SHARE REGISTRY & SCRUTINEERING SERVICES
Our customised share registry services ensure your organisation satisfies its compliance requirements while maintaining shareholder interest
Entities that are publicly listed receive significant levels of scrutiny from regulators as well as shareholders. They must also comply with listing requirements: for example, it is required that publicly listed businesses in Malaysia engage a share registrar.
Outsourcing your share registry responsibilities to a reliable third-party services provider gives you peace of mind that your organisation continues to meet all compliance obligations while keeping shareholders engaged and updated.
Personalised share registry services
BoardRoom’s specialist team provides comprehensive share registry services for all your business needs, from assisting with your IPO to conducting shareholder meetings and scrutineering. We can also coordinate proxy votes and maintain shareholder records in line with local statutory requirements.
Every business is unique, and there is no one solution that suits all. As part of our tailored approach to share registry service, BoardRoom’s expert team walks clients through the strategies that will best support their organisation.
BoardRoom is renowned for its deep knowledge of Malaysian listing requirements, as well as its meticulous attention to detail and dedication to superior client service. By partnering with us, you can expect a level of service that has been carefully refined over the course of 50 years.
Premium share registry support
Fulfilling all your regulatory requirements without jeopardising shareholder engagement can be complicated and costly.
Engaging an experienced share registry provider ensures your business meets all its share compliance obligations while keeping shareholders informed and involved. With our in-house software development and industry knowledge, we provide full suite end-to-end share registry services.
BoardRoom’s specialist teams have strong knowledge of local regulations across APAC. We also offer a range of corporate services, including accounting, payroll, tax, corporate services, Malaysian Issuing House and ESG, enabling your business to reduce its administrative load.
Our broad suite of services help support listed entities on Bursa Malaysia, SGX, ASX and HKEX, as well as unlisted entities, including proprietary companies, unlisted property trusts, equity funds and organisations looking to conduct IPO. Known for their reliability and expertise, our corporate actions specialists collaborate with businesses to deliver the results they require.
The benefits of selecting a full-service share registrar and issuing house
Share registers are compulsory in Malaysia. When seeking the best share registrar for your business, there are several considerations to keep in mind. Partnering with a third-party provider that specialises in a range of professional services means you can more easily:
Create a more efficient operating model
Consolidating all your share registry needs with one provider reduces the administrative burden on your team. We can help with all your business functions, including registry, meeting services and also act as a polling agent for you, keeping your shareholders informed.
Strengthen your company's reputation
Your share registry services provider must align with your company goals and values while emulating your business profile, brand image and industry reputation. Set yourself up for success with a premium share registry provider.
Maintain local and cross-border compliance
Enlist a professional team to save you time and money with expert advice and support, helping guide you through local and regional compliance. Discover the additional benefits available to you through our local offices.
Why choose BoardRoom’s share registry services?
Whether you are a large-cap public listed entity, undergoing an IPO application for the first time or a private entity seeking unlisted funds management, BoardRoom is able to look after all your Registry requirements.
01 IPO guidance
Finalising the IPO process is a noteworthy achievement for any business. But most IPOs take more than 6 months, and it can be a daunting exercise. From forward planning to list on Bursa Malaysia, our skilled team is ready to guide you every step of the way.
Our Malaysian Issuing House (MIH) has decades of experience and has incorporated many companies, with some of the largest market capitalisations on Bursa Malaysia.
As a highly sought-after share registry provider in Malaysia, BoardRoom delivers a broad range of client benefits, including:
With us, you’ll receive contemporary solutions to drive the advancement of your business.
02 Corporate action services
Once companies become public, they need to gain further funding and capital. BoardRoom can help plan and administer your corporate actions and capital-raising projects.
We can help with:
- Share placement and allocation;
- Dividend Reinvestment Plan and Income Distribution Reinvestment Plan;
- Rights Issue exercises;
- General Offer;
- Employee Share Plan; and
- Company restructuring exercises.
03 Share registry maintenance and coordination
Listing rules dictate that companies must maintain an up-to-date register of their shareholders. BoardRoom’s high-level client care, exceptional precision and knowledge of local share registry requirements will support you to thrive across APAC.
