Category: Business Insights

Sustainability Reporting in Malaysia: Why It Is Time to Take It Seriously

Sustainability Reporting in Malaysia: Why It Is Time to Take It Seriously

khushbuthakkar

Sustainability Reporting in Malaysia: Why It Is Time to Take It Seriously

Sustainability is no longer just a Corporate Social Responsibility (CSR) initiative or a section in the annual report. Today, it is a strategic and financial priority that directly impacts investor trust, compliance, and long-term business growth.

According to a PwC survey, over 80% of regional investors now evaluate ESG metrics before allocating capital — a clear sign that sustainability performance is no longer optional but integral to business success.

In Malaysia, the urgency is growing. Regulators are rolling out stricter rules, investors are demanding transparency, and global standards are reshaping how companies must report on environmental, social, and governance (ESG) performance. Businesses that treat sustainability reporting as a formality risk falling behind, while those that embed it into strategy can unlock stronger resilience and growth opportunities.

Chong Kok Wai, the Regional Director of Sustainability at BoardRoom Group, shares, “As Malaysia adopts International Financial Reporting Standards (IFRS) Sustainability Disclosure Standards, companies must recognise this is more than just replacing the Global Reporting Initiative (GRI). IFRS ensures disclosures are comparable and decision-useful for investors, while GRI provides the impact perspective. At BoardRoom, we guide clients to integrate both, so their reports tell a complete story.”

This is where BoardRoom steps in by offering sustainability advisory and reporting services that help companies move beyond compliance to create long-term business value.

The Sustainability Reporting Challenge in Malaysia

Malaysia’s sustainability landscape is being shaped by two powerful forces — tightening regulatory standards and growing investor scrutiny.

Bursa Malaysia requirements

All listed issuers must now publish a Sustainability Statement annually. From 2025 onwards, these disclosures must comply with the IFRS Sustainability Disclosure Standards, ensuring that Malaysian companies can be compared fairly against regional and global peers.

In addition, the Sustainability Reporting Guide (3.0), updated in 2023, requires stronger climate-related disclosures. This reflects a clear message — sustainability reporting is no longer voluntary; it is essential to good corporate governance.

Kok Wai explains, “These standards are not meant to burden companies. They are there to create consistency and comparability so that when investors read the report, they immediately understand the risks and opportunities a company is facing.”

Government support

To encourage adoption, the Malaysian government introduced a tax incentive of up to RM50,000 per year (YA2024–YA2027) for eligible ESG expenditures.

These include:

  • ESG certifications
  • Greenhouse gas (GHG) emissions tracking
  • ESG-related platforms or software
  • ESG training and capacity building
  • External sustainability consulting and advisory services

Phased implementation timeline

Bursa Malaysia has adopted a phased implementation approach, starting with large Main Market issuers in 2025 and extending to smaller companies by 2027.

  • Group 1* – Main Market issuers with ≥RM2B market cap: from FY starting 1 Jan 2025
  • Group 2* – All other Main Market companies: from FY starting 1 Jan 2026
  • Group 3* – ACE Market issuers and large private companies (≥RM2B revenue): from FY starting 1 Jan 2027

*please refer to the NSRF for further information

This phased approach gives smaller businesses more time to prepare, but the message is clear — all companies must act now to avoid being caught unprepared.

Investor expectations

Beyond regulation, investors are a key driver. Institutional investors and international funds increasingly require credible sustainability reporting before committing capital. In Southeast Asia and beyond, companies that cannot demonstrate transparency risk losing out on funding and partnerships.

Why Companies Struggle with Sustainability Reporting

Despite the urgency, many Malaysian companies still treat sustainability reporting as a compliance burden rather than a business opportunity.

Kok Wai shares, “The biggest stumbling block we see is data. Most companies already have the information somewhere, but it is fragmented across departments. Without the right systems, they struggle to collect, organise and make sense of it.”

From our experience across multiple industries, three recurring pain points stand out.

  • Fragmented data spread across departments
  • Lack of board oversight, limiting ESG’s strategic impact
  • Poor materiality assessments that fail to identify what matters most to stakeholders

Without a proper strategy, companies risk producing sustainability reports that are incomplete, inconsistent, or unconvincing to investors.

But when approached correctly, sustainability reporting becomes a powerful management tool.

“Boards often underestimate the governance role required in sustainability. Sustainability cannot sit solely with the CSR or finance function — it demands board-level oversight and broader departmental participation. When done well, sustainability reporting moves beyond compliance, it becomes a management tool that improves efficiency, reduces costs, and demonstrates business resilience to potential investors,” adds Kok Wai.

The Business Value of Sustainability Reporting

A strong and robust sustainability reporting goes beyond compliance. When approached strategically, sustainability reporting can deliver measurable business value.

It enables companies to:

  • Build trust with investors and customers through transparent sustainability disclosures
  • Leverage sustainability reporting to access government incentives and sustainable financing
  • Drives operational efficiency through enhanced ESG data visibility
  • Enhance resilience against regulatory, reputational and climate-related systemic risks

Companies that invest in sustainability services and ESG solutions often uncover cost savings, operational improvements, and stronger stakeholder relationships. For example, tracking emissions and establishing baseline data can reveal inefficiencies that reduce energy cost, while robust corporate governance practices lower risk exposure and strengthen investor confidence.

How BoardRoom Supports Companies with Sustainability

BoardRoom offers end-to-end sustainability advisory and consulting services to support companies at every stage of their sustainability journey. Leveraging our expertise across corporate governance, compliance, and investor relations, we integrate sustainability into the board agenda, ensuring it is a strategic driver rather than a standalone reporting exercise.

Our sustainability services cover:

  • Materiality assessments to identify priority sustainability/ESG issues
  • Stakeholder engagement to ensure disclosures reflect expectations
  • Alignment with IFRS standards and Bursa Malaysia Listing Requirements and Guidelines
  • Benchmarking, gap analysis, climate-risk mapping and climate-adaptation planning to build climate resilience
  • Sustainability reporting processes that build trust with regulators and investors

While many consultancies focus solely on frameworks, BoardRoom’s approach bridges strategy with clear execution to deliver value and future-proof your business. Our approach combines hands-on advisory with technology, including collaboration with Bursa Malaysia’s Centralised Sustainability Intelligence (CSI) platform, which ensures disclosures comply with IFRS S1 (Financial) and S2 (Climate-Related) standards with accuracy and precision.

We also offer outsourced sustainability services, allowing companies to reduce costs and free up internal resources while gaining expert guidance to manage systemic risks such as climate change, social compliance, and governance challenges.

At the core of BoardRoom’s sustainability consulting is the triple bottom line – People, Planet, and Profit. By balancing financial performance with social and environmental impact, we help businesses not only stay compliant but also strengthen resilience, attract investors, and unlock long-term value.

Why Companies Should Act Now

The case for early action is clear. With IFRS S1/S2 standards setting the global baseline, Malaysia’s early adopters will gain first-mover credibility among international investors. Businesses that embrace sustainability reporting today will be better positioned to:

  • Gain investor confidence through credible ESG reporting
  • Access funding with more favourable terms
  • Win contracts and partnerships by demonstrating accountability
  • Improve efficiency with better data-driven decision-making

Those who delay risk reputational damage, regulatory penalties, and missed opportunities in a market where ESG expectations are rising rapidly.

“Companies should see sustainability not as a burden, but as an opportunity. The earlier they start, the more benefits they will unlock,” concludes Kok Wai.

