Circular No 066/2019

Dated 2 Apr 2019

To Members of the Malaysian Bar

Enforcement of Section 241 of the Companies Act 2016:

Companies (Practising Certificate for Secretaries) Regulations 2019

Please take note that section 241 of the Companies Act 2016 came into operation on

15 Mar 2019.

In line with the enforcement of section 241, the Companies Commission of Malaysia

(Suruhanjaya Syarikat Malaysia, “SSM”) has also introduced the Companies (Practising

Certificate for Secretaries) Regulations 2019 and the Guidelines Relating to Practising

Certificate for Secretaries under Section 241 of the Companies Act 2016, which aim to

outline the parameters of the registration procedures as well as the duties and responsibilities

of a secretary.

All practising certificate applications must be made online at https://esecretary.ssm.com.my.

Please click here to view the following documents:

(1) Companies (Practising Certificate for Secretaries) Regulations 2019 (P.U. (A) 76

dated 14 Mar 2019) (pages 3 to 15);

(2) Appointment of Date of Coming into Operation (P.U. (B) 138 dated 14 Mar 2019)

(pages 16 and 17); and

(3) Guidelines Relating to Practising Certificate for Secretaries under Section 241 of the

Companies Act 2016 (pages 18 to 29).

The above-mentioned documents, and a set of Frequently-Asked-Questions pertaining to the

enforcement of section 241, are also accessible online via the SSM portal

(www.ssm.com.my).

The relevant portion of SSM’s notice is reproduced below for your reference.

Thank you.

Salim Bashir

Secretary

Malaysian Bar _________________________________________________________________________

Makluman Tarikh Penguatkuasaan Seksyen 241 Akta Syarikat 2016

2. Dimaklumkan bahawa seksyen 241 Akta Syarikat 2016 (AS 2016) akan mula

dikuatkuasakan pada 15 Mac 2019.

3. Seksyen 241 AS 2016 adalah fasa akhir peruntukan di bawah AS 2016 yang telah

dikuatkuasakan secara berperingkat pada 31 Januari 2017. Dengan penguatkuasaan

seksyen tersebut, semua individu berkelayakan yang berhasrat untuk bertindak sebagai

setiausaha perlu mendaftar dengan Pendaftar (SSM) tanpa mengira latar belakang

profesional mereka. AS 2016 juga memperuntukkan tempoh peralihan bagi setiausaha

syarikat sedia ada untuk memohon perakuan amalan dalam tempoh 12 bulan dari

tarikh kuat kuasa.

4. Selaras dengan penguatkuasaan seksyen ini SSM juga akan memperkenalkan

Peraturan-Peraturan Syarikat (Perakuan Amalan Bagi Setiausaha) 2019 dan

Garis Panduan Berkaitan Perakuan Amalan Setiausaha Di bawah Seksyen 241

Akta Syarikat 2016 yang bertujuan untuk menggariskan parameter prosedur

pendaftaran serta tugas dan tanggungjawab setiausaha.

5. Pendaftaran di bawah peruntukan ini akan menambahbaik piawaian profesionalisme

dan kompetensi dalam profesion kesetiausahaan dan memastikan pemantauan yang

efektif oleh SSM melalui pangkalan data berpusat.

6. Semua permohonan perakuan amalan perlu dibuat secara dalam talian melalui

https://esecretary.ssm.com.my.

7. Bersama dengan ini dilampirkan dokumen-dokumen berikut untuk makluman YBhg.

Tan Sri/Datuk Seri/Datuk/Dato’/Datin/Tuan/Puan:

(a) Warta Kerajaan berhubung Penetapan Tarikh Kuat Kuasa Seksyen 241 Akta

Syarikat 2016;

(b) Warta Kerajaan berhubung Peraturan-Peraturan Syarikat (Perakuan Amalan Bagi

Setiausaha) 2019; dan

(c) Garis Panduan Berkaitan Perakuan Amalan Setiausaha Di bawah Seksyen 241

Akta Syarikat 2016.

8. Dokumen-dokumen yang sama berserta soalan-soalan lazim berkaitan penguatkuasaan

seksyen ini juga boleh diakses secara dalam talian melalui portal SSM

www.ssm.com.my.

