In the current business landscape of 2026, the role of a company secretary has evolved far beyond mere administrative support. Every registered company in Malaysia requires at least one secretary to remain compliant with the Companies Act 2016. However, many business owners still find themselves tethered to a current company secretary who operates on “analogue” time in a digital world.
If you are constantly chasing your secretary for updates or paying mystery fees, it might be time to change your company secretary in Malaysia. Here are the five red flags that suggest your existing company needs a new company secretary to handle its secretarial needs.
Red Flag #1: Sluggish Response Times and Missed Deadlines
The Companies Act 2016 is strict: many statutory filings must be lodged with SSM within specific windows (often 14 to 30 days). If your current secretary takes a week to reply to a simple email, you are at risk. A company must have a proactive secretary.
Under Section 58, any change in the register of directors, managers, or secretaries must be notified to the Registrar of Companies within 14 days. If your secretary is slow, your business in Malaysia could face unnecessary fines.
Red Flag #2: Excessive “Hidden” Disbursement Costs
Traditional company secretarial services often lure you in with a low retainer fee, only to bury you in “disbursements.” You might see charges for:
- Printing and photostating company documents.
- Courier fees for a physical board resolution.
- Travel expenses to the company secretary’s office.
Modern company secretary services like Altomate use paperless workflows and electronic signatures, eliminating these outdated costs.
Red Flag #3: Reliance on Physical Presence and Paper
Does your secretary still require the company director to physically visit the registered address to sign a document? In 2026, this is a major bottleneck.
A new secretary should offer digital solutions. Whether it’s using the company seal or passing a board resolution, these should be handled via a secure cloud-based dashboard. If your current secretary hasn’t moved to digital secretarial services, they are slowing down your company registration and growth.
Red Flag #4: Lack of Transparency in Statutory Records
As a member of the company, you have the right to access your statutory books. If your current company secretary keeps these records locked away in the company’s physical office and charges you a fee just to see them, that’s a red flag.
Every company in Malaysia should have real-time access to its register of members, board of directors minutes, and lodged documents. This transparency is a cornerstone of good corporate governance.
Red Flag #5: The Secretary is Often “Unavailable”
The Companies Act states that the office of secretary cannot be vacant for more than 30 days. If your secretary has effectively checked out—failing to provide secretarial services or advice—they are essentially a secretary from his office in name only.
When a secretary is appointed, they become an officer of the company. If they fail to fulfil their statutory duties, the board of directors has the power to remove a secretary and appoint a new company secretary who is more reliable.
How to Change Your Company Secretary in 3 Simple Steps
Many founders fear that the handover process is complicated. In reality, the Companies Act 2016 makes it quite straightforward to change a company secretary.
1. Pass a Board Resolution from the Board of Directors
The board of directors must meet (or pass a circular resolution) to remove a secretary and appoint a new secretary. This resolution should specify the resignation date of the current secretary and the appointment of a new secretary.
2. Notify the Companies Commission of Malaysia (SSM) within 30 Days
Once the new company secretary is appointed, a notification of change must be lodged with SSM. Specifically, the new company secretary must file the Section 58 notification through the MyCoID portal within 30 days (though 14 days is the standard for most changes).
3. Complete the Handover
Your new secretary will coordinate with the current secretary to collect all statutory files, the company seal, and the registered office address records. The existing secretary is legally required to hand over these items to the new company secretary.
Why Switch to Altomate’s Company Secretary Services?
When you appoint a new secretary from Altomate, you aren’t just getting a name on a form; you’re getting a digital partner licensed by the Companies Commission.
- Seamless Transition: We handle the removal of an existing secretary and the appointment of a new secretaryfor you.
- SSM Compliant: We ensure all filings are lodged with SSM on time, keeping you compliant with the Companies Act.
- Fixed Pricing: No more “courier fees.” Our secretarial services are transparent and predictable.
Ready to Appoint a New Company Secretary in Malaysia?
Don’t let an outdated secretary put your registered company at risk of SSM penalties. If your office of the company secretary feels like a relic of the past, it’s time for a change.
Chat with Altomate today to appoint a new secretary and experience a seamless transition. We’ll help you remove a secretary, update your registered address, and ensure your corporate governance is top-notch.
