Company Secretarial Support Services

Every company incorporated in Malta is required to appoint a company secretary. We understand that while it is becoming increasingly demanding and time consuming to keep up with statutory requirements it is essential that all corporate governance obligations are met and complied with.

We offer our clients company secretarial support services to ease the burden of continuous obligations on companies, their directors and officers. Our services cover the statutory requirements for a Maltese registered company and include:

• Preparing and filing the Annual Return punctually with the Registry of Companies
• Maintaining the company’s Minute book
• Maintaning the company’s Share Certificates
• Maintaining the company’s Combined Registry
• Organising, attending and drafting follow ups for Board Meetings
• Organising, attending and drafting follow ups for Shareholder Meetings (both AGMs and EGMs)
• Providing ongoing support and guidance to Board members on their fiduciary and corporate governance duties
• Sending reminders regarding the submission of audited financial statements on a yearly basis
• Preparing any documents relating to ad hoc changes to the company that are requested

We understand that every company has different requirements which are specific to their particular structure, goals and objectives and in view of this, we are able to scale up the level of support depending on our client’s needs.

Package 1 – Companies that need basic secretarial functions

We offer clients basic secretarial functions such as;

• Maintaning the company’s Share Certificates
• Maintaining the company’s Combined Registry
• Preparing and filing the Annual Return punctually with the Registry of Companies

Package 2 – Companies that need comprehensive support

For companies which require a higher level of support, we offer the following services:

• Maintaning the company’s Share Certificates
• Maintaining the company’s Combined Registry
• Preparing and filing the Annual Return punctually with the Registry of Companies
• Sending reminders regarding the submission of audited financial statements on a yearly basis
• Organising, attending and drafting follow ups for one Board Meeting*

Package 3 – Companies that require full company secretarial support services

• Preparing and filing the Annual Return punctually with the Registry of Companies
• Maintaining the company’s Minute book
• Maintaning the company’s Share Certificates
• Maintaining the company’s Combined Registry
• Organising, attending and drafting follow ups for Board Meetings*
  • Preparing notices of meetings and agendas
  • Collating documents in a clear and effective manner
  • Attending meetings for minutes taking
  • Drafting minutes with a turnaround of one week (under normal circumstances)
  • Ensuring minutes are approved and signed in due course
  • Communicating board decisions to the relevant persons ( mainly, board members and office management, if applicable)
  • Drafting written resolutions to be adopted in the interim between one meeting and the next
• Organising, attending and drafting follow ups for Shareholder Meetings (both AGMs and EGMs*)
  • Preparing notices of meetings and agendas
  • Collating documents in a clear and effective manner
  • Preparing proxy forms as required
  • Collating the signed proxy forms
  • Attending meetings for minutes taking
  • Drafting minutes with a turnaround of one week (under normal circumstances)
  • Ensuring minutes are approved and signed in due course
  • Drafting written resolutions to be adopted in the interim between one meeting and the next
• Providing ongoing support and guidance to Board members on their fiduciary and corporate governance duties
• Sending reminders regarding the submission of audited financial statements on a yearly basis

Company Secretarial Training Courses

If you would not require constant secretarial support services, we also offer training to any individuals appointed as company secretaries on their function and on any duties they are required to carry out while in office.