How to Appoint a Corporate Secretary in Singapore: A Step-by-Step Guide

At Bizsquare Accounting, we understand that navigating the complexities of the Singapore Companies Act can be a daunting task for founders. As we move into 2026, the Accounting and Corporate Regulatory Authority (ACRA) has intensified its focus on corporate governance and digital compliance.

One of the most vital appointments for any newly incorporated entity is the corporate secretary in Singapore. Far from being just a “paperwork handler,” this officer is a legal requirement and a guardian of your company’s compliance health. In this guide, we break down the essential steps, latest regulations, and strategic importance of appointing a company secretary in Singapore.

Legal Requirements: Who Can Be Your Secretary in 2026?

According to Section 171 of the Companies Act 1967, every company must appoint a secretary within six months of its incorporation. However, it is important to note that not everyone qualifies for this pivotal role. In 2026, residency and professional standards are being strictly enforced specifically to ensure higher corporate accountability.

Residency and Status

• Natural Person: A corporate entity cannot be appointed as a secretary; it must be an individual.
• Ordinarily Resident: The candidate must be a Singapore Citizen, Permanent Resident, or an EntrePass/Employment Pass holder who genuinely resides in Singapore.
• The Sole Director Restriction: If you are the only director of your company, you cannot also serve as the secretary. Consequently, this ensures a necessary separation of duties for governance purposes.

Professional Qualifications

While private companies have more flexibility, the directors must ensure the appointee has the “requisite knowledge and experience.” For public companies, the requirements are much stricter. The secretary must be a Registered Qualified Individual (RQI), which includes:

• Chartered Accountants (ISCA)
• Chartered Secretaries (CSIS)
• Qualified Lawyers (under the Legal Profession Act)
• Individuals with at least 3 years of experience in the last 5 years as a company secretary.

Read also: Legal Requirements for Appointing a Company Secretary in Singapore

Our Step-by-Step Appointment Process

At Bizsquare, we follow a rigorous process to ensure your appointment is legally airtight and filed correctly with ACRA.

Step 1: Formal Board Approval

The appointment must be sanctioned by the Board of Directors. We assist in drafting the Directors’ Resolutions in Writing (DRIW), which serves as the official internal record of the appointment and the effective date.

Step 2: Executing Form 45B (Consent to Act)

Before the appointment can be lodged, the secretary must sign Form 45B. This is a statutory declaration where the individual:

1. Consents to act as the corporate secretary in Singapore.

2. Confirms they are not disqualified from holding the office (e.g., not an undischarged bankrupt or debarred by ACRA).

Step 3: Lodgement with ACRA via BizFile+

The appointment must be filed digitally via the BizFile+ portal.

• Deadline: This must be done within 14 days of the appointment date.
• Penalty for Delay: Late notification triggers an automatic composition fine from ACRA, typically starting at $300 and escalating based on the duration of the delay.

Step 4: Updating the Statutory Registers

The job isn’t done once the ACRA filing is complete. We ensure that the company’s internal Register of Secretaries is updated immediately. In 2026, maintaining digital versions of these registers is standard practice, and they must be accessible for inspection if requested by authorities.

Comparing Service Needs: Private vs. Public Companies

The level of oversight required depends heavily on your company structure. We’ve summarized the key differences below:

The Critical Duties of a Corporate Secretary in 2026

We view the role of a company secretary in Singapore as proactive rather than reactive. Beyond the initial appointment, we handle several high-stakes responsibilities:

Ongoing Compliance Management

• ACRA Filings: We manage all event-based filings, such as changes in directors, share allotments, or updates to the registered office address (usually required within 14 days).
• Annual General Meetings (AGM): We prepare the necessary notices, proxy forms, and minutes to ensure your AGM (or the resolution to dispense with one) is valid.
• Register of Registrable Controllers (RORC): A high-priority area for 2026. We ensure your RORC is filed with ACRA and kept updated to comply with Anti-Money Laundering (AML) regulations.

Governance Advisory

We act as an advisor to the board, ensuring that directors are aware of their statutory deadlines. For instance, we track the Financial Year End (FYE) and send timely reminders for filing Annual Returns (AR) to prevent debarment or prosecution of directors.

Why Choose Bizsquare Accounting?

Choosing the right corporate secretarial Singapore partner can be the difference between a smooth operation and a legal nightmare.

• Integrated Solutions: We don’t just file forms. Because we are also experts in business loan consulting and corporate strategy, we ensure your secretarial records are in perfect order for due diligence, a critical requirement when you apply for bank financing or seek investors.
• Digital Accuracy: We leverage the latest digital tools to ensure all filings are accurate, reducing the risk of human error that often leads to ACRA fines.
• Transparent Pricing: Our fees are straightforward, with no hidden “admin charges” for standard filings, allowing you to budget effectively for your annual compliance.
• Expert Insight: In 2026, ACRA’s enforcement is more automated. Systems now flag late appointments or vacant secretary positions instantly. Engaging a professional firm early ensures you never show up on the regulator’s ‘high-risk’ list.

Start Your Compliance Journey Today

The appointment of a corporate secretary in Singapore is a foundational step in building a credible and scalable business. Proper compliance today prevents legal hurdles tomorrow. Local startups and foreign entrepreneurs alike rely on our expertise to ensure their corporate structure is rock solid.

Would you like us to review your current ACRA standing and provide a complimentary compliance health check for your company? Contact us today.