Appointing a company secretary is a crucial step for businesses in Malaysia to comply with legal and regulatory obligations. When incorporating a company in Malaysia, you are required to appoint at least one company secretary. A company secretary in malaysia is a professional whose function in a corporate setting is to advise on regulatory and compliance matters under the Malaysian Companies Act, 2016 and ensure that all paperwork, resolutions, statutory documents, and procedures within the company comply with Malaysia government regulations. Thanks to digital advancements, entrepreneurs and business owners can now complete this process online, making it more convenient and efficient than ever before.
At 3E Accounting Services, we specialise in providing end-to-end solutions for Malaysia company setup, from company incorporation to compliance, tax, and secretarial support. Our goal is to setting up a company in Malaysiaas smooth and stress-free as possible, especially with modern digital solutions that allow you to handle everything online.
In this blog, we’ll explain the importance of appointing a company secretary, how to do it online, and how 3E Accounting can be your reliable partner throughout your business journey in Malaysia.
Why Do You Need a Company Secretary in Malaysia?
Once your company registration is completed, Malaysian law requires that every private limited company (Sdn Bhd) appoint a qualified company secretary within 30 days of incorporation. This is not just a formality—it’s a key compliance requirement.
A company secretary is essential for ensuring your business operates smoothly and in line with Malaysia legal standards. Here’s why having a professional company secretary is crucial—especially after completing your company incorporation in Malaysia:
Ensuring Legal Compliance
Running a business means navigating a maze of rules and regulations. A company secretary ensures your company meets all statutory obligations, including filing documents with Suruhanjaya Syarikat Malaysia (SSM), maintaining updated registers, and keeping accurate company records. This reduces the risk of non-compliance and legal penalties.
Expertise in Corporate Governance
Good governance is the foundation of a strong and sustainable business. A professional secretary offers advice on best practices, encourages transparency, and helps align your operations with Malaysia’s corporate governance framework.
Simplifying Administrative Tasks
Your company secretary manages key administrative tasks, from organising board meetings to preparing and documenting minutes and resolutions. This allows directors and business owners to focus on driving strategic goals instead of being bogged down by paperwork.
Supporting Business Strategy
A good secretary does more than tick boxes—they offer insights on regulatory updates and how changes in legislation might affect your business. They also act as a bridge between your company and regulatory bodies, building trust and credibility with stakeholders.
Minimising Business Risks
You can avoid costly mistakes and legal challenges with a company secretary on board. They serve as the first line of defence in managing Malaysia’s complex corporate regulations landscape.
Who can be a Company Secretary?
According to Section 235 of the Companies Act 2016, the requirement to become a Company Secretary shall be:
- A natural person
- 18 years of age and above
- A Malaysian citizen or a Permanent resident in Malaysia (who resides in Malaysia by having a principal place of residence)
- A person licensed by the Companies Commission of Malaysia under Section 20G of the Companies Commission of Malaysia Act 2001, or a member of any one of the professional bodies prescribed by the Ministry of Domestic Trade, Cooperative and Consumerism
- Is not convicted of any crime or declared as bankruptcy
The professional body prescribed by the Ministry of Domestic Trade, Cooperative and Consumerism includes those who have licence from:
- Malaysia Association of Company Secretaries (MACS)
- Malaysia Institute of Chartered Secretaries and Administrators (MAICSA)
- Malaysia Institute of Certified Public Accountants (MICPA)
- Malaysia Bar (BC)
- Malaysia Institute of Accountants (MIA)
- Advocates’ Association of Sarawak (AAS)
- Sabah Law Association (SLA)
How can a Company Secretary be Appointed?
Following Section 236 of the Companies Act 2016, here is how a company secretary can be appointed in Malaysia:
- The Board of Directors shall appoint a secretary and determine the terms and conditions of such appointment
- The appointment of the first Company Secretary should be done within 30 days from the Company’s date of incorporation.
How to Choose the Right Company Secretary
Choosing a reputable service provider ensures your business is in safe hands. When appointing a company secretary, make sure they are
- Properly licensed under the Companies Commission of Malaysia or recognised professional bodies.