Turning Compliance into Opportunity: How BoardRoom can Help

Sustainability reporting is no longer optional. The future of corporate reporting belongs to companies that see ESG not as an obligation but as an advantage, and Malaysia is at the tipping point of that shift. For Malaysian companies, it is a critical part of governance, strategy, and long-term success. By treating ESG as a business driver, organisations can not only stay compliant but also create real value.

BoardRoom’s sustainability services and advisory (SSA) combines practical, hands-on ESG consulting with AI-enabled tools and close alignment to Bursa Malaysia’s CSI platform and IFRS S1/S2 standards. Whether you need a materiality assessment, gap analysis, audit-ready reporting, or a fully outsourced sustainability function, our approach is designed to make reporting reliable, useful and business-driven.

Want to know more? Contact us to know how BoardRoom’s sustainability advisory, ESG consulting, and reporting services can make your sustainability reporting reliable, investor-ready, and growth-focused.

Contact BoardRoom for more information:

Chong Kok Wai

Chong Kok Wai

Regional Director of Sustainability

E: [email protected]

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Understanding the National Sustainability Reporting Framework (NSRF)

Understanding the National Sustainability Reporting Framework (NSRF)

khushbuthakkar

Understanding the National Sustainability Reporting Framework (NSRF)

On 24 September 2024, Malaysia launched the National Sustainability Reporting Framework (NSRF) to guide companies in disclosing environmental, social, and governance (ESG) performance in a clear, consistent, and globally aligned way. Developed in response to growing regulatory and investor expectations, the NSRF supports Malaysia’s shift towards sustainable business practices and reflects international benchmarks, including the standards of the International Sustainability Standards Board (ISSB)—specifically IFRS S1, which covers general sustainability-related disclosures, and IFRS S2, which focuses on climate-related risks and opportunities.

In this article, we will break down the NSRF, its relevance to Malaysian businesses, and the steps companies can take to align with the sustainability reporting framework and meet evolving ESG requirements.

What is the National Sustainability Reporting Framework (NSRF)?

The national sustainability reporting framework provides a structured approach for Malaysian companies to disclose ESG-related risks, opportunities, and performance. It sets out clear reporting expectations, aiming to build trust and accountability while helping organisations stay competitive in a rapidly evolving market.

By aligning closely with global frameworks such as the ISSB standards, IFRS S1, and IFRS S2, the NSRF ensures Malaysian companies can meet both local compliance obligations and international investor expectations.

The Role of the NSRF in Malaysia’s ESG Landscape

The NSRF plays a central role in Malaysia’s broader ESG strategy, complementing both the Malaysia ESG framework and the SSA framework developed by Bursa Malaysia. It integrates key global reporting references, including the UN Sustainable Development Goals (SDGs), the Global Reporting Initiative (GRI), and the Task Force on Climate-Related Financial Disclosures (TCFD). 

To support digital and standardised reporting, Bursa Malaysia has also introduced the Centralised Sustainability Intelligence (CSI) platform, which is the official platform for submitting ESG disclosures under the sustainability reporting framework.

Additionally, leading providers work in close collaboration with Bursa Malaysia to support companies with ESG reporting, offering practical guidance on data preparation and platform submission for ongoing compliance.

Who Needs to Comply with the NSRF?

The NSRF applies to a wide range of organisations in Malaysia, from listed issuers to large non-listed entities. While initial adoption may be voluntary for some, compliance is gradually becoming mandatory across company tiers, in line with national ESG objectives.

Phased Implementation

The rollout of the NSRF follows a structured, three-year timeline: 

  • 2025: Large Main Market issuers with a market capitalisation of RM2 billion or more 
  • 2026: All other Main Market issuers 
  • 2027: ACE Market issuers and large non-listed companies 

This phased approach allows businesses time to build internal capabilities and integrate ESG reporting into existing operations.

Why Does the NSRF Matter for Malaysian Businesses?

Enhancing Corporate Sustainability

The NSRF encourages organisations to embed sustainability into their business strategies. By reporting on emissions, resource consumption, and labour practices, companies can identify operational risks and set measurable improvement targets. This also supports broader national priorities such as climate adaptation and low-carbon development.

Building Stakeholder Trust

Investors, regulators, and consumers now expect transparency in ESG performance. A well-prepared sustainability report in Malaysia can strengthen credibility and demonstrate commitment to long-term value creation. The NSRF gives companies a standardised way to communicate ESG efforts, improving trust and stakeholder engagement.

Staying Competitive in a Global Market

Alignment with IFRS S1, IFRS S2, and the broader ISSB standards allows Malaysian companies to meet the expectations of global investors and business partners. This positions them more favourably in cross-border transactions, especially in sectors where ESG reporting is a key part of procurement or partnership decisions.

Supporting Malaysia’s Net-Zero Goals

As part of its national low-carbon roadmap, Malaysia has committed to achieving net-zero emissions by 2050. The NSRF contributes to this by helping companies track and disclose climate data, ultimately improving the quality and availability of climate reporting at the national level.

Key Requirements of the NSRF

Core Components of the Sustainability Reporting Framework

The sustainability reporting framework requires companies to report across three ESG pillars: 

  • Environmental: Carbon emissions, energy use, waste management, water efficiency 
  • Social: Labour practices, diversity and inclusion, employee well-being 
  • Governance: Board diversity, ethics policies, anti-corruption measures 

These indicators enable stakeholders to assess both risk exposure and the company’s long-term sustainability strategy.

Reporting Standards and Guidelines

The NSRF aligns closely with international frameworks such as the GRI, Sustainability Accounting Standards Board (SASB), and ISSB standards. In particular, IFRS S1 outlines general sustainability-related disclosures, while IFRS S2 focuses on climate reporting. Companies are expected to reference these standards in developing their sustainability report in Malaysia.

Templates and guidance documents are available through Bursa Malaysia, designed to standardise reporting formats and improve comparability.

Data Collection and Documentation

Accurate data collection is central to effective ESG reporting. Companies need to gather quantitative and qualitative data from across departments, including environmental performance metrics, HR records, and board governance disclosures. Transparency and consistency are key to avoiding greenwashing concerns.

Centralised Sustainability Intelligence (CSI) Platform

Bursa Malaysia’s CSI platform is the designated system for submitting NSRF reports. It facilitates centralised data uploads, real-time analytics, and benchmarking tools, improving the quality and efficiency of climate reporting. Adoption of the CSI platform is mandatory for all reporting entities under the framework.

Compliance Deadlines and Reporting Frequency

Reporting frequency is expected to be annual, timed to follow financial year cycles. Companies must submit their sustainability report in Malaysia by the deadline specified under the NSRF, depending on their categorisation. Non-compliance may affect listing status or trigger regulatory scrutiny.

Steps to Start Sustainability Reporting Under the NSRF

Understand the Framework

Begin by reviewing the national sustainability reporting framework, including its timelines, reporting templates, and guidance documents. Identify your organisation’s ESG priorities and align them with the reporting requirements under IFRS S1 and IFRS S2.

Build Internal Capacity

Form a sustainability working group or appoint an ESG officer to oversee data collection and compliance. Training sessions can help operational teams become familiar with reporting expectations, risk areas, and the importance of accurate climate reporting.

Invest in Technology and Tools

Digital tools play a key role in managing ESG disclosures. ESG software can simplify data consolidation, generate reports based on ISSB standards, and facilitate submission through the CSI platform. Some platforms now incorporate AI features that assist with data mapping, flagging inconsistencies, and generating draft narrative content aligned with IFRS S1 and IFRS S2, supporting a more efficient and accurate reporting process.

