In Malaysia, all the companies should keep a register of members. There is a lot of information that they should include in the register. Entering the particulars can be a time-consuming task, especially if a company has a lot of employees and is running the business on a big scale. Hence, the companies may contact a corporate secretarial firm in Johor Bahru if they wish to seek help for this matter.
In the register of members, companies should include their members’ names, nationality, number of identity card (if any), addresses, and their usual place of residence. If one of the company’s member is a corporation, it should include the name of the corporation, its registration number, registered office, place of origin, establishment or incorporation as well as other related particulars and information of the members.
If the company has a share capital, it should record in its register a statement of share that each member is holding. Besides, it needs to distinguish each share by using a proper number or the number of the certificate. The company should determine the amount paid or any sum that is agreed to be regarded as paid for the shares that its members are holding too. In addition, companies with share capital should record the date of every allotment of shares to their members as well as the sum of shares involved in those allotments.
The register of members should include the date the company entered the name of every individual into the register as its member. If there is any person who ceased to be the company’s member, the company should record the date that the person ceased being its member within the previous seven years.
There are some occasions where the company may have changed any of its shares into stock, and it has submitted the notice of conversion to the Registrar. In such a situation, the company (Also see The Records of a Company’s Resolutions and Meetings) needs to change its register of members to indicate the number of stock units or the amount of stock that its members are holding, but not the number of shares and the relevant particulars.
It is allowable for a company (Also see Consequences of Poor Bookkeeping in your Company) to keep the names and particulars about individuals who are no longer its members separately. The company does not have to supply the names and particulars about the former members to anyone who requests for a copy of its register of members, except if the person asks for the details of the former members.