How to Register a Society in Malaysia (2025/2026): The Complete eROSES Guide
- Roger Pay
- 2 days ago
- 5 min read
How to Register a Society in Malaysia (2025/2026): The Complete eROSES Guide
Are you planning to start an NGO, a sports club, or a residents' association? To operate legally, you must register with the Registry of Societies (ROS) Malaysia (Jabatan Pendaftaran Pertubuhan Malaysia).
While the official ROS website is the place to file, the process can be confusing. In this guide, we break down the requirements, fees, and the step-by-step eROSES application process in plain English.
1. What is a Society (Persatuan)?
Under the Societies Act 1966, any group of seven (7) or more persons formed for a common purpose (social, welfare, sports, etc.) must be registered. Unlike a company (Sdn Bhd) registered under SSM, a society is strictly non-profit.
Key Benefits of Registration:
Legal Identity: The society can open a bank account in its name.
Limited Liability: Protects committee members from personal financial risk.
Grant Eligibility: Access to government and corporate funding.
2. Pre-Registration Checklist
Before logging into the eROSES portal, ensure you have the following:
Minimum 7 Members: All must be Malaysian citizens (for most categories).
Committee Structure: You need a President, Secretary, Treasurer, and committee members.
Meeting Minutes: Evidence of an "Inaugural Meeting" where you agreed to form the society.
The Constitution: You can use the ROS "Standard Constitution" template to speed up approval.
3. Step-by-Step Guide to the eROSES System
The entire application is done via the eROSES Portal.
Step 1: Account Registration
The Secretary of the proposed society must create an individual account on eROSES. You will need your IC number and a valid email.
Step 2: Name Search & Application (Form 1)
Apply for your society’s name. Pro-Tip: Avoid names that are too generic or similar to existing political parties or international NGOs, as these are often rejected.
Step 3: Uploading Documents
You will need to upload:
The approved Constitution (Rules).
The Minutes of the Inaugural Meeting.
A list of Pro-tem Committee members.
Step 4: Payment of Fees
The standard registration fee is RM50.00. This can be paid via the portal using FPX (online banking).
4. Common Reasons for Rejection (And How to Avoid Them)
Many applications are sent back for "Kuiri" (queries). Avoid these common mistakes:
Non-Physical Address: You cannot use a P.O. Box. It must be a physical office or a member's residence (with permission).
Incomplete Minutes: Ensure the minutes clearly show the resolution to form the society and the approval of the constitution.
Age Requirements: Ensure all committee members are 18 or above (unless it's a youth society with specific permissions).
5. Post-Registration: Annual Compliance
Once you receive your Certificate of Registration, your work isn't over. Every year, you must submit an Annual Return (Penyata Tahunan) within 60 days of your AGM. Failure to do so can lead to the society being "Dibatalkan" (De-registered).
Frequently Asked Questions (FAQ)
Q: How long does the approval take? A: Typically 3 to 6 months, depending on the complexity of your constitution and the workload of your state's ROS branch.
Q: Can a foreigner start a society in Malaysia? A: Generally, no. The committee must be Malaysian. However, foreigners can be members with ROS approval.
Q: Is there a difference between an NGO and a Society? A: In Malaysia, "NGO" is a general term. Legally, most NGOs are registered as Societies (under ROS) or Companies Limited by Guarantee (under SSM).
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How Bestar Asia can Help
How to Register a Society in Malaysia (2025/2026): The Complete eROSES Guide
Registering a society in Malaysia has evolved with the introduction of eROSES v2.0, a cloud-native system designed to streamline the process through the Registry of Societies (ROS). Navigating these legal requirements can be complex, especially with the 2025/2026 updates focusing on digital IDs and AI-driven vetting.
Bestar serves as a specialized corporate advisory partner to ensure your association, club, or NGO is registered correctly and remains compliant with the Societies Act 1966.
1. Prerequisites for Society Registration (2025/2026)
Before logging into the eROSES portal, your group must meet the following baseline criteria:
Minimum Members: At least seven (7) committee members who are Malaysian citizens.
Age Requirement: Members must be 18 years or older.
Legal Standing: Office bearers must not be bankrupt or convicted of serious criminal offenses.
Office Address: A valid physical address in Malaysia is required (where official records are kept).
Draft Constitution: A formal document outlining the society’s mission, membership rules, and governance structure.
2. Step-by-Step Guide: The eROSES Process
The Registry of Societies now utilizes myDigital ID and AI integration (like the "Rosie" chatbot) to verify applications.
Step 1: Account Registration
The three main office bearers (President, Secretary, and Treasurer) must register as users on the eROSES portal. Each must verify their identity, typically using NRIC details or the integrated myDigital ID.
Step 2: Name Reservation
Submit your proposed society name for approval.
Note: Names containing words like "Malaysia" or "National" require specific justification—usually proving that committee members represent at least seven different states.
Step 3: Online Application Submission
Once the name is approved, the Secretary must upload:
Minutes of the Foundation Meeting: Confirming the establishment and election of office bearers.
The Constitution: Usually based on an ROS template or a custom draft.
Society Logo: The new system uses AI computer vision to ensure your logo doesn't infringe on existing trademarks or public morality.
Step 4: Verification and Payment
The President and Treasurer must log in to verify the submission. A registration fee (typically RM30) is then paid online.
3. How Bestar Can Help
Registering a society involves more than just filling out forms; it requires strategic planning to avoid rejection. Bestar provides end-to-end support:
Service | Benefit |
Eligibility Assessment | We review your group’s goals to ensure a "Society" is the right structure (vs. a Company Limited by Guarantee). |
Constitution Drafting | Our experts draft a constitution that complies with the Societies Act 1966 while protecting your organization's interests. |
eROSES Navigation | We guide your committee through the digital registration, ensuring all documentation meets the latest 2025/2026 standards. |
Liaison Services | Bestar acts as your representative to handle queries or "queries" (requests for more info) from ROS officers. |
Annual Compliance | We assist with the mandatory Annual Return (Penyata Tahunan) and audited accounts to prevent deregistration. |
4. Why Choose a Society Structure?
For 2025 and 2026, many local groups prefer this structure over a private company because:
Tax Benefits: Societies can apply for tax exemptions for charitable activities.
Lower Maintenance: Generally has lower annual filing fees than a Sdn Bhd.
Credibility: Legal recognition allows the society to open a bank account and sign contracts.
Ready to launch your organization?
Setting up a society is a rewarding way to contribute to the community, but technical errors in the constitution can lead to months of delays.
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