14 Mac 2019 14 March 2019

P.U. (A) 76

WARTA KERAJAAN PERSEKUTUAN

FEDERAL GOVERNMENT GAZETTE

PERATURAN-PERATURAN SYARIKAT (PERAKUAN AMALAN BAGI SETIAUSAHA) 2019

COMPANIES (PRACTISING CERTIFICATE FOR SECRETARIES) REGULATIONS 2019

DISIARKAN OLEH/ PUBLISHED BY

JABATAN PEGUAM NEGARA/ ATTORNEY GENERAL’S CHAMBERS

P.U. (A) 76

2

AKTA SYARIKAT 2016

PERATURAN-PERATURAN SYARIKAT (PERAKUAN AMALAN BAGI SETIAUSAHA) 2019

PADA menjalankan kuasa yang diberikan oleh subseksyen 241(7)

dan perenggan 613(1)(b) Akta Syarikat 2016 [Akta 777], Menteri membuat

peraturan-peraturan yang berikut:

Nama dan permulaan kuat kuasa

1. (1) Peraturan-peraturan ini bolehlah dinamakan Peraturan-Peraturan

Syarikat (Perakuan Amalan bagi Setiausaha) 2019.

(2) Peraturan-Peraturan ini mula berkuat kuasa pada 15 Mac 2019.

Permohonan perakuan amalan

2. (1) Mana-mana orang yang disebut dalam subseksyen 235(2) Akta boleh

memohon secara bertulis kepada Pendaftar bagi mendapatkan suatu perakuan amalan

untuk bertindak sebagai setiausaha.

(2) Permohonan di bawah subperaturan (1) hendaklah mengandungi butir-butir

yang berikut:

(a) nama, nombor pengenalan, maklumat untuk dihubungi dan alamat

tempat kediaman utama di Malaysia pemohon itu;

(b) alamat perniagaan di Malaysia pemohon itu, jika berkenaan;

(c) badan sebagaimana yang dinyatakan dalam Jadual Keempat Akta yang

pemohon itu berdaftar atau lesen pemohon yang disebut dalam

subseksyen 235(2) Akta;

(d) suatu perisytiharan oleh pemohon itu bahawa—

(i) pemohon itu bukan seorang bankrap yang belum dilepaskan; dan

P.U. (A) 76

3

(ii) pemohon itu tidak pernah disabitkan sama ada di dalam atau

di luar Malaysia bagi mana-mana kesalahan yang disebut dalam

seksyen 198 Akta; dan

(e) apa-apa maklumat lain sebagaimana yang dikehendaki oleh Pendaftar.

(3) Permohonan yang dibuat di bawah subperaturan (1) hendaklah disertakan

dengan fi sebagaimana yang dinyatakan dalam Jadual.

Perakuan amalan

3. (1) Apabila permohonan yang disebut dalam peraturan 2 diluluskan, Pendaftar

hendaklah—

(a) memasukkan butir-butir pemohon ke dalam daftar setiausaha; dan

(b) mengeluarkan suatu perakuan amalan kepada pemohon itu.

(2) Perakuan amalan yang dikeluarkan di bawah peraturan ini hendaklah sah bagi

tempoh satu tahun dari tarikh dikeluarkan.

(3) Jika Pendaftar enggan untuk memberikan perakuan amalan itu, Pendaftar

hendaklah memberitahu pemohon secara bertulis tentang keengganannya itu.

(4) Selepas perakuan amalan itu diberikan oleh Pendaftar, setiausaha hendaklah

menjalani Pendidikan Profesional Berterusan sebagaimana yang ditentukan oleh

Pendaftar untuk membolehkan setiausaha membaharui perakuan amalannya di bawah

peraturan 4.

(5) Setiausaha hendaklah mematuhi garis panduan, nota amalan, notis atau

pekeliling yang berhubungan dengan perakuan amalan yang dikeluarkan oleh

Suruhanjaya di bawah seksyen 20C Akta Suruhanjaya Syarikat Malaysia 2001 [Akta 614].

