Every Sdn Bhd in Malaysia must appoint a licensed company secretary (cosec) within 30 days of incorporation. It's not optional. It's Companies Act 2016, Section 235. And once you're incorporated, your cosec is responsible for keeping you on the right side of SSM — year after year.
The problem isn't finding a cosec. They're everywhere. The problem is finding one who is actually licensed, actually responsive, and actually worth what they charge. This guide gives you the honest comparison, the verification steps, and the red flags to walk away from.
If you're still deciding whether to incorporate a Sdn Bhd first, read our complete Sdn Bhd registration guide. Already incorporated and looking to understand what your cosec is legally required to do? The company secretary Malaysia explainer covers that in full.
The Three Options — In-House vs Outsourced Firm vs Solo Licensed CoSec
There are three realistic paths for Malaysian SMEs. Each has a distinct cost profile, compliance risk, and scalability ceiling.
| Factor | In-House CoSec | Outsourced CoSec Firm | Solo Licensed CoSec |
|---|---|---|---|
| Typical cost | RM 2,500–5,000+/month (salary + EPF/SOCSO) | RM 800–2,500/year retainer | RM 600–1,800/year retainer |
| SSM compliance | Full-time, immediate | Strong — multiple staff, SOP-driven | Variable — depends on individual capacity |
| Response time | Same day | 1–3 business days (typical) | Varies — could be fast or slow |
| Statutory registers | Maintained internally | Maintained by firm (digital or physical) | Maintained by individual |
| Business continuity | Risk if staff leaves | Strong — firm continues regardless of staff change | Risk if individual is unavailable |
| Scalability | High — handles complex structures | High — most firms handle multi-entity groups | Limited — solo capacity ceiling |
| Best for | Listed companies, large groups, high-frequency filings | Most Malaysian SMEs — best balance of cost and reliability | Very simple, low-activity Sdn Bhd with infrequent changes |
The verdict for most Malaysian SMEs: outsourced cosec firm. You get a licensed team, a proper SLA, and no liability gap if the individual cosec is sick, changes career, or loses their licence. The cost difference over a solo cosec is small; the reliability difference is material.
What a CoSec Package Must Include
Before you sign any retainer agreement, confirm in writing that these are included in the base fee — not charged separately.
| Service | SSM Requirement? | Should Be in Base Retainer? | Notes |
|---|---|---|---|
| Annual Return filing (Section 68) | Yes — mandatory | Always | Filed within 30 days of incorporation anniversary. SSM statutory fee: RM150 (paid separately to SSM) |
| Maintenance of statutory registers | Yes — mandatory | Always | Register of Members, Directors, Charges, and Beneficial Owners |
| Annual General Meeting (AGM) minutes | Yes — required annually | Always | Private companies may pass written resolutions in lieu of a physical AGM |
| Director appointment/resignation (Form 48A) | Yes — when applicable | Usually included (1–2 changes/year) | Frequent changes (3+/year) are often billed extra |
| Share transfer processing (Form 32A) | Yes — when applicable | Often extra | Most retainers exclude this — clarify before signing |
| Registered office address | Mandatory to maintain one | Often extra (RM 200–600/year) | Some cosec firms provide this as an add-on — useful for home-based directors |
| EGM (Extraordinary GM) notices and minutes | As needed | Rarely in base retainer | Typically billed per EGM |
The SSM statutory filing fees (like the RM150 Annual Return fee) are government-mandated fixed amounts paid directly to SSM — these are separate from your cosec's service fee and should not be marked up by your cosec.
Need a licensed company secretary in Malaysia?
We work with SMEs across Kuala Lumpur, Selangor, Penang, and Johor Bahru. Tell us your company structure and we'll match you with the right cosec package. See our company secretary service or WhatsApp us directly.
What SSM Licensing Means — and Why It Matters
Not everyone who calls themselves a "company secretary" in Malaysia is legally permitted to act as one. The Companies Act 2016 is clear: a company secretary must be a natural person (not a company) who holds a valid practising certificate issued by SSM.
