1. What Is a Certificate of Incorporation?
A Certificate of Incorporation is the official document issued by the Companies Commission of Malaysia (SSM) confirming that a company has been legally formed. Under the Companies Act 2016, Section 17, the certificate evidences the company’s existence on and from the date stated in the document. For most new Sdn Bhd companies, SSM now emails an electronic Notice of Registration (Section 15), which is legally sufficient; however, many banks, lenders and licensing authorities still insist on sighting (or receiving a certified copy of) the Section 17 certificate.
2. Certificate vs. Notice of Registration
| Document | Act / Section | Issued Automatically? | Typical Use |
|---|---|---|---|
| Notice of Registration | s. 15 CA 2016 | ✔ (e-mailed once SSM approves your incorporation) | Day-to-day proof of incorporation, basic KYC |
| Certificate of Incorporation | s. 17 CA 2016 | ❌ (only on request & payment) | Bank account opening, loan / tender submissions, overseas authorities |
3. Digital Format & Security Features
Since 2023, SSM issues certificates in Digitally Certified True Copy (DCTC) PDF format, signed with a DigiCert digital signature and a QR code that can be verified using the free SSM DCTC Reader app.
Key items on the certificate
- Company name & registration number
- Date of incorporation
- Company type (e.g., Private Company Limited by Shares)
- Registrar’s digital signature seal
- Unique document ID & QR code for authenticity check
(Tip: always share the original PDF rather than a scanned print-out so recipients can validate the signature.)
4. How to Obtain Your Certificate (First Time or Replacement)
| Step | Where | Fee (RM) | Processing |
|---|---|---|---|
| 1. Login to SSM e-Info or MyData-SSM | Online portals | 20 (certificate) SSM | Instant download |
| 2. Search for your company and add “Certificate of Incorporation (Section 17)” to cart | + service tax | ||
| 3. Pay via FPX / card | |||
| 4. Download the PDF certificate (DCTC) | Seconds |
Lost / Damaged Hard-Copy?
File a replacement request through SSM with a statutory declaration explaining the loss plus the RM 20 fee.
5. Certified True Copies (CTC) – When You Need Them
Some regulators require a CTC rather than the plain certificate PDF. You have two options:
- Digitally CTC (DCTC) – the default online download (cheaper, instant).
- Physical CTC – printed on SSM water-marked paper, sealed and signed; apply over the counter or via agent (1-2 working days).
Both versions carry the same legal weight; the digital copy is increasingly accepted for e-tender portals and bank onboarding.
6. Verification Guide for Third Parties
- Open the PDF in Adobe Reader ≥ v10: the signature panel should show “Signed and all signatures are valid.”
- Scan the QR code with the SSM DCTC Reader mobile app to confirm the hash value matches SSM’s server record.
- Cross-check the company number and date against SSM’s public search or your own due-diligence pack.
If any element fails, ask the sender for a fresh download from SSM.
7. Common Questions
| Question | Short Answer |
|---|---|
| Is Form 9 still issued? | No. Form 9 (old CA 1965) has been replaced by Section 17 certificate under CA 2016. |
| Can I change the certificate after a name change? | Yes – apply for a Certificate of Incorporation on Change of Name (Section 28) via e-Info (RM 20). |
| Does the certificate expire? | No. It remains valid for the life of the company unless the company is struck off or wound up. |
| Can foreign authorities verify it? | Yes – provide the DCTC PDF; they can validate the digital signature or use the QR code image. |
8. How Our Firm Can Help
- Same-day retrieval of Certificate / CTC and courier of hard-copy if required
- Name-change or replacement applications with statutory declaration drafting
- Bundled incorporation packs (Section 15 + 17 + first board resolutions) for bank onboarding
Contact us for a flat RM 120 service fee (excl. SSM charges) and get your documents within hours.
Last Updated: 28-Apr-2025