We can help with:
- Maintaining Register of Members for listed securities, non-equity securities and unlisted public companies;
- Registering shareholder’s shares and securities, and issuance of share certificates;
- Provision of statistical reporting for Relevant Statutory Disclosure;
- Distribution of annual reports, circulars, and appendices;
- Payment distribution; and
- Shareholder support and communication.
04 Meeting administration and scrutineering services
Companies must provide seamless, well-managed annual general meetings (AGMs) and extraordinary general meetings (EGMs), no matter how their stakeholders choose to attend. BoardRoom can help Stakeholder groups attend a:
- Physical meeting (join in-person);
- Virtual meeting (join digitally); or
- Hybrid meeting (join in-person or digitally).
Hybrid meetings enable your team members and stakeholders to join regular meetings wherever they are located if they are unable to attend physically. These are a popular option as many companies have shifted to hybrid work environments, providing your constitution allows for this option. BoardRoom can help run digital meetings to support improved stakeholder participation in AGMs and EGMs.
However you run your meetings, we can help with:
- Processing of proxy form and shareholder registration;
- Attendee registration;
- Polling administration (including poll counting for both electronic and physical); and
- Independent scrutineering at AGMs and EGMs.
Experience trusted share registry services with BoardRoom
Because we help take your business further, faster, at all stages
Engaging a skilled share registrar can help your business minimise costs, reduce risk and lift shareholder value. It also ensures you maintain share compliance and satisfy all local requirements.
With a strong 50-year history of outstanding client service, BoardRoom has become one of the most reputable share registry providers in Malaysia and the broader APAC region.
We are pleased to report that over 30% of companies listed on Bursa Malaysia trust us with their share registry duties and Initial Public Offering.
Frequently Asked Questions (FAQs)
1. What are share registry services?
Share registry services encompass everything from being a share registrar, organising shareholders’ meetings, arranging payment of dividends and interests, liaising with the Bursa Malaysia Depository Sdn Bhd, and more.
Having offered share registry services for years, our team at BoardRoom Malaysia understand that there is no one-size-fits-all solution. We offer tailored and customisable share registry services to set your business up for success, so you can focus on growing your business compliantly and stress-free.
2. What does a share registrar do?
A share registrar is the appointed service provider that maintains the Register of Members and Records of Depositors from the Bursa Depository. In short, they are responsible for all the record-keeping and maintenance of statutory registers of a company and its shareholders, ensuring the company remains compliant with listing and regulatory requirements. This may include preparing and attending annual general meetings, acting as scrutineers, liaising with shareholders and partners, advising on share registration matters, arranging payments and distribution of dividends, and dispatching reports and circulars in relation to meetings.
3. What are the legal requirements of an annual general meeting?
Under the Companies Act 1965, all Malaysian companies are required to hold their first annual general meeting (AGM) within 18 months of being incorporated. Following this, one AGM is required per financial year. Satisfying the quorum of 2 members (minimum number of participants), you are required to show an annual financial report, directors report, and auditors report.
4. When should annual general meetings be held?
Annual general meetings should be held each year, no longer than 15 months after the previous one.
5. How is a virtual AGM conducted?
Virtual AGMs are conducted in largely the same manner as a physical meeting, but without the need of a physical venue. As the core objective is to vote on critical company’s decisions, a secure platform is required to ensure success. When you engage BoardRoom’s share registry services, you can run a virtual AGM through secure and safe software.
6. What are scrutineering services?
Scrutineering is an important branch of share registry services. Scrutineering services are employed during AGMs or other important meetings, to ensure that the meeting runs smoothly and with integrity, especially when it comes to any voting or polling, helping to accurately count and report results. In short, they ensure the overall safety and fairness of meeting events.
7. Why do I need a share registrar?
Share Registrars manage the Records of Depositors from the Bursa Depository for Public Listed Companies or the Register of Members for Public Non-Listed companies respectively. The range of activities includes managing companies’ corporate exercises, i.e. payments of dividends and interests, Rights Issue, Bonus Issue and conducting AGM’s / EGM’s, just to name a few.
8. How can BoardRoom help with share registry services?
BoardRoom has a comprehensive range of share registry services ready to help set your business up for success. With years of experience, we understand that no business has the same set of needs. We can customise and tailor our services to fit the unique needs of your company and guide you through your AGMs, IPOs, and more. Get in touch with a member of our Malaysia-based team to see what we can do for your company.