P.U. (A) 76

4

(6) Dalam peraturan ini, “Pendidikan Profesional Berterusan” ertinya apa-apa

kursus pembelajaran, latihan dan pengalaman praktikal dalam menunaikan kewajipan

dan tanggungjawab setiausaha itu.

Pembaharuan perakuan amalan

4. (1) Setiausaha hendaklah memohon bagi pembaharuan perakuan amalan tidak

lewat daripada tiga puluh hari sebelum tarikh habis tempoh perakuan amalan itu.

(2) Suatu permohonan bagi membaharui perakuan amalan di bawah

subperaturan (1) hendaklah disertakan dengan—

(a) perisytiharan yang disebut dalam perenggan 2(2)(d);

(b) apa-apa dokumen yang berhubungan dengan Pendidikan Profesional

Berterusan yang disebut dalam peraturan 3; dan

(c) fi sebagaimana yang dinyatakan dalam Jadual.

(3) Jika Pendaftar enggan membaharui perakuan amalan itu, Pendaftar

hendaklah memberitahu setiausaha secara bertulis mengenai keengganannya itu.

Penggantungan perakuan amalan

5. (1) Pendaftar hendaklah menggantung perakuan amalan yang dikeluarkan

kepada setiausaha jika—

(a) keanggotaan setiausaha itu telah digantung oleh mana-mana badan

sebagaimana yang dinyatakan dalam Jadual Keempat Akta yang

setiausaha itu berdaftar; atau

(b) lesen setiausaha itu telah digantung oleh Suruhanjaya di bawah

seksyen 20H Akta Suruhanjaya Syarikat Malaysia 2001.

P.U. (A) 76

5

(2) Pendaftar hendaklah memberitahu setiausaha secara bertulis tentang

penggantungan perakuan amalan itu.

(3) Jika perakuan amalan itu telah digantung oleh Pendaftar, perakuan amalan itu

tidak mempunyai apa-apa kuat kuasa semasa tempoh penggantungan itu.

Pembatalan perakuan amalan

6. (1) Pendaftar boleh membatalkan perakuan amalan itu jika—

(a) setiausaha itu melakukan suatu kesalahan di bawah Akta;

(b) keanggotaan setiausaha itu telah dibatalkan oleh mana-mana badan

sebagaimana yang dinyatakan dalam Jadual Keempat Akta yang

setiausaha itu berdaftar;

(c) lesen setiausaha itu telah dibatalkan oleh Suruhanjaya di bawah

Akta Suruhanjaya Syarikat Malaysia 2001; atau

(d) setiausaha itu tidak mematuhi terma dan syarat perakuan amalan itu.

(2) Pendaftar hendaklah memberitahu setiausaha secara bertulis tentang

pembatalan perakuan amalan itu.

(3) Pendaftar boleh menghendaki setiausaha untuk membuat representasi secara

bertulis mengapa perakuan amalannya tidak patut dibatalkan.

(4) Bagi maksud subperaturan (3), representasi itu hendaklah dikemukakan

kepada Pendaftar dalam masa tiga puluh hari dari tarikh penerimaan pemberitahuan

yang disebut dalam subperaturan (2).

P.U. (A) 76

6

(5) Pendaftar hendaklah—

(a) selepas mempertimbangkan representasi secara bertulis oleh

setiausaha di bawah subperaturan (4); atau

(b) jika tiada representasi secara bertulis dibuat oleh setiausaha di bawah

subperaturan (4),

memutuskan sama ada untuk membatalkan perakuan amalan itu atau selainnya.

Rayuan kepada Menteri

7. (1) Mana-mana orang yang terkilan dengan keputusan Pendaftar berhubung

dengan permohonan, pembaharuan dan pembatalan perakuan amalan boleh merayu

kepada Menteri.

(2) Rayuan hendaklah dibuat secara bertulis kepada Menteri dalam masa

tiga puluh hari dari tarikh penerimaan pemberitahuan secara bertulis yang disebut

masing-masing dalam subperaturan 3(3), 4(3) dan 6(2).

(3) Menteri boleh mengesahkan, mengubah atau mengetepikan keputusan

Pendaftar atau membuat apa-apa keputusan yang difikirkan patut oleh Menteri.

(4) Rayuan itu hendaklah disertakan dengan fi sebagaimana yang dinyatakan

dalam Jadual.

