recognised professional body such as MAICSA, MIA, or the Malaysian Bar
• Have their principal place of residence in Malaysia

Because of these requirements, most businesses engage professional company secretary service providers.

Requirements to Appoint a Company Secretary

Before appointing a company secretary, the company must ensure the following:

1. Director Approval

The board of directors must approve the appointment through a board resolution.

2. Consent to Act

The appointed secretary must provide a written consent to act as company secretary.

3. SSM Registration

The appointment must be officially lodged with SSM through the MyCoID or MBRS system.

Step-by-Step Process to Appoint Company Secretary in Malaysia

The appointment process is straightforward when handled by a professional firm.

Step 1: Select a Licensed Company Secretary

The company must choose a qualified and licensed secretary who meets the requirements set by SSM.

Step 2: Board Resolution

The directors pass a Board Resolution approving the appointment.

Step 3: Secretary Consent

The appointed secretary signs a Consent to Act confirming their acceptance of the role.

Step 4: Lodgement with SSM

The appointment is lodged with SSM and recorded in the company’s official records.

Step 5: Update Company Records

The company secretary will update the statutory registers and ensure the company remains compliant with filing requirements.

Documents Required for Appointment

To appoint a company secretary, the following documents are typically required:

• Directors’ identification (NRIC or passport)
• Company registration number
• Board resolution approving appointment
• Secretary consent form

Professional company secretary firms usually prepare these documents on behalf of the company.

Cost of Company Secretary Services in Malaysia

The cost of appointing a company secretary depends on the services provided and the complexity of the company structure.

Typical fees include:

Many companies choose annual secretarial service packages that include compliance reminders and filing support.

Why Choosing the Right Company Secretary Matters

A professional company secretary in Malaysia plays a key role in protecting your company’s compliance status.

Benefits of working with a reliable company secretary include:

✔ Compliance with the Companies Act 2016
✔ Proper maintenance of statutory documents
✔ Timely filing of Annual Returns and corporate changes
✔ Corporate governance and regulatory advisory
✔ Reduced risk of penalties or compliance issues

For SMEs and startups, partnering with a trusted corporate secretary ensures your business operates smoothly and professionally.

Need to Appoint a Company Secretary in Malaysia?

If you are incorporating a new Sdn Bhd or looking for reliable company secretary services in Malaysia, the team at iComSec is here to help.

We provide professional corporate secretarial services including:

• Appointment of company secretary
• SSM compliance and statutory filings
• Annual Return and company record management
• Corporate advisory for SMEs and foreign investors

📞 Contact iComSec today to appoint a professional company secretary and keep your company fully compliant.