The document list for incorporating a Sdn Bhd comes from section 14 of the Companies Act 2016. An incorporation application must state the proposed name, whether the company is private or public, the nature of business and the registered office address, plus the name, identification, nationality and residence of every member and director. Each promoter and director adds a statement consenting to act. Since 14 July 2026 it is lodged through SSM's CRS portal.
Key takeaways
- Section 14(3) of the Companies Act 2016 lists ten particulars, (a) to (j). That list is the checklist.
- CRS requires a foreign director's Foreign National ID — an identification number recognised by their own country — and SSM says the passport number remains mandatory as well.
- A constitution is optional for a company limited by shares. If a company adopts one, the constitution is lodged within thirty days of the date of adoption.
- SSM charges RM1,000.00 for a section 14 application by a company limited by shares, and RM50.00 per thirty days to reserve a name first.
- Since 14 July 2026 the application is lodged through SSM's CRS portal, which replaced MyCoID.
On this page7
What documents are needed to incorporate a Sdn Bhd in Malaysia?
A Sdn Bhd incorporation application carries ten particulars, set out at section 14(3)(a) to (j) of the Companies Act 2016, plus a consent statement from every promoter and director under section 14(4). The particulars describe the company itself, then each member, director and secretary, then the shares each member takes.
The Act's own words are the checklist. Section 14(3) says the application shall “include a statement by every person who desires to form a company containing the following particulars”, and then lists them:
- the name of the proposed company;
- the status of whether the company is private or public;
- the nature of business of the proposed company;
- the proposed address of the registered office;
- the name, identification, nationality and ordinary place of residence of every member — and where a member is a body corporate, its corporate name, place of incorporation, registration number and registered office;
- the name, identification, nationality and principal place of residence of every person who is to be a director;
- the same particulars for the secretary, if any;
- for a company limited by shares, the class and number of shares to be taken by a member;
- for a company limited by guarantee, the amount the member undertakes to contribute if it is wound up;
- any other information the Registrar may require.
Section 14(4) adds one more document: the application must be accompanied by a statement from each promoter or director confirming consent to act and that the person is not disqualified under the Act. Section 14 itself does not list a business plan, a lease or a bank letter, though SSM adds a Declaration of Compliance and, for some companies, the documents below. This page is the checklist; the full process is in our complete guide to Sdn Bhd incorporation.
PT Corporate Services handles Sdn Bhd incorporation in Kota Damansara.
What do you send your company secretary for each person?
Four particulars per person: name, identification, nationality and place of residence. Section 14(3)(e) of the Companies Act 2016 uses the ordinary place of residence for members and section 14(3)(f) the principal place of residence for directors. A member that is a body corporate gives its corporate particulars instead.
| Person | What section 14(3) asks for | Also required |
|---|---|---|
| Member (individual) | Name, identification, nationality, ordinary place of residence | The class and number of shares to be taken, under section 14(3)(h) |
| Member (body corporate) | Corporate name, place of incorporation, registration number, registered office | SSM lists a consent letter from the corporate body among the documents an application may also require |
| Director | Name, identification, nationality, principal place of residence | A section 14(4) statement consenting to act and confirming the person is not disqualified |
| Secretary (if named) | Name, identification, nationality, principal place of residence | A citizen or permanent resident ordinarily resident in Malaysia, and a member of a Fourth Schedule professional body or licensed by SSM |
Identification is where a foreign founder meets an extra step. SSM's CRS guidance states that “Foreign National ID information is mandatory for foreign directors in CRS”, and that “the passport number remains mandatory even if a Foreign National ID has been provided”. Where a country issues no specific ID, SSM accepts a social security number or another identification number that country recognises, and where the number stays unavailable it allows the passport number to be entered in the Foreign National ID field instead. Who may hold the shares is a separate question, covered in our note on whether a foreigner can own 100% of a Sdn Bhd.
A private company needs at least one director who ordinarily resides in Malaysia and one promoter. A company secretary does not have to be named in the application at all: SSM requires the appointment within 30 days after incorporation.
PT Corporate Services handles Sdn Bhd incorporation and acts as your named company secretary in Kota Damansara.
What other documents can an incorporation application need?
Beyond the section 14 particulars, a Sdn Bhd incorporation application carries a Declaration of Compliance and, where they apply, three additional documents: a consent letter from a corporate member, a certificate of a director's qualification, and a consent letter from a relevant agency. A constitution is lodged only if the company adopts one.
