Many Malaysian founders are still being served by corporate secretarial firms built for the paper era — slow replies, opaque invoices, no real human you can reach.
Here are the 5 signs your company secretary is stuck in the past, what good service should look like instead, and how to switch without losing your records along the way.
You send an email asking for a director’s resolution, an updated SSM document, or a confirmation letter. You wait 3 days. You follow up. You wait 3 more days. A request that should take an hour ends up stretching across two weeks — because your email joined a queue nobody’s actively managing.
You approved a service. Then the invoice arrives with extra line items — “Disbursement fee.” “Handling fee.” “Document preparation fee.” None of them were quoted upfront. A simple RM150 resolution ends up costing RM450 by the time the surprise charges land. Opaque billing is a fossil trait — modern firms quote everything before doing the work.
When you need to clarify something urgent — a tender deadline, a bank request, a fast-moving decision — you discover there’s no direct line. No mobile number. No WhatsApp. No portal. Just a generic info@ address and the same waiting queue. You’re a file number, not a founder.
Your file passes between juniors. Each handover means re-explaining your business, your shareholders, your past decisions. If you’ve had three different people email you about the same matter in six months, that’s not a service — that’s a queue. The person who actually knows your company is the one you can no longer reach.
Printing. Wet-ink signatures. Scanning. Courier. Or worse — asking you to come collect documents in person. Digital signing through SSM-recognised platforms is faster, auditable, and reduces error. If your secretary doesn’t run a portal where you can pull your statutory registers, board resolutions, and past filings on demand, you’re being held back by their workflow.
>>> If two or more of these signs sound familiar, the cost of staying is rising every month — both in penalty risk and in the hours you waste chasing your own compliance.
The standard isn’t aspirational. It’s already being delivered by digital-first firms. If your co-sec doesn’t meet these four marks, they’re not serving you — they’re billing you.
Switching takes 2–3 weeks and your business operates normally throughout. The process: pass a board resolution authorising the release of your records, sign with the new firm, let them request your statutory documents from the previous firm, file a Section 58 with SSM to formalise the change. No public note beyond the routine SSM update. No filing gap. No legal-standing risk.
Yes. Licensed company secretaries have professional obligations under their licensing body — MAICSA or SSM. Persistent non-response can be a basis for complaint.
Yes. You only need a board resolution and a new secretary willing to file the Section 58. Your current firm cannot block the switch.
Records belong to the company, not the secretary. Refusal is a breach of duty. Your new secretary can escalate via SSM or the relevant professional body.
No. Your business operates normally. There’s no gap in your statutory register or your legal standing.
Most reputable firms offer transfer rebates. MyKongsi’s 1-Year Plan starts at RM80/mo with a RM200 rebate; 2-Year Plan at RM165/mo with a RM500 rebate.
At MyKongsi, requests are handled in 1–2 business days. Pricing is fixed — no disbursement, handling, or surprise document-prep fees. You get a named specialist you can WhatsApp, and every filing happens digitally.
Switching starts at RM80/mo with a RM200 transfer rebate on our 1-Year Plan, or RM165/mo with a RM500 rebate on the 2-Year Plan. Three or more Sdn Bhds? An additional 15% off.
>>> Still waiting on a reply from your co-sec? That’s your sign. Book a free 30-minute call. Visit mykongsi.com or WhatsApp us to get started.
MyKongsi Team