To qualify for that certificate, they must be:
- A member of MAICSA (Malaysian Institute of Chartered Secretaries and Administrators), or
- A licensed advocate and solicitor, or
- A person approved by SSM under specific circumstances
The licence must be renewed annually. A cosec who hasn't renewed their practising certificate is practising illegally — and any filings they lodge with SSM on your behalf could be challenged.
This is not a technicality. If SSM discovers your appointed cosec isn't licensed, your company faces penalties. So does the individual. And the filing record associated with your company could be flagged, causing complications for loan applications, tenders, and future transactions.
How to Verify a CoSec is SSM-Licensed
Two verification paths. Use both if you're unsure.
1. SSM e-info portal. Go to einfo.ssm.com.my and search by the cosec's name or licence number. An active practising certificate will show up with an expiry date. If the record doesn't appear or shows "expired", don't proceed.
2. MAICSA member search. If the cosec claims MAICSA membership (most do), go to maicsa.org.my and search their name. Active members in good standing are listed. Suspended or lapsed members will not appear, or will show a status flag.
Ask for both the SSM licence number and the MAICSA membership number before signing. A legitimate cosec will provide these without hesitation. If they deflect, hedge, or tell you to "just trust them" — walk away.
Price Guide — What to Expect to Pay
There are no statutory price caps on cosec fees in Malaysia. Prices vary based on location, firm size, service scope, and company complexity. Here's what the market looks like:
Standard retainer (annual return + AGM minutes + statutory registers):
- Solo licensed cosec: from RM 600–1,800/year
- Outsourced cosec firm (KL/Selangor): from RM 1,000–2,500/year
- Outsourced cosec firm (Penang, JB, Ipoh): from RM 800–2,000/year
Add-ons (commonly billed separately):
- Registered office address: RM 200–600/year
- Share transfer processing: RM 150–500 per transfer
- EGM preparation and filing: RM 200–800 per EGM
- Company name change: RM 300–800 (plus SSM statutory fees)
- Foreign shareholder compliance (additional BO declarations, FIDE): RM 300–1,000/year additional
If a cosec firm quotes you an unusually low base retainer (under RM 400/year), find out exactly what's included. The base fee often excludes the annual return filing itself — which is then billed separately at an inflated rate. Get the full scope in writing before comparing prices.
Red Flags When Choosing a CoSec
Most cosec problems are preventable. These are the signs to look for before signing anything.
1. They can't provide a licence number for verification. This is the hardest stop. A licensed cosec has a number. If they can't or won't provide it, the reason is almost certainly that they don't have one.
2. No written retainer agreement. Your cosec engagement should be in writing — scope, fee, notice period for termination. A verbal arrangement gives you no recourse when things go wrong, and with cosec work (annual deadlines, statutory filings), things do go wrong.
3. Vague about what's included. "Everything you need" is not a scope. Ask specifically: is the annual return filing fee included? Is AGM preparation included? What about director changes? If they can't give a line-by-line answer, the ambiguity will cost you later.
4. No fixed SLA for response. Your cosec handles time-sensitive filings. A 30-day late filing penalty starts counting the day after your deadline. If your cosec takes two weeks to respond to a WhatsApp message, that's a problem waiting to happen.
5. Solo operator with no backup. A solo cosec who gets sick, takes a career break, or moves abroad leaves your company without a statutory officer — which is an SSM compliance violation. Ask if there's a business continuity plan. Firms handle this automatically; solo cosecs often don't.
6. Unusually cheap — below RM 400/year. This usually signals one of two things: the base fee doesn't cover the actual filings (billed separately at high rates), or the operator isn't licensed and is cutting corners across the board.
KL, Penang, JB — Does Location Matter?
