Quick answer: Every Sdn Bhd must appoint a company secretary within 30 days of incorporation. The secretary must be a natural person aged 18 or above and a Malaysian citizen or permanent resident. They must be licensed by SSM or belong to an approved professional body, and hold an SSM practising certificate. A foreigner cannot take a new appointment.
- Appoint the first company secretary within 30 days of incorporation.
- The secretary must be a Malaysian citizen or permanent resident, so a foreign owner needs a local one.
- Only a licensed secretary or company agent can lodge annual documents with SSM.
- A practising certificate is valid for one year at first, and up to three years when renewed.
Who Can Be a Company Secretary
Requirements under the Companies Act 2016.
| Requirement | Rule |
|---|---|
| Type of person | A natural person. A company cannot act. |
| Age | 18 years or above |
| Nationality | Malaysian citizen or permanent resident |
| Qualification | Licensed by SSM, or a member of an approved professional body such as MAICSA, MIA or the Malaysian Bar |
| Registration | Must register with SSM electronically and hold a practising certificate |
| Not allowed | Persons disqualified under section 238 of the Companies Act 2016, or with pending action under the laws SSM lists |
What a Company Secretary Does
The role in one paragraph
The company secretary is the officer who handles the company's statutory filings with SSM and keeps its official records in order. Under the Companies Act 2016, the first secretary must be appointed within 30 days from the date of incorporation, and the appointment is submitted through SSM's Corporate Registry System.
Annual filings
Only the appointed licensed company secretary or the company's agent can lodge a company's annual return and financial statements through SSM's MBRS system. Someone the secretary or agent appoints can act as a Maker and prepare the particulars, but only the Lodger can submit. Directors still keep the company's accounting records and internal controls.
Beneficial ownership
The secretary or agent enters beneficial ownership information into the company's register and lodges changes with SSM. The board of directors is ultimately responsible for obtaining the information and keeping the register accurate.
Registered office
The company must always have a registered office in Malaysia, open to the public during ordinary business hours. A change must be notified to SSM within 14 days.
Need a company secretary? Speak to us about your filings and appointment.
Foreign Owners and Residency
Why a foreign-owned company needs a local secretary
Under section 235 of the Companies Act 2016, a secretary must be a Malaysian citizen or permanent resident. A foreign owner cannot take the role, and the company must appoint a qualified person who lives in Malaysia.
The grandfathering rule
A person who is not a citizen or permanent resident, and was appointed as secretary before 31 January 2017, may apply for a practising certificate. It covers only the company they were appointed to before that date, and they cannot accept any new appointment.
Practising certificate
A person must register with SSM before acting as a secretary. A certificate issued on first application is valid for one year. A renewed certificate is valid for not more than three years. The application is lodged electronically through SSM's system.
Key Timelines
| Item | Detail |
|---|---|
| Appointment deadline | Within 30 days of the date of incorporation |
| First practising certificate | Valid for one year |
| Renewed certificate | Valid for not more than three years |
| Annual return | Within 30 days of the anniversary date, lodged by the secretary or agent |
| Beneficial owner changes | Record within 14 days, then lodge within 14 days |
| Registered office change | Notify SSM within 14 days |
Do and Do Not
Do
Before you appoint
- Confirm the person is a Malaysian citizen or permanent resident.
- Ask for proof of SSM registration and a valid practising certificate.
- Agree who prepares and who lodges the annual filings.
During the year
- Send your secretary information on changes, such as shareholders or beneficial owners, as soon as they happen.
- Give your secretary time before each deadline.
Do not
Avoid
- Appointing a foreigner who is not a permanent resident.
- Leaving the appointment past 30 days from incorporation.
- Appointing a company instead of a person.
- Assuming anyone can lodge your annual return.
How to Choose a Secretary
Our checklist.
- Qualification: licensed by SSM, or a member of an approved professional body.
- A valid SSM practising certificate.
- A clear scope: annual return, financial statements, beneficial owner register and changes.
- A way to reach them quickly when something changes.
- A fee that states exactly what it includes.
Frequently Asked Questions
Quick answers on company secretaries.
Does a Sdn Bhd need a company secretary?
Yes. The first company secretary must be appointed within 30 days from the date of incorporation.
Who can be a company secretary in Malaysia?
A natural person aged 18 or above who is a Malaysian citizen or permanent resident. The person must be licensed by SSM or be a member of an approved professional body, such as MAICSA, MIA or the Malaysian Bar.
Can a foreigner be a company secretary?
No. A person who is not a citizen or permanent resident can act only if appointed before 31 January 2017, and only for the company they were appointed to then. They cannot accept any new appointment.
Can a company be the company secretary?
No. Under the Companies Act 2016, a secretary must be a natural person.
Does the company secretary need a practising certificate?
Yes. A person must register with SSM before acting as a secretary. The first certificate is valid for one year, and a renewed certificate is valid for up to three years.
What does a company secretary do?
The secretary handles the company's filings with SSM. Only the appointed licensed company secretary or company agent can lodge a company's annual return and financial statements. The secretary also enters beneficial owner information into the register and lodges changes.
Can a foreign-owned company appoint its own staff as secretary?
Only if the person meets the qualifications. The secretary must be a Malaysian citizen or permanent resident, and be licensed by SSM or a member of an approved professional body.
How do I apply to become a company secretary?
The application must be lodged electronically through SSM's electronic filing system. The applicant must not be disqualified under section 238 of the Companies Act 2016 and must have no pending legal action under the laws SSM lists.
Can the secretary be a director?
SSM's guidelines we reviewed do not address this. Ask us for your case.
How many company secretaries can a company have?
SSM's guideline for secretaries does not address the number. Ask us for your case.
How do I check that my secretary is registered?
Ask for the practising certificate and its validity period. SSM requires a person to register before acting as a secretary, and a certificate is valid for one year at first and up to three years once renewed.
How much does a company secretary cost?
The fee depends on the provider and the services included. Compare the scope, not just the price.
About This Guide
This guide was prepared by Neutral Consulting PLT, a Kuala Lumpur firm of chartered accounting and advisory professionals with 10 years in practice. We help foreign and local companies set up, stay compliant and hire talent in Malaysia. Every figure and rule here was checked against the official sources listed below in November 2026.
Sources
Official sources
- SSM, Guideline for Registration to Act as Secretary under Section 241, Companies Act 2016 (22 October 2025)
- SSM, Submitting Incorporation Particulars for a Company
- SSM, Annual Submission
- SSM, Guideline for the Reporting Framework for Beneficial Ownership
This page is general information, not legal advice. Agencies change their requirements, so confirm the current rules with SSM, or with us, before you act. Checked November 2026.
Talk To Us Now
Need a company secretary or a handover? We will guide you. All consultations are by video call.