Company Secretary Services

Corporate Secretary Services in Malaysia

Our Annual Company Secretary Services Package provides:

Acting as named Corporate secretary by our qualified professional staff (Malaysian)
Safekeep company common seal, if any
Maintaining the Minutes and Register Books
Maintaining the Beneficiary Owner Disclosure Policy
Provision of registered office address (see notes below)
Advice on secretarial/statutory/compliance/accounting/tax/SST matters
Monitoring and ensuring compliance with relevant legal requirements, particularly under the Companies Act and Income Tax Act. Regular compliance alert via email.

** If the total number of directors, shareholders, and beneficial owners more than 3 individuals or entities, a one-time fee of RM100 per person or entity will be charged for the due diligence review.

Utilizing Low th & co’s office as your company’s Registered Address is necessary to comply with statutory obligations outlined in the Companies Act, ensuring that all statutory records are maintained and available to the public. Therefore, it's customary for the registered address to be the Company Secretary’s office address. Please be aware that the provision of a registered address is already included as a component of our company secretarial package.

Provision of Registered Office Address Includes:

Statement of letter is available upon request
Free Scanning letter services upon request
Free daily letter/parcel notifications via email
Self-collection of mail and parcels between Monday – Friday: (9am to 6pm) (no handling fee)
Mail forwarding / Courier arrangement to a local / overseas address on daily / weekly / monthly basis is available (Service fee of RM 1 is applied for each forwarding)
Receipt of normal mails, air mails, parcels (below 3 kg) or registered mails, approval must be obtained for any bulky items / parcels (especially it is more than 3 kg) sent to the registered office address. Daily handling fee and storage fee is applied.

When collecting letters or parcels from Low TH & Co’s office, please bring your identification documents like NRIC, driving license, or passport for verification. If the collector is not a company director but an authorized person, an authorization letter signed by a director is required for release. In case of identity verification issues, Low TH & Co may contact the director through phone, email, or other means. If verification fails, Low TH & Co reserves the right to reject the collection attempt.

It's important to distinguish between your company's registered office address and its business address. For license applications, a physical premise is mandatory, and the relevant authority will require supporting documents to verify that your company operates from this location. Hence, our registered office address cannot be used as your business address for license applications.

Our quoted fees are among the most competitive in the market compared to our competitors. Despite the dynamic and challenging business environment, we have managed to keep our fees low without compromising the quality of our services. Our commitment to high-quality services sets us apart from providers offering lower secretarial fees.

Standard Charges of Basic Non Routine Corporate Secretarial Services and Disbursements

#1 While adopting a Constitution is not mandatory under the Companies Act 2016 (CA 2016), if you choose to use our standard Constitution for your company, there is a fee of RM400, inclusive of the stamping fee of RM200. Additional charges may apply for customizing the Constitution. Our standard Constitution includes special clauses such as:

Signing of board resolution by majority of directors (signed by all directors as as per the CA 2016)
Adoption of common seal (especially for clients involved in property purchases)

For request of certification of statutory / non-statutory documents, courier fee is chargeable and subject to processing fee of RM10 on top of the said courier fee, for each arrangement.

To arrange postage or courier services, a minimum deposit of RM100 is required. This deposit covers mailing or courier charges related to your company, along with a processing fee of RM1 per arrangement. This deposit cannot be used for any other services or offset against nominee directors' security deposits, if applicable. We will notify you to top up the deposit if it runs low or is fully used, and any remaining balance will be kept for future mailings or refunded upon termination of our services.

Responsibilities of a Malaysia Company Secretary

In addition to monitoring and ensuring compliance with relevant legal requirements, a Malaysia company secretary also has the following responsibilities:

Board Meetings

Managing and coordinating the company's formal decision-making processes and reporting structure; creating meeting agendas with the chairman and/or chief executive; attending meetings, recording minutes, maintaining minute books, certifying copies of minutes, and ensuring adherence to correct procedures.

General Meetings

Creating and securing internal and external agreement on all documents for circulation among shareholders; overseeing meeting administration, attendance, minute-taking, and ensuring procedural correctness.

Company Constitution

Ensuring the company's compliance with its constitution and implementing amendments following proper procedures.

Maintaining Statutory Registers and Books:

Statutory Returns

Updating SSM on:

any changes in the director(s) of a company or particulars relating to director(s)
changes to a directors name or residential address
removal from office in accordance with the Malaysia Companies Act or the constitution
disqualification from holding office
appointments/resignations/deaths
annual return
change of company name
adoption, alteration and revocation of constitution
issue of shares
any other changes that requires updating with SSM

Report and Accounts

Coordinating the publication and distribution of the company's annual report, accounts, interim statement, and preparing the directors' report.

Share Registration

Maintaining the company's register of members, handling share transfers and related matters, addressing shareholder inquiries and requests post-company registration.

Shareholder Communication

Communicating with shareholders via circulars, distributing dividends and interest payments, issuing documentation for rights and capitalization issues, managing general shareholder relations, and liaising with institutional shareholders and their investment protection committees.

Shareholder Monitoring

Monitoring the register of members for any changes to detect potential takeover attempts by analyzing shareholding patterns and inquiring about beneficial ownership from shareholders.

Share and Capital Issues, Transfers and Restructuring

Executing alterations in the company's share and loan capital structure, and developing, executing, and managing share participation schemes for directors and employees.

Acquisitions and Disposals

Acting as an integral member of the company team involved in corporate acquisitions and disposals, safeguarding the company's interests by ensuring the efficiency of all documentation and facilitating thorough due diligence disclosures for proper commercial evaluation before finalizing transactions.

Corporate Governance

Assessing advancements in corporate governance, offering advice and support to directors regarding their duties, responsibilities, and compliance with personal obligations under company law and, when applicable, Stock Exchange regulations.

Non-Executive Directors

Acting as a channel for communication and information with non-executive directors.

Company Seal

Ensuring the secure storage and appropriate utilization of the company seal, if stipulated in the company's constitution.

SSM Compliance Alert and Reminders

Low th & co will send reminders to you on filing deadlines and compliance matters

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