Engage Stakeholders

Communicate your sustainability goals and reporting commitments to key stakeholders. This includes internal teams, shareholders, regulators, and customers. Businesses may also consider engaging third-party consultants or ESG specialists to improve reporting quality and navigate regulatory requirements.

Submit and Monitor Reports

Once data is compiled and validated, submit it via the CSI platform according to your reporting schedule. Post-submission, track performance against industry benchmarks and update your ESG strategy based on stakeholder feedback.

Next Steps for Climate Reporting Under the NSRF

The national sustainability reporting framework marks a turning point for companies operating in Malaysia, particularly as investor scrutiny and regulatory requirements continue to rise. With the phased rollout already underway, businesses need to prioritise ESG readiness—not just to remain compliant, but to stay competitive in a shifting global landscape.

As sustainability reporting becomes more technical and time-sensitive, having the right support can significantly ease the process.

Partnership with BoardRoom

BoardRoom Malaysia offers tailored support to businesses preparing for the NSRF, particularly through our SSA-related services. In collaboration with Bursa Malaysia, we provide expert guidance on ESG disclosure, regulatory compliance, and platform submission via the CSI platform. 

Whether you’re developing your first sustainability report in Malaysia or looking to improve existing practices, we help streamline the reporting journey—from early planning through to final publication. Get in touch with us here at BoardRoom Malaysia to explore how we can support your next reporting cycle.

Contact BoardRoom for more information:

Chong Kok Wai

Chong Kok Wai

Regional Director of Sustainability

E: [email protected]

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An Essential Guide to Hybrid Annual General Meetings (AGMs)

An Essential Guide to Hybrid Annual General Meetings (AGMs)

khushbuthakkar

An Essential Guide to Hybrid Annual General Meetings (AGMs)

As the corporate landscape continues to evolve, companies across Malaysia are rethinking how they conduct their annual general meetings (AGMs). The global pandemic accelerated digital adoption, making it clear that flexible, technology-driven solutions are not just convenient but also essential. Enter the hybrid AGM, a format that merges the best of both physical and virtual general meetings to meet the needs of diverse shareholders.

This guide explores what makes a hybrid AGM work, how technology plays a pivotal role in AGM management, and what organisations should prioritise to host effective and compliant AGM meetings in 2025 and beyond.

What is a Hybrid AGM?

A hybrid AGM allows shareholders to participate either in person or online. While physical AGMs may still appeal to some stakeholders, the hybrid AGM model has emerged as a more inclusive format, giving shareholders flexibility without compromising engagement or compliance.

Why Hybrid?

The appeal lies in its balance. Physical attendance allows face-to-face interaction, while the virtual component widens access to shareholders who are unable to be present due to geography, mobility, or other constraints.

In Malaysia, the acceptance of virtual general meetings by regulators such as the Companies Commission of Malaysia and the Securities Commission has made the hybrid AGM a compliant and forward-thinking option for listed and non-listed companies alike.

Key Benefits

  • Wider Participation: Shareholders from different regions or even overseas can join via online AGM platforms without the need to travel. 
  • Cost Efficiency: Reduced spending on venue logistics, printed materials, and travel arrangements. 
  • Enhanced Shareholder Experience: Technology-enabled engagement tools such as live polling and Q&As create an interactive environment that’s accessible to all attendees.

Technology as the Backbone of Hybrid AGMs

At the core of a successful hybrid AGM is the right technology. It needs to facilitate smooth communication, secure participation, and real-time decision-making—without fail.

Must-Have Features in AGM Technology

To support a modern AGM meeting, companies should look for platforms that offer: 

  • Real-time Polling and Voting: Integrated systems that allow for secure and transparent shareholder voting, both onsite and online. 
  • High-Quality Live Streaming: Reliable video and audio tools that ensure all shareholders, regardless of location, can follow proceedings without disruption. 
  • Interactive Q&A Functions: Moderated channels that allow shareholders to submit questions live, ensuring inclusive participation. 

Platform Selection Considerations

When choosing a hybrid AGM platform, consider: 

  • Security and Compliance: Look for features like multi-factor authentication, encrypted voting, and audit trails. In Malaysia, platforms should also ​meet the requirements set by Bursa Malaysia and the Companies Act 2016. 
  • Scalability: Whether you’re managing 200 or 20,000 shareholders, your system must perform at scale without lag or downtime. 
  • Accessibility: Features like mobile compatibility and language support can make a big difference for shareholders with varied needs. 

Partnering with a provider that offers comprehensive shareholder meeting services can help streamline the entire process, from secure voting to shareholder communications and post-meeting reporting, making it easier to manage both compliance and engagement.

The Role of Polling Devices and E-Voting

Modern AGM meetings require poll voting processes that are fast, secure, and transparent. Hybrid formats make this more complex, as votes must be accurately synchronised between in-person devices and online AGM participants.

Reliable poll voting services support real-time results, protect voter anonymity, and verify participation across channels, helping companies uphold integrity and confidence in decision-making.

Reliability and Technical Assurance

Technical hiccups during a virtual general meeting can disrupt participation and damage shareholder trust. Choosing a platform with strong connectivity, real-time system monitoring, and access to live technical support is essential for a smooth experience.

Preparation is equally important. Conduct a mock AGM meeting to test the platform, refine the agenda, and identify potential issues in advance. This gives organisers and attendees greater confidence going into the live session.

Best Practices for Hosting Hybrid AGMs

A smooth hybrid AGM relies on clear processes, not just reliable tools. From preparation to post-meeting tasks, every detail plays a part in meeting expectations and staying compliant.

Plan Strategically

Prepare detailed agendas in advance and share them with shareholders. Confirm the quorum requirements for hybrid formats and take note of any regulatory updates from the Securities Commission Malaysia.

Cybersecurity & Data Protection

Shareholder data is sensitive. Companies must use platforms that offer encrypted communication, secure login protocols, and access controls. Staff should be trained to recognise phishing threats or suspicious activities.

Make It Accessible

Even the best platform falls short if shareholders can’t navigate it. Clear instructions, basic tech support, and tools like e-voting and live Q&A help online AGM participants stay fully engaged.

Support on the Day

Both on-site and virtual IT support help avoid disruptions during a hybrid AGM. Technical issues can quickly escalate into governance concerns, so rehearsals or mock meetings are useful for identifying and resolving risks early.

Accurate Records and Reporting

Meeting records must be complete, accurate, and submitted on time to meet regulatory requirements. This includes formal minutes, resolutions passed, and post-meeting reports, all of which may be subject to audit or review.

The Future of Hybrid AGMs

Hybrid meetings are no longer a stopgap; they’re becoming a core practice in modern corporate governance. As expectations grow, so must the way companies connect with shareholders.

Greater Inclusivity

Online AGM tools make it easier for minority and retail shareholders to participate. Mobile-friendly platforms, language options, and remote voting help create a more balanced and representative shareholder voice.

Cost and Environmental Gains

By reducing venue, travel, and printing costs, hybrid formats offer real savings. Going digital also supports ESG efforts by cutting down on emissions and paper use linked to traditional AGM meetings.

Evolving Technologies

The integration of artificial intelligence (AI) is already underway in some AGM management platforms. Features like automated transcription, data analytics, and sentiment tracking during Q&As are enhancing how companies capture insights from their meetings.

Future-Proofing Governance

Companies that adopt secure, transparent hybrid formats are better positioned to build shareholder trust and meet future regulatory expectations. In time, hybrid AGM structures may well become the industry standard—not the exception.

Plan Your Next Online AGM with Confidence

The future of corporate governance in Malaysia is hybrid, and businesses that adapt early stand to gain the most. With the right mix of planning, technology, and stakeholder engagement, a hybrid AGM can be as effective—if not more so—than a traditional meeting format. 

