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How to Switch Company Secretary in Malaysia 2026
How to Switch Company Secretary in Malaysia
Not happy with your current company secretary? Maybe they reply slowly, miss deadlines, or do not explain things clearly.
The good news is that you can switch company secretary in Malaysia.
The process is quite simple when you know what to do.
Here is an easy 7-step guide.
1. Know Why You Want to Change
Start by asking one simple question:
What is not working?
Common reasons include:
Slow replies
Poor service
High fees
Missed deadlines
Lack of advice
Difficult communication
Knowing the problem helps you choose a better company secretary.
Do not change just because another provider is cheaper.
Good service, fast replies, and proper compliance support can save you more trouble later.
2. Find a New Company Secretary
Your new company secretary must meet the requirements under Malaysia's Companies Act 2016.
In general, the secretary must be properly qualified and registered to act as a company secretary in Malaysia.
Before hiring someone, ask:
Are you registered with SSM?
Do you have a valid practising certificate?
How fast do you normally reply?
What services are included?
Are there extra charges?
Will you remind us about important deadlines?
Choose someone who explains things clearly.
You should feel comfortable asking questions without hearing confusing legal words every time.
3. Approve the Change
The company should properly approve the new company secretary. This is normally done through a board resolution.
Think of it as an official company record saying:
"We are appointing this person as our new company secretary."
Keep a copy of this document with your company records.
4. Handle the Old Secretary's Resignation
Your current company secretary will normally need to resign or be removed according to the proper process.
Check the terms of your current appointment.
Most importantly, do not leave the company without a secretary for too long.
Under the Companies Act 2016, the position should not remain vacant for more than 30 days.
This is why it is better to arrange your new secretary before ending the old appointment.
5. Make Sure All Documents Are Handed Over
This is one of the most important steps.
Your old company secretary may hold important company records.
Make sure the new secretary receives documents such as:
Company constitution, if applicable
Company registers
Board resolutions
Shareholder resolutions
Shareholding records
Share certificates
Previous SSM filings
Director records
Company meeting records
Important compliance documents
Company seal, if used
Do not simply assume everything has been transferred.
Ask your new secretary to check the documents.
It is much easier to fix missing records during the handover than six months later.
6. Update SSM
The change must also be updated with the Companies Commission of Malaysia, better known as SSM.
Changes involving company secretaries must generally be notified to SSM within 14 days.
This deadline is important.
Write down:
Date of change → SSM filing deadline
This simple habit can help prevent late filings.
Your new company secretary will normally help with the filing process.
7. Check Everything After the Change
Do not stop once the paperwork is submitted.
Check that the new secretary's details are correctly recorded.
You should also update other parties if needed, such as:
Your bank
Accountant
Auditor
Tax agent
Business advisers
Make sure everyone is working with the latest information.
Simple Company Secretary Handover Checklist
Before closing the matter, check these items:
New company secretary appointed
Board approval completed
Old secretary resignation handled
Company records transferred
Missing documents checked
SSM updated
Filing deadline met
Bank and advisers updated
New secretary details confirmed
If you can tick every box, your handover is likely in good shape.
Yes, foreigners can generally register a private limited company, commonly known as a Sdn Bhd, in Malaysia.
SSM states that a private company must have at least one director who ordinarily resides in Malaysia by having a principal place of residence in Malaysia, and at least one promoter.
This means a foreigner may own shares in a Malaysian company, but the company must still meet Malaysian director, registered office, company secretary, licensing, tax, and compliance requirements.
Foreign ownership is also not always the same for every industry.
MIDA states that the Companies Act 2016 does not impose general equity conditions on Malaysian incorporated companies, but specific equity conditions may be imposed by regulating ministries or agencies for certain approvals, operating licences, permits, or registrations.
Key Requirements to Prepare
Before starting company registration in Malaysia for foreigners, prepare these details:
Proposed company name
Business activity and MSIC code
Director details
Shareholder details
Paid-up capital
Registered office address in Malaysia
Licensed company secretary
Beneficial owner information
Licences or permits, if your industry requires them
Final Thoughts
If you are thinking of changing your company secretary, work with a team that has done this many times before.
With more than 30 years of experience and thousands of clients served throughout Klang Valley, we understand the real challenges business owners face when dealing with company secretarial matters.
We can help you manage the handover, review your company records, handle the necessary SSM filings, and make the transition as simple as possible.
Planning to change company secretary in Malaysia ?
Speak to Ashton Corporate Services today.
Website: www.ashtoncorporate.com
WhatsApp: 016-324 0990
Email: general@ashtoncorporate.com
Transition your company registration in Malaysia with Ashton today.
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