Penyerahan perakuan amalan

8. (1) Setiausaha boleh menyerahkan perakuan amalannya pada bila-bila masa

dengan mengemukakan perakuan amalannya dan suatu notis secara bertulis kepada

Pendaftar tentang penyerahannya itu.

(2) Penyerahan itu hendaklah berkuat kuasa pada tarikh Pendaftar menerima

perakuan amalan dan notis di bawah subperaturan (1) atau, jika suatu tarikh yang

kemudian dinyatakan dalam notis itu, pada tarikh yang kemudian itu.

P.U. (A) 76

7

Perubahan butir-butir

9. (1) Setiausaha hendaklah memberitahu Pendaftar secara bertulis dalam masa

empat belas hari dari tarikh apa-apa perubahan butir-butir mengenai

setiausaha itu.

(2) Mana-mana setiausaha yang melanggar subperaturan (1) melakukan suatu

kesalahan dan boleh, apabila disabitkan, didenda tidak melebihi sepuluh ribu ringgit.

JADUAL

[Peraturan 2, 4 dan 7]

FI

(1)

Butiran

(2)

Perihalan

(3)

RM

1. Permohonan perakuan amalan 100.00

2. Permohonan pembaharuan perakuan amalan bagi—

(a) satu tahun

(b) dua tahun

(c) tiga tahun

100.00

200.00

300.00

3. Rayuan kepada Menteri 300.00

Dibuat 13 Mac 2019 [KPDNKK 600-1/2/48; PN(PU2)740/II]

DATUK SERI SAIFUDDIN NASUTION BIN ISMAIL Menteri Perdagangan Dalam Negeri

dan Hal Ehwal Pengguna

P.U. (A) 76

8

COMPANIES ACT 2016

COMPANIES (PRACTISING CERTIFICATE FOR SECRETARIES) REGULATIONS 2019

IN exercise of the powers conferred by subsection 241(7) and paragraph 613(1)(b) of

the Companies Act 2016 [Act 777], the Minister makes the following regulations:

Citation and commencement

1. (1) These regulations may be cited as the Companies (Practising Certificate for

Secretaries) Regulations 2019.

(2) These Regulations come into operation on 15 March 2019.

Application of practising certificate

2. (1) Any person referred to in subsection 235(2) of the Act may apply in writing to

the Registrar for a practising certificate to act as a secretary.

(2) The application under subregulation (1) shall contain the following

particulars:

(a) the name, identification number, contact information and address of the

principal place of residence in Malaysia of the applicant;

(b) the business address in Malaysia of the applicant, if applicable;

(c) the body as set out in the Fourth Schedule of the Act which the applicant

registered with or the applicant’s licence referred to in

subsection 235(2) of the Act;

(d) a declaration by the applicant that—

(i) the applicant is not an undischarged bankrupt; and

P.U. (A) 76

9

(ii) the applicant has not been convicted whether in or outside

Malaysia of any offence referred to in section 198 of the Act; and

(e) such other information as the Registrar may require.

(3) The application made under subregulation (1) shall be accompanied with the

fee as specified in the Schedule.

Practising certificate

3. (1) Upon approval of the application referred to in regulation 2, the Registrar

shall—

(a) enter the particulars of the applicant in the register of secretaries; and

(b) issue a practising certificate to the applicant.

(2) A practising certificate issued under this regulation shall be valid for a period

of one year from the date of issuance.

(3) Where the Registrar refuse to grant the practising certificate, the Registrar

shall notify the applicant in writing of his refusal.

(4) After the practising certificate has been granted by the Registrar, the secretary

shall undergo a Continuing Professional Education as determined by the Registrar to

enable the secretary to renew his practising certificate under regulation 4.

(5) The secretary shall comply with the guidelines, practice notes, notices or

circulars relating to the practising certificate issued by the Commission under section 20C

of the Companies Commission of Malaysia Act 2001 [Act 614].

(6) In this regulation, “Continuing Professional Education” means any course of

studies, training and practical experience in the discharge of the secretary’s duties and

responsibility.

