A low monthly fee looks attractive until the annual return, financial-statement lodgement and a bank resolution arrive as separate invoices. Before choosing a company secretary in Malaysia, compare the cost of the work your company will need over a full year.
Your annual company secretarial cost has three parts: the professional retainer, separately charged work and government fees. Accounting, audit and tax may add further costs outside the secretarial engagement. A useful quote makes each part visible.
This guide helps you compare scope, spot gaps and ask for a price that fits your Sdn Bhd. Government fee references were checked on 14 September 2026.
What does a company secretary fee cover?
A retainer pays for the agreed ongoing secretarial service. Its scope may include maintaining statutory records, coordinating corporate documents and communicating about compliance work. A registered-office service, annual submissions and transaction documents may be bundled or charged separately.
The legal appointment and the commercial package are different questions. SSM says the board must appoint a qualified company secretary within 30 days of incorporation and ensure the appointee holds a valid practising certificate. That requirement does not make every related service part of one retainer. SSM directors’ responsibilities guide.
If you are still planning your company, start with our Sdn Bhd registration and cost guide, then use the worksheet below for ongoing support.
Compare the full package before comparing the price
Ask each provider to complete the same checklist. “Included” should mean the same thing in both quotes: the same number of documents, the same filing work and the same treatment of government charges.
| Item to compare | What to ask before you appoint |
|---|---|
| Secretary appointment and retainer | Who is appointed, what work is covered and how long is the engagement? |
| Statutory records | Which records are maintained, and how can you obtain copies? |
| Registered office | Is the address included? How are notices and mail handled? |
| Annual return | Does the price cover preparation, lodgement and the SSM fee? |
| Financial-statement lodgement | Is submission included? Who prepares the accounts and filing data? |
| Resolutions | Which types and how many are included? What counts as additional work? |
| Director or shareholder changes | Are preparation, notifications and related charges quoted separately? |
| Beneficial ownership work | What information gathering, register maintenance and submissions are covered? |
| Certified copies | What is the per-document charge and any delivery charge? |
| Transfer and termination | What are the appointment, handover, notice and outstanding-work arrangements? |
| Taxes and disbursements | Are these included in the displayed price or added to the invoice? |
Keep the written answers with the engagement letter. They give you a reference when your company adds a shareholder, changes its address or needs a document for a bank.
A higher retainer can offer better value when it covers work you actually use. A smaller package can be sensible for a company with few changes. The decision depends on activity and scope, rather than the largest number of features.
SSM fees are separate from professional service fees
The following are SSM lodgement fees for private companies, as listed in its fee schedule:
| Submission | Government fee |
|---|---|
| Annual return | RM150 |
| Audited financial statements and reports | RM50 |
| Non-audited financial statements and reports | RM20 |
These figures do not include the provider’s preparation or submission work. A quotation may already include the government charge, so check before adding it again. SSM table of fees.
The RM20 filing charge does not establish whether your company qualifies to submit unaudited statements. That requires a separate eligibility assessment. Our annual compliance guide explains the distinction.
Build your annual secretarial budget
Use this formula when comparing quotations:
Annual retainer + separately charged annual work + expected corporate changes + government fees not already included + applicable taxes and disbursements.
Then put accounting, audit where required, tax and other operating services on separate budget lines. Mixing everything into “secretary fees” makes it difficult to see what each professional is delivering.
Here is a hypothetical comparison, using illustrative professional fees to show the calculation. These are neither eSpace prices nor a Malaysian market average. Assume audited statements, identical scope, no corporate changes, and no taxes or disbursements in the totals below.
| Cost item | Quote A | Quote B |
|---|---|---|
| Monthly retainer, annualised | RM60 × 12 = RM720 | RM100 × 12 = RM1,200 |
| Annual-return professional work | RM300 | Included |
| Financial-statement lodgement work | RM250 | Included |
| SSM annual-return fee | RM150 | RM150 |
| SSM audited-statement fee | RM50 | RM50 |
| Comparable annual subtotal | RM1,470 | RM1,400 |
In this example, the lower monthly figure produces the higher annual subtotal. Change the inclusions and the result may reverse. The worksheet is useful because it exposes those assumptions before you commit.
For your company, add a realistic list of expected events. Opening another bank account, changing directors or bringing in an investor may require additional work. Ask for the scope and price before each event proceeds.
Questions that reveal the value behind the fee
The engagement should make it easy to answer three practical questions: what is due, who has the next action and how will completion be confirmed?
Before appointing a provider, ask:
- How will you tell me what needs my approval? Request an example of an approval request and its supporting explanation.
- How are missing documents followed up? Agree who coordinates with your accountant and who contacts you when something is outstanding.
- What happens when my request falls outside the package? Look for a clear quotation and approval process.
- How do I access completed records? Check whether you receive signed documents and evidence of lodgement where applicable.
- What changes at renewal? Confirm promotional periods, annual commitments, notice terms and price changes.
These answers help you assess the service you will experience. For a closer look at the operational benefits, read how a proactive company secretary reduces administrative chasing.
Frequently asked questions
Is RM150 the annual company secretary fee?
RM150 is SSM’s private-company annual-return lodgement charge. The professional retainer and preparation work are separate cost categories, even when a provider combines them on one invoice. Check the scope against the SSM fee table above.
Does a monthly retainer include accounting and tax?
Only if the engagement expressly includes them. Ask for separate descriptions of bookkeeping, financial-statement preparation, audit, tax and secretarial work so you know who handles each deliverable.
Will a company with no sales have no secretarial costs?
A company with little activity may need fewer transaction documents, but activity level does not determine the commercial retainer by itself. Ask for a maintenance quote based on its actual status and outstanding obligations. Do not assume that “no sales” means there is nothing to prepare or file.
Is a digital company secretary cheaper?
Digital delivery alone does not tell you the annual cost. Compare scope, document access, professional support and total charges. Our digital company secretary guide explains what to evaluate beyond the label.
Get a quote based on your company’s actual needs
Use eSpace’s current pricing as a starting point, then request a written scope for your company. Include its activity level, latest completed filings and any planned director, shareholder or banking changes.
Ask eSpace to help you compare your secretarial scope and annual budget on WhatsApp. Bring the checklist above so the conversation ends with a clear set of inclusions.
More clarity for the business you're building.