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COMPANY SECRETARY

Trust us when we say you're in good hands.

MISHU’s digital company secretary service is provided by qualified secretaries who are well versed with company law and procedure. As your company secretary, we will help you to prepare resolutions, attend board and shareholders’ meeting (physically or digitally), record meeting minutes, track filing deadlines and attend to your specific business needs.

There’s no completely replacing the human element yet when it comes to providing adequate company secretarial support. No worries, our company secretaries will still attend to you if you need to communicate with them physically.

Secretarial Services

Transparent pricing, committed services.

RM60/month   x 12 MONTHS UPFRONT
No lock in period! Advance fee will be refunded pro-rated if terminate before expiry.

We believe in transparency and are committed to building long term relationship with you. You pay one yearly fee and get unlimited access to the following routine services under our company secretarial services:

  • Acting as a named company secretary by our qualified professional
  • Provision of registered address
  • Maintenance of corporate records (share certificates, registers and minutes book)
  • Safekeeping of company common seal and share certificates, if any securely
  • Advice on secretarial, statutory, compliance, accounting and tax matters
  • Monitoring of filing deadlines
  • Regular company law compliance updates and alerts through email
  • No lock in period – advance fee will be refunded pro-rated if terminate before expiry
  • Unlimited file storage on our secure portal

FAQs

Frequently Asked Questions

What is a company secretary?

A company secretary is an officer of a company (well, not the one you treat as your PA in the office). Under Malaysian law, every company must appoint a company secretary – it is compulsory, not an option. A company secretary has a huge responsibility to ensure the company’s paperwork is in order, filed on time and advise the board to always stay in compliance with statutory and regulatory requirements.

Why outsource company secretarial services?

Only really big companies will have an in-house company secretary as their employee. Most SMEs in Malaysia outsource and appoint an external company secretary. This way they can save on salary and associated taxes and employee benefits.

Can I appoint another company secretary if I am not too happy with my current one?

Yes, of course. There should not be any minimum lock-in period because the law allows the board to appoint a new company secretary at any time. MISHU was created to provide transparent, efficient and innovative company secretary services. Switch to us if you like what we do here!

Is company secretary a director of the company also?

No, these are two different roles in the company. However, if the same person wants to be both, this is allowed under the Malaysian law, provided the company has more than 1 director.

What documents does a company secretary prepare?

To put it simply, whenever there is a change in director, auditor, shareholder, company secretary, share capital or the name of the company, you need to notify your company secretary to effect the change. The company secretary will prepare the necessary resolutions and forms and update SSM of such change. The company secretary will also keep register books and prepare minutes and official correspondences.

Can I get all my professional services done by a company secretary?

We all know how lucky it is if a company secretary can multi-task and do everything under the sun! Unfortunately, a company secretary can only do so much. Please do not treat your company secretary as your lawyer, accountant, tax advisor or even your PA. These are all different roles and should be performed by your respective professionals.

Duties & Responsibilities

as a Company Secretary

Every company must appoint a company secretary under Malaysian law. But do you know what does a company secretary do? Let us tell you his/her duties and responsibilities:

1. Updating the company’s statutory information

The company secretary must ensure that any change in the statutory information below should be duly completed in the relevant prescribed forms and lodged with the SSM within the required period of time:
  • Removal of officers from office
  • Disqualification from holding office
  • Appointments/resignations/deaths
  • Annual return
  • Change of company name
  • Adoption, alteration and revocation of constitution
  • Issue, splitting, transfer of shares
  • Any other changes that require notification with SSM

2. Reminding you on important dates

The company secretary should advise the board of directors of the relevant dates for holding the company’s annual general meeting, filing annual return, submitting financial statement.

3. Handling company’s board, general and extraordinary general meetings

The company secretary’s role is purely administrative which includes the following:
  • Arranging and liaising with the chairman and/or managing director for agenda papers and items for the agenda
  • Providing general advice on matters relating to company secretarial matters
  • Booking and preparing the meeting room
  • Attending and taking down minutes of the meeting
  • Maintaining minute books
  • Following up on decisions made
  • Playing an advisory role to the chairman and the board of directors
  • Lodging statutory returns as appropriate
  • Certifying copies of minutes
  • Ensuring that correct meeting procedures are followed

4. Compliance with company constitution

The company secretary must ensure that the company complies with its constitution and drafting/incorporating amendments in accordance with correct procedures.

5. Maintaining share registration and safe custody of documents

The company secretary has a duty to maintain the company’s register of members, deal with transfer of shares and other matters relating to shareholding. He usually also keep in safe custody of the company seal and original share certificates.

6. Coordinating with shareholders

The company secretary maintains constant communication and acts as a link between the company and shareholders through circular resolutions, issues documents regarding rights issues and capitalisation issues, monitor changes within the register of members to identify potential takeover bid, make enquiries about the ultimate beneficial ownership of shareholdings, general shareholder relations, etc.

7. Advising corporate governance

The company secretary must keep himself abreast with the latest development of the company and securities laws so that he can always advise the board on proper corporate governance matters, assist directors with respect to their duties and responsibilities, compliance with company and securities laws and Bursa Malaysia Listing Requirements (for public listed companies).

8. Acting as an officer of the company and advisor to the Board

The company secretary is the primary point of contact between shareholders and directors, and between company and SSM. He also plays a key role in the event of a corporate exercise (merger, acquisition, disposal, winding up) where he has a duty to ensure the effectiveness of all documentation, ensuring due diligence disclosures, enabling proper commercial evaluation prior to completion of a transaction and timely execution of documentation, etc.

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