P.U. (A) 76

10

Renewal of practising certificate

4. (1) A secretary shall apply for the renewal of the practising certificate not less

than thirty days before the date of expiry of the practising certificate.

(2) An application for renewal of the practising certificate under

subregulation (1) shall be accompanied with—

(a) the declaration referred to in paragraph 2(2)(d);

(b) any document relating to the Continuing Professional Education

referred to in regulation 3; and

(c) the fee as specified in the Schedule.

(3) Where the Registrar refuse to renew the practising certificate, the Registrar

shall notify the secretary in writing of his refusal.

Suspension of practising certificate

5. (1) The Registrar shall suspend a practising certificate issued to a secretary if—

(a) the membership of the secretary has been suspended by any of the

bodies as set out in the Fourth Schedule of the Act which the secretary

registered with; or

(b) the licence of the secretary has been suspended by the Commission

under section 20H of the Companies Commission of Malaysia Act 2001.

(2) The Registrar shall notify the secretary in writing of the suspension of the

practising certificate.

(3) Where the practising certificate has been suspended by the Registrar,

the practising certificate shall have no effect during the suspension period.

P.U. (A) 76

11

Revocation of practising certificate

6. (1) The Registrar may revoke the practising certificate if—

(a) the secretary commits an offence under the Act;

(b) the membership of the secretary has been revoked by any of the bodies

as set out in the Fourth Schedule of the Act which the secretary

registered with;

(c) the licence of the secretary has been revoked by the Commission under

the Companies Commission of Malaysia Act 2001; or

(d) the secretary fails to comply with the terms and conditions of

the practising certificate.

(2) The Registrar shall notify the secretary in writing of the revocation of

the practising certificate.

(3) The Registrar may require the secretary to make representation in writing as

to why his practising certificate should not be revoked.

(4) For the purpose of subregulation (3), the representation shall be submitted

to the Registrar within thirty days from the date of receipt of notification referred to in

subregulation (2).

(5) The Registrar shall—

(a) after considering the representation in writing by the secretary under

subregulation (4); or

(b) if no representation in writing is made by the secretary under

subregulation (4),

P.U. (A) 76

12

decide whether to revoke the practising certificate or otherwise.

Appeal to Minister

7. (1) Any person who is aggrieved by the decision of the Registrar in relation to the

application, renewal and revocation of a practising certificate may appeal to the Minister.

(2) An appeal shall be made in writing to the Minister within thirty days from the

date of receipt of notification in writing referred to in subregulations 3(3), 4(3) and 6(2)

respectively.

(3) The Minister may affirm, vary or set aside the decision of the Registrar or make

any decision that he thinks fit.

(4) The appeal shall be accompanied with the fee as specified in the Schedule.

Surrender of practising certificate

8. (1) A secretary may surrender his practising certificate at any time by forwarding

his practising certificate and a notice in writing to the Registrar of his surrender.

(2) The surrender shall take effect on the date the Registrar received the practising

certificate and notice under subregulation (1) or, where a later date is specified in

the notice, on that later date.

Change of particulars

9. (1) A secretary shall notify the Registrar in writing within fourteen days from the

date of any changes of particulars of the secretary.

(2) Any secretary who contravenes subregulation (1) commits an offence and

shall, on conviction, be liable to a fine not exceeding ten thousand ringgit.

P.U. (A) 76

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SCHEDULE

[Regulations 2, 4 and 7]

FEES

(1)

Item

(2)

Description

(3)

RM

1.

Application of practising certificate

100.00

2. Application of renewal of practising certificate for—

(a) one year

(b) two years

(c) three years

100.00

200.00

300.00

3. Appeal to the Minister 300.00

Made 13 March 2019 [KPDNKK 600-1/2/48; PN(PU2)740/II]

DATUK SERI SAIFUDDIN NASUTION BIN ISMAIL Minister of Domestic Trade

and Consumer Affairs

14 Mac 2019 14 March 2019

P.U. (B) 138

WARTA KERAJAAN PERSEKUTUAN

FEDERAL GOVERNMENT GAZETTE

PENETAPAN TARIKH PERMULAAN KUAT KUASA

APPOINTMENT OF DATE OF COMING INTO OPERATION

DISIARKAN OLEH/ PUBLISHED BY

JABATAN PEGUAM NEGARA/ ATTORNEY GENERAL’S CHAMBERS

P.U. (B) 138

2

AKTA SYARIKAT 2016

PENETAPAN TARIKH PERMULAAN KUAT KUASA

PADA menjalankan kuasa yang diberikan oleh subseksyen 1(2)

Akta Syarikat 2016 [Akta 777], Menteri menetapkan 15 Mac 2019 sebagai tarikh

seksyen 241 Akta itu mula berkuat kuasa.

