DIGITAL COMPANY
SECRETARY

Digital company secretary

IN MALAYSIA

Digital signature
e-sign

Digital Signature
Easy Signature

Send, sign and approve secretarial documents online.
Upload your signing documents and drag & drop fields easily.

In compliance with:

Companies Commission of Malaysia

Our professional members are certified by:

MAICSA

In collaboration with:

Digital Signature Trustgate

Trusted by:

Business Trust by SSM
Company secretary, company registration and new company set up

We do everything online

All statutory documents done online and on time. We will take care about compliance matters.

Company secretary, company registration and new company set up

We give expert advice

We are professional team with years of experience. We address your enquiries fast and prompt.

Company secretary, company registration and new company set up

Go digital and paperless

No more printing, signing and delivery back to your corporate secretary. Save time, save paper, save a tree, save the environment!

Company secretary, company registration and new company set up

Accessible & secure file storage

Access to your files securely and remotely anytime, anywhere!

online register company

Company Secretarial Services

Your documents done right, online and on time.

RM980

per year

Good for a small company or a business with a settled structure

Essential Secretary

Company secretarial services included twelve (12) months retainer service and more...


  • Digital signature subscription and signing
  • RM150 annual audited financial statements filing and preparation of resolutions
  • RM350 Annual Return filing and preparation
  • Update and maintain of statutory records
  • Use of registered office
  • Disclosure of directors’ interest
  • Disclosure of beneficial owners’ interest





Company registration

RM2,400

per year

Perfect for the first year as you shape your company, or for a larger business

Unlimited Secretary

Company secretarial services included twelve (12) months retainer service and more...


  • Digital signature subscription and signing
  • RM150 annual audited financial statements filing and preparation of resolutions
  • RM350 Annual Return filing and preparation
  • Update and maintain of statutory records
  • Use of registered office
  • Disclosure of directors’ interest
  • Disclosure of beneficial owners’ interest





Company secretary
Company secretary

All the Company Data in one dashboard

The up-to-date company information is pinned next to the chat — so you don’t have to ask for it every time you need it (Coming Soon!)

Just 4 quick and easy steps to port-in to us !

01

We notify your existing Corporate Secretary and you settle all outstanding invoices

02

We will communicate with your existing Corporate Secretary and prepare the documents for change of Corporate Secretaries as well as the change of registered address

03

We will submit the relevant documents to Suruhanjaya Syarikat Malaysia (SSM)

04

We will collect all statutory and company documents from your previous Corporate Secretary

change company secretary

Switching your Secretary?

If you choose to change your corporate secretarial service to iComSec, we’ll make the transfer easy. We take over all the documents and registers from your current service provider, process the necessary paperwork, and make sure the outgoing Corporate Secretary signs the papers. We ensure the transition is seamless.

Company registration
Company registration

FAQ:

For Company Secretary

Do I need it?

Why outsource company secretarial services?


Only really big companies need an in-house Company Secretary – there is simply not much to do for the officer in a small one. Unless there are constant changes, the Company Secretary is only busy preparing for the Annual General Meeting and filing the Annual Return once a year. If that is your case, outsource these services just like most of the small and medium companies in Malaysia.




Can I be a Company Secretary myself?


If you would like to. First, you need to have all the qualifications of a Company Secretary in accordance with the Companies Act 2016.




Do I need a Company Secretary?


Yes, you do — the Companies Act 2016 provided that a company must appoint a Company Secretary within one (1) month after the incorporation and later this position can’t be vacant for more than one (1) month. Your Company Secretary has to be a Malaysia resident and qualified under the Companies Act 2016. You can outsource this service to an agency like us.




I don't understand what is required of my company?


First, Company Secretary prepare documentation whenever you change directors, auditors, secretaries, shareholders, share capital or the company name and submit to Suruhanjaya Syarikat Malaysia ("SSM"). Then there are several registers they have to maintain, like the Register of Company Charges, Registers of Members, Registers of Directors, Registers of Secretary, Registers of Directors Shareholding, Registers of Allotment Share and Registers of Transfer Share. They are in-charge of preparing and recording minutes of board and general meetings. They practice and promote best practice of corporate governance.




What if I already have a Company Secretary? It is probably hard to switch, right?


At iComSec, we make the transfer easy. We process the necessary paperwork, make sure the outgoing Company Secretary signs the papers and we take over all the documents from your current provider. If the former officer unable locate, we ensure the transition is seamless.





Are there risk?

What if my Company Secretary resign?


