Taxman Malaysia

Secretarial Services

Our Annual Company Secretary Services Package provides:

  1. Acting as named Corporate secretary by our qualified professional staff (Malaysian)
  2. Safekeep company common seal, if any
  3. Maintaining the Minutes and Register Books
  4. Maintaining the Beneficiary Owner Disclosure Policy
  5. Provision of registered office address #
  6. Advice on secretarial/statutory/compliance/accounting/tax/GST matters
  7. 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, beneficial owners are more than 3 persons or entity – a once-off RM100 per person or entity due diligence review fees will apply.

# The use of Taxman Malaysia’s office premise as your company’s Registered Address is for fulfilment of statutory requirements under the Companies Act whereby all the statutory records shall be kept and accessible to the public. Hence, it is common practice that the registered address shall be the Company Secretary’s office address. Please note that the provision of registered address is already included as part of our company secretarial package.

Our office in Malaysia utilizes outsourced reputable security system on top of the building security control in-and-out gate and the building security guards. The 24 hours central monitoring system and 24 hours armed response team will assured you with our 3-tiers security systems to prevent and minimize the possibilities of loss of secretarial file, secretarial file get burned or secretarial file stolen.

Provision of Registered Office Address Includes:

  1. Statement of letter is available upon request
  2. Free Scanning letter services upon request
  3. Free daily letter/parcel notifications via email
  4. Self-collection of mail and parcels between Monday – Friday: (9am to 6pm) (no handling fee)
  5. Receipt of normal mails, air mails, parcels (below 3 kg) or registered mails *
  6. 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)

* 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.

** For collection of letter(s)/parcel(s) from 3E’s office, please bring along your identification documents such as NRIC, driving licence, passport, etc. for identity verification purposes. If the person who will be collecting the letter(s)/parcel(s) is not a director of the Company but an authorized personnel, please present to us an authorization letter signed by a director before we could release the letter(s)/parcel(s) to the authorized person. In any event if Taxman Malaysia is not able to verify the identity of the person collecting the letter(s)/parcel(s), Taxman Malaysia may make the best effort to try other means such as contacting the director via phone call, email or other tele-communication means for the purpose. If any of such verification fails, Taxman Malaysia shall have the right to reject the attempted collection.

Please note that registered office address shall not be confused with business address of your company. For license application purpose, it is mandatory to have a physical premise for license application and the relevant authority will request for the supporting documents from the applicant company to verify that the applicant company is operating at the said physical premise. Therefore, our registered office address shall NOT be stated as your business address for license application.

Our fees quoted to you is one of best quote in the market among our comparable competitors. With the dynamic and challenging working environment, we are still able to maintain our fees as one of the lowest in the market among our comparable competitors without compromising on our high quality of services to you. The difference in our quality services will alert you why you should avoid low secretarial fees service provider.

Contact us today at [email protected] for a no-obligation consultation!

Standard Charges of Basic Non Routine Corporate Secretarial Services and Disbursements

Basic Packages Available

Fee (RM)

Company Name Search (each application)

RM100

Change of company name

RM500

SSM Company Profile (each company)

RM100

SSM Company Images (i.e. Statutory forms)

RM50

Increase of Issued Share Capital

From RM350 for first allottee

RM100 each additional allottee

Splitting of Shares

From RM250

Transfer of Shares (excludes stamp duty payable)

From RM250 per transfer form

Issuance / Replacement of share certificate

From RM250

Resolution for Declaration of Dividend

RM350 for first shareholder

RM100 each additional shareholder

Change in Beneficial owners, Registrable controllers and Nominator of nominee director

From RM100 per individual

Change of Nature of Business

RM200

Change of Business address (and/ or) Change of Address of Accounting Record

RM100

Appointment/Resignation of Director

From RM250 per director

Update of Director’s Particular

RM100 per director

Change of Secretary and registered office

RM300

Appointment of First Auditor

RM200

Change of Auditors

RM400

Change of Financial Year-end

RM400

Opening/Closure of Bank Account

RM150

Outgoing signing of documents at the bank branch by Malaysia Company Secretary / Nominee Director

From RM500

Change of Bank Authorised Signatory/Signatories

RM150

Application for Extension of Time for Annual General Meeting

RM300

Amendment of Constitution (formerly known as Memorandum and Articles of Association)