- Well-versed in Malaysia company law
- Proactive in communication and support
- Offer holistic corporate services, including company registration, compliance, and advisory.
How to Appoint a Company Secretary Online in Malaysia?
In Malaysia, appointing a company secretary is crucial for businesses to ensure compliance with legal requirements and regulations. With technological advancements, appointing a company secretary online is now possible, offering convenience and efficiency to entrepreneurs and business owners.
Select a Competent and Licensed Secretary:
Start by confirming that the individual or corporate service provider you intend to appoint is duly licensed and recognised by the Companies Commission of Malaysia (SSM). A qualified secretary will have the expertise to manage corporate compliance and governance effectively.
Verify Credentials and Background:
Before proceeding, assess the secretary’s professional qualifications, experience, and standing within the industry. This will help ensure you’re engaging someone capable of responsibly supporting your company.
Use an Online Appointment Platform:
Many established secretarial service providers in Malaysia now offer digital appointment options. These platforms typically involve completing an online form, making the process efficient and straightforward.
Provide Essential Company Information:
You must provide key details about your business, including the company name, registration number (if already incorporated), nature of operations, and contact information.
Submit Supporting Documents:
Depending on the service provider and your business’s specifics, you may need to upload relevant documentation. This may include identification for directors, incorporation certificates, or other pertinent documents.
Review the Service Agreement:
Before finalising the appointment, carefully read the terms and conditions outlined by the provider. Note the services offered, associated fees, and your company’s responsibilities.
Confirm the Appointment and Make the Payment:
You will typically receive the appointment confirmation after submitting all necessary information and documents. Most platforms provide secure online payment options for added convenience.
Receive Onboarding Information and Ongoing Support:
Once appointed, the company secretary or firm will usually send a welcome pack outlining their role and the ongoing compliance support they will provide to your company.
What Are the Duties of a Company Secretary in Malaysia?
A company secretary in Malaysia plays a vital role in ensuring smooth business operations, maintaining legal compliance, and promoting effective corporate governance.
Conclusion
Appointing a company secretary in Malaysia isn’t just a legal formality—it’s a smart move that protects your business and keeps you compliant. For entrepreneurs and foreign investors starting a business in Malaysia, having a qualified company secretary ensures you stay on the right side of the law while focusing on growth.
Thanks to digital solutions, you can now appoint your company secretary online—saving time, cutting down paperwork, and getting expert support when you need it most. From filing annual returns to advising on corporate governance, your company secretary plays a key role in your business journey.
Whether you’re setting up a company in Malaysia for the first time or seeking a more reliable secretarial service, 3E Accounting makes it simple, affordable, and entirely online. Our dedicated team of professionals are here to guide you through every step, from company incorporation in Malaysia to long-term compliance support.
Let 3E Accounting be your trusted partner in business.
We’ve helped hundreds of clients successfully navigate the complexities of Malaysia company formation, and now it’s your turn.
Appoint your Company Secretary Now
Appointing a qualified company secretary is just a click away. Work with 3E Accounting and enjoy a seamless, paperless setup for your new venture.
Frequently Asked Questions
Yes, it is mandatory for a company in Malaysia to have a secretary. The Companies Commission of Malaysia (CCM) will penalise a company if a secretary is not appointed after 30 days.
A company must appoint a secretary within 30 days of its incorporation.
Yes, even if you’re the sole director or shareholder, you still need to appoint a qualified company secretary as part of the legal requirements in Malaysia.
Yes, you can change your company secretary at any time by passing a board resolution and notifying SSM.
Yes! With online services from firms like 3E Accounting, foreign businesses can appoint a local company secretary without being physically present in Malaysia.
Abigail Yu
Author
Abigail Yu oversees executive leadership at 3E Accounting Group, leading operations, IT solutions, public relations, and digital marketing to drive business success. She holds an honors degree in Communication and New Media from the National University of Singapore and is highly skilled in crisis management, financial communication, and corporate communications.
