Reply to Inquiry regarding Malaysian Society Registration (ROS)

Reply to Inquiry regarding Malaysian Society Registration (ROS)

Dear Client,

Thank you for reaching out to Bestar Asia.

We have received your inquiry regarding the registration of a society in Malaysia. Establishing a legal entity under the Registry of Societies (ROS) is an excellent way to formalize a group’s objectives, whether for social, charitable, or professional purposes.

To assist you effectively, we would like to highlight the core requirements for a successful application:

Key Requirements for ROS Registration

• Minimum Members: You require at least seven (7) committee members (Malaysian citizens) to initiate the application.

  
  

• Constitution: A clear set of rules (By-laws) governing the society’s operations must be submitted.

  
  

• Registered Address: The society must have a physical place of business/meeting in Malaysia.

  
  

• Application Portal: All applications are now processed digitally via the eROSES system.

How Bestar Can Assist

While the process is straightforward, the ROS is known for strict compliance regarding the society’s "Purpose" and "Constitution" wording. We provide support in:

1. Drafting the Constitution to ensure it aligns with the Societies Act 1966.

   
   

2. Guidance on Documentation for committee members.

   
   

3. Submission Support through the eROSES portal to minimize the risk of rejection.

Based on the current 2025 guidelines for the Registry of Societies (ROS) in Malaysia, here is a detailed breakdown of the fee quote and the expected timeline for you.

Fee Quote for Society Registration

The total cost involves a combination of mandatory government fees and professional advisory fees for drafting and submission.

1. Government Fees (Direct Costs)

These are standard fees payable to the Registry of Societies via the eROSES portal:

• Registration Fee: RM 50.00 (USD 13)

  
  

• Certificate of Registration: RM 10.00 (USD 3)

  
  

• Certified Copies (Constitution/Committee List): RM 5.00 (USD 2) per page.

2. Bestar Professional Service Fees

Professional assistance ensures that your Constitution (By-laws) complies with the Societies Act 1966 to avoid immediate rejection.

• Consultation & Initial Assessment

  
  

• Drafting & Review of Constitution

  
  

• Submission & Secretarial Support (includes handling the eROSES application and liaison with ROS officers).

Total Investment: RM 4,000 (USD 1,000) (includes Government Fees).

Estimated Timeline (2025)

The timeline for society registration is generally divided into two phases: the preparation phase and the government approval phase.

Phase	Activity	Estimated Duration
Phase 1	Inaugural Meeting & Documentation   Holding the pro-tem committee meeting, passing resolutions, and finalizing the Constitution.	1 – 2 Weeks
Phase 2	Online Submission   Creation of eROSES account and uploading of all verified documents.	3 – 5 Working Days
Phase 3	ROS Review & Approval   The time taken by the Registrar to review the "Purpose" and "Rules" of the society.	3 – 6 Months*

*Note: While some simple applications can be approved within 5 working days if they strictly follow standard templates, most unique or national-level societies take significantly longer due to background checks and internal vetting by the ROS.

Next Steps for You

To move forward with a formal invoice and engagement letter, we recommend the following:

1. Draft Pro-tem Committee List: Confirm the 7 committee members (must be Malaysian citizens).

   
   

2. Define Society Scope: Will this be a local (state-level) or national (Malaysia-wide) society? This impacts the naming rights and approval difficulty.

   
   

3. Confirm Address: Ensure you have a valid physical address for the society’s registered office.

"Checklist of Required Documents" to Begin the Process

Here is a comprehensive checklist of the documents and information required for you to begin the registration process for a Malaysian Society via the eROSES portal.

Checklist for Malaysian Society Registration (2025)

To initiate the application, Bestar will require the following details and softcopy documents (preferably in PDF format, under 7MB each).

1. Pro-tem Committee Members (Minimum 7)

The Registry of Societies (ROS) requires a minimum of seven (7) Malaysian citizens to form the initial committee.

• Full Name (as per IC).

• NRIC Number (Copy of MyKad - Front & Back).

• Residential Address (must match IC or latest utility bill).

• Occupation & Employer Details.

• Contact Information (Mobile number and Email).

• Positions Held: You must designate a President/Chairman, Vice President, Secretary, and Treasurer.

2. Inaugural Meeting Minutes

This is a mandatory legal document proving the intent to form the society. It must record resolutions on:

• The agreement to form the society.

• The approved Official Name (and any alternative names).

• The approved Registered Address.

• The appointment of the Pro-tem Committee members.

• The adoption of the Constitution (Perlembagaan).

3. Proposed Constitution (Perlembagaan)

You may either adopt the ROS "Standard Template" or a "Custom Draft."

• Key Clauses: Must include Name, Registered Address, Objectives, Membership Eligibility, Source of Income, and Dissolution rules.

• Language: Must be in Bahasa Malaysia (an English version can be attached as a secondary reference).

4. Registered Office & Address

• Proof of Address: A copy of the Tenancy Agreement (stamped by LHDN) or a letter of consent from the owner if using a private premise.

• Address Requirements: It must be a physical address in Malaysia where all society records and books will be kept.

5. Other Supporting Assets (If Applicable)

• Logo/Emblem: A clear digital image of the society's logo along with a written description of its colors and symbols.

• Affiliation Letter: If the society is a branch or affiliated with an existing national or international body, a formal letter of support/affiliation is required.

Important Notes for 2025

• Name Search: Before filing, we will conduct a name search. If you wish to use the word "Malaysia" in the name, the committee members must represent at least seven (7) different states in Malaysia (verified via IC addresses).

  
  

• Digital Verification: The President, Secretary, and Treasurer must be prepared to verify the application digitally once we upload the documents to the eROSES system.

How to Proceed

Would you like me to prepare a formal "Letter of Engagement" for you to begin the process?

Would you like me to send you a "Template of the Inaugural Meeting Minutes" so you can organize the first meeting with your committee?

We look forward to helping you bring your organization to life.

Best regards,

The Bestar Asia Advisory Team

Reply to Inquiry regarding Malaysian Society Registration (ROS)

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