Corporate Secretary Services in Malaysia
Package Fees for Secretary Services
| Company Secretarial Service Packages Available | Fee (RM) |
|---|---|
| Annual Company Secretary Service | RM1,000 (W/GST RM1,060) |
| Annual Return Submission & Financial Statement Submission to SSM For Private Limited Company (Included SSM Filing fee of RM200) | From RM500 (W/GST RM530) |
| Preparation of XBRL Report for SSM Submission | From RM530 (Dormant Company) From RM1,060 (Active Company) |
* billed in one year in advance
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
- Provision of registered office address #
- Advice on secretarial/statutory/compliance/accounting/tax/GST matters
- Monitoring and ensuring compliance with relevant legal requirements, particularly under the Companies Act and Income Tax Act. Regular compliance alert via email.
# The use of Exotic’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.
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.
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 info@exoticbs.com for a no-obligation consultation!
Standard Charges of Non Routine Corporate Secretarial Services and Disbursements
| Packages Available | Fee (RM) |
|---|---|
| Company Name Search (each application) | RM 100 (W/GST RM106) |
| Change of company name | RM 500 (W/GST RM530) |
| SSM Company Profile (each company) | RM 100 (W/GST RM106) |
| SSM Company Images (i.e. Statutory forms) | RM 50 (W/GST RM53) |
| Increase of Issued Share Capital | RM 350 (W/GST RM371) for first allottee RM 100 (W/GST RM106) each additional allottee |
| Splitting of Shares | From RM 250 (W/GST RM265) |
| Transfer of Shares (excludes stamp duty payable) | From RM 250 (W/GST RM265) |
| Issuance / Replacement of share certificate | From RM 250 (W/GST RM265) |
| Resolution for Declaration of Dividend | RM250 (W/GST RM265) for first shareholder RM100 (W/GST RM106) each additional shareholder |
| Change of Nature of Business | RM100 (W/GST RM106) |
| Change of Business Address | RM100 (W/GST RM106) |
| Change of Address of Accounting Records | RM100 (W/GST RM106) |
| Appointment/Resignation of Director | RM 250 (W/GST RM265) per director |
| Update of Director’s Particular | RM 100 (W/GST RM106) per director |
| Change of Secretary and registered office | RM 300 (W/GST RM318) |
| Appointment/ Resignation of Auditors | RM 200 (W/GST RM212) |
| Change of Financial Year-end | RM 150 (W/GST RM159) |
| Opening/Closure of Bank Account | RM 150 (W/GST RM159) |
| Outgoing signing of documents at the bank branch by Company Secretary / Nominee Director | From RM 500 (W/GST RM530) |
| Change of Bank Authorised Signatory/Signatories | RM 150 (W/GST RM159) |
| Application for Extension of Time for Annual General Meeting | RM 300 (W/GST RM318) |
| Amendment of Constitution (formerly known as Memorandum and Articles of Association) | From RM 600 (W/GST RM636) |
| Lodgement of a new standard Constitution for your Company with SSM @ | From RM 400 (W/GST RM424) |
| Purchase/Disposal of Property/ Tenancy Agreement | From RM 150 (W/GST RM159) |
| Attend Meeting by Corporate Secretary or representative (in Exotic Group) (Excluding disbursement and Records of minutes) | From RM 400 (W/GST RM424) per hour |
| Attend Meeting by Corporate Secretary or representative (in Client Office) (Excluding disbursement and Records of minutes) | From RM 700 (W/GST RM742) per hour |
| Letter of Confirmation by Secretary that the Company has no Constitution | From RM 200 (W/GST RM212) |
| Letter of Confirmation of Company Information by Secretary | From RM 400 (W/GST RM424) |
| Letter of Confirmation of Minutes for Audit Purpose by Secretary | From RM 250 (W/GST RM265) |
| Closure of Company – Striking-off | From RM 2,000 (W/GST RM2,120) |
| Certification of Statutory Document | RM 5 (W/GST RM5.30) per page |
| Certification of Non-Statutory Document (e.g. NRIC, Passport, etc.) | RM 50 (W/GST RM53) per page |
| Referral Fee for Opening of Bank Account | RM 50 (W/GST RM53) per bank |
| Rubber stamp | RM 50 (W/GST RM53) per unit |
| Common seal | RM 100 (W/GST RM106) per unit |
| Purchase of Certificate of Incorporation (Section 17) from SSM | RM 100 (W/GST RM106) |
| Abolish existing Constitution ( fka Memorandum and Articles of Association) | RM 150 (W/GST RM159) |
| Any other resolution not specified in this schedule | To be adviced |
@ 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 RM424 (W/GST) 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)
Responsibilities of a Company Secretary
In addition to monitoring and ensuring compliance with relevant legal requirements, a 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
Exotic Group will send reminders to you on filing deadlines and compliance matters.