At iComSec, we protect you from the hassle of changing company secretaries. You get an expert assigned to your company.




Who is responsible for my papers?


We take care of all the necessary documents: prepare standard papers for general meetings, process Annual Returns, support changes in your company with resolutions and update the necessary registers. We only need you to update us when the propose change to be happened so we can start the flow and send you the documents ready for digital signature.




What if I need a lot of documents?


Often a business requires a lot of changes, especially if you’re just figuring out your company structure or going through a transformation period. Paying for each resolution would be costly, so we came up with a subscription plan. Essential Package cost RM980 a year or you can upgrade to Unlimited Corporate Secretary package includes all and any resolutions you might need, so no more extra charges.




What if my documents are a mess?


If you feel like your paperwork right now is out of shape, that’s ok: it’s our job to make sure everything is in order. Once you switch to iComSec, we guarantee that each document gets stored in a relevant folder easy for you to retrieve and share. No more digging papers out of messy email threads or clogged databases. (coming soon!)




Is there a risk of getting fined?


Suruhanjaya Syarikat Malaysia ("SSM") fines companies that miss filing deadlines or make mistakes in the documents. We’ve automated standard processes to manage these risks: the AI updates deadlines and fills out forms, so you don’t have to worry about human errors.





How does it works?

What business entities can use iComSec?


iComSec serves all kinds of businesses registered in Malaysia: private limited companies, public companies and limited liability partnerships. If you have a Sole Proprietorship and want to switch, we’ll help you with the process. We work with all industries, including the businesses that need licensing.




What I need someone in-house or is iComSec enough?


iComSec certified Company Secretaries are self-sufficient. They track deadlines and set tasks to themselves, ensuring your compliance with the law. iComSec does both: produces documents and files them to the government bodies, so zero support from your staff is needed.




Will I have to do anything myself?


You need to let us know when you’ve initiated changes in your company: new business address, replacing directors, or shareholders or new name for the company. Just send us a message in the chat — we’ll prepare the documents, send them to you and you sign them electronically with a tap of your finger.




How do iComSec clients communicate with their iComSec agents?


The chatbot is faster than emails and you can ask questions on the go. You can also use the web version of the service. However, our communication does not have to be just that — we can arrange calls or meet up if that’s more convenient for you.




In what form should I submit my data?


Send us your records in whichever format you have them. Drop your files in our app, store them in a cloud or e-mail to our experts — we’ll take care of the rest. (Coming Soon!)





Types of companies

Private limited company ("Sdn Bhd")


In Bahasa Malaysia, a private limited company is called a ‘Sendirian Berhad’, hence the abbreviation ‘Sdn Bhd’ suffixed to its name. If you are a foreigner, this is the only type of company you can incorporate in Malaysia. Foreigners are not allowed to incorporate public companies limited by shares or companies limited by guarantee, which are also public companies by nature. As the name suggests, the shares of such companies are privately issued to individuals and/or corporate bodies, and the minimum number of shareholders required in a private limited company is 1, and the maximum number allowed is 50. The minimum number of directors required is 1 director, who is ordinarily residing in Malaysia with a principal place of residence in Malaysia. There is no need to publicly report the financials of the company, nor is there a need to hold an annual general meeting. Some advanced ways of using private limited companies include incorporating such companies for the purpose of joint ventures and to facilitate holding and subsidiary company arrangements/ relationships. Exempt private companies (as defined under the Companies Act 2016) which are owned by less than 20 individuals are not required to lodge its financial statements with Suruhanjaya Syarikat Malaysia ("SSM") if it obtains a certificate declaring its status as an exempt private company. It is, however, still under the obligation to produce annual financial statements for its own record and internal circulation. A private company may convert to a public company, and vice versa, by passing a special resolution and lodging a notice of conversion with SSM.




Public limited company ("Berhad")


In Bahasa Malaysia, a public limited company is called a ‘Berhad’, hence the abbreviation ‘Bhd’ suffixed to its name. Public limited companies may or may not be listed on the stock exchange but are usually listed to obtain the full benefits of being a public company, for e.g. to accept equity investment in its shares from the public. There is no cap to the maximum number of shareholders in a public limited company, and it is obligatory of public limited companies to hold annual general meetings and make annual reports on their financials. Due to its public nature, public limited companies are subject to higher reporting standards and listing rules by Suruhanjaya Syarikat Malaysia ("SSM") and the Securities Commission of Malaysia. The minimum number of directors required is two (2) directors ordinarily residing in Malaysia with a principal place of residence in Malaysia. Examples of public limited companies include major banks, telco companies, construction companies, property development companies etc. and these companies could opt to be listed on the stock exchange, if qualified.




