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Malaysia Company Registration Process

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Malaysia Company Registration Process

Malaysia has become a highly sought-after destination for business registration among investors in Southeast Asia. Boasting a stable economic outlook, relaxed foreign investment access policies, and a unique geographical advantage. To help investors smoothly proceed with company registration and effectively avoid various risks in the process, this article systematically outlines the core qualification requirements before registration, the checklist of required documents, the complete registration process, and essential post-registration operational steps, serving as a reference for the registration procedure.

Core Qualification Review Before Registration

Shareholder Qualifications: A company must have at least 1 shareholder, who can be an individual or a legal entity, with no nationality restrictions. A private limited company may have a maximum of 50 shareholders. For foreign individual shareholders, their passports must have a remaining validity of more than 18 months. Corporate shareholders are required to submit the full set of registration documents of the parent company.

Director’s Requirements: A company must have at least 1 director, one of whom must be “usually resident in Malaysia”, including Malaysian citizens, permanent residents, or foreigners holding a valid visa of 6 months or longer (e.g., work permit, MM2H visa). All directors must be at least 18 years old, with no criminal record or bankruptcy history.

Company Secretary Qualifications: A licensed company secretary must be appointed within 30 days of company incorporation. The secretary must be a Malaysian citizen or permanent resident, hold a valid practicing license issued by the Companies Commission of Malaysia (SSM), and shall not act as the sole director of the company concurrently.

Registered Capital Standards: The minimum registered capital of a private limited company is RM 1, with no actual paid-in capital required. To enhance corporate credibility, it is recommended to set the registered capital at RM 10,000 to 100,000 according to business scale. A 100% foreign-owned company engaged in specific industries must meet a registered capital requirement of RM 500,000, subject to the relevant regulations of the Malaysian Investment Development Authority (MIDA).

Registered Address Requirements: A physical address in Malaysia must be provided, and a PO Box is not acceptable as a registered address. The registered address may be an actual office, a co-working space, or a virtual address provided by a secretary company (with a signed address usage authorization letter). Supporting documents such as tenancy agreements and property ownership certificates must be submitted.

Preparation of Required Registration Documents

(1)	Basic Documents Company Name Approval: Submit 3 alternative company names in full English or Malay via SSM’s MyCoID online platform. Names must end with “SDN. BHD.” (private limited company) or “Berhad” (public company). Upon approval, a Letter of Name Reservation will be issued, valid for 3 months. Constitution of the Company: The constitution must clearly define the company’s business scope, share structure, directors’ rights and obligations, etc. The standard SSM template may be used, or a customized version may be drafted (subject to review by a Malaysian local lawyer). Bilingual versions must be fully consistent in both languages. Personnel Qualificatio: Shareholders and directors shall provide identity documents (passport copies for foreigners, MyKad for locals) and address proof issued within the latest 3 months (e.g., utility bills, bank statements). Directors must also sign a Statutory Declaration certified by a commissioner for oaths. Statutory Forms: Complete and submit SSM-prescribed electronic forms, including the Application for Company Name, Particulars of Directors/Secretary, Compliance Declaration, and other relevant forms. Other Supporting Documents: A signed English power of attorney is required if a third party is engaged to handle registration. Proof of payment of registration fees must also be prepared.
(2)	Supplementary Documents for Special Entities Foreign-invested enterprises (foreign shareholding > 50%): Submit a Foreign Direct Investment (FDI) Declaration. For manufacturing, biomedicine and other regulated industries, an approval letter from MIDA is required. A bank reference letter (personal account balance recommended at least RM 50,000) must also be provided. Branch or Representative Office: Branch registration requires the parent company’s audited financial statements for the latest fiscal year, notarized business license, and appointment letter of the branch representative. A representative office must submit a written undertaking for “market research and business liaison only” and an authorization letter from the parent company.
(3)	Document Submission Standards (a) Core documents such as foreign shareholders’ passports and parent company registration certificates must be notarized by a local notary public and dual-authenticated by the Malaysian Embassy or Consulate in the home country. Notarization usually takes 3 to 5 working days. (b) All Chinese documents must be translated into English or Malay by a translator certified by the Malaysian Translators Association, with the phrase “true copy of the original” stamped with the translator’s official seal. (c) Address proof, bank reference letters and other documents must be issued within 3 months before submission; expired documents must be reissued.

Detailed Company Registration Process

Step 1: Company Name Search and Approval

Submit 3 alternative names through the MyCoID online system, avoiding restricted words such as “bank”, “royal”, “government”.

Upon approval, the Letter of Name Reservation is issued. The full registration process must be completed within its 3-month validity; otherwise, name search must be repeated.

Step 2: Document Signing and Filing

Arrange for shareholders and directors to sign the constitution, statutory declarations, secretary appointment letters and other documents, ensuring handwritten signatures match those on identity documents.

Complete notarization and authentication for foreign-related documents, organize and categorize all application materials.

Step 3: Submission of Registration Application

Upload all electronic materials to the designated platform, pay the registration fee online, and formally submit the application to SSM.

SSM will review the documents. A rectification notice will be issued if materials are incomplete or non-compliant, and amendments must be made within the specified period.

Step 4: Issuance of Registration Certificate

Upon approval, the electronic Certificate of Incorporation (Form 9), Appointment of Directors/Secretary (Form 24) and other statutory documents can be downloaded online, completing the company registration process.

A physical certificate may be requested for an additional fee if needed.

Step 5: Post-Registration Filing and Operational Preparation

Within 30 days of registration, the following must be completed to ensure lawful operation:

Formal appointment of a company secretary with a valid SSM practicing license.
Apply for tax registration with the Inland Revenue Board of Malaysia (LHDN) to obtain a company tax ID.
Prepare documents for corporate bank account opening based on business needs.

Tax Compliance: Apply for a tax ID from LHDN and file and pay corporate income tax, Sales and Services Tax (SST) and other taxes on time. Tax records must be retained for at least 7 years.

Bank Account Opening: Prepare company registration documents, personnel identity proof, etc. Book an appointment with a suitable bank in advance. Directors or shareholders usually need to attend in person. The account will be activated for business operations after approval and initial deposit.

Summary

Investors are advised to prepare targeted documents according to their entity type (foreign-invested enterprise, branch office, etc.). Engaging a professional agency can significantly improve efficiency and reduce compliance risks. After registration, complete tax registration, bank account opening and other follow-up procedures promptly to ensure lawful and compliant business operations.

SEE ALSO:
Malaysia Company Incorporation Fees

Disclaimer

All information in this article is only for the purpose of information sharing, instead of professional suggestion. Kaizen will not assume any responsibility for loss or damage.

If you wish to obtain more information or assistance, please visit the official website of Kaizen CPA Limited at www.kaizencpa.com or contact us through the following and talk to our professionals:
Email: info@kaizencpa.com
Tel: +852 2341 1444
Mobile : +852 5616 4140, +86 152 1943 4614
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