License / Permit / Service Description
- Professional E-Annual General Meeting (E-AGM) planning and Company Secretarial support services for companies in Malaysia. We assist with AGM timeline review, preparation of AGM notice and agenda, coordination of Financial Statements and Reports where applicable, preparation of resolutions, shareholder communication, attendance and voting record support, minutes preparation, and post-meeting statutory follow-up. Our service is suitable for Berhad, Sdn. Bhd. where applicable, Company Limited by Guarantee, companies with shareholders in different locations, holding companies, and companies seeking a more efficient meeting arrangement.
Related Departments / Regulatory Bodies
- Companies Commission of Malaysia (SSM) / Suruhanjaya Syarikat Malaysia
- Appointed Licensed Company Secretary
- Board of Directors
- Shareholders and Members of the Company
- Auditor or Accounting Firm, where applicable
- E-AGM platform provider or technical service provider, where applicable
- Securities Commission Malaysia (SC) or Bursa Malaysia, where applicable
License Name ( Bahasa Malayu )
- Mesyuarat Agung Tahunan Elektronik (e-AGM)
Application Scenarios & Business Necessity
- Company requires an AGM to be conducted through electronic or virtual means
- Shareholders, directors, or representatives are located in different states or countries
- Company wishes to reduce venue, travel, and physical meeting costs
- Company requires better attendance access for shareholders
- Public company requires an organised AGM process and proper shareholder communication
- Company needs assistance to prepare AGM notice, agenda, resolutions, and minutes
- Financial Statements and Reports need to be presented to shareholders at the AGM
- Company requires voting and attendance records for statutory or corporate governance purposes
- Company is adopting a hybrid meeting arrangement involving both physical and virtual attendance
- Company requires post-AGM statutory documentation and filing coordination
Important Rules & Compliance Standards
- The E-AGM must be conducted in accordance with the Companies Act 2016, the company’s constitution, and applicable regulatory requirements.
- The company must provide valid notice of the AGM within the required timeline.
- The meeting platform or arrangement should allow participants to communicate and participate effectively.
- The company must maintain proper records of attendance, quorum, voting, resolutions, and meeting minutes.
- Shareholders must be given the relevant meeting documents, including Financial Statements and Reports where applicable.
- Voting procedures must be clear, properly recorded, and conducted according to the company’s constitution and applicable law.
- The company must ensure that the E-AGM arrangement is suitable for its company type, constitution, and shareholder structure.
- Public companies may have additional AGM, disclosure, voting, and corporate governance requirements.
- Any post-AGM statutory submission must be completed through the appropriate process where applicable.
- This service does not include the cost of the virtual meeting platform, live-streaming provider, poll system, or technical equipment unless specifically stated in the quotation.
Compound & Legal Penalties
- Requirement to postpone, reconvene, or rectify an improperly conducted AGM
- Dispute or challenge relating to quorum, attendance, voting, or resolutions
- Compliance notice or enforcement action where applicable
- Late lodgement fees, compound, or penalty for overdue statutory submissions
- Incomplete or inaccurate meeting records
- Difficulty in validating resolutions for bank, licensing, investment, tender, or corporate transaction purposes
- Legal action against the company and/or responsible officers in serious cases of non-compliance
Frequently Asked Question
An E-AGM is an Annual General Meeting conducted through electronic or virtual means, allowing eligible participants to attend and participate remotely.
The purpose is the same, but an E-AGM is conducted electronically. The meeting must still comply with the relevant legal, constitutional, and procedural requirements.
Suitability depends on the company type, constitution, shareholder structure, and applicable requirements. A review should be conducted before proceeding.
Yes, voting may be conducted electronically if the company has proper procedures and records to support the process.
Documents may include the AGM notice, agenda, Financial Statements and Reports where applicable, proxy forms, resolutions, attendance records, voting records, and meeting minutes.
A Company Secretary can assist with the statutory documentation, meeting procedures, resolutions, minutes, and compliance follow-up.
A suitable electronic platform may be used, provided the arrangement supports effective participation, attendance verification, communication, and voting procedures where required.
A Hybrid AGM allows participants to attend both physically at a meeting venue and virtually through an electronic platform.
Platform, live-streaming, polling, and technical provider fees are separate unless specifically included in the quotation.
Yes. Conzlab can assist with meeting minutes, resolution documentation, post-meeting corporate records, and statutory follow-up through the appointed licensed Company Secretary.
Jeffrey Eh Hao Yih , Director
Jeffrey has been providing expert guidance for businesses dealing with ongoing challenges. With his expertise, he aids clients in strategic business planning, streamlining operations, and enhancing productivity. Additionally, Jeffrey offers diverse business technology services to help digitize traditional businesses effectively.
