The Board Resolution For Resignation Of Company Secretary is a crucial corporate governance document required under Malaysian law when a company secretary steps down from their position. This resolution is mandatory under the Companies Act 2016 and must be properly executed to ensure legal compliance and maintain proper corporate records. The document serves multiple purposes: it formally acknowledges the resignation, authorizes the necessary filings with the Companies Commission of Malaysia (SSM), and, where applicable, approves the appointment of a new secretary. It should be prepared when a company secretary submits their resignation and must be executed within the statutory timeframe to maintain continuous compliance with legal requirements for corporate secretarial appointments.
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1. Title and Company Details: Full legal name of the company, company registration number, and date of the resolution
2. Meeting Details: Date, time, venue of the board meeting, and confirmation of quorum
3. Present Directors: List of directors present at the meeting and those absent
4. Notice and Quorum: Confirmation that proper notice was given and quorum was present
5. Resignation Details: Details of the resigning company secretary including name, identification number, and effective date of resignation
6. Resolution Statement: Formal statement of the board's acceptance of the resignation
7. Filing Requirements: Direction to file necessary notices with SSM (Suruhanjaya Syarikat Malaysia) within the prescribed timeframe
8. Closure: Formal closing of the resolution with chairman's signature and date
1. New Appointment: Details of new company secretary appointment, if being made simultaneously
2. Transitional Arrangements: Any temporary arrangements or handover procedures if applicable
3. Vote Count: Record of the voting results if not unanimous
4. Appreciation Note: Formal note of thanks to the outgoing secretary, if appropriate
5. Compliance Statement: Statement confirming compliance with any specific industry regulations, needed for regulated industries
1. Schedule 1 - Resignation Letter: Copy of the formal resignation letter from the outgoing company secretary
2. Schedule 2 - Form of SSM Notification: Draft or copy of the required notification form to be submitted to SSM
3. Schedule 3 - New Secretary's Consent: If applicable, consent letter from the incoming company secretary
4. Schedule 4 - Handover Checklist: If applicable, list of documents and responsibilities to be handed over
Relevant legal definitions
Clauses
Relevant Industries
Financial Services
Manufacturing
Retail
Technology
Healthcare
Real Estate
Construction
Education
Professional Services
Energy
Telecommunications
Transportation
Mining
Agriculture
All Corporate Sectors
Relevant Teams
Legal
Corporate Secretariat
Compliance
Corporate Governance
Board Administration
Regulatory Affairs
Corporate Affairs
Executive Office
Relevant Roles
Company Secretary
Corporate Secretary
Legal Director
Compliance Officer
Board Chairman
Chief Executive Officer
Chief Legal Officer
Corporate Governance Officer
Legal Counsel
Director of Legal Affairs
Board Director
Corporate Affairs Manager
Regulatory Compliance Manager
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