A Simple Guide to Choosing a Company Secretary in Malaysia

Summary

The right company secretary helps keep your Sdn Bhd compliant, organised and ready for banks, investors and authorities.
You should check both legal qualifications and practical traits such as response time, accuracy and documentation workflow.
A structured shortlist and interview checklist will filter out secretaries who are slow, unclear or frequently late.
Fees in Malaysia vary by provider type, so match price to your filing volume, advisory needs and growth plans.
You can change company secretary if service quality drops, provided you follow the proper appointment and record transfer steps.

The best company secretary in Malaysia is one who meets legal qualifications, provides accurate statutory filings, responds promptly, and supports your company’s growth stage.

Let’s be honest folks, many owners only realise the importance of a reliable company secretary when a bank asks for a resolution quickly, or when SSM deadlines approach and documentation is still pending.

Fortunately for you, a dependable secretary prevents these stressful situations through organised filings and predictable workflows.

The question is, how do you go and look for one?

Stick with us as we go through:

What the role does
Legal requirements
Fee ranges
And of course the red flags

So you can choose confidently and correct the course if your current secretary is not performing.

Company Secretary Options in Malaysia

Provider Type	Best For	Features	Pros	Cons
Solo Licensed Secretary	Straightforward Sdn Bhd with low activity	Personal contact, direct communication	Knows your company closely	Limited backup if they fall sick or become busy
Boutique Secretarial Firm	SMEs and growing businesses	Small team, digital filing tools	Balance of cost and capacity	Service varies between firms
Full-service Corporate Firm	Fast growing or multi entity groups	CoSec, accounting and tax under one roof	Fewer silos and more holistic advice	Higher monthly fees

What Does a Company Secretary Actually Do in Malaysia?

A company secretary service provider often manages statutory compliance, keeps official records and acts as a bridge between your company and SSM.

For a Malaysian Sdn Bhd, the company secretary prepares and files important documents such as:

Incorporation and changes to directors or shareholders
Board and shareholder resolutions
Annual Return and other SSM filings
Statutory registers for members, directors and charges

When this is handled properly, you experience fewer surprises (and less letters from authorities).

Bank account opening forms are ready when needed, resolutions carry the correct wording, and deadlines are met without last minute panic.

Here’s a Scenario

Imagine your company is applying for a new banking facility. The banker asks for updated board resolutions, the Return of Allotment (Section 78, if new shares were issued), the Notification of change in the Register of Members (Section 51, if there were shareholder changes),

A reliable secretary provides these quickly, with correct details and certification.

A less reliable one may respond late or send incomplete documents, causing delay and frustration.

Appointment of secretary for Sdn Bhd
- Typically within 30 days from incorporation date
Annual Return filing
- Within 30 days from anniversary of incorporation
Core records
- Registers of members, directors, charges and share allotments

These tasks are recurring, not one-offs. A good secretary builds a system so that you do not have to chase or guess what is due.

Gentle Reminder: After you appoint your first or new secretary, ask who will lodge the Section 58 notice, by law the company must notify SSM within 14 days of the appointment. This prevents late-lodgement fees later on.

Who Is Legally Allowed to Be a Company Secretary in Malaysia?

Only individuals who meet Companies Act 2016 requirements and hold proper approval from SSM or recognised bodies may serve as company secretaries.

In practice, this means your secretary should be:

A natural person who ordinarily resides in Malaysia and is a citizen or permanent resident
Either licensed by SSM or a member of recognised professional bodies such as MAICSA, MIA, Malaysian Bar, MICPA, MACS, Sabah Law Society (SLS) or Advocates Association of Sarawak (AAS).

These conditions help protect companies from unqualified individuals handling statutory work.

A licence or membership alone is not a guarantee of good service, but it is the starting point before you evaluate anything else.

Why This Matters In Daily Operations

A properly licensed and trained secretary is more likely to stay updated on regulatory changes, such as:

New filing formats in MyCoID
Changes in compliance timelines
New expectations for corporate governance

“In a sense, you are hiring them for their time, resources and knowledge”

This reduces the risk of technical mistakes that can lead to penalties or extra rectification work later.

How Do You Choose a Company Secretary Before Appointment?

Shortlist based on credentials, systems, clarity of scope and how they handle communication during your first interactions.

Instead of asking for a quote only, approach this like hiring a long term professional because they are. Use these criteria to build a shortlist of two to four options:

Confirm licence or membership status
Ask how they track deadlines and filings
Check who actually handles your file, senior or junior staff
Observe how quickly they respond to basic questions
Request a written scope of services and exclusions
Ask about digital tools, such as online portals, e signing and document storage

Green flags and red flags

Green Flags	Red Flags
Replies within a reasonable timeframe with clear answers	Takes days to respond to simple questions
Provides a written fee schedule and scope	Gives only verbal estimates with vague descriptions
Explains Companies Act requirements in plain language	Avoids details or says “standard procedure” without clarification
Has a process for handing over if a staff member leaves	Blames staff turnover for frequent delays

During this stage, you are not just testing knowledge. You are also assessing work style and reliability, which will matter each time you need a resolution or filing.

How Much Should a Company Secretary Cost in Malaysia?

Company secretary fees in Malaysia typically range from RM100 to RM800 per month, depending on provider type and workload.

But we need to reiterate here, this is just an estimate.

This range covers:

Solo secretary: roughly RM60–RM150/month for a low-activity Sdn Bhd
Boutique firm: roughly RM100–RM250+/month, often with digital tools and a small team
Full-service firm or bundled package: RM300–RM600+ depending on scope (accounting, payroll, tax, advisory)

What Affects the Fee

Number of directors and shareholders
Frequency of changes, such as share transfers or appointments
Level of advisory support you expect
Need for bilingual documentation and investor ready governance

It is helpful to ask for examples. For instance, “How would your fee change if we add two more shareholders next year” or “If we need frequent resolutions, how do you charge for that”.