Company limited by guarantee ("CLBG)


As mentioned above, a CLBG is a public company, and by default has the term ‘Berhad’ or abbreviation ‘Bhd’ suffixed to its name. CLBGs can, however, apply for the suffix to be omitted from its name. CLBGs are widely used for not-for-profit companies such as charities, community projects, clubs, societies and other similar bodies. No profits or dividends are distributed to the members of the company. CLBGs are prohibited from having a share capital under the Companies Act 2016, and unlike other types of companies, CLBGs are required to adopt a company constitution at the time the company is incorporated, which shall state, inter alia, that the company is a company limited by guarantee, the objects of the company, the capacity, rights, powers and privileges of the company, and the number of members with which the company proposed to be incorporated. In case you are unaware, any charity organisation you formed which involves more than twenty (20) people are required to be registered with the Suruhanjaya Syarikat Malaysia ("SSM") too, as unincorporated associations are prohibited under the Companies Act 2016. Examples of CLBGs include organisations carrying names with the terms Foundation (Yayasan), Institute (Institut), Academy (Akademi), Corporation (Badan), Alliance (Gabungan), Fund (Tabung), Centre (Pusat) etc.




Unlimited company


An unlimited company, as the name suggests, means that limited liability does not apply to its members/shareholders. As such, its members/shareholders will be personally responsible for the full extent of any losses it incurs. Unlimited companies are rarely incorporated in Malaysia. All other start up and operation costs and procedures remain the same. An unlimited company may convert to a limited company by passing a special resolution and by lodging a notice for conversion with Suruhanjaya Syarikat Malasyia ("SSM").




Foreign companies


Foreign companies, as the name suggests, are companies (or other corporate bodies) incorporated outside of Malaysia, and can be incorporated or registered in Malaysia in one of two ways: (1) incorporating as a local company (i.e. Sdn Bhd) (with foreign shareholder ownership) with the Suruhanjaya Syarikat Malaysia ("SSM"); or (2) registering the foreign company with SSM as a foreign branch (i.e. branch office). Unlike a local company, a foreign company registered as a foreign branch office will not be a separate legal entity under the Companies Act 2016, as they are merely an extension of the parent company, and are as such not incorporated as a new entity. It can also be costly to set up a foreign branch as the SSM registration fees are high, ranging from a minimum of RM 5,000 up to RM70,000 depending on the share capital of the foreign company. Branch offices are mostly used by foreign companies wishing to adopt short term operations in Malaysia. Otherwise, it would almost always be better to incorporate a local subsidiary company instead. iComSec provides company incorporation and business advisory. If you are unsure which types of companies are suitable for your business, contact us for free consultation.





Other questions

What is Company Secretary?


The Company Secretary is an officer every Malaysia company must have. They provide support to ensure your business is operating in accordance with statutory and regulatory obligation and promote practical of corporate governance. This critical role requires various certifications and involves a lot of responsibilities.




Who can be a Company Secretary? Can I become the Company Secretary myself?


If you like. First, you need to have all the qualifications of a Company Secretary in accordance with the Companies Act 2016.




Is Company Secretary is a director?


No, these are two different roles in the company. The Company Secretary does not receive the director status. However, if the same person wants to be both, Malaysia law allows it.




Is Company Secretary is a employee?


You can hire a Company Secretary as your employee or outsource this service. Often a company does not have enough secretarial tasks for a full in-house job. When you entrust this role to iComSec, you don’t have to pay a salary and annual leave. The expense is depending to the package you choose.




What are Company Secretary duties and functions?


Company Secretary duties and functions are to take care of all the necessary documents required by law. For example, issuing company resolutions, managing regulatory filings and maintaining company statutory records. It is their job to process every decision and every change your business goes through and report to Suruhanjaya Syarikat Malasyia ("SSM") accordingly.




What documents does a Company Secretary prepare?


First, Company Secretary prepare documentation whenever you change directors, auditors, secretaries, shareholders, share capital or the company name and submit to Suruhanjaya Syarikat Malasyia ("SSM"). There are several registers they have to maintain, i.e. Register of Company Charges, Registers of Members, Registers of Directors, Registers of Secretary, Registers of Directors' Shareholding, Registers of Allotment Share, Register of Beneficial Owners and Registers of Share Transfer. They are in-charge of preparing and recording minutes of board and general meetings. They practice and promote best practice of corporate governance.





 
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