Company Secretarial Services in Malaysia
Is your corporate secretary keeping your business fully compliant with Malaysian corporate regulations?
Keeping your company compliant with Malaysia’s corporate regulations requires more than meeting filing deadlines. From maintaining statutory records to preparing resolutions and lodging documents with the Companies Commission of Malaysia (SSM), businesses must manage a range of ongoing corporate obligations under the Companies Act 2016.
Ledgen provides company secretarial services in Malaysia to help businesses manage these obligations accurately and efficiently. Our experienced company secretaries support statutory compliance, corporate governance, regulatory filings, and corporate actions, giving directors greater confidence that their company’s records and obligations are properly managed.
With more than 20 years of regional professional services experience, Ledgen supports businesses across Malaysia and Asia with integrated corporate, accounting, tax, payroll, and compliance solutions.
What Does a Company Secretary Do?
A company secretary is responsible for helping a company meet its statutory and corporate governance obligations. The role involves more than administrative filing. A qualified company secretary helps ensure that company records, statutory documents, resolutions, and regulatory submissions are properly prepared and maintained.
A company secretary may assist with:
- Maintaining statutory registers and company records
- Preparing and filing required documents with SSM
- Preparing directors’ and shareholders’ resolutions
- Organising and attending directors’ and shareholders’ meetings
- Maintaining minutes and statutory records
- Advising directors on corporate compliance requirements
- Monitoring statutory filing deadlines
- Updating company information when corporate details change
Under the Companies Act 2016, a company must appoint a qualified company secretary within the prescribed timeframe. The first company secretary must be appointed within 30 days from the date of incorporation.
Why Outsource Company Secretarial Services?
Managing company secretarial obligations internally can become increasingly difficult as a business grows. Changes in directors, shareholders, registered addresses, share capital, business activities, and corporate structure may require formal documentation, approvals, and statutory filings.
Outsourcing your company secretarial services gives your business access to professional support while reducing the administrative burden on directors and internal teams.
Stay on Top of Statutory Deadlines
A professional company secretary can monitor important filing and compliance deadlines and help ensure that required documents are prepared and submitted to SSM on time.
Maintain Accurate Corporate Records
Properly maintained statutory registers, minutes, resolutions, and company records provide an accurate record of the company’s corporate activities and decisions.
Access Specialist Compliance Knowledge
Malaysia’s corporate compliance requirements can be complex. Working with an experienced company secretary gives your business access to professional knowledge of applicable requirements, documentation, and filing procedures.
Reduce Administrative Work
Instead of managing resolutions, filings, corporate changes, and statutory records internally, directors can rely on a dedicated company secretary to coordinate these requirements.
What This Covers in Practice
Beyond the benefits, corporate secretarial services involve managing specific statutory and governance responsibilities.
This includes:
- Advising on compliance with the Companies Act 2016 and company constitution
- Organising and attending directors’ and shareholders’ meetings
- Preparing and filing statutory returns within prescribed deadlines
- Maintaining and updating statutory registers and minute books
- Preparing directors’ and shareholders’ resolutions
These responsibilities are essential to ensure your company remains compliant and properly governed at all times.
Key Benefits of Outsourcing Corporate Secretarial Services
Outsourcing your corporate secretarial function offers several operational and compliance advantages:
1. Cost Saving
Outsourcing your corporate secretarial needs helps reduce costs compared to hiring an in-house secretary. You only pay for the services you need, without additional salaries, benefits, training, or office space.
2. Expertise and Experience
Our secretaries have specialized knowledge and experience in managing corporate governance matters. We are well-versed in legal and regulatory requirements, ensuring compliance and minimizing the risk of penalties or legal issues. Outsourcing allows you to tap into this expertise without the need for extensive training.
3. Time Efficiency
Corporate secretarial tasks can be time-consuming, particularly for businesses with complex operations or international presence. By outsourcing these services, you can free up your internal resources and focus on core business activities. This can result in increased efficiency and productivity within your organization.
4. Flexibility and Scalability
Outsourcing your corporate secretary services gives you the flexibility to adjust the level of support based on your business needs. Whether you need assistance on an ongoing basis or for specific projects, outsourcing allows you to scale up or down as required. This adaptability can be especially valuable during periods of business growth or restructuring.
5. Access to Technology and Tools
We have advanced technology and software that can streamline processes and enhance efficiency. By outsourcing, you can leverage these tools without making significant investments in infrastructure or software licenses.
6. Confidentiality and Security
At Ledgen, we prioritize confidentiality and security. We have robust systems and protocols in place to protect sensitive information and ensure data security. By outsourcing, you can have peace of mind knowing that your confidential business information is handled with the utmost care.