A very low fee can look attractive at first, but if it comes with slow responses or frequent mistakes, the indirect cost in time and stress can be higher.

How Do You Compare Company Secretaries Effectively?

Use This scoring matrix to compare secretaries side by side instead of relying on pricing alone.

A simple comparison sheet can keep things objective during internal discussions. Set up a table like this for each candidate:

Criteria	Score (1 to 5)	Notes
Qualifications and experience		Membership, years in practice
Filing accuracy		Evidence of clean track record
Communication and response time		How fast and helpful so far
Document turnaround time		Drafts and resolutions
Fee transparency		Clarity of all charges
Advisory capability		Can they explain implications

You may also add weightings or industry experience!

For example, a company planning fundraising and frequent share changes might score “advisory capability” and “document turnaround time” higher than other criteria.

Example

Company A compares three providers.

The cheapest option scores low on communication and advisory support.
A mid priced provider scores consistently high on all criteria.
Even if the monthly fee is slightly higher, the overall value and peace of mind are better.

What Questions Should You Ask a Company Secretary Before Hiring?

Prepare a short list of focused questions that reveal how they work in real situations they will encounter.

Some useful questions:

“How do you track and remind clients of SSM deadlines?”
“What is your usual turnaround time for standard board resolutions?”
“Who will be my main contact person and how can I reach them?”
“Can you share examples of common mistakes you help clients avoid?”
“What happens if we disagree on how to structure a decision or filing?”

Their answers will show both technical knowledge and more importantly, attitude.

Someone who can describe past-cases and give grounded guidance is often more reliable than someone who gives only theoretical replies.

“Corporate compliance is a responsibility and if you are the head-honcho, it will be yours”

When Should You Change Your Company Secretary?

You should consider changing if repeated issues start to affect operations, filings or your confidence in their work.

Warning signs include:

Repeated late filings with SSM
Frequent errors in resolutions or forms
Long periods with no updates or difficult communication
Unexplained new charges or changes in fee structure
Lack of support when you face questions from banks or investors

How to switch Company Secretary

Identify and appoint a new secretary who is willing to take over your file.
Pass the board resolution to accept the resignation of the current secretary and appoint the new one.
File the necessary forms with SSM within the specified timeline.
Request complete statutory records from the previous secretary.
Ask the new secretary to review all registers and filings to confirm accuracy.

This process is manageable and gives you a way to protect the company if your current provider is no longer a good fit.

We recommend evaluating your CoSec once every 12 months.

How Should Different Types of Companies Choose a Secretary?

Different business profiles benefit from different types of providers, so match your choice to your structure and growth plans.

Low Activity Sdn Bhd

A company with minimal changes, low filing volume and straightforward annual tasks will be comfortable with a simpler setup.

Choose: Solo Secretary

Growing SME

A business that is expanding, hiring, or adding investors benefits from a team that can manage more complex documentation and faster turnaround.

Choose: Boutique Secretarial Firm

Multi Entity or Fast Scaling Company

Companies handling multiple Sdn Bhds, restructuring, or fundraising need integrated support across CoSec, accounting and tax.

Choose: Full Service Corporate Firm

Foreign Owned Sdn Bhd

Companies with overseas shareholders or cross border documentation often require bilingual support and someone familiar with Malaysia’s banking and licensing processes.

Choose: Secretary Experienced With Foreign Owned Entities

How to Use This Framework in Your Next Decision

Treat selection of a company secretary as a routine process, not a one line item.

You can apply this framework immediately:

Build a shortlist of two to four licensed secretaries or firms
Use the scoring matrix to rate each candidate on concrete criteria
Ask focused questions that reveal actual workflow and support levels
Confirm fees and scope in writing, including what is not covered
Review performance after the first year and decide if you are getting the level of service you expected

A bit of structure at the beginning can save many hours and prevent stressful situations later!

Disclaimer: This article provides general information only and does not replace personalised legal or professional advice for your specific situation. Please consult a professional (like us!) for more information.

Source:

SSM – Companies Act 2016: Forms by Section (incl. s.51, s.78, s.58 & s.236(2); updated 16 Jan 2024)
SSM – Annual Submission: Confirms Annual Return due within 30 days of incorporation anniversary
SSM FAQ (Part M) – Annual Returns: Reiterates 30-day AR rule
SSM – Section 58 “Notification of change in the register of directors, managers and secretaries” (form)
Companies Act 2016 (Act 777): Primary legal reference for all cited sections.

Frequently Asked Questions About Company Secretaries in Malaysia

What Does a Company Secretary Do for a Sdn Bhd?

A company secretary prepares and files statutory documents, maintains registers, drafts resolutions and supports directors in meeting Companies Act 2016 requirements.

Why Is a Company Secretary Mandatory in Malaysia?

The law requires Sdn Bhds to appoint a qualified secretary so that companies maintain accurate records, interact properly with SSM and follow basic governance practices.

Can I Change My Company Secretary Anytime?

Yes. You may appoint a new secretary at any time, pass the necessary resolutions and submit the proper notices, as long as your company always has at least one secretary.

How Much Are Company Secretary Fees in Malaysia?

Monthly fees typically range from RM100 to RM800, depending on whether you appoint a solo secretary, boutique firm or full service corporate provider.

Do Foreign Owned Companies Need a Company Secretary?

Yes. Foreign owned Sdn Bhds must appoint a licensed secretary, and many benefit from providers who have experience with cross border ownership and bilingual documentation.

What Happens If My Secretary Misses an SSM Deadline?

Your company may face late filing penalties and additional work to correct the situation. If this happens repeatedly, it is sensible to review and consider changing secretary.