Partnering with an experienced provider like BoardRoom Malaysia means more than just having the tools in place. It means having a dedicated team with deep knowledge of AGM management, regulatory compliance, and shareholder engagement. Whether you’re hosting your first online AGM or refining your existing setup, the path to a seamless, inclusive ​AGM meeting starts with trusted expertise. Contact us today to get started! 

Contact BoardRoom for more information:

Jonathan Lim

Jonathan Lim

Managing Director Asia, Share Registrar Services

E: [email protected]

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Regularising the Past: The 2026 Stamp Duty Voluntary Disclosure Program

Regularising the Past: The 2026 Stamp Duty Voluntary Disclosure Program

khushbuthakkar

Regularising the Past: The 2026 Stamp Duty Voluntary Disclosure Program

The Stamp Act 1949 (“Act”) has long served as a foundational element of Malaysia’s tax landscape, and, like all enduring legislation, it evolves to meet contemporary needs. In recent developments, the introduction of the Stamp Duty Self-Assessment System (“SDSAS”) has been on everyone’s mind – starting with Phase 1 kicking off on 1 January 2026. With this new system, taxpayers are required to first categorise their instruments according to the First Schedule of the Act, then independently and accurately determine the rate payable to the Collector and subsequently make such payments to the Collector upon filing their stamp duty return on SDSAS. This represents a marked departure from the previous framework, under which taxpayers were only required to submit their instruments online for the Collector to adjudicate and issue an official assessment notice specifying the stamp duty due – upon which the taxpayers would make payment.

With such a significant change within the stamp duty framework, the Inland Revenue Board (“IRB”) has introduced the Voluntary Disclosure Program (“VDP”).The VDP is aimed to facilitate the transition between the past framework and the newly implemented system, acting as an automatic blanket exemption for all eligible taxpayers. However, it is important to note that this program and the exemptions that come along with it would only be available for 6 months from 1 January 2026 to 30 June 2026 for instruments executed between year 2023 to year 2025.

Many taxpayers have asked why the Stamp Duty Voluntary Disclosure Programme (VDP) applies only to instruments executed between 2023 and 2025, and whether documents executed prior to 2023 fall outside stamp duty exposure.

During a recent dialogue session with CTIM members, the Director General of Inland Revenue (“DGIR”) verbally indicated that, as a matter of administrative practice, the Inland Revenue Board (“IRB”) generally audits stamp duty compliance for a period of up to three years only. This administrative approach is broadly aligned with the IRB’s general audit framework.

However, it is important to note that, legally, the Stamp Act 1949 provides a time bar of five years for the assessment and recovery of deficient stamp duty. The DGIR also clarified that instruments executed prior to 2023 are not exempt from stamp duty.

Stamp duty remains legally payable under the Act as there is no remission or exemption order granting a blanket exemption for such instruments. A blanket exemption would potentially require refunds to be made to taxpayers who have already paid duty, which is not the current policy approach. Accordingly, while instruments executed before 2023 may, in practice, be less likely to be subject to audit under current IRB administrative practice, they remain legally chargeable to stamp duty.

Our view is that the three-year scope reflects the IRB’s current administrative practice rather than a limitation imposed by legislation, and such practice is not legally binding nor guaranteed to remain unchanged. Taxpayers should therefore assess their exposure based on statutory provisions rather than solely on current audit practice.

The overarching principle of the Act is that every instrument must be stamped at the prescribed rate. In practice, many taxpayers fall foul of the late-stamping provisions, rendering them liable under Section 47A of the Act. However, non-compliance not only attracts penalties imposed by the Collector, but also carries the more serious consequence that an unstamped document may be inadmissible as evidence in court, potentially undermining a party’s claims or defences should a dispute arise.

Specifically, under Section 47 of the Act, taxpayers are required to file a stamp duty return and ensure stamp duty payable is made within 30 days of the date of execution in Malaysia or the date of receipt in Malaysia, and failure to do so would attract penalties. Subsequently, Section 47A of the Act sets out the penalties for late stamping, whereby the “late” taxpayer would be subject to fifty ringgit (RM50) or ten percent (10%) of the amount of the unpaid duty if the instrument is stamped within three (3) months after the time for stamping, or one hundred ringgit (RM100) or twenty percent (20%) of the amount of the unpaid duty, whichever sum is greater in both cases.

Under Section 47A(2) of the Act, the Collector has the power to remit or reduce the amount of duty payable. Hence, the Collector has introduced the VDP to grant a remission period for eligible taxpayers, which applies to instruments executed between 1 January 2023 and 31 December 2025. For the VDP to apply, it is exclusive to taxpayers who have duly executed and stamped the relevant instruments, but have not paid the stamp duty. However, if the taxpayer has had the instrument stamped and the duty paid, then the VDP does not apply to such parties. Given that the VDP is designed as an automatic blanket exemption, those eligible are not required to file appeals of any sort, and the system will automatically display that the payment for duty is waived.

With the introduction of the SDSAS, the likelihood of the Collector “rejecting” a taxpayer’s submission may increase. Accordingly, taxpayers should be aware of the appeals process in the event of any dispute or dissatisfaction with an assessment by the Collector. Where a taxpayer disagrees with the Collector’s assessment, the taxpayer may, within thirty (30) days from the date of the assessment, lodge a written notice of objection with the Collector. Upon determination of the objection, the Collector shall notify the taxpayer in writing of the decision. If the taxpayer remains dissatisfied with the Collector’s decision, the taxpayer may, within twenty-one (21) days from the date of notification, appeal the decision to the High Court.

The VDP can be seen as a nudge from the Collector to the taxpayers, a nudge forward in the direction of modernity through the SDSAS. Therefore, the bottom-line of the VDP is that it is introduced to encourage taxpayers to independently file, stamp and pay for their instruments in the future, fostering a culture of compliance and individual integrity under the SDSAS.

This article was originally published by Zaid Ibrahim & Co.

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Corporate Tax in Malaysia: Turning Annual Tax Returns and Pre-Planning into a Strategic Advantage

Corporate Tax in Malaysia Turning Annual Tax Returns and Pre-Planning into a Strategic Advantag

Corporate Tax in Malaysia: Turning Annual Tax Returns and Pre-Planning into a Strategic Advantage

khushbuthakkar

For many Malaysian businesses, corporate tax filing is still treated as a routine, once-a-year compliance requirement – something to tick off a list – rather than a strategic lever for business performance. However, this traditional mindset is costing companies more than they realise.

When corporate tax in Malaysia is approached solely as an annual chore, organisations miss opportunities, risk inefficiencies, and are exposed to compliance pitfalls.

In Malaysia and across the region, the annual tax return process has transformed into a business-critical function in today’s regulatory environment. It’s no longer just about filing correctly; it’s about filing smartly. Strategic tax planning and proactive oversight can uncover cost savings and deliver sharper financial visibility to the executive team.

It’s time for finance leaders to elevate the tax conversation. In Malaysia, corporate tax should be treated not just as a back-office function but as a board-level priority with the power to shape enterprise value.

In this article, Eunice Hooi, Managing Director Asia, Accounting and Tax at BoardRoom Group and Victor Cheow, Tax Manager at BoardRoom Malaysia, explore how forward-thinking leaders can shift from compliance-first thinking to treating tax as a core part of business strategy to help unlock efficiency, minimise risk and enhance financial clarity.

