Secretarial Services

The Companies Act 1995 requires all Maltese registered companies to appoint a company secretary with the necessary competence to carry out the duties of a secretary as laid down in the same Act. These duties include the maintenance of the Company’s statutory books and records, the filing of all required forms and returns and generally ensuring the Company’s adherence with its statutory responsibilities.  Partnerships, foundations and shipping companies registered under the Merchant Shipping Regulations are not required to appoint a secretary.

ARQ Corporate Services Limited is in a position to provide its corporate clients with the services of a resident secretary whenever required. Besides satisfying a basic formal requirement for companies under the Companies Act, the appointment also addresses a more essential long-term objective – that of maintaining the good standing of the company under the laws of Malta through the services of a locally resident officer possessing the experience and competence to guide the company’s board of directors in their management of the company’s affairs and to represent the company’s interests with the Maltese authorities whenever required.

Company Secretarial Support Services

Are you aware of your obligations as Company Secretary? ARQ provide specialist company secretarial support so you can meet your obligations on time, every time.

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

If you would not require constant secretarial support service, 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.

For further information contact

  • Christian Farrugia

    Partner

    A lawyer by profession, Dr. Christian Farrugia is one of the founding and co-managing partners ... More

    T +356 2549 6000

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