{"id":7878,"date":"2025-08-08T04:13:19","date_gmt":"2025-08-08T04:13:19","guid":{"rendered":"https:\/\/fareezbiz.com\/crm\/?p=7878"},"modified":"2025-08-08T04:13:22","modified_gmt":"2025-08-08T04:13:22","slug":"how-to-change-a-company-secretary-in-malaysia","status":"publish","type":"post","link":"https:\/\/fareezbiz.com\/crm\/free-article\/how-to-change-a-company-secretary-in-malaysia\/","title":{"rendered":"How to Change a Company Secretary in Malaysia"},"content":{"rendered":"\n<figure class=\"wp-block-image size-large is-resized\"><img decoding=\"async\" width=\"1024\" height=\"684\" src=\"https:\/\/fareezbiz.com\/crm\/wp-content\/uploads\/2025\/08\/2149412243-1024x684.jpg\" alt=\"\" class=\"wp-image-7879\" style=\"width:545px;height:auto\" srcset=\"https:\/\/fareezbiz.com\/crm\/wp-content\/uploads\/2025\/08\/2149412243-1024x684.jpg 1024w, https:\/\/fareezbiz.com\/crm\/wp-content\/uploads\/2025\/08\/2149412243-300x200.jpg 300w, https:\/\/fareezbiz.com\/crm\/wp-content\/uploads\/2025\/08\/2149412243-768x513.jpg 768w, https:\/\/fareezbiz.com\/crm\/wp-content\/uploads\/2025\/08\/2149412243-1536x1025.jpg 1536w, https:\/\/fareezbiz.com\/crm\/wp-content\/uploads\/2025\/08\/2149412243.jpg 2000w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">Changing your company secretary in Malaysia is a common yet crucial process for maintaining proper corporate governance. Whether due to non-performance, a change in service requirements, or cost considerations, it is important to ensure that the transition is handled in accordance with the <a href=\"https:\/\/www.ssm.com.my\/Pages\/Legal_Framework\/Companies%20-Act%20-1965-(Repealed)\/aktabi_20160915_companiesact2016act777_0.pdf\"><strong>Companies Act 2016<\/strong><\/a> and relevant guidelines issued by the <a href=\"https:\/\/www.ssm.com.my\/Pages\/Home.aspx\"><strong>Companies Commission of Malaysia (SSM)<\/strong><\/a>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This article provides a detailed explanation of the process, legal requirements, documents needed, and key considerations when changing your company secretary.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity is-style-wide\"\/>\n\n\n<h3 class=\"wp-block-heading\" id=\"why-you-may-need-to-change-your-company-secretary\"><strong>Why You May Need to Change Your Company Secretary<\/strong><\/h3>\n\n\n<p class=\"wp-block-paragraph\">There are several reasons a company may decide to replace its company secretary, including:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Inefficient communication or delayed filings<\/strong><\/li>\n\n\n\n<li><strong>High professional fees without added value<\/strong><\/li>\n\n\n\n<li><strong>Lack of proactive compliance support<\/strong><\/li>\n\n\n\n<li><strong>The need for more advanced corporate governance services<\/strong><\/li>\n\n\n\n<li><strong>Relocation or changes in company structure<\/strong><strong><br><\/strong><\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Regardless of the reason, the company must follow the legal process to ensure the change is valid and compliant.<\/p>\n\n\n<h3 class=\"wp-block-heading\" id=\"legal-requirements-to-appoint-a-new-company-secretary\"><strong>Legal Requirements to Appoint a New Company Secretary<\/strong><\/h3>\n\n\n<p class=\"wp-block-paragraph\">According to the <strong>Companies Act 2016 (Section 235)<\/strong>, a company secretary must:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Be a <strong>natural person<\/strong> aged 18 years and above;<\/li>\n\n\n\n<li>Be a Malaysian citizen or permanent resident residing in Malaysia;<\/li>\n\n\n\n<li>Be either:\n<ul class=\"wp-block-list\">\n<li>A member of a prescribed professional body (e.g. MAICSA, MIA, MICPA, Malaysian Bar); or<\/li>\n\n\n\n<li>Licensed by the <strong>Companies Commission of Malaysia (SSM)<\/strong> under Section 20G of the Companies Commission of Malaysia Act 2001;<br><\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">Not be an undischarged bankrupt or convicted of any offence involving fraud or dishonesty.