What company secretary support covers
A company secretary supports the company’s statutory administration and governance process. The scope depends on your company’s structure, activities and engagement. A clear service agreement should separate standard recurring work from additional corporate events.
Statutory records and registers
Maintain an orderly process for registers, director and shareholder particulars, and records of corporate decisions. Determine where original records are held and who may access them.
Annual filing coordination
Maintain an annual compliance calendar and coordinate information for returns and applicable financial statement lodgements, including review and client approval before filing.
Resolutions and corporate changes
Coordinate directors’ or members’ resolutions and documents for changes in officers, ownership, registered particulars or share capital where applicable.
Beneficial ownership administration
Identify the responsible persons and prepare the information flow for beneficial ownership records and lodgements under the applicable SSM framework.
When you may need CoSec assistance
Different businesses contact a company secretary for different reasons. A newly incorporated Sdn. Bhd. needs its first appointment and basic records. An established company may need to catch up on documentation or clarify filings. A growing group may require better governance around shareholder and board decisions.
New Sdn. Bhd.
SSM guidance says the first company secretary should be appointed within 30 days of incorporation. Check who is appointed and how records and recurring obligations will be managed.
Changing an existing provider
Agree on a written handover checklist, outstanding filings, document custody and the effective date of any appointment or resignation with qualified parties.
Owner-managed SME
A clear annual schedule and transparent distinction between retainer and ad-hoc work can prevent last-minute surprises.
Growing companies
More directors, investors or structural changes usually create additional documents, approvals and governance decisions.
What a service proposal should specify
Before accepting a quote, ask the provider to state the scope in writing. A useful proposal should show the appointed professional, annual work, documents required from your team, filing responsibility, exclusions, response expectations and charges for exceptional work.
Recurring scope
List agreed reminders, standard resolutions, statutory records, annual filing preparation and communications.
Additional work
Incorporation, share changes, director changes, complex resolutions, restoration or rectification work may require separate pricing and documentation.
Practical workflow
Clarify who prepares, checks, signs and lodges each document, and what happens when information arrives late.
A sensible engagement process
A company should not have to guess how its secretarial matters will be handled. The following workflow gives the business and service provider a clearer starting point.
01 · Initial review
Share company details, current secretarial arrangement, key deadlines and pending changes.
02 · Scope and fee confirmation
Receive a written breakdown of ongoing tasks, one-off requests and exclusions.
03 · Document collection
Agree on a secure handover and approval process for statutory materials.
04 · Recurring calendar
Confirm the annual schedule, responsible contacts and escalation procedure.
Frequently asked questions
Is a company secretary compulsory for a Malaysian Sdn. Bhd.?
A Sdn. Bhd. is required to have a company secretary. SSM says the first secretary must be appointed within 30 days of incorporation. The person appointed must meet statutory eligibility and practising requirements.
Does a company secretary replace an accountant?
No. Company secretarial administration and accounting or tax services are distinct responsibilities. They can be coordinated, but the scope and professional parties should be agreed separately.
How much does a company secretary cost in Malaysia?
Fees vary with company activity and the tasks included. Ask for a written split between recurring retainer, statutory filing work, government charges and additional resolutions or changes. CFO.com.my does not publish an unverified fixed fee.
Can I change my existing company secretary?
Generally, a company can arrange a change, subject to applicable rules, appropriate appointments, records and filings. Ask the incoming qualified provider to review the handover and outstanding matters first.
Does CFO.com.my itself act as the statutory company secretary?
No. CFO.com.my is the enquiry and business advisory platform. The company secretarial service provider disclosed on this page is Optimal Comsec Services Sdn. Bhd.; functions that require a practising certificate must be performed by eligible individuals.
Do you have an office in every Malaysian state?
No such claim is made. Enquiries are accepted from businesses across Malaysia, and the delivery arrangement is confirmed for each engagement.
Platform enquiry locations in Kuala Lumpur, Selangor and Penang
CFO.com.my welcomes company secretarial enquiries nationwide. The Kuala Lumpur address below is the professional office of Optimal Comsec Services Sdn. Bhd. and Optimal Business Advisory Sdn Bhd. Petaling Jaya and Penang are O2O Alliance / CFO.com.my platform offices for enquiries and coordination; they are not presented as offices of the professional service providers.
Kuala Lumpur · Mid Valley City
B-1-2, Level 1, Northpoint Offices, Mid Valley City, No.1, Medan Syed Putra Utara, 59200 Kuala Lumpur.Office of Optimal Comsec Services and Optimal Business AdvisoryPetaling Jaya · Selangor
Unit B-01-3A, 3 Two Square, No.2, Jalan 19/1, Section 19, 46300 Petaling Jaya, Selangor Darul Ehsan, Malaysia.Platform office / enquiry coordinationPenang · Bayan Baru
1-12-6, Suntech @ Penang Cybercity, Lintang Mayang Pasir 3, Bayan Baru, 11950 Pulau Pinang, Malaysia.Platform office / enquiry coordinationWho actually provides the Company Secretary service?
Optimal Comsec Services Sdn. Bhd. (Business Registration No.: 202601037826 / 1699921-T) is the designated company secretarial service provider. Its Kuala Lumpur office is at Northpoint Offices, Mid Valley City. Company secretarial appointments and statutory responsibilities are handled by appropriately qualified individuals under the agreed engagement. Petaling Jaya and Penang are platform enquiry locations, not offices of the provider.
Please contact the platform before visiting or arranging any document handover. Meeting availability and the service provider’s arrangements are confirmed individually.
What do you need help with?
Tell us your company name, location and the type of assistance required. We will coordinate the enquiry with the appropriate service provider. Please do not send sensitive company records in an initial WhatsApp message.
Designated service provider
Company secretarial services discussed here are provided by Optimal Comsec Services Sdn. Bhd. (Business Registration No.: 202601037826 / 1699921-T). Statutory appointments and professional work must be carried out by appropriately qualified individuals. CFO.com.my handles enquiries and connects businesses with the designated provider.
Serving businesses throughout Malaysia
Enquiries are welcome nationwide, including Kuala Lumpur, Selangor and Klang Valley, Penang, Johor, Perak and Kedah. This does not imply physical offices in those locations.
Related resources
Official references
- SSM — Incorporation & first company secretary appointment
- SSM — Companies Act 2016 and beneficial ownership guidance
- SSM — Practising certificate guidance
This is general educational information, not legal or regulatory advice. Requirements depend on your company and current SSM guidance. Confirm your specific obligations with the appointed professional.