An Overview of Corporate Tax in Malaysia

Malaysia’s corporate income tax regime is a central pillar of the country’s financial infrastructure. It is governed by the Inland Revenue Board (IRB) under the Income Tax Act 1967. The regime applies to both resident and non-resident companies, with resident corporations taxed on global income and non-residents taxed only on income sourced from Malaysia. However, many businesses still struggle to understand how to file company tax returns efficiently.

At a glance, here’s what companies need to know about the corporate tax rate in Malaysia:

Company Type Tax Rate
Resident Company (Standard) 24%
SME (First RM150,000) 15%
SME (RM150,001 – RM600,000) 17%
SME (Above RM600,000) 24%
Non-Resident Company 24%

Corporate income tax is charged on a wide range of earnings, from profits and dividends to royalties, rents and capital gains. All Malaysian-incorporated companies (Sdn Bhd) must file Form C within seven months of their financial year-end (FYE) and settle payment within eight months.

Here is an example based on the fiscal year ending on 31 December.

  • Fiscal Year-End: 31 December 2025
  • Form C Due: 31 July 2026
  • Tax Payment Due: 31 July 2026

It may sound straightforward, but changing regulations, manual data entry and missed deadlines often complicate the process. Missing these deadlines can trigger financial penalties and legal action, not to mention reputational risks. It’s important to remember that the due date isn’t the same for every company, and your business’s deadline is determined by its classification.

While these obligations may seem procedural, they’re far more than a compliance checkbox. As Victor explains, “Executive leaders should pay close attention to tax because it’s about reputation management. Tax issues can damage trust with stakeholders and investors. And because tax spending is a business strategy, it affects strategic decisions like mergers, acquisitions, and investment.”

In other words, modern corporate tax planning isn’t just about staying compliant; it’s a governance issue that directly impacts operational integrity and long-term value creation.

Companies winding down operations must also consider how to close a company tax file in Malaysia. This involves finalising tax obligations, filing outstanding returns and notifying the IRB, a process that, if mismanaged, can lead to lingering liabilities and legal issues.

The Hidden Costs of Traditional Tax Filing

Traditional tax workflows may appear reliable on the surface, but beneath that familiarity lies a series of inefficiencies that quietly erode business value. For C-suite leaders, the hidden costs of legacy processes are becoming too significant to ignore. Manual systems, siloed communication, and reactive planning drain resources and expose companies to compliance risks, missed tax savings, and strategic blind spots.

“In Malaysia, traditional workflows are often built around manual processes: filling out physical forms for updates, managing fragmented communications, and dealing with a lack of automation,” Victor says. “These inefficiencies weigh heavily on finance teams and increase the risk of costly errors.”

The Risks of Reactive Tax Planning

A key vulnerability is the failure to plan. Waiting until the corporate tax filing deadline to address tax obligations is a reactive approach that limits optimisation opportunities. When companies only act when required to file corporation tax, they miss strategic tax deductions and risk penalties and can even face cash flow issues due to poor forecasting.

“Reactive tax planning leads to short-term thinking, which can cause companies to overlook savings opportunities,” says Victor. “It also creates operational inefficiencies and heavier administrative burdens. If finance teams aren’t current on new reporting or e-invoicing rules, that can trigger fines or penalties.”

The impact of traditional tax handling extends beyond finance. Disconnected tax processes create friction across legal, compliance and operational systems. Each department may operate on outdated or incomplete information, slowing decision-making and increasing regulatory exposure.

In today’s complex business environment, a fragmented approach to tax is no longer sustainable. Executives must demand systems and processes that support integration, transparency and foresight.

Strategic Tax Filing: A New Lever for Growth, Governance and Efficiency

Forward-looking companies in Malaysia no longer view taxes as a compliance function. Instead, they’re turning their corporation tax return process into a strategic tool to improve efficiency and support business growth.

“The real shift is in mindset,” Eunice explains. “Tax should no longer be seen as a year-end task. It needs to be embedded in business planning. Every strategic decision, from cross-border expansion to supply chain changes, carries tax implications. Finance leaders must move from just meeting deadlines to leveraging tax data for informed decisions.”

This strategic approach to corporate tax filing allows organisations to stay ahead of regulatory requirements, giving them sharper financial visibility and the ability to identify cost-saving opportunities throughout the year.

A core benefit of strategic tax planning is discovering how to reduce corporation tax through early detection of incentives, deductions, and rebates often missed during last-minute filings.

“If we stop treating tax as a once-a-year activity,” adds Victor, “we can identify incentives early, optimise deductions and improve cash flow through better tax estimation and planning.”

A properly executed tax strategy can:

  • strengthen governance by ensuring full compliance with Malaysian tax regulations
  • enhance efficiency through automated workflows that reduce human error and administrative burden
  • improve agility and insight t with real-time tax data feeding into forecasting and financial planning
  • unlock savings by identifying how to reduce tax through timely deductions, incentives and informed decision-making.

 

One example is a regional retail group that partnered with BoardRoom to optimise its tax structure. BoardRoom’s tax specialists identified inefficiencies within the client’s group setup and implemented a more tax-efficient holding company model. Through strategic restructuring and cross-border tax planning, the client achieved a 15% reduction in its overall tax burden while improving governance and maintaining full compliance across multiple jurisdictions.

Another example is e-invoicing in Malaysia. With Malaysia’s e-invoicing mandate, traditional paper-based processes are being replaced with automated, digital invoicing. Implemented with cloud accounting systems, businesses can now have real-time visibility into their financial data. Beyond just improving operational efficiency, e-invoicing empowers companies to make strategic tax planning decisions with up-to-date transactional data. This real-time data capability also improves cash flow forecasting, strengthens audit readiness and reduces tax compliance risks. With digitalisation, companies can move from reactive tax filing to proactive, data-driven financial and tax strategy.

Outsourcing to a trusted corporation tax service provider like BoardRoom brings additional advantages. With deep technical expertise and a proactive approach, BoardRoom helps companies stay compliant, avoid penalties (like the 10% penalty when actual tax payable exceeds the estimated amount by more than 30%) and reduce overhead costs. Rather than maintaining an in-house team and absorbing the associated costs of salaries, training and software, companies gain access to a full-service tax function while keeping internal resources focused on growth.

By partnering with BoardRoom, businesses gain a strategic ally that helps elevate tax to a C-suite priority that actively contributes to resilience and performance.

Rethink Tax: From Obligation to Opportunity

As the regulatory landscape evolves, the way businesses approach corporate tax in Malaysia must evolve with it. The traditional view of tax as a once-a-year compliance task is no longer sufficient. Today, your corporation tax return can and should be a tool for strategic advantage.

With the right corporate tax planning services, companies can reduce risk, improve cash flow and strengthen governance. Whether through automation, real-time insights or cross-functional alignment, proactive corporate tax planning strategies unlock real business value. Partnering with an expert corporate service provider ensures you’re filing on time and making informed, forward-looking decisions.

It’s time for leaders to shift the tax function from the back office to the boardroom.

Ready to turn compliance into a competitive edge? Contact BoardRoom for trusted, strategic tax solutions to support smarter decisions at every level.

Malaysia’s Budget 2026: Key Tax Highlights for Businesses and Individuals

Malaysia’s Budget 2026: Key Tax Highlights for Businesses and Individuals

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On 10 October 2025, Prime Minister Datuk Seri Anwar Ibrahim tabled Malaysia’s Fourth MADANI Budget: A Budget for the People, setting a record allocation of RM470 billion.

Budget 2026 focuses on enhancing national competitiveness, raising living standards, and strengthening governance, while reinforcing Malaysia’s commitment to fiscal prudence and structural reform. From accelerated capital allowances for digitalisation to new tax reliefs for households, this budget introduces significant measures that will impact businesses and individuals alike.

