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To incorporate a private limited company with SSM under the Companies Act 2016, you'll need:

• Director — at least one, aged 18+, ordinarily resident in Malaysia, not a bankrupt or recently convicted of certain offences.
• Shareholder — at least one (individual or corporate). In most sectors, 100% foreign ownership is allowed.
• Paid-up capital — no legal minimum; a company can start from as little as RM1 (higher may be needed for licences, work passes, or banking).
• Company name — searched and reserved with SSM before incorporation.
• Registered office — a Malaysian address where statutory records are kept (commonly the company secretary's office).
• Company secretary — a licensed secretary appointed within 30 days of incorporation.
• Other particulars — nature of business, director & shareholder details, and the SSM fee. A constitution is optional for most companies.

Every company in Malaysia must have at least one company secretary — a statutory requirement under the Companies Act 2016. The secretary must be:

• A natural person, aged 18 or above.
• A Malaysian citizen or permanent resident ordinarily residing in Malaysia.
• A member of a prescribed professional body (e.g. MAICSA, MIA, MACS, or the Malaysian Bar) or an individual licensed by SSM.

The first secretary must be appointed within 30 days of incorporation, and the office may not stay vacant for more than 30 days. The secretary handles statutory filings, maintains registers and minutes, and advises the board on compliance. This is our core service at Ghinex.

Foreign nationals need a valid pass to work in Malaysia. The employer must generally first register with the Immigration Department's Expatriate Services Division (ESD). The Employment Pass (EP) has three categories by basic monthly salary (rates effective 1 June 2026):

Other common passes

• Professional Visit Pass (PVP) — for foreign experts on short-term services while employed overseas; up to 12 months.
• Visit Pass (Temporary Employment) — for approved sectors like manufacturing, construction, and plantation, subject to quota.
• Dependant Pass — for spouses and children of eligible EP holders.
• Residence Pass-Talent (RP-T) — up to 10 years for highly qualified expatriates. We assist end to end.

Most businesses operating from physical premises need a business premise licence and a signboard licence from the local authority (e.g. DBKL for Kuala Lumpur).

• Required before you start operating and before displaying any signboard.
• Typical documents: SSM registration, tenancy agreement or proof of ownership, photos of the premises, and the signboard design.
• Signboards must comply with local rules, including giving prominence to Bahasa Malaysia (other languages may appear alongside).
• Generally valid one year and renewable; some activities also need Fire & Rescue or Health Department approvals.

A WRT licence is required for foreign-owned companies (generally >50% foreign equity) before carrying on distributive trade — wholesale, retail, franchising, import/export, and certain service businesses.

• Authority — Ministry of Domestic Trade and Cost of Living (KPDN).
• Capital — minimum RM1,000,000 paid-up for most categories; higher for large formats (department stores, hypermarkets).
• Premises — a physical, commercially-zoned premises with a tenancy of at least 12 months (virtual offices not accepted).
• Validity — generally 1–2 years and renewable; some sub-sectors are closed to foreign participation.

It's also commonly a prerequisite for foreign-owned companies applying for Employment Passes in distributive trade.

Companies in warehousing, logistics, and trading may need licences under the Customs Act 1967, issued by the Royal Malaysian Customs Department (JKDM). A bonded warehouse lets imported dutiable goods be stored with duty and taxes suspended until release.

• Public bonded warehouse — for storing third-party goods; ~RM1,000,000 minimum paid-up capital and a substantial storage area.
• Private bonded warehouse — for storing your own goods; ~RM150,000 minimum paid-up capital.
• Licensed Manufacturing Warehouse (LMW) — for export-oriented manufacturers; duty exemptions on imported inputs and machinery.

We advise on the current requirements as part of our licensing support service.

Is a company secretary mandatory in Malaysia?

Yes. Under the Companies Act 2016, every company must appoint at least one qualified company secretary within 30 days of incorporation. Ghinex can act as your named secretary.

How long does it take to incorporate a Sdn Bhd?

Once your proposed name is approved and the documents are signed, registration with SSM is typically completed within a few working days.

Who can set up a Sdn Bhd?

At least one director ordinarily resident in Malaysia and at least one shareholder (they may be the same person). Paid-up capital can start from as little as RM1.

Can foreigners own a Malaysian company?

For most business activities, 100% foreign ownership is permitted; some regulated sectors carry conditions. We advise on structure, licensing, and opening a corporate bank account.

What ongoing compliance will my company have?

Maintaining statutory registers, lodging the annual return, preparing (and where required auditing) financial statements, and keeping SSM filings up to date. We manage this for you.

How are your fees structured?

Every engagement is tailored. Tell us what you're planning and we'll prepare a clear quote — no obligation.

We integrate Environmental, Social, and Governance (ESG) principles into our operations and the way we serve clients.

Request the full ESG policy at cosec@ghinex.com.

Our Know Your Customer policy underpins our commitment to anti-money-laundering (AML) and counter-financing of terrorism (CFT) compliance.

Request the full KYC policy at cosec@ghinex.com.

We respect your privacy. Ghinex protects personal data in line with Malaysia's Personal Data Protection Act 2010 (PDPA). This notice explains, in simple terms, how we handle personal data.

To exercise your rights or request the full PDPA Notice, contact cosec@ghinex.com.