The Engagement Letter For Company Secretarial Services is a crucial document required when a company in Malaysia appoints a professional firm to handle its corporate secretarial matters. This document is essential under Malaysian law, as all companies registered under the Companies Act 2016 must appoint a qualified company secretary. The engagement letter establishes the professional relationship, outlines the scope of services, defines responsibilities, and sets commercial terms. It typically includes provisions for maintaining statutory records, filing annual returns, organizing board and shareholder meetings, and ensuring compliance with Malaysian corporate regulations. The document serves as a reference point for both parties throughout the engagement and helps prevent misunderstandings about service scope and responsibilities.
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1. Letter Header: Professional letterhead, date, reference number, and recipient's details
2. Introduction: Opening paragraph identifying the parties and purpose of engagement
3. Appointment Confirmation: Formal confirmation of appointment as company secretary and acceptance of role
4. Scope of Services: Detailed outline of standard company secretarial services to be provided
5. Professional Fees: Fee structure, payment terms, and billing arrangements
6. Client's Obligations: Client's responsibilities in providing information and cooperation
7. Professional Standards: Commitment to professional standards and compliance with relevant laws
8. Confidentiality: Confidentiality obligations and handling of sensitive information
9. Term and Termination: Duration of engagement and termination provisions
10. Acceptance and Execution: Signature blocks and acceptance confirmation
1. Additional Services: Details of any additional corporate secretarial services beyond standard scope, used when client requires specific extra services
2. Multiple Entity Services: Provisions for services to group companies or multiple entities, included when serving more than one related company
3. Conflict Resolution: Dispute resolution procedures, included for more complex engagements or when specifically requested
4. Professional Indemnity: Detailed indemnification provisions, included for high-risk or complex engagements
5. Service Level Agreement: Specific performance metrics and response times, included when client requires detailed service standards
6. Foreign Entity Provisions: Special provisions for foreign companies, included when client is a foreign entity with Malaysian operations
1. Schedule of Standard Services: Detailed list of all standard company secretarial services included in the engagement
2. Fee Schedule: Detailed breakdown of fees for different services and additional charges
3. Required Information Schedule: List of documents and information required from the client for service delivery
4. Key Personnel: Details of key personnel assigned to the client's matters and their contact information
5. Compliance Calendar: Annual corporate compliance calendar showing key filing dates and deadlines
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