License / Permit / Service Description
- Professional Electronic Extraordinary General Meeting (E-EGM) planning and Company Secretarial support services for companies in Malaysia. We assist with meeting requirement review, preparation of E-EGM notice and agenda, resolution coordination, shareholder communication, attendance and voting record support, minutes preparation, and post-meeting statutory follow-up. Our service is suitable for Sdn. Bhd., Berhad, Company Limited by Guarantee, holding companies, companies with shareholders in different locations, and companies requiring shareholder approval for specific corporate matters. Let our team simplify your E-EGM process—from meeting preparation and shareholder communication to resolution documentation, minutes, and statutory follow-up.
Related Departments / Regulatory Bodies
- Companies Commission of Malaysia (SSM) / Suruhanjaya Syarikat Malaysia
- Appointed Licensed Company Secretary
- Board of Directors
- Shareholders or Members of the Company
- Auditor or Accounting Firm, where applicable
- E-EGM platform provider or technical service provider, where applicable
- Securities Commission Malaysia (SC) or Bursa Malaysia, where applicable
License Name ( Bahasa Malayu )
- Mesyuarat Agung Luar Biasa Secara Elektronik
Application Scenarios & Business Necessity
- Company requires shareholder approval before the next AGM
- Company intends to amend its Constitution
- Company intends to change its company name
- Company is undertaking corporate restructuring, investment, acquisition, disposal, or strategic transaction
- Company requires approval for changes involving shares, share capital, or shareholder rights, where applicable
- Company requires shareholder approval for the appointment or removal of directors, where applicable
- Company has shareholders located in different states or countries
- Company wishes to conduct a virtual or hybrid shareholder meeting
- Company requires an urgent shareholder decision for a business, bank, licensing, tender, or investment matter
Important Rules & Compliance Standards
- The E-EGM must be conducted in accordance with the Companies Act 2016, the company’s Constitution, and applicable regulatory requirements.
- The company should first determine whether the matter requires a Board Resolution, Written Resolution, or E-EGM.
- The E-EGM notice, agenda, and proposed resolutions must clearly state the business to be considered.
- Required notice periods, quorum requirements, voting thresholds, and special resolution requirements must be observed.
- The electronic meeting arrangement should allow eligible participants to communicate, participate, and vote effectively.
- Proper records of attendance, proxies, quorum, voting results, resolutions, and minutes must be maintained.
- The company must ensure that shareholder information and meeting documents are properly circulated.
- Public companies or listed companies may be subject to additional corporate governance, disclosure, and voting requirements.
- Any statutory changes arising from the resolutions passed must be properly documented and lodged through the appropriate process where applicable.
- This service does not include virtual meeting platform, live-streaming, polling system, or technical provider fees unless specifically stated in the quotation.
Compound & Legal Penalties
- Requirement to postpone, reconvene, or rectify an improperly conducted E-EGM
- Challenge or dispute relating to meeting notice, quorum, voting, proxy, or resolutions
- Incomplete or inaccurate meeting records
- Delay in implementing corporate decisions or transactions
- Late lodgement fees, compound, or penalty for overdue statutory submissions, where applicable
- Compliance notice or enforcement action by SSM, where applicable
- Difficulty in validating resolutions for bank, licensing, tender, investment, or corporate transaction purposes
- Legal action against the company and/or responsible officers in serious cases of non-compliance
Frequently Asked Question
An E-EGM is an Extraordinary General Meeting conducted through electronic or virtual means for shareholders or members to consider specific corporate matters.
An AGM is the company’s regular annual meeting, while an EGM is called separately when a specific matter requires shareholder approval before the next AGM.
An E-EGM may be needed when the company requires shareholder approval for matters such as constitutional amendments, corporate restructuring, share-related changes, or other important resolutions.
The required documents and information depend on the type and objectives of the organization. Generally, information about the founders, committee members, organization objectives, constitution/rules, registered address, and proposed activities may be required.
In some cases, a private company may use a Written Resolution. The suitability depends on the nature of the resolution, applicable law, and the company’s Constitution.
Yes. Voting may be conducted electronically if the company has suitable procedures to verify participation and properly record voting results.
Documents may include the notice of meeting, agenda, proposed resolutions, explanatory notes, proxy form where applicable, attendance records, voting records, and meeting minutes.
A suitable online platform may be used if it supports effective participation, communication, attendance verification, and voting procedures where required.
The company should prepare the meeting minutes, maintain the corporate records, and complete any required statutory lodgement or update arising from the resolutions passed.
Yes. Conzlab can assist with 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.
