The Termination Of Company Secretary Letter is a crucial corporate governance document used in Malaysian business operations when a company needs to formally end its relationship with its company secretary. This document is required under Malaysian law, particularly the Companies Act 2016, when changing company secretaries or when a company secretary's services are no longer required. It contains essential information including the termination date, handover requirements, and final responsibilities. The letter ensures compliance with statutory requirements while providing clear documentation of the termination process and protecting both the company's and the secretary's interests.
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1. Company Details and Date: Full registered company name, registration number, and registered address, along with the current date
2. Addressee Information: Company secretary's full name and address
3. Subject Line: Clear indication that this is a termination notice for the company secretary position
4. Notice of Termination: Formal statement of termination of appointment as company secretary
5. Effective Date: Clear specification of when the termination takes effect
6. Handover Requirements: Details of company documents, seals, and other items that need to be returned
7. Final Filing Requirements: Specification of any final statutory filings or updates that need to be completed
8. Acknowledgment Request: Request for acknowledgment of receipt and acceptance of the termination
9. Signature Block: Space for director's or authorized person's signature, name, and designation
1. Reason for Termination: If appropriate and necessary to state the reason for termination
2. Compensation Matters: Details of any final payments or outstanding fees, if applicable
3. Confidentiality Reminder: Reminder of ongoing confidentiality obligations post-termination
4. Professional Courtesy: Expression of appreciation for services rendered, if termination is on good terms
5. Transition Period: Details of any transition period or handover to new company secretary, if applicable
1. List of Company Documents: Detailed inventory of all company documents, registers, and records to be handed over
2. Pending Matters: List of any ongoing statutory filings or corporate matters requiring attention
3. Company Assets: List of any company assets in the secretary's possession that need to be returned
Relevant legal definitions
Clauses
Relevant Industries
All Industries
Financial Services
Manufacturing
Technology
Retail
Healthcare
Construction
Energy
Transportation
Professional Services
Education
Real Estate
Telecommunications
Mining
Agriculture
Relevant Teams
Legal
Corporate Secretariat
Compliance
Corporate Governance
Board Administration
Executive Office
Human Resources
Risk Management
Finance
Relevant Roles
Director
Board Member
CEO
Managing Director
Company Secretary
Corporate Secretary
Legal Counsel
Head of Legal
Chief Legal Officer
Compliance Officer
Corporate Governance Officer
Board Secretary
Executive Director
Chief Financial Officer
HR Director
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