From RM600

Lodgement of a new standard Constitution for your Company with SSM @

From RM400

Purchase/Disposal of Property/ Tenancy Agreement

From RM150

Attend Meeting by Corporate Secretary or representative (in 3E Office) (Excluding disbursement and Records of minutes)

From RM400 per hour

Letter of Confirmation by Secretary that the Company has no Constitution

From RM100

Letter of Confirmation of Company Information by Secretary

From RM400

Letter of Confirmation of Minutes for Audit Purpose by Secretary

From RM150

Closure of Company – Striking-off

From RM2,000

Certification of Statutory Document

RM5 per page

Certification of Non-Statutory Document (e.g. NRIC, Passport, etc.)

RM50 per page

Referral Fee for Opening of Bank Account

RM50 per bank

Rubber stamp

RM50 per unit

Common seal

RM100 per unit

Purchase of Certificate of Incorporation (Section 17) from SSM

RM100

Abolish existing Constitution ( fka Memorandum and Articles of Association)

RM150

Any other resolution not specified in this schedule

To be advised

@ The adoption of Constitution is optional under the Companies Act 2016 (CA 2016) and if you are interested to adopt our standard Constitution for your company, our fee is RM400 which includes stamping fee (RM200). Extra charge for customisation of Constitution applies. Amongst the special clauses included in our standard Constitution are as follow:-

Signing of board resolution by majority of directors (signing by all directors as required under CA 2016)

Adoption of common seal (which is useful when client purchase properties)

@@ The disbursements include one time courier fee to a local address within Peninsula Malaysia for documents below 0.5 kg only.

(Note: Full rate courier fee is chargeable for documents weighing above 0.5 kg).

For request of certification of statutory / non-statutory documents, courier fee is chargeable and subject to processing fee of RM1 on top of the said courier fee, for each arrangement.

For postage / courier arrangement, a minimum mailing deposit of RM100 is required. The mailing deposit will be utilised for mailing / courier charges incurred in respect of your company and also our processing fee of RM1 for each arrangement. The said deposit is not allowed to utilise for any of our other services as it is serving different purposes or offset from the security deposit of nominee directors service (if any). We will inform you to top up the deposit account when it is falling low or has been fully utilized and the balance deposit will remain with us for future mailings or be refunded in the event of termination of our service.


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

Co-coordinating the operation of the company’s formal decision making and reporting machinery; formulating meeting agendas with the chairman and /or the chief executive; attending meetings, taking minutes; maintaining minute books; certifying copies of minutes and ensuring that correct procedures are followed.

General Meetings

Originating and obtaining internal and external agreement to all documentation for circulation to shareholders; co-coordinating the administration and attending of meetings, taking minutes and ensuring that correct procedures are followed.

Company Constitution

Ensuring that the company complies with its constitution and drafting/incorporating amendments in accordance with correct 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 and interim statement, and the preparation of the directors’ report.

Share Registration

Maintaining the company’s register of members, dealing with transfers and other matters affecting shareholdings and dealing with queries and requests from shareholders after registering company.

Shareholder Communication

Communicating with the shareholders (i.e. through circulars), payment of dividends and interest, issuing documentation regarding rights issues and capitalization issues, general shareholder relations and relations with institutional shareholders and their investment protection committees.

Shareholder Monitoring

Monitoring changes within the register of members to identify an apparent ‘stake-building’ in the company’s shares by potential takeover bidders and making enquiries of members as to beneficial ownership of holdings.

Share and Capital Issues, Transfers and Restructuring

Implementation of changes in the structure of the company’s share and loan capital and devising, implementing and administering directors’ and employees’ share participation schemes.

Acquisitions and Disposals

Participating as a key member of the company team established to implement corporate acquisitions and disposals, protecting the company’s interests by ensuring the effectiveness of all documentation and that due diligence disclosures enable proper commercial evaluation prior to completion of a transaction.

Corporate Governance

Reviewing developments in corporate governance and advising and assisting the directors with respect to their duties and responsibilities, compliance with their personal obligations under company law and, if applicable, Stock Exchange requirements.

Non-Executive Directors

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

Company Seal

Ensuring the safe custody and proper use of the company seal if provided for in the company constitution.

SSM Compliance Alert and Reminders

Taxman Malaysia will send reminders to you on filing deadlines and compliance matters

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Taxman Malaysia

Professional secretarial services.

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