Switch Secretary
Switch to Zepheus
Zero Downtime, Zero Awkward Calls, 100% Peace of Mind
Frustrated by low-cost secretaries who take on massive client volumes only to offer zero strategic advice and subpar statutory compliance? Changing your Company Secretary is a straightforward statutory right. You sign the digital board resolution; Zepheus manages the entire file handover, professional communication, and SSM lodgments with your outgoing secretary.
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Google Reviews: 4.9 / 5.0 Rating ★★★★★ (119+ Verified Client Reviews across Malaysia)
100% Fixed Transparent Retainer with Zero Hidden File Takeover Surcharges.
Direct WhatsApp Access to a Licensed Company Secretary and Senior Secretarial Team with a 24-Hour Same-Day Reply Guarantee.
The Zepheus Advantage
Common Issues with Outgoing Company Secretaries vs. The Zepheus Advantage
Active Advisory & High-Standard Compliance Governance
Traditional Firm
Firms charging rock-bottom retainer fees survive purely on sheer volume. Because their staff are stretched across thousands of accounts, they provide zero proactive guidance, conduct bare-minimum compliance checks, and leave your statutory registers exposed until an audit or penalty strikes.
Zepheus Advantage
We operate a dedicated advisory model, not a low-cost document mill. Your company receives diligent statutory oversight, active regulatory alerts, rigorous compliance health checks, and strategic guidance tailored to your growth.
Direct WhatsApp & 24-Hour Guarantee
Traditional Firm
Messages take days or weeks for a reply, holding up urgent banking, vendor, or tender deadlines.
Zepheus Advantage
Immediate chat access to a Licensed Company Secretary and senior secretarial team with guaranteed same-day replies.
Direct Senior Consultation
Traditional Firm
Routine queries are delegated to inexperienced interns or clerks who cannot provide actionable regulatory guidance.
Zepheus Advantage
Direct access to a Licensed Company Secretary with 16+ years of corporate secretarial and business advisory practice.
100% Transparent, Itemized Billing
Traditional Firm
Low headline retainer fees offset by unexpected billings for every signature, basic query, or standard CTC document.
Zepheus Advantage
Clear, upfront monthly/annual retainers with zero hidden administration or file handover markups.
Proactive Automated Compliance Tracking
Traditional Firm
Late lodgment of Annual Returns (AR), Financial Statements, or Beneficial Ownership (BO) notices leading to SSM compound fines.
Zepheus Advantage
Strict internal compliance calendar ensuring timely reminders, document pre-checks, and zero-penalty lodgments.
100% Digital Document Sign-Off
Traditional Firm
Requiring directors and shareholders to travel to an office to sign physical documents in blue ink.
Zepheus Advantage
Digital document execution and verified electronic signatures for swift board and shareholder approvals.
Dual-Region Ground Presence
Traditional Firm
Limited capacity to manage municipal licenses or operational secretarial matters across East Malaysia.
Zepheus Advantage
Fully operational branch offices in both Peninsular Malaysia and Sabah & Sarawak for nationwide support.
Step-by-Step Incorporation Workflow
Step 1
Preliminary Review & Digital Consent
- You provide your latest SSM statutory forms and current Secretary details (Name, Contact, Email).
- Our team conducts an initial statutory status check to verify whether your Annual Returns and statutory registers are up to date.
- Directors sign the termination letter and Board Resolution approving the resignation/removal of the existing secretary and the appointment of Zepheus's Secretary.
Step 2
Official SSM Lodgment
- We formally lodge Section 58 (Notification of Change of Secretary) and Section 46 (Notification of Change of Registered Address) with the Companies Commission of Malaysia (SSM).
Step 3
Statutory File & Register Handover
- Zepheus coordinates the retrieval of your company's physical/digital statutory records, including:
Register of Members Records and other statutory registers.
Past Minutes and Resolution Records.
Past SSM lodgment forms and acknowledgement.
Common Seal, Share Certificates (if any). - Compliance Assurance: We shall uphold the standard on ensuring full compliance based on Companies Act 2016; any lacking of standard, we shall inform and update the needful.
- Your company is successfully onboarded onto our digital secretarial monitoring system, securing your compliance timeline moving forward.
Preperations
What You Need to Prepare
Latest SSM Company Profile / Form Section 14,15,17,51,58,78
Current Secretary's firm name and contact details (Name, Contact Number, Email).
Details of any pending statutory lodgments or urgent upcoming board resolutions.
Frequently Asked Questions
Clear answers to common questions about incorporating and running your Malaysian business digitally with Zepheus.
How much is the compound or penalty if the secretary post is vacant for more than 30 days?
Under Section 241 of the Companies Act 2016, leaving the office of Company Secretary vacant for more than 30 days is an offence committed by both the company and every director in default. SSM may impose compound fines starting from RM 500 up to RM 50,000, along with potential daily default penalties until a qualified secretary is officially appointed and lodged.
Does my existing Company Secretary have the right to block me from switching?
Under the Companies Act 2016, the Board of Directors holds the complete legal right to remove and appoint a Company Secretary at any time. An outgoing secretary cannot reject or veto your board resolution, provided any legitimately accrued outstanding professional disbursements are settled.
Will switching my Company Secretary disrupt my ongoing business operations or bank accounts?
Not at all. The transition happens behind the scenes. Your company registration number, business activities, and tax files remain completely unaffected.
What happens if I owe fees to my previous Company Secretary?
Any legitimately incurred professional retainer fees or disbursements up to the handover date must be settled with the outgoing firm to release the physical statutory books. Zepheus reviews your outgoing invoice to ensure all handover charges are justified before concluding the file transfer.
How long does the entire secretarial takeover process take?
Once the Board Resolution is signed, Zepheus lodges the secretarial appointment and resignation with SSM within 24 hours. The physical file and register handover from the outgoing secretary typically takes between 5 to 10 working days, depending on their response time.
Do I need to physically visit the previous secretary's office to retrieve my documents?
No. Zepheus manages the courier arrangements, dispatch coordination, and file inventory check directly, ensuring your time is spent running your business rather than managing administrative handovers.
If there is an SSM compound due to non-compliance, what should I do?
Do not ignore the notice, as overdue SSM compounds can lead to director blacklisting, court summons, or debarment from incorporating new companies. Contact Zepheus immediately. Our team will conduct a statutory compliance check to identify the root cause, prepare the required overdue filings to bring your company back into good standing, and draft an official appeal letter to SSM to request a compound reduction up to 95% where applicable.
Zero Downtime Takeover
Ready to Switch to a Responsive Secretarial Partner?
Sign the digital resolution and we handle the rest. We issue the handover correspondence, collect your registers, lodge with SSM in 24 hours, and audit your statutory standing.
Call for Secretarial Switch
Licensed corporate secretarial, cloud accounting, and cross-border advisory firm. We empower Malaysian enterprises and foreign investors with high-standard statutory compliance, transparent fees, and guaranteed 24-hour response.
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