BoardRoom is committed to support the businesses and individuals in navigating to these measures, driving compliance and achieving sustainable growth in the evolving tax landscape.

Download our comprehensive Budget 2026 Tax Highlights Report to explore:

  • Key business tax reforms and incentives: Budget 2026 introduces targeted measures to drive reinvestment, digitalisation, and competitiveness.
  • Individual measures tax and tax reliefs: While new reliefs are introduced to ease living costs, profit distributions from LLPs to individual partners will now be taxed, ensuring greater equity across business structures.
  • Revenue enhancement measures: To strengthen fiscal sustainability, the Government is enhancing tax base through selective indirect tax and stamp duty adjustments.

If you have any questions, please email our regional tax team at [email protected].

DOWNLOAD MALAYSIA BUDGET 2026 COMMENTARY

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Employee Statutory Contributions: EPF, SOCSO, EIS & HRD

Employee Statutory Contributions EPF, SOCSO, EIS & HRD

Employee Statutory Contributions: EPF, SOCSO, EIS & HRD

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In Malaysia, statutory contributions form an essential framework that safeguards employees’ welfare, providing them with social protection, retirement savings, and access to training and upskilling programmes. Employers need to meet these obligations, as they mean upholding responsibility to staff and preserving the credibility of the business, essentially building employees’ trust in the organisation.

The Employees Provident Fund (EPF), the Social Security Organisation (SOCSO), the Employment Insurance System (EIS), and the Human Resources Development (HRD) levy are the four main statutory payroll contributions in Malaysia. In this guide, you’ll learn how each of them works, including key calculations, employee and employer obligations, and benefits, helping you navigate the challenging landscape of managing statutory employee contributions. A practical checklist is also included so you can take the proper steps to ensure compliance.

Understanding Each Statutory Contribution

Each of these statutory contributions helps establish a comprehensive system, which can benefit employees in the aspects of career development, occupational security, and retirement life, contributing to the wider economy.

EPF (Employees Provident Fund)

The EPF is Malaysia’s main retirement savings scheme, requiring mandatory contributions from both employer and employee. For employees under the age of 60 with a salary of RM5,000 or below, employers typically need to contribute 13% of an employee’s wages, while employees contribute 11%. The rates vary with other income levels and age groups.

Contributions are calculated from the employee’s monthly wages, and employers are required to remit the total sum to the EPF by the 15th day of the following month. Late payment may result in additional charges or penalties.

For employees, EPF contributions are critical to financial security after retirement. Balances grow over time with annual dividends declared by the EPF, and funds can be withdrawn under specific conditions, such as retirement, permanent disability, or reaching the statutory withdrawal age. This system ensures that employees are not left financially vulnerable in later life.

SOCSO (Social Security Organisation)

SOCSO provides social insurance protection, covering employees through two principal schemes: the Employment Injury Scheme, which offers protection in the event of workplace accidents or occupational diseases, and the Invalidity Scheme, which provides coverage for invalidity or death not related to employment.

Both employers and employees are required to contribute to SOCSO, with contribution rates determined by wage brackets and capped at specific ceilings. Typically, employers are required to contribute 1.75% of the employee’s monthly wage, while employees need to contribute 0.5%, provided they are under 60 years old.

Benefits available under SOCSO are extensive and include medical care, temporary disablement benefits, permanent disablement pensions, dependants’ benefits, and rehabilitation programmes. This safety net reassures employees that they and their families will receive support if unforeseen circumstances arise.

EIS (Employment Insurance System)

The Employment Insurance System was introduced to provide financial relief and job search support to employees who lose their jobs through retrenchment, redundancy, or other economic reasons. The scheme is applicable to all citizens and permanent residents in Malaysia aged between 18 and 60 years old working in the private sector, with certain exclusions, such as domestic workers, self-employed persons, and retirees.

Under the EIS, both employer and employee contribute 0.2% each of the employee’s monthly wage, subject to a wage ceiling. While the contributions are small in proportion to wages, they create a meaningful safety net for affected employees.

To submit a statutory contribution for EIS, employers must register on PERKESO’s Assist Portal first. After making the deductions, upload the contribution files and submit the payments on or before the 15th of the following month.

Employees who qualify can receive benefits such as job search allowances, training allowances, and career counselling services. The scheme also funds retraining and skills upgrading, helping displaced workers return to the job market with stronger employability.

HRD (Human Resources Development) Levy

The HRD levy, administered by the Human Resource Development Corporation (HRD Corp), is designed to fund workforce upskilling and continuous professional development. Employers in industries with at least 10 Malaysian employees are mandated to contribute, while those with 5 to 9 employees may also opt in. Employees are not required to make the contribution.

Contributions are calculated as 1% of employees’ monthly wages and are remitted to HRD Corp. This funding pool enables companies to reclaim training costs through grants that support courses, certifications, and skills programmes.

For employers, the HRD levy is not just a compliance obligation but an investment in workforce capability. By tapping into HRD grants, businesses can strengthen employee productivity and competitiveness. For employees, the levy ensures access to structured learning opportunities that advance career progression.

Employee Statutory Contributions Checklist

As an employer in Malaysia, you can follow the guidelines below to ensure you take every necessary step for compliance with statutory contributions:

Employee Registration

Check and make sure every new hire of the company has been registered with EPF, SOCSO, and EIS, and HRDF where applicable. Any delay can result in potential penalties, fines, or even legal actions.

Monthly Deductions & Payments

Calculate the statutory contributions per month in advance to ensure timely and accurate submissions of the contributions. Contributions are due by the 15th of the following month.

Payslip Transparency

Transparency can strengthen the trust your employees have in the organisation. Clearly indicate the deductions on the payslips to establish transparent communication with them.

Record Keeping

Keep a record of every receipt and supporting documents related to the statutory contributions. They are essential to internal audits and any government inspections.

Staying Updated

The rates of every payroll statutory contribution may Stay updated on any news from EPF, SOCSO, EIS, and HRD Corp to ensure that your payroll processes reflect any updates. You must update your employees regularly to maintain trust and transparency.

Preparation for Inspections:

Authorities may inspect all the relevant documentation from time to time to ensure compliance and accuracy of the contributions. Therefore, it’s important to gather and maintain all the essential documents for government audits.

How BoardRoom Can Help with the Administration of Employee Statutory Contributions

With various payroll statutory contributions, namely EPF, SOCSO, EIS and HRD, in place, companies and businesses must manage them effectively to ensure compliance and the welfare of employees, contributing to the overall economy of the country. Companies should conduct regular evaluations of deductions and consistently inform employees of any relevant updates to ensure more transparent communications and facilitate timely and accurate submissions.

Whether you are managing a large organisation or operating a small business in Malaysia, it can be challenging to handle the administration of statutory contributions for your employees. BoardRoom is here to support you with a professional team that is experienced in helping businesses navigate the complex statutory matters through expert advisory services. In addition, BoardRoom offers an advanced payroll system, automating all the calculations of deductions to ensure compliance and accurate submission.

Talk to BoardRoom today to learn how our payroll solutions can benefit both your business and employees today.

SSM Crackdown: Ensure Annual Return Compliance

SSM Crackdown Ensure Annual Return Compliance

SSM Crackdown: Ensure Annual Return Compliance

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The Companies Commission of Malaysia (SSM) has recently intensified its enforcement of annual return compliance regulations. This development has serious implications for all companies operating in Malaysia, especially those that have not kept up with filing obligations for their company annual return, Audited Financial Statements (AFS), and Ultimate Beneficial Ownership (UBO) declarations.