Bertarikh 13 Mac 2019 [KPDNKK 600-1/2/47; PN(U2)2759]

DATUK SERI SAIFUDDIN NASUTION BIN ISMAIL Menteri Perdagangan Dalam Negeri

dan Hal Ehwal Pengguna

COMPANIES ACT 2016

APPOINTMENT OF DATE OF COMING INTO OPERATION

IN exercise of the powers conferred by subsection 1(2) of the

Companies Act 2016 [Act 777], the Minister appoints 15 March 2019 as the date on which

section 241 of the Act comes into operation.

Dated 13 March 2019 [KPDNKK 600-1/2/47; PN(U2)2759]

DATUK SERI SAIFUDDIN NASUTION BIN ISMAIL

Minister of Domestic Trade and Consumer Affairs

1

GUIDELINES RELATING TO PRACTISING CERTIFICATE FOR

SECRETARIES UNDER SECTION 241 OF THE COMPANIES ACT

2016

This guideline is issued pursuant to section 20C of the Companies

Commission of Malaysia Act 2001.

OBJECTIVE

This guideline serves as a guidance for individual who wish to act as

a secretary pursuant to section 241 of the Companies Act 2016 (CA

2016).

GENERAL REQUIREMENTS

2. Section 241 of the CA 2016 requires any person who is

qualified to act as a secretary and who desires to act as a secretary

to register with the Registrar before he can act as a secretary.

3. The Registrar will issue a practising certificate under section

241 upon satisfaction on the qualification and requirements

specified under the CA 2016, regulation and guideline.

QUALIFICATION TO ACT AS SECRETARY

4. Under section 235 of the CA 2016, a person is qualified to act

as a secretary if he is:

(a) a natural person;

(b) eighteen years of age and above;

2

(c) a citizen or permanent resident of Malaysia; and

(d) a person licensed by the Commission under section 20G

of the Companies Commission of Malaysia Act 2001

(CCMA 2001) , or a member of a body as set out in the

Fourth Schedule of the CA 2016, as follows:

(i) Malaysian Institute of Chartered Secretaries and

Administrators (MAICSA);

(ii) Malaysian Institute of Accountants (MIA);

(iii) Malaysian Bar (BC);

(iv) Malaysian Association of Company Secretaries

(MACS);

(v) Malaysian Institute of Certified Public

Accountants (MICPA);

(vi) Sabah Law Association (SLA); or

(vii) Advocates Association of Sarawak (AAS).

5. A person who has been appointed as a secretary of a company

prior to the enforcement of section 241 of the CA 2016 may continue

to act as a secretary to the company and is required to register with

the Registrar within 12 months from the enforcement date.

6. A person who is not a citizen or permanent resident of

Malaysia but has been appointed as a secretary prior to 31 January

2017 may apply for practising certificate to act as a secretary

subject to the following conditions:

(a) he shall only act as a secretary to the company of which

he was appointed before 31 January 2017;

3

(b) he shall not accept any new appointment as a secretary;

and

(c) he has complied with the requirements stated under

paragraph 4(a), (b) and (d).

APPLICATION FOR PRACTISING CERTIFICATE TO ACT AS A

SECRETARY

Pre-requisites

7. The applicant must ensure that the qualifications as specified

under paragraph 4 is complied with before submitting the

application to SSM.

8. Additionally, the applicant must also ensure that:

(a) he is not disqualified under section 238 of the CA 2016;

and

(b) he does not have any pending legal action against him

under any provision of the laws specified in the First

Schedule of the CCMA 2001.

