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A Certificate of Incumbency proves who officially holds key positions in a Malaysian company. It lists the directors, officers, and sometimes major shareholders, showing their roles and authority within the organization. Banks, investors, and business partners often request this document to verify who can legally act on behalf of the company.

Under Malaysian company law, this certificate helps facilitate important transactions like opening bank accounts, signing contracts, or dealing with international partners. It must be signed by a company secretary or director and typically includes the company registration number, registered address, and other details from the Companies Commission of Malaysia (SSM) records.

You'll need a Certificate of Incumbency when dealing with international business partners or opening overseas bank accounts for your Malaysian company. Foreign organizations often require this document to confirm who has the authority to sign agreements or make decisions on behalf of your business.

This certificate becomes essential during major transactions like mergers, property purchases, or when setting up subsidiaries abroad. Malaysian companies expanding into Southeast Asian markets frequently use it to prove their corporate structure and leadership to regulators, investors, and potential business partners. Having it ready before starting negotiations can speed up due diligence processes significantly.

• Basic Corporate Certificate: Verifies company directors and officers, including their appointment dates and roles - commonly used for bank account openings in Malaysia
• Enhanced Verification Certificate: Includes additional details about share ownership and capital structure, preferred by foreign investors and during due diligence
• Specialized Banking Certificate: Features specific declarations required by Malaysian and international banks, with extra emphasis on signing authorities
• Regulatory Compliance Certificate: Contains expanded sections addressing specific industry requirements, especially for regulated sectors like finance or healthcare

• Company Secretaries: Prepare and certify Certificates of Incumbency, ensuring accuracy of corporate information and compliance with Malaysian laws
• Directors and Officers: Listed in the certificate with their roles and powers; must verify information accuracy
• Banks and Financial Institutions: Request these certificates when companies open accounts or apply for financing
• Foreign Business Partners: Rely on these documents to confirm authorized representatives during international deals
• Legal Advisors: Review and use certificates during due diligence, mergers, or major transactions

• Company Details: Gather current company registration number, registered address, and incorporation date from SSM records
• Leadership Information: Compile full names, positions, appointment dates of all directors and key officers
• Share Structure: Document current share capital details and major shareholders if required
• Supporting Documents: Collect board resolutions confirming appointments and company constitution
• Verification Process: Have company secretary review and certify all information matches official records
• Signatures: Arrange for authorized signatories to execute the certificate with company seal

• Company Identification: Full legal name, registration number, and registered address as per SSM records
• Director Details: Names, positions, appointment dates, and nationality of all current directors
• Officer Information: List of company officers with their roles and authority levels
• Share Capital Statement: Current issued share capital and major shareholding structure
• Certification Statement: Declaration of accuracy by company secretary or director
• Authentication Elements: Company seal, authorized signatures, and date of certification
• Compliance Declaration: Statement confirming adherence to Companies Act 2016 requirements

A Certificate of Incumbency is often confused with a Certificate of Incorporation, but they serve distinct purposes in Malaysian corporate governance. While both are important corporate documents, they function differently and are needed at different stages of business operations.

• Timing and Purpose: A Certificate of Incorporation proves your company's legal existence and is obtained once during formation. A Certificate of Incumbency verifies current leadership and can be issued multiple times as needed
• Content Focus: Incorporation certificates show basic company details and registration status. Incumbency certificates list current directors, officers, and their specific roles
• Usage Context: Banks and business partners request incumbency certificates for ongoing transactions, while incorporation certificates are needed for initial business setup and regulatory compliance
• Verification Scope: Incorporation proves legal formation under Malaysian law, while incumbency confirms who currently has authority to act for the company