Guide to Choosing a Company Secretary in Malaysia

Choosing a company secretary in Malaysia affects more than meeting a legal requirement. The right provider keeps your filings on time and gives you clear answers. The wrong one can leave you chasing documents or dealing with penalties.

Every Sdn Bhd must appoint a company secretary within 30 days of incorporation. This guide gives you 5 practical checks: licence, experience, service scope, response time and exit terms.

How do you choose a company secretary in Malaysia?

To choose a company secretary in Malaysia, verify the person's qualifications and experience first. Then get the full service scope in writing, test how quickly the provider responds and compare the total 12-month cost, including handover and exit fees.

Here is how to check each point.

Verify the licence and qualifications first

Under the Companies Act 2016, a company secretary must be licensed by SSM or be a member of an approved professional body, such as MAICSA, the Malaysian Institute of Accountants or the Malaysian Bar. Since 15 March 2019, every practising company secretary must also hold a current SSM practising certificate.

Ask for the practising certificate number and check it with SSM before you sign. A qualified provider should share it clearly. A firm may have several qualified secretaries, so also ask who will be officially appointed to your company.

Match the experience to your type of company

A dormant holding company, an active SME and a foreign-owned company applying for an Employment Pass need different levels of support. Ask each provider whether they regularly handle companies like yours, in your industry and at your stage.

If your company is dormant and likely to stay that way, you may not need a full-service package. A dormant Sdn Bhd owner asked about lower-cost options on Lowyat, and the replies also discussed whether striking off the company made more sense. A good company secretary should explain the options based on your plans, not simply recommend the most expensive package.

Get the service scope in writing

2 quotes with the same price can include very different services. Ask each provider to confirm these points in writing:

• Which recurring items are included: annual return preparation, statutory register maintenance, routine resolutions, registered office address
• Which items are charged per event: director or shareholder changes, share allotments, certified true copies, beneficial ownership updates
• How compliance reminders reach you, and whether a calendar is provided
• Whether you get digital access to your own statutory documents

A clear provider should be able to answer these questions in 1 email. For what each line item typically involves, see our guide on company secretary responsibilities in Malaysia.

Test responsiveness before you sign

A slow reply can delay a bank resolution or urgent filing. Check the provider's response before you appoint them:

• Email a specific question about the service and note how long the reply takes
• Ask who your main contact will be and how urgent requests are handled
• Ask how and when clients receive filing reminders

A good company secretary should also ask about your company structure, business activity and financial year end. This shows that the provider is trying to understand your needs.

Compare fees, terms and exit clauses

Compare the total 12-month cost for the same services, not only the monthly retainer. Then read the exit terms. Check the termination fee, transfer-file charge and how quickly your company records will be handed over. Clear terms make a future switch much easier.

For current market ranges and the full same-scope comparison framework, read our guide on company secretary fees in Malaysia.

Red flags when evaluating providers

Be careful if a provider shows any of these signs:

• Cannot or will not share an SSM practising certificate number
• Gives a price but will not put the service scope in writing
• Charges extra fees but does not issue proper invoices
• Gives vague answers about the handover process
• Does not assign a named person to your account

Choose once and choose well

Your company secretary handles important records and filings from the first resolution until the company is restructured or closed. Check the licence, experience, service scope, response time and exit terms before you appoint anyone.

SSAM Group provides company secretary services in Kuala Lumpur, backed by 40 years of experience, 1,000+ loyal customers and a 99% client satisfaction record. Ask us for a written 12-month scope and compare it using the same checklist. Speak to the SSAM team or WhatsApp us at +6011-6529 9879.

FAQs about choosing a company secretary

How do I verify a company secretary's licence?

Ask for their SSM practising certificate number and confirm it with SSM. Also check professional body membership where relevant, for example MAICSA.

Can a director be the company secretary?

Only if the company has at least two directors. A sole director cannot also act as the company secretary, because statutory documents require separate signatories.

Can I change my company secretary later?

Yes. You can appoint a new secretary at any time, with records handed over through a formal process. Our guide on how to change company secretary in Malaysia covers it step by step.

Should I choose by price alone?

No. Compare the full 12-month scope, responsiveness and exit terms first. A cheap retainer with heavy event charges often costs more by December than a mid-range package.

Do I need a secretary before incorporating?

Not before, but within 30 days of incorporation. Most founders appoint during the registration itself, which your incorporation provider can arrange. See how to register a Sdn Bhd in Malaysia for the full sequence.

Data sources and further references

• Companies Act 2016 (Laws of Malaysia), Sections 235, 236 and 241, via the federal gazette portal
• Suruhanjaya Syarikat Malaysia (SSM)
• MAICSA, the Malaysian Institute of Chartered Secretaries and Administrators