<\/p>\n\n\n<h3 class=\"wp-block-heading\" id=\"stepbystep-process-to-change-a-company-secretary\"><strong>Step-by-Step Process to Change a Company Secretary<\/strong><\/h3>\n\n\n<p class=\"has-ast-global-color-2-color has-text-color has-link-color has-medium-font-size wp-elements-9b77b770c933a727b68cabc0c3e57a4f wp-block-paragraph\"><strong>1. Board Resolution<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The Board of Directors must pass a resolution to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Accept the resignation or terminate the appointment of the existing company secretary; and<\/li>\n\n\n\n<li>Appoint a new qualified company secretary.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">This resolution must be documented and signed in accordance with the company\u2019s constitution or standard procedures.<\/p>\n\n\n\n<p class=\"has-ast-global-color-6-color has-text-color has-link-color has-medium-font-size wp-elements-9f2a90045050bec31a51d6e5f0c85d20 wp-block-paragraph\"><strong>2. Obtain Consent from the New Company Secretary<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Before the appointment is made official, the new company secretary must provide written consent to accept the role. This declaration will accompany the necessary forms to be lodged with SSM.<\/p>\n\n\n\n<p class=\"has-ast-global-color-2-color has-text-color has-link-color has-medium-font-size wp-elements-31158c6a34d320d96a0afde252ec9270 wp-block-paragraph\"><strong>3. Prepare and Lodge Required Documents<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The company (or the outgoing company secretary) must file a notification with the Companies Commission of Malaysia (SSM) using the <strong>Lodgement of Change in the Register of Directors, Managers and Secretaries (Section 58)<\/strong>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The following documents are typically required:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Board resolution(s)<\/li>\n\n\n\n<li>Resignation letter from the outgoing secretary<\/li>\n\n\n\n<li>Appointment letter and consent form of the new secretary<\/li>\n\n\n\n<li>Identification documents (NRIC copy or equivalent)<\/li>\n\n\n\n<li>Updated company register and secretarial records<br><\/li>\n<\/ul>\n\n\n\n<p class=\"has-ast-global-color-2-color has-text-color has-link-color has-medium-font-size wp-elements-fc1bd09b1aa2d01ca4af2898c4b508c4 wp-block-paragraph\"><strong>4. Submission to SSM<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The relevant documents must be submitted via the <strong>MyCoID system<\/strong> (for online filing) or manually at SSM counters. The change must be notified to SSM within <strong>14 days<\/strong> from the date of resignation or termination.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Failure to do so may result in penalties as per Section 58 of the Companies Act 2016.<\/p>\n\n\n\n<p class=\"has-ast-global-color-6-color has-text-color has-link-color has-medium-font-size wp-elements-6b021d93180989dd775ba10cde7b8b81 wp-block-paragraph\"><strong>5. Ensure No Vacancy Beyond Legal Limit<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A company must ensure that the position of the company secretary is not vacant for more than <strong>30 days<\/strong>. Non-compliance may lead to fines of up to <strong>RM 50,000<\/strong> for each officer in default.<\/p>\n\n\n\n<p class=\"has-ast-global-color-6-color has-text-color has-link-color has-medium-font-size wp-elements-855ede44e521d4c579995e720289f2b0 wp-block-paragraph\"><strong>6. Handover of Statutory Records<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The outgoing company secretary must transfer all statutory documents, registers, and the company seal (if any) to the newly appointed company secretary. This ensures a smooth continuation of the company\u2019s statutory compliance and governance.