In accordance with the Singapore Companies Act, you are required to appoint a Company Secretary within six months of incorporating your Singapore company. This guide lists the responsibilities of a Company Secretary.

1. SINGAPORE COMPANY
SECRETARY GUIDE

2. Copyright © 2014 Rikvin Pte LtdLast Updated on 28 February 2014
1. Board Meetings
• Coordinating the company’s formal decision
making and reporting process;
• formulating meeting agendas with the
chairman and /or the chief executive;
• attending meetings and taking minutes;
• maintaining minute books;
• certifying copies of minutes; and
• ensuring that correct procedures are
followed.
2. General Meetings
• Obtaining internal and external agreements
to all documentation for circulation to
shareholders;
• coordinating the administration and
attending of meetings and taking minutes;
and
• ensuring that correct procedures are
followed.
3. Company Constitution
• Ensuring that the company complies with its
constitution; and
• drafting and incorporating amendments in
accordance with the correct procedures.
4. Statutory Registers and Books
• Maintaining statutory registers.
5. Statutory Returns
Updating ACRA on:
• any changes in the director(s) of a company
or particulars relating to director(s)
• changes to a director’s name or residential
address
• removal from office in accordance with the
Act or constitution
• disqualification from holding office
• appointments/resignations/deaths
• annual returns
• change of company name
• adoption, alteration and revocation of
constitution
• issue of shares
• any other changes that requires updating
with ACRA
6. Report and Accounts
• Coordinating the publication and distribution
of the company’s annual report, accounts
and interim statement; and
• the preparation of the directors’ report.
7. Share Registration
• Maintaining the company’s register of
members;
• assisting with transfers and other matters
affecting shareholdings; and
• attending to the queries and requests from
shareholders.
COMPANY COMPANY SECRETARY GUIDE
In accordance with the Singapore Companies Act, you are required to appoint a Company Secretary
within six months of incorporating your Singapore company. Rikvin can provide your firm with the
services of a Company Secretary.
A Company Secretary must be either a 1) Singapore resident (a Singapore citizen or permanent resident)
or 2) holder of Singapore Employment Pass/ EntrePass/Dependant Pass.
RESPONSIBILITIES OF A COMPANY SECRETARY
In addition to ensuring compliance with relevant legal requirements, a Company Secretary has the
following areas of responsibilities:

3. Copyright © 2014 Rikvin Pte LtdLast Updated on 28 February 2014
8. Shareholder Communication
• Communicating with the shareholders
(i.e. through circulars);
• payment of dividends and interest;
• issuing documentation regarding rights issues
and capitalization issues;
• general shareholder relations; and
• relations with institutional shareholders and
their investment protection committees.
9. Shareholder Monitoring
• Monitoring movements on the register of
members to identify an apparent ‘stake-
building’ in the company’s shares by potential
takeover bidders; and
• making inquiries of members as to beneficial
ownership of holdings.
10. Share and Capital Issues, Transfers and
Restructuring
• Implementation of changes in the structure
of the company’s share and loan capital and
devising; and
• implementing and administering directors’ and
employees’ share participation schemes.
11. Acquisitions and Disposals
• Participating as a key member of the company
team to implement corporate acquisitions and
disposals;
• protecting the company’s interests by ensuring
the effectiveness of all documentation and
that due diligence disclosures enable proper
commercial evaluation prior to completion of
the transaction.
12. Corporate Governance
• Reviewing developments in corporate
governance; and
• advising and assisting the directors with
respect to their duties and responsibilities and
compliance with their personal obligations
under company law and, if applicable Stock
Exchange requirements.
13. Non-Executive Directors
• Acting as a channel of communication and
information for non-executive directors.
14. Company Seal
• Ensuring the safe custody and proper use of the
company seal if provided for in the company
constitution.
15. ACRA Compliance Alert & Reminders
• Rikvin will duly notify you on filing deadlines
and compliance matters.

4. Copyright © 2014 Rikvin Pte Ltd
RIKVIN PTE LTD
20 Cecil Street, #14-01, Equity Plaza, Singapore 049705
Main Line : (+65) 6320 1888
Fax : (+65) 6438 2436
Email : info@rikvin.com
Website : www.rikvin.com
Reg No 200100602K
EA License No 11C3030
The information contained herein is intended for general
information purposes only and shall not be regarded as
professional advice. Readers are therefore advised that
before acting on any matter arising from these notes, they
should discuss their particular situation with the Firm. No
liability can be accepted for any action taken as result of
reading the notes without prior consultation with regard
to all relevant factors.
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