Documents and Processing Fee

9. The applicant must provide all particulars specified under

regulation 2 of the Companies (Practising Certificate for Secretaries)

Regulations 2019. The application must be lodged through the

electronic filing system which can be accessed at

https://esecretary.ssm.com.my.

4

Practicing Certificate 10. If the Registrar is satisfied that the requirements as to the

registration are complied with and that the applicant is fit and proper

to be registered, the Registrar shall issue a practising certificate

which shall be valid for a period of one year from the date of

issuance.

11. For the purposes of this guideline, a person is fit and proper

to hold a practising certificate if he is issued with a practising

certificate by the Registrar after considering the following:

(a) the character, qualification and experience of the

person;

(b) the interest of the public; and

(c) whether the person has previously contravened any

provisions of the laws specified in the First Schedule of

the CCMA 2001.

RENEWAL OF PRACTISING CERTIFICATE TO ACT AS

SECRETARY

Renewal of practising certificate

12. The application for renewal of the practising certificate shall

be made not less than thirty (30) days before the expiry date by

providing all particulars specified under regulation 2 of the

Companies (Practising Certificate for Secretaries) Regulations 2019.

It is imperative that the application for renewal must be made within

the timeframe to avoid a lapse in time in the validity of the practising

certificate.

5

13. The applicant must ensure that the following requirements are

complied with before submitting an application for renewal to the

Registrar:

(a) The applicant has complied with paragraphs 7 and 8;

(b) The applicant is fit and proper to be issued with a

practising certificate pursuant to paragraph 11; and

(c) The applicant has completed the Continuing

Professional Education (CPE) requirements under this

guideline.

14. Failure to comply with any of the above requirements will

cause the application to be queried. The applicant is required to

answer the query within fourteen (14) days from the date of the

query. Failure to respond to the query within the timeframe may

result in the application being rejected.

15. In the case where a secretary fail to apply for renewal after

twelve (12) months from the expiry date of the practising certificate,

the Registrar will cancel the practising certificate. In such situation

the secretary will have to submit a new application and he will be

treated as though he has never applied for a practising certificate.

Validity of Renewed Practising Certificate

16. The renewal of the practising certificate shall be valid for a

period of not more than three years.

6

CESSATION AS HOLDER OF PRACTICING CERTIFICATE

17. A person ceases to be a holder of a practising certificate if:

(a) he is no longer qualified to act as a secretary under

section 238 of the Act;

(b) his name ceases to be registered in the Register of

Secretaries pursuant to section 241 of the Act; or

(c) his practising certificate has been revoked by the

Registrar.

18. Where a person ceased to be a holder of practising certificate

pursuant to paragraph (a) or (b), the person must notify the

Registrar and the companies of which he is appointed as secretary,

in writing within fourteen (14) days from the date of the event.

SUSPENSION OF PRACTISING CERTIFICATE

19. A practising certificate may be suspended pursuant to

regulation 5 of the Companies (Practising Certificate for Secretaries)

Regulations 2019 on the following grounds:

(a) the membership of the secretary has been suspended

by the body specified under the Fourth Schedule of CA

2016; or

(b) the licence has been suspended by the Commission

under section 20H of the CCMA 2001.

20. If the suspension period exceeds thirty (30) days, the

secretary shall notify in writing the company of which he has been

appointed of the suspension.

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REVOCATION OF PRACTICING CERTIFICATE

21. The Registrar shall have the power to revoke the practising

certificate pursuant to regulation 6 of the Companies (Practising

Certificate for Secretaries) Regulations 2019.

APPEAL TO MINISTER

22. Any person who is aggrieved by the decision of the Registrar

in relation to the application, renewal and revocation of a practising

certificate may appeal to the Minister pursuant to regulation 7 of the

Companies (Practising Certificate for Secretaries) Regulations 2019.

23. An appeal to the Minister referred to in paragraph 22 shall be

made through the Registrar and be accompanied with a fee of

RM300.

SURRENDER OF PRACTISING CERTIFICATE

24. A secretary may surrender the practising certificate pursuant

to regulation 8 of the Companies (Practising Certificate for

Secretaries) Regulations 2019.

25. The surrender of a practising certificate shall not take effect

until the Registrar is satisfied that adequate arrangements have

been made by the secretary to meet all liabilities and obligations

arising from his appointment that are outstanding at the time the

notice of surrender was given to the Registrar.