<\/p>\n\n\n<h3 class=\"wp-block-heading\" id=\"postchange-responsibilities\"><strong>Post-Change Responsibilities<\/strong><\/h3>\n\n\n<p class=\"wp-block-paragraph\">Once the new company secretary is appointed, the following actions may be required:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Updating the company\u2019s letterhead and statutory documents<\/li>\n\n\n\n<li>Informing stakeholders such as banks, auditors, and business partners<\/li>\n\n\n\n<li>Filing any outstanding annual returns or updates to reflect the new secretary&#8217;s credentials<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Reviewing the company\u2019s corporate governance practices under the new secretary\u2019s guidance<\/p>\n\n\n<h3 class=\"wp-block-heading\" id=\"fees-and-professional-costs\"><strong>Fees and Professional Costs<\/strong><\/h3>\n\n\n<p class=\"wp-block-paragraph\">Changing a company secretary typically involves:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Professional service fees<\/strong> charged by the new secretary (varies by firm)<\/li>\n\n\n\n<li><strong>SSM lodgement fee<\/strong> (usually RM20\u2013RM100 depending on the mode of filing)<\/li>\n\n\n\n<li>Any <strong>penalties<\/strong> for late submission, if applicable<br><\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Some company secretarial firms offer packages that include resignation filing, new appointment, and records updating at a fixed cost.<\/p>\n\n\n<h3 class=\"wp-block-heading\" id=\"best-practices\"><strong>Best Practices<\/strong><\/h3>\n\n\n<p class=\"wp-block-paragraph\">To ensure a smooth transition:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Conduct due diligence before appointing a new secretary;<\/li>\n\n\n\n<li>Ensure there is <strong>no overlap or vacancy period<\/strong> between the outgoing and incoming secretaries;<\/li>\n\n\n\n<li>Request a full handover checklist from the outgoing secretary;<\/li>\n\n\n\n<li>Store digital and physical copies of statutory records securely.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Need assistance with changing your company secretary in Malaysia?<\/strong><strong><br><\/strong>We offer professional, efficient, and transparent services tailored to your business needs. Contact us today to get started.<\/p>\n\n\n\n<div class=\"wp-block-buttons is-layout-flex wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button\"><a class=\"wp-block-button__link wp-element-button\" href=\"https:\/\/fareezlaw.typeform.com\/to\/VCpHja#source=changecosec\">contact us now<\/a><\/div>\n<\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Changing your company secretary in Malaysia is a common yet crucial process for maintaining proper corporate governance. Whether due to [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":7879,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_seopress_robots_primary_cat":"","_editorskit_title_hidden":false,"_editorskit_reading_time":0,"_editorskit_is_block_options_detached":false,"_editorskit_block_options_position":"{}","site-sidebar-layout":"default","site-content-layout":"","ast-site-content-layout":"default","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","theme-transparent-header-meta":"","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"set","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"ast-content-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"_themeisle_gutenberg_block_has_review":false,"footnotes":""},"categories":[1],"tags":[],"class_list":["post-7878","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-free-article"],"_links":{"self":[{"href":"https:\/\/fareezbiz.com\/crm\/wp-json\/wp\/v2\/posts\/7878","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/fareezbiz.com\/crm\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/fareezbiz.com\/crm\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/fareezbiz.com\/crm\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/fareezbiz.com\/crm\/wp-json\/wp\/v2\/comments?post=7878"}],"version-history":[{"count":1,"href":"https:\/\/fareezbiz.com\/crm\/wp-json\/wp\/v2\/posts\/7878\/revisions"}],"predecessor-version":[{"id":7881,"href":"https:\/\/fareezbiz.com\/crm\/wp-json\/wp\/v2\/posts\/7878\/revisions\/7881"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/fareezbiz.com\/crm\/wp-json\/wp\/v2\/media\/7879"}],"wp:attachment":[{"href":"https:\/\/fareezbiz.com\/crm\/wp-json\/wp\/v2\/media?parent=7878"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/fareezbiz.com\/crm\/wp-json\/wp\/v2\/categories?post=7878"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/fareezbiz.com\/crm\/wp-json\/wp\/v2\/tags?post=7878"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}