- Guiding clients regarding compliance with the Companies Act and their constitution
- Organising and attending directors’ and shareholders’ meetings
- Filing relevant returns within prescribed deadlines
- Maintaining and updating statutory registers and minute books
- Preparing minutes / resolutions of directors and shareholders
Why Choose Ledgen for Company Secretarial Services in Malaysia?
Choosing the right company secretary is an important compliance decision. Ledgen combines local regulatory knowledge with practical experience in supporting businesses at different stages of growth.
More Than 20 Years of Regional Experience
Since 2003, Ledgen has supported businesses across Malaysia, Singapore, Hong Kong, and the wider Asia-Pacific region with corporate and professional services.
Experienced Company Secretarial Team
Our Malaysia team is led by Chong Lay Kim, Head of Corporate Secretarial Services, who has nearly 30 years of experience in corporate secretarial practice. She is a company secretary licensed by the Companies Commission of Malaysia and has extensive experience in handling corporate exercises and governance matters.
Integrated Corporate Support
Company secretarial requirements often overlap with accounting, tax, payroll, incorporation, and other corporate functions. Ledgen provides these services under one professional services platform, helping businesses coordinate their compliance and operational requirements more efficiently.
Support for Local and Regional Businesses
We work with startups, SMEs, regional businesses, and multinational companies operating in Malaysia and across Asia.
Stay Compliant with Expert Corporate Secretarial Support.
Speak to our team to understand how your company can stay compliant, meet statutory requirements, and reduce regulatory risk.
Ledgen’s Corporate Secretary Can Assist You with the Following:
Common Corporate Actions
- Change of director, secretary, and auditor
- Change of registered address
- Change of company name
- Change of company’s principal business activities
- Amendment to company’s constitution
- Share transfer and allotment
- Change of share capital
- Bank account matters
- Acquisition and disposal of investment
- Declaration of dividend
- Establishment of subsidiary overseas
Incorporation
- Set up different types of entities in various countries
- Provide registered address, resident director and named company secretary
- Open bank accounts
- Apply work pass / visa for expatriates
Closing Down
- Strike-off / deregistration
- Member’s voluntary liquidation
At Ledgen Group, our highly experienced Corporate Secretarial Department ensures that our clients’ entities are kept in good standing. We will inform and remind clients of deadlines to ensure our clients meet their statutory reporting requirements in addition to assisting them with maintaining proper statutory file records.
How has Ledgen helped our Clients?
Case Study 1: Providing reliable and quality service
Our client in the real estate industry had complex requirements and a high demand for corporate secretarial services due to their large portfolio. We were engaged by our client to provide such services, and eventually assisted our client to incorporate every new subsidiary they required for each new real estate project.
Our client placed their trust in Ledgen to take care of all its entities’ statutory compliance without missing any prescribed statutory filing deadlines.
Case Study 2: Streamlining Compliance for a Growing SME
A rapidly expanding SME in Malaysia struggled to keep up with statutory compliance, including timely filings, board resolutions, and maintaining proper records.
Ledgen stepped in as the corporate secretarial partner, ensuring all statutory obligations were met, deadlines were tracked, and governance processes were standardised. This allowed the client to stay fully compliant, avoid penalties, and focus on business growth with peace of mind.
Case Study 3: Seamless Corporate Restructuring for a Regional Group
A regional group undergoing internal restructuring required efficient handling of share transfers, director changes, and entity reorganisation across multiple companies.
Ledgen managed the entire process, including preparation of resolutions, regulatory filings, and coordination with relevant authorities. The restructuring was executed smoothly and compliantly, minimising disruption to operations while ensuring proper governance and documentation throughout.
Corporate Secretarial Services FAQs
Yes, every company incorporated in Malaysia is required to appoint a company secretary within the timeframe prescribed under the Companies Act 2016. The company secretary plays a crucial role in ensuring the business meets its statutory obligations and remains compliant with regulatory requirements throughout its operation.
A company secretary must be a qualified individual who is licensed or registered under the Companies Commission of Malaysia (SSM). This may include Chartered Accountants, members of prescribed professional bodies, or individuals who hold a valid company secretary licence issued by SSM. The appointed secretary must also ordinarily reside in Malaysia.
A company secretary is responsible for helping a company comply with legal and regulatory requirements. Their duties typically include maintaining statutory records, preparing and filing required documents with SSM, organising board and shareholder meetings, keeping company information up to date, and advising directors on corporate governance and compliance matters.
While it is possible for some businesses to manage certain administrative tasks internally, corporate secretarial responsibilities require specialised knowledge of Malaysian corporate regulations. Many companies choose to outsource these services to experienced professionals to ensure compliance, reduce administrative burden, and minimise the risk of costly errors or missed filings.
Missing statutory filing deadlines or other compliance requirements can result in penalties, fines, and potential regulatory action by the relevant authorities. In some cases, repeated non-compliance may affect the company’s standing and reputation. Engaging professional corporate secretarial services helps ensure important deadlines are monitored and met on time.
