The Shareholder Confirmation Letter is a crucial document in Malaysian corporate practice, typically issued when formal verification of share ownership is required for various purposes such as loan applications, legal proceedings, audit requirements, or regulatory compliance. This document, governed by the Malaysian Companies Act 2016 and overseen by relevant regulatory bodies, provides official confirmation of shareholding details, including the number and class of shares held, registration details, and any specific rights or restrictions attached to the shares. The letter serves as an authoritative source of information about shareholding status and is commonly requested by banks, regulatory authorities, potential investors, or the shareholders themselves. Its issuance must comply with Malaysian corporate governance requirements and usually requires authorization from appropriate company officials.
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1. Letter Header: Company letterhead, date, reference number, and addressee details
2. Subject Line: Clear indication of the letter's purpose (e.g., 'Confirmation of Shareholding')
3. Shareholder Information: Full name, identification/registration number, and address of the shareholder
4. Shareholding Details: Number of shares held, class of shares, and percentage of total issued shares
5. Confirmation Statement: Express confirmation of the specific shareholding details or matters being confirmed
6. Authorization: Statement of the company's authority to issue the confirmation
7. Signature Block: Authorized signatory details, designation, and company stamp
1. Historical Transaction Reference: Include when confirming the history of share acquisitions or transfers
2. Voting Rights Confirmation: Add when specifically confirming voting rights attached to shares
3. Dividend Entitlement: Include when confirming dividend rights or historical dividend payments
4. Share Restrictions: Add when there are specific restrictions on the shares that need to be highlighted
5. Purpose Statement: Include when the confirmation is required for a specific purpose (e.g., audit, legal proceedings)
1. Share Certificate Copy: Copy of the relevant share certificate(s)
2. Register of Members Extract: Certified extract from the company's register of members
3. Corporate Authorization: Copy of board resolution authorizing the issuance of the confirmation letter
4. Transaction History: Schedule showing history of share transactions if relevant
5. Dividend Payment History: Schedule of historical dividend payments if confirming dividend matters
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