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DUTIES, RESPONSIBILITIES AND CONDUCT OF A SECRETARY

26. In addition to the duties and responsibilities relating to a

secretary in the CA 2016 or other written laws, a secretary must

comply the duties and responsibilities under this guideline.

Duty in relation to registered office and registers

27. A secretary must, either in person or his employee or by his

agent:

(a) be present at the registered office of the company on

the days and at the hours during which the registered

office is to be accessible to the public;

(b) maintain and keep updated all the registers, records and

books which are required to be kept at the registered

office; and

(c) provide the statutory documents within specific time as

requested by any person who is entitled to inspect such

document and records at registered office.

Duty to act honestly and use reasonable diligence

28. A secretary must at all times act honestly and use reasonable

diligence in the discharge of his duties as a secretary. The duties

may include, but not limited to the following:

(a) manage, attend and record the proceedings of the

meetings of the board of directors;

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(b) manage, attend and record the proceedings of the

meetings of shareholders;

(c) manage the processes relating to the passing of

resolutions of the board of directors and of the

company;

(d) advising the board of directors on statutory

requirements under the CA 2016 and other disclosure

and governance requirements relevant to the

company;

(e) ensure the statutory documents and records to be

provided to the new company secretary or company at

the registered office once he ceased office as company

secretary; or

(f) any other duties imposed under the CA 2016.

Duty as reporting institutions

29. A secretary must comply with the requirements under the

Anti-Money Laundering, Anti-Terrorism Financing and Proceeds of

Unlawful Activities Act 2001 [Act 613] when the secretary, whether

in person or through a firm or company, prepare or carry out the

following activities –

(a) act as a formation agent of legal entities;

(b) act as or arrange for another person to act as a director

or secretary of a company, a partner of a partnership,

or a similar position in relation to other legal entities;

(c) provide a registered office, business address or

accommodation, correspondence or administrative

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address for a company, a partnership, or any other legal

entities or arrangement;

(d) act as or arrange for another person to act as a nominee

shareholder for another person; or

(e) any other duties imposed under AML/CFT Guide issued

by Bank Negara Malaysia.

30. For avoidance of doubt, paragraph 29 is applicable to any

person who is issued with a practising certificate under section 241

of the CA 2016.

Duty as member of approved body

31. A secretary may be a member of more than one approved

bodies. Notwithstanding, the secretary must designate one

approved body for the purpose of applying for a practising

certificate.

32. If there are any changes in the membership of the designated

approved body, the secretary must update the Registrar on the

changes within fourteen days from the date the change occurred.

33. If a secretary is a member of more than one approved bodies

as specified under the Fourth Schedule of the CA 2016 and his

membership in one of approved body has been suspended or

revoked, he is deemed to be no longer qualified to act as secretary

pursuant to paragraph 235(2)(a) of the CA 2016.

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Continuing Professional Education

34. A secretary must always enhance his knowledge and standard

of professionalism by attending any course of studies, training and

practical experience in the discharge of his duties and

responsibilities.

35. For the purpose of paragraph 34, the minimum total CPE

hours to be complied with during the validity period of a practising

certificate are as follows:

Validity period of practising certificate Type of

training/courses

Percentage of CPE hours allowed 1

year 2

years 3 years

Minimum CPE hours required

20 CPE

hours

40 CPE

hours

60 CPE

hours

Courses relating to company secretarial practice,

company and corporate law

Minimum of 60%

of total minimum CPE hours

Other courses relating to

industry in which a company is

operating

Maximum of 25%

of total minimum CPE

hours

(Cumulative*)

Personal

development

Maximum of 15%

of total minimum CPE hours

* If the validity period of a certificate is more than 1 year, the CPE hours

may be accumulated in the duration of that period.

36. The Registrar may issue circulars on continuing professional

education requirements from time to time.

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Duty relating to practising certificate

37. A secretary must state the practising certificate number when

executing any document in his capacity as a secretary or when

lodging any document or in correspondences with the Registrar.

Registrar of Companies

Companies Commission of Malaysia

Date: 14 March 2019