Cosec work is almost entirely remote. Your cosec doesn't need to visit your office. SSM filings are done online via MyCoID. Statutory registers are maintained digitally. AGM and board resolutions are prepared by email and returned by DocuSign or equivalent.
Location matters primarily for two things: the registered office address (must be a physical Malaysian address — the cosec's office often serves this purpose), and if you ever need to physically attend SSM for a specific matter. Both are edge cases for the typical Sdn Bhd in Shah Alam or Penang.
Don't limit your search to cosecs in your city. The best match for your business might be a firm based in KL that handles your documents remotely at a fraction of the cost of a premium local firm. Compare scope and verify the licence — the postcode is secondary.
Frequently Asked Questions
What is a licensed company secretary in Malaysia?
A licensed company secretary is an individual who holds a valid practising certificate from SSM. To qualify, they must be a MAICSA member or a licensed advocate and solicitor. Every Sdn Bhd must appoint one within 30 days of incorporation — it's mandatory under Section 235 of the Companies Act 2016. Anyone acting as cosec without a valid certificate is committing a criminal offence.
Should I hire an in-house company secretary or use an outsourced firm?
For most Malaysian SMEs, outsourced is the right answer. An outsourced cosec firm on annual retainer (RM 800–2,500/year) covers all your statutory filing obligations at a fraction of the cost of an in-house hire (RM 2,500–5,000+/month). In-house only makes sense if you have a listed company, a multi-entity group, or unusually high statutory filing activity (multiple share transfers and director changes per month). For a straightforward Sdn Bhd with one or two directors and no complex shareholding, outsourcing is the standard approach.
How do I verify a company secretary is SSM-licensed?
Go to einfo.ssm.com.my and search by name or licence number — an active practising certificate will appear with an expiry date. Cross-check against MAICSA's member directory at maicsa.org.my if they claim MAICSA membership. Ask for both numbers upfront. A legitimate cosec will provide them immediately. If they hesitate or deflect, treat that as a licence problem, not a personality quirk.
What should be included in a company secretary retainer package?
Non-negotiable inclusions: annual return filing with SSM, maintenance of all statutory registers (members, directors, charges, beneficial owners), and annual AGM minutes or written resolutions. Director appointment and resignation filings (Form 48A) should be included for routine changes. Share transfers, EGMs, and registered office address provision are commonly billed separately — clarify this in writing before signing. The SSM statutory filing fees (e.g., RM150 for the Annual Return) are government-set amounts paid directly to SSM and are separate from your cosec's professional fee.
How much does a company secretary cost in Malaysia in 2025?
A standard outsourced retainer covering annual return, AGM minutes, and statutory registers runs RM 800–2,500/year depending on firm size and location. KL/Selangor firms tend to charge at the higher end. Solo licensed cosecs in smaller cities may charge RM 600–1,800/year. If the base retainer is under RM 400/year, ask exactly what's included — the annual return filing itself is often billed separately at a higher rate, making the headline price misleading.
What are the red flags when choosing a company secretary?
The hard stop: they can't provide their SSM licence number. Other flags: no written retainer agreement, vague about what's included vs. billed extra, no stated SLA for response time, solo operator with no business continuity plan, and fees that are unusually low without a clear scope explanation. Malaysian Sdn Bhds that discover their cosec was unlicensed can face SSM compliance complications — the verification step takes five minutes and protects you from that risk entirely.
Can I act as my own company secretary in Malaysia?
No. A director or shareholder cannot also act as company secretary unless they personally hold a valid SSM cosec practising certificate. Acting as cosec without a licence is an offence under the Companies Act 2016. There is no exemption for small companies or single-director Sdn Bhds — every incorporated company must have an external, SSM-licensed cosec appointment on record.
Looking for a reliable company secretary in Malaysia?
We work with Sdn Bhd owners in KL, Selangor, Penang, and Johor Bahru. Tell us your company details — we'll recommend the right package and connect you with a licensed cosec who's responsive and clear about what they cover. See our company secretary service or reach out directly.