SSM is specific about the address: “The full particular of address must indicate with a no. unit or lot, level or floor, name of the building, name of road, city, postcode & state.” On the constitution it reads: “Having constitution is an option for companies limited by shares, however it is compulsory for Companies Limited By Guarantee.” A company that adopts one lodges it with the Registrar within thirty days of the date of adoption.
SSM's incorporation guidelines set out the rest as a Declaration of Compliance plus additional documents that apply only to some companies: “a copy of consent letter from the corporate body named as the member of the company”, “a copy of certificate of director's qualification, if required”, and “a consent letter from relevant agency, if any”. The Declaration of Compliance confirms that the requirements of the Companies Act 2016 have been complied with, and is made by the individual responsible for the incorporation.
The agency letter is activity-specific, not general: for MSIC code 64923, licensed money lending, SSM requires a letter of approval from the Local Authority or PBT. A director's qualification certificate is similarly narrow, SSM's own example being a medical practitioner's certificate.
Where is a Sdn Bhd incorporation application filed in 2026?
A Sdn Bhd incorporation application is lodged through SSM's Corporate Registry System, not MyCoID. SSM states that “Phase 1, which involves the lodgment of statutory company documents, commenced on 14 July 2026”, and that for Phase 1 CRS replaces MyCoID, e-Secretary and over-the-counter lodgement services. SSM lists Name Search and Incorporation among the Phase 1 services.
The section 14 Superform, the single form the application is made on, has six parts: “Particular of application; Clarification; Application details (directors, members/shareholders); Information to Agency; Declaration section; and Lodger information.”
The Superform is generated with a Draft watermark, and SSM advises downloading that PDF before clicking Submit and Pay. The Draft-watermarked Superform is not a throwaway: SSM says it “may be used for registration purposes with the relevant parties or agencies and for official purposes, as it contains the complete information from the company registration application”.
CRS also splits the filing between two roles. The Maker is “responsible for preparing the information for lodgement”; the Lodger checks that what the Maker entered is accurate, authentic and correct, and is the one who lodges it with SSM. What CRS replaced is in our note on the SSM Corporate Registry System, and the timeline in how long SSM registration takes.
What does SSM charge to incorporate a Sdn Bhd?
RM1,000.00 for a section 14 incorporation application by a company limited by shares, under SSM's table of fees. Reserving a name first costs RM50.00 for every thirty days or part thereof, with a maximum of 180 days. These are SSM's statutory fees for the filing itself.
| Item | Fee (RM) |
|---|---|
| Section 14 application — company limited by shares | 1,000.00 |
| Section 14 application — company limited by guarantee | 3,000.00 |
| Section 14 application — unlimited company | 1,000.00 |
| Name reservation under section 27 | 50.00 per thirty days, maximum 180 days |
SSM's statutory fees do not include a company secretary's professional fee. These figures were checked against SSM's published table of fees on 17 October 2026. Running costs after the first year are in our guide to Sdn Bhd setup and running costs.
Frequently asked questions
Do I need to appoint a company secretary before I can incorporate?
No. Section 14(3)(g) asks for the secretary's particulars only if one has already been named, so it can be left out at the application stage. SSM requires that a company secretary must be appointed within 30 days after the incorporation of the company. The appointee must be a Malaysian citizen or permanent resident ordinarily resident in Malaysia, and a member of a Fourth Schedule professional body or licensed by SSM.
Can I reserve a company name before filing the incorporation application?
Yes. SSM offers two routes: direct incorporation, which combines name reservation and incorporation in one application, or a name reservation followed by the incorporation application. Section 27(5) lets the Registrar reserve a name for thirty days from the date of lodgement, or such longer period as the Registrar may allow, at RM50.00 for every thirty days or part thereof.
Will SSM issue a certificate of incorporation automatically?
No. Section 15 requires the Registrar to enter the particulars in the register, assign a registration number and issue a notice of registration. SSM states that only registration notice will be issued, and that a certificate of incorporation will only be issued upon application made with the prescribed fee.
What happens if the registered office address changes after incorporation?
SSM must be told within 14 days. Its guidance on incorporation particulars states that the Registrar shall be notified of any change in the address of the registered office within fourteen (14) days of such change.
Sources
- Companies Act 2016 (Act 777), sections 14, 15 and 27 — SSM, the text as gazetted on 15 September 2016
- Submitting Incorporation Particulars for a Company — SSM
- Starting a Company — SSM
- Table of Fees (Registration of Company) — SSM
- Guidelines for the Incorporation of Local Companies — SSM
- Frequently Asked Questions: Corporate Registry System (CRS) — SSM