Many organisations are still unaware of how important it is to meet statutory deadlines. Yet, inaction now could cost more than just fines; it could lead to the suspension of your company secretary’s licence or the striking off of your company from the register.

If your business is not yet compliant, it is essential to act immediately. With the right corporate governance support, such as the expertise provided by BoardRoom Malaysia, your company can align quickly and effectively with all of Malaysia’s annual return requirements before enforcement actions begin.

What Is Driving SSM’s Crackdown?

Low Compliance Rates Among Malaysian Companies

Despite clear regulatory obligations, a significant number of companies continue to overlook or delay their annual return submissions in Malaysia. This widespread non-compliance has triggered the SSM’s heightened surveillance and zero-tolerance approach.

Stricter Enforcement Timeline

SSM has made it clear that submitting company annual return filings and related documents is no longer an administrative task to be taken lightly.

SSM has outlined a phased enforcement plan:

  • July 2025: Show-cause letters to non-compliant company secretaries.
  • August 2025: Issuance of compounds under Section 259(1) of the Companies Act 2016.
  • Post-September 2025: Full enforcement actions

Late or inaccurate filings will be treated as serious non-compliance issues, subject to legal penalties.

Who Is at Risk?

Company secretaries may face licence suspension if the entities under their care persistently fail to meet their statutory responsibilities. Likewise, directors are personally accountable for ensuring that their company complies with all requirements, including the timely submission of the company’s annual return and AFS documents.

Dormant Companies Are Not Exempt

Many businesses mistakenly assume that dormant or inactive companies are exempt from these filing obligations. However, unless the company has been formally struck off or liquidated, it must still submit its annual return documentation annually. Ignoring this can lead to penalties and administrative complications.

SSM’s Moratorium Until 30 September

Recognising the need for a transitional period, SSM has granted a temporary moratorium until 30 September 2025. During this time, companies have a limited window of opportunity to rectify non-compliance issues for eligible applicants before tougher enforcement action begins.

Risks of Non-Compliance

Failing to meet annual return compliance obligations can trigger multiple issues, extending beyond monetary penalties.

Financial Penalties

Every day of delay increases the fines and compounds the risk. Over 36,000 fines were issued in 2024 alone, with the majority related to late AR submissions. Such delays can turn into costly compliance issues, particularly if left unaddressed for months or years.

Public Reputational Damage

Compliance records are public. Late or missing filings reflect poorly on your business’s reliability, governance, and transparency. Investors and business partners are less likely to trust organisations with inconsistent corporate practices.

Operational Disruption

Non-compliance may prompt an investigation or result in your company being struck off the SSM register. This can significantly impact your ability to operate, conduct business, or access financing.

How to Ensure Annual Return Compliance

How to Ensure Annual Return Compliance

In this environment of stricter oversight, businesses must prioritise accuracy, timeliness, and transparency in their filings.

Here are steps you can take immediately to protect your business:

Take Immediate Measures

Conduct a full compliance review by evaluating the current status of your company’s filings. Ensure that your company’s annual return, AFS, and UBO declarations are up to date. If any documents are missing or overdue, submit them before the moratorium ends.

Implement Annual Return Reminders

Create a structured compliance calendar. Use digital tools to automate your annual return reminder system and track key deadlines. This reduces the risk of human error and makes year-round compliance easier.

If you are working with multiple entities or subsidiaries, a centralised system for annual return reminders can help you to avoid gaps in compliance across different company structures.

Engage with a Trusted Compliance Partner

Navigating these statutory filing requirements internally can be time-consuming, resource-intensive, and likely to result in mistakes. Collaborating with a professional services provider like BoardRoom ensures that all legal obligations, including annual return compliance and timely financial statement submissions, are met accurately and efficiently.

By partnering with an experienced provider, you not only receive timely annual return reminders, but also gain peace of mind knowing that your company’s annual return obligations are managed in line with SSM’s AR Malaysia framework.

With a trusted compliance partner, your internal team can remain focused on core operations while regulatory professionals handle the complexity of Malaysia’s annual return requirements and other SSM submissions.

Annual Return Compliance in Malaysia – How BoardRoom Can Help

Annual return compliance in Malaysia requires coordination across both corporate secretarial and accounting functions. Our team ensures that your annual filings, from statutory returns to financial statements, are accurate, timely, and fully compliant with SSM requirements.

If your organisation has dormant or inactive entities, leaving them idle can increase compliance risks and add unnecessary administrative costs. Properly closing such companies through strike-off or voluntary liquidation helps streamline operations and strengthens your group’s overall compliance status.

Whether your business is active or no longer operational, we provide end-to-end support for both corporate secretarial and accounting compliance, including:

  • Preparing and finalising Audited Financial Statements (AFS) and converting to XBRL for MBRS submissions
  • Filing Annual Returns and updating Beneficial Ownership (BO) details
  • Ensuring timely and accurate submissions across all SSM corporate secretarial and accounting compliance requirements
  • Advising on and executing company strike-offs or Members’ Voluntary Winding Up (MVWU) for dormant entities

By partnering with BoardRoom, you gain the assurance of full annual return compliance across both secretarial and accounting obligations, while reducing the strain on your internal resources.

Act Now to Secure Compliance

Now is the time to act. With the SSM moratorium ending on 30 September 2025, the risk of non-compliance is increasing daily. Financial penalties, operational disruptions, and reputational damage are all avoidable if you act early.

Whether you need help filing your company’s annual return, ensuring your AR records are up to date, or closing dormant entities that no longer serve a purpose, BoardRoom is here to support you.

Our experienced team is ready to help you stay compliant with all aspects of Malaysia’s annual return regulations from timely submissions to strategic advice on corporate restructuring.

Reach out to us today to get expert support and complete peace of mind.

Malaysia AGM Report 2025

Malaysia AGM Report 2025

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Unveiling Insights into Malaysia’s Annual General Meetings (AGMs)

The 2025 AGM meeting season in Malaysia reflects a dynamic shift toward physical and hybrid meeting formats, driven by regulatory changes and a focus on enhanced shareholder engagement. Companies are adapting to evolving expectations by leveraging advanced digital tools and hybrid-ready solutions to ensure compliance and accessibility. At BoardRoom Malaysia, our expertise in managing AGM meetings underscores our leadership in delivering seamless, engaging, and compliant shareholder experiences.

Our comprehensive report, based on data from AGM and EGM proceedings in 1H 2025, provides actionable insights into meeting trends, attendance patterns, proxy form processing, and strategies to optimise shareholder participation.

Discover how you can navigate the busy AGM season effectively while balancing regulatory demands and stakeholder expectations.

Key Takeaways:

  • Plan AGM Timelines Early: With a high volume of AGMs in May and June, secure optimal dates and venues early to ensure sufficient preparation time for financial reporting and stakeholder engagement, avoiding resource constraints and boosting attendance.
  • Embrace Hybrid Meeting Formats: Balance in-person and virtual accessibility by partnering with reliable service providers equipped with robust AV and digital infrastructure and support for live streaming, e-voting, and real-time polling. This ensures a seamless and compliant AGM meeting experience for both your company and your shareholders.
  • Boost Attendance with Hybrid AGMs: Address logistical barriers of physical meetings by adopting hybrid formats that enhance participation while maintaining in-person interaction.
  • Streamline Proxy Form Processing: Manage the surge in proxy forms in the second quarter, particularly in May, by leveraging digital share registry portals like BoardRoom Smart Investor Portal (BSIP) for efficient e-Proxy submissions and enhanced shareholder engagement.
  • Optimise Meeting Duration: Streamline agendas and allocate timed Q&A segments to manage longer meetings driven by increased shareholder interaction in physical and hybrid formats. Invest in robust technology and pre-meeting rehearsals to minimise delays.
  • Leverage Digital Tools for Support: Utilise BSIP’s self-service features, such as e-Proxy submissions and annual report downloads, to manage high call volumes during peak AGM months (February and June) and ensure seamless shareholder support.
  • Enhance Attendee Experience: Offer cost-effective door gifts and refreshments, such as branded merchandise or locally sourced items, to strengthen shareholder relations and encourage in-person attendance at physical meetings.

