What statutory registers must a Malaysian company keep?
At least a register of members, a register of directors, secretaries and managers, and a register of beneficial owners; companies that issue debentures also need a debenture register. Registers are usually kept at the registered office and must be updated promptly. The Act also expects records of meetings and financial records.
Under the Companies Act 2016, a company keeps:
- Register of members (s.50): names, addresses and share details. Changes must be notified to SSM within 14 days (s.51). Companies with more than 50 members also keep an index (s.52).
- Register of directors, managers and secretaries (s.57). Changes are notified to SSM within 14 days (s.58).
- Register of beneficial owners (s.60B), added from 1 April 2024.
- Register of debenture holders for companies that issue debentures (s.60 and related sections).
- Minutes of directors' and members' meetings and resolutions, and financial records (s.245).
Where to keep them. At the registered office unless SSM is notified of another place in Malaysia (ss.47 and 54). Some registers must be open to inspection by members or the public (for example s.55).
Tips
- Update a register on the day of the change, not at year end.
- Keep signed resolutions and share transfer forms together.
- Hand registers to the new secretary when you switch.
Failing to keep or update registers can be an offence for the company and its officers. For the beneficial owners register, the fine is up to RM20,000 plus up to RM500 a day for a continuing offence (s.60B(6)); other registers carry the penalty stated in their own sections.
Legal basis
- Companies Act 2016, s.50
- Companies Act 2016, s.57
- Companies Act 2016, s.60B
- Companies Act 2016, s.245
Sources
Applies to 2026 · Last reviewed 29 October 2026
General information for business owners, not legal, tax or professional advice. Rules change, so check the sources or ask a licensed professional before you act.
Related questions
- What does a company secretary do for a Sdn Bhd?A company secretary looks after the company's statutory compliance: keeping statutory registers, lodging forms with SSM on time, preparing notices and minutes of meetings, and advising directors on their Companies Act duties. They do not replace the directors, who remain responsible for the company.
- What is beneficial ownership reporting for Malaysian companies?Since the Companies (Amendment) Act 2024 (in force 1 April 2024), every Malaysian company must identify the natural persons who ultimately own or control it, keep a beneficial owner register and notify SSM of the information and later changes. A beneficial owner can be someone with ultimate effective control, not only a shareholder.
- Does a private company in Malaysia have to hold an AGM?No. The Companies Act 2016 requires only public companies to hold an annual general meeting, within six months of the financial year end. A private company does not need an AGM, but it must still circulate its financial statements to members within six months and lodge them with SSM.
- What business structure should I choose in Malaysia: sole proprietorship, partnership, LLP or Sdn Bhd?Pick based on liability, who owns it and how credible you need to look. A sole proprietorship or partnership is cheapest but the owners are personally liable; an LLP or a Sdn Bhd gives a separate legal entity. A Sdn Bhd is the usual choice once you hire staff, sign larger contracts or bring in investors.
- What is the difference between a sole proprietorship and a Sdn Bhd in Malaysia?A sole proprietorship is not a separate legal person, so you are personally liable for all business debts. A Sdn Bhd is its own legal person and shareholders are generally liable only for unpaid share capital. A Sdn Bhd costs more to set up and carries more yearly filing duties.