If you’ve just registered a company in Singapore, one of the first things you need to do is appoint a company secretary. This step is part of your company secretarial duties and is required by law. Every company must appoint a secretary within six months of incorporation.
But what does a company secretary do? How do you choose the right one? And when should you make the appointment? In this guide, you’ll learn all you need to know about the process and why professional help can make a big difference.
Why a Company Secretary Is Important
A company secretary handles key legal and filing duties for your business. They make sure your company follows the rules set by Singapore’s Companies Act.
Without one, you risk missing deadlines or failing to keep proper records. This can lead to fines or even legal issues.
That’s why most businesses either hire someone trained in corporate work or go for company secretarial services.
What the Law Says
According to Singapore law, every private limited company must appoint a company secretary within six months of incorporation.
The company cannot leave the post empty for long. Also, if your company has only one director, that person cannot also act as the secretary.
This rule helps ensure checks and balances in how the company is managed.
Who Can Be a Company Secretary?
Not just anyone can fill this role. The secretary must:
- Live in Singapore
- Be at least 18 years old
- Know how to handle filings and records
- Understand local company laws
If you’re running a private company, the rules are a bit more flexible. You can appoint someone with the right experience even if they don’t hold formal qualifications.
But for peace of mind, many companies choose a professional service provider. These firms know how to handle company secretarial tasks and can guide you through the process.
Key Duties of a Company Secretary
A company secretary takes care of the following:
- Filing annual returns with ACRA
- Keeping records of directors and shareholders
- Arranging board meetings and taking minutes
- Advising the company on legal duties
- Updating changes in company details
They help the business stay compliant. This is not just about paperwork—it’s about running your business properly.
Steps to Appoint a Company Secretary
Here’s how to get it done.
1. Decide Who to Appoint
You have two options. Appoint someone from your own team or use an outside service.
For small companies, it’s often easier and safer to use a provider. Many of them also offer tax filing services, so you can manage everything in one place.
2. Check Their Background
Make sure the person or firm understands company law in Singapore. If you’re using a provider, check their reviews and ask questions before signing up.
3. Prepare the Board Resolution
Once you’ve picked the right person or firm, your directors must agree to appoint them. Write a board resolution that clearly states the name and start date of the company secretary. Keep this document in your company’s records.
4. File With ACRA
Use the BizFile system to inform ACRA of the appointment. If you’re working with a service provider, they’ll usually do this for you.
Why Appoint Early?
The law gives you six months to appoint a secretary. But don’t wait too long.
Some tasks like setting up your company register or preparing for your first annual return come up early. A good company secretary will help you stay on track from the start.
If you appoint late, you might miss key steps without realising it. That can cost you more in the long run.
Benefits of Professional Company Secretarial Help
Hiring a professional gives you support and confidence. Here are some reasons why many business owners choose this route.
1. They Know What To Do
Company rules can get tricky. A professional knows what needs to be done and when. You won’t have to guess or look things up all the time.
2. They Keep You Organised
A proper secretary will manage all the company’s key records. That includes meeting notes, director details, share structures, and more.
3. They Help With Filings
Filing deadlines can come up fast. Missing them can cause trouble. A professional keeps track of these dates for you.
4. They Often Offer Other Services
Many providers offer both company secretarial and tax filing services. That means you only deal with one firm for most of your business admin.
The benefits of professional company secretarial help go far beyond paperwork. You get advice, support, and more time to focus on growing your business.
What to Look for in a Good Service Provider
Choosing the right partner matters. Look out for:
- Clear service lists and prices
- Fast replies to your questions
- A team that understands Singapore laws
- Add-on services like accounting or tax filing
- A good history or positive feedback
Ask questions before you sign up. You want to be sure they’ll support your business well.
Changing Your Company Secretary
If your needs change, or if your current secretary is not a good fit, you can appoint someone new. The process is simple:
- Pass a board resolution to remove the current secretary
- Choose and appoint a new one
- File the change with ACRA
Just make sure there’s no gap between secretaries. The company must always have someone in the role.
What If You Don’t Appoint One?
Failing to appoint a company secretary on time can lead to problems. ACRA may issue warnings or fines.
Without a secretary, you may also miss filing deadlines, which affects your company’s good standing.
If your records are not up to date, banks and investors might hesitate to work with you.
That’s why taking action early helps. Even if you’re not sure what to do, a good provider can explain the steps.
When to Appoint a New One
There are times when switching your company secretary makes sense:
- Your company is growing, and your needs have changed
- Your current secretary misses deadlines
- You want extra support, like tax filing services
- You’re not getting clear advice
In any of these cases, it’s best to act fast. A good company secretary will help your business run better, not slow it down.
Final Thoughts
Appointing a company secretary is more than a box to tick—it’s a smart move for your business. They help you stay on top of the rules, keep proper records, and file everything on time.
Whether you hire someone from your team or go for professional company secretarial help, don’t leave the role empty. Many businesses now choose firms that offer both secretarial and tax filing services, for convenience and peace of mind.
Remember, the benefits of professional company secretarial support go beyond legal needs. They help your business stay ready, steady, and strong from day one.
Frequently Asked Questions (FAQs)
1. When should I appoint a company secretary?
You must appoint a company secretary within six months of incorporating your company. It’s best to do it early to avoid missing any filing deadlines.
2. Can I be the director and company secretary at the same time?
If your company has only one director, you cannot also act as the secretary. You’ll need to appoint someone else for the role.
3. What is the difference between company secretarial services and tax filing services?
Company secretarial services help with compliance tasks like annual returns and maintaining company records. Tax filing services focus on preparing and submitting your tax returns to the authorities.