Download the full report to read about the AGM meeting trends and gain actionable strategies for optimising your AGM practices, ensuring compliance, and fostering meaningful shareholder engagement.

DOWNLOAD FULL REPORT

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The Future of AGM Shareholder Meetings

The Future of AGM Shareholder Meetings

The Future of AGM Shareholder Meetings

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Table of Content

  1. Understanding Hybrid AGM Shareholder Meetings
  2. Who can attend an AGM meeting in Malaysia?
  3. Navigating Compliance and Regulatory Expectations
  4. Strategic Advantages of Hybrid AGMs for Listed Companies
  5. Why Work with BoardRoom for Your Hybrid AGM?
  6. Preparing for the Future of Shareholder Meetings

As Malaysia moves towards a more digitised, transparent corporate governance model, the AGM shareholder meeting is undergoing a significant transformation. Recent regulatory changes now permit listed companies to follow a hybrid meeting format, combining physical and virtual participation.

This shift aligns with broader trends in shareholder engagement, allowing companies to enhance accessibility while meeting their compliance obligations. From 1 March 2025, all publicly listed companies (PLCs) will be required to conduct their general meetings in either a physical or hybrid format, as mandated by the Securities Commission Malaysia.

As the corporate landscape evolves, company directors are weighing key considerations such as transparency, compliance, shareholder engagement, risk management, and, increasingly, reputation. Hybrid formats offer strategic opportunities to address all of the above while reinforcing best practices in governance.

Understanding Hybrid AGM Shareholder Meetings

The AGM shareholder meeting is a legally mandated annual event where shareholders review financial performance, elect directors, approve dividends and make other major corporate decisions. It plays a central role in upholding corporate accountability.

In Malaysia, there are several types of shareholders’ meetings.

These include:

  • Annual General Meeting of Shareholders (AGM) – a statutory annual shareholder meeting for listed companies.
  • Extraordinary General Meeting (EGM) – called to address urgent or special matters.
  • Class Meetings – held for shareholders of a specific class of shares, typically to vote on issues that affect their rights.

What is changing now is the format in which these meetings can be conducted. The hybrid meeting model allows participants to attend either in person or online. According to Richard Lee, Director of Client Management at BoardRoom Malaysia, hybrid meetings have risen significantly.

Listed companies increasingly favour hybrid meetings, aiming to improve flexibility, reduce venue costs, and expand shareholder access.

Who can attend an AGM meeting in Malaysia?

All registered shareholders of a company are entitled to attend its AGM shareholder meeting. They may participate in person, via proxy, or through virtual platforms for meetings conducted in hybrid formats. This ensures inclusive access, allowing both local and international shareholders to engage in key corporate decisions regardless of location.

The Malaysian regulatory environment has been quick to adapt. Under the Companies Act 2016, all public companies must hold AGMs within six months of their financial year-end. Bursa Malaysia also imposes listing rules around disclosure, shareholder voting, and proper conduct of meetings.

Hybrid meetings help ensure:

  • Transparency: All shareholders can attend, regardless of location.
  • Accountability: Online voting and documentation mirror in-person processes.
  • Shareholder rights: Electronic registration, e-proxy, and remote voting maintain equal participation.

As Richard notes, while the AGM meeting procedure for hybrid formats largely mirrors that of physical ones, additional team members may be required to manage the online experience, including Q&A handling, live streaming and e-voting logistics.

BoardRoom, as a leading share registrar in Malaysia, handles these processes end-to-end, ensuring companies maintain full compliance and a seamless user experience.

AGM meeting scheduling and documentation validation also require particular attention in hybrid formats, especially to meet submission deadlines and ensure that proxies and remote attendees are properly authenticated.

Strategic Advantages of Hybrid AGMs for Listed Companies

Beyond compliance, hybrid AGMs offer numerous strategic benefits for listed companies:

Greater Shareholder Participation

Hybrid formats allow shareholders, especially international or institutional investors, to join remotely, increasing turnout and inclusivity. As Richard says, companies are responding to shareholder requests for remote options: ‘They asked why not hybrid – it’s easier for them to join anytime, anywhere.’

Strengthened Governance, Decision-making and Trust

Hybrid meetings enhance corporate governance by enabling secure, real-time participation and transparent communication, whether shareholders attend in person or remotely. Features like integrated e-polling ensure every vote counts, while live Q&A and accessible documentation support more informed, inclusive decision-making. Together, these elements build lasting shareholder trust and demonstrate a company’s commitment to modern, accountable governance.

Cost Efficiency, Resource Planning and Sustainability

Many companies overinvest in large venues, expecting high turnout, only to have limited attendance. Hybrid meetings provide more predictable headcounts and reduce venue and travel costs. By offering remote participation, companies can minimise venue and travel expenses while maintaining full shareholder access, helping to improve cost predictability and support sustainability by minimising the environmental footprint of large-scale events.

Reputation Protection

A seamless, well-executed hybrid AGM demonstrates operational professionalism and protects the company’s public image, especially in high-stakes shareholder engagements. BoardRoom builds redundancy into its systems – including dual live-streaming servers and pre-event load testing – to guard against technical failures. Contingency planning is essential to any hybrid AGM strategy. Not only does this guard against the risk of technical failures, but it also protects the company from the reputational damage that may result from a disrupted AGM.

Why Work with BoardRoom for Your Hybrid AGM

Why Work with BoardRoom for Your Hybrid AGM?

As one of Malaysia’s most experienced share registry and AGM meeting services provider, BoardRoom has facilitated thousands of annual general meetings for listed companies. Boardroom offers end-to-end solutions, personalisation and after event support.

What sets BoardRoom apart?

Proprietary Technology

Integrated platforms like the BoardRoom Smart Investor Portal (BSIP) offer secure registration, e-proxy submission and document publishing, all in one.

Scalable Support

With the capacity to manage physical meetings of thousands of participants and concurrent virtual sessions up to 10,000 securely, BoardRoom delivers consistent quality across formats.

Flexibility

BoardRoom supports companies even when it is not the appointed share registrar, offering technology personnel and expertise to help run the meetings.

Trust and Track Record

As Richard says, ‘It’s about trust. The client knows we’ve run every kind of meeting – physical, virtual, and hybrid. Even complex ones across multiple venues.”

BoardRoom is the AGM partner of choice for companies listed on Bursa Malaysia – a testament to our proven track record, depth of experience, and unwavering commitment to precision, compliance, and service excellence.

Preparing for the Future of Shareholder Meetings

The move to hybrid AGM shareholder meetings is more than a regulatory shift. It allows listed companies to elevate governance, engage more shareholders, and future-proof their operations.

By embracing hybrid formats, companies can align with regulatory best practices while unlocking strategic benefits like improved participation, reduced risk, operational efficiency and enhanced corporate reputation. However, doing so requires a partner with the experience, systems and local expertise to execute flawlessly.

To learn more about how BoardRoom can support your next hybrid AGM, visit: BoardRoom Share Registry Services

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