FAQ
No. Question Answer
1

What is PN17?

  • PN17 is an initiative to ensure companies provide the appropriate response on a timely basis to all queries issued by SSM to facilitate the update of companies’ information in SSM’s database.
2

Why is the PN17 being implemented?

  • PN17 is implemented to effectively manage and ensure response to queries issued by the Registrar to the companies and facilitate the process of updating information in SSM’s database.
  • Failure to answer queries within 30 days will result in documents lodged by the company to be rejected. The company must then lodge a new document that is subject to fees and late lodgement fees as stated in the Second Schedule of the CA '65.
3

Where can companies obtain copies of the query letter?

  • SSM has provided a platform for companies to check for queries at http://www.ssm.com.my/en/status-query
  • Companies can also obtain a copy of the query letter at the nearest SSM’s office branch.
  • If companies are found to have more than 3 query letters, softcopy of the letters will be provided to the companies’ representative via email or copied to a pen drive.
4

My company has outstanding queries dated before 31 December 2015. Would the documents lodged be automatically rejected if my company fails to respond within 30 days from the date of the query letter?

  • No. For document which were lodged on or before 31 December 2015, companies are given until 30 September 2016 to check, review and respond to the query. If the company failed to provide the required response, the documents lodged will automatically be rejected on 1 October 2016.
  • However, if the same documents are being re-queried (either on the same issue or on a different issue), the documents will then be treated as though they were documents lodged on or after 1 January 2016.
5

I have responded to a query on or before 31 December 2015 but the documents have been queried again in 2016. Do I have the privilege to answer the query till 30 September 2016?

  • No. The duration to answer to the query is within 30 days after the query has been issued, although the document is dated on or before 31 December 2015.
6

Why do payment and / or late lodgment fees are required to be made for the documents that have been rejected?

  • If companies fail to respond to the queries within the specified period, the documents will be considered as if they never been lodged.
  • All fees and late lodgments are subjected to the Second Schedule of the CA '65
  • No refund would apply for document that has been rejected.
7

Can we get a copy of the query by email without going to the office SSM?

  • No. A copy of the query letter can only be obtained in person at the nearest SSM office. The status of documents lodged can be checked via SSM's website at the following link http://www.ssm.com.my/en/status-query
  • If a company has more than 3 queries, softcopy of the letters will be provided to the company via email or copied to a pen drive. Please ensure the company has an email address to expedite this process.
8

Will SSM inform the rejection status documents to the company if the query is not answered within a specified period?

  • Yes, the rejection notice will be issued and mailed to the company's registered address.
9

Can we appeal for an exemption to the fee imposed on the new documents lodged due to not responding to queries?

  • No, an appeal will not be allowed.
10

Why does the e-query service in the SSM Portal does not allow access to query letter and facilitate all parties?

  • Query information is strictly confidential. SSM will not disclose this information to the public that is not privy to the information.
11

What happens if I answer a query issued by SSM after the 30th day?

  • The query must be answered within 30 days from the date of the query letter. If SSM does not receive any response within the specified period, the lodgment of the document will be rejected. Any fees that have been paid will not be refunded.
12

If the original document that had been queried was lost / missing, what can I do to answer all the queries?

  • Please contact the officer who issued the query to get further advice on the lost/ missing document.
  • Discretion is subject to the complexity of the case and is on “case by case basis".
13

Can I answer all outstanding queries through Express Counter?

  • No. All queries must be answered via the normal process.
  • Application for Express Counter is subject to the following conditions:
    a) No outstanding queries for previous document;
    b) No pending process for Express/Normal filing for previous Document; and
    c) It only involves current lodgement of documents.
14

Is there any application to extend the time to answer query if there is any constraints? For example, the signature of the director cannot be obtained because the directors are out of the country.

  • There will be no time extension granted.
  • The company has been provided a reasonable period of time to respond to all queries.
15

If I do not receive any query, how may I know whether the query was sent to my current or the address of my previous company secretary?

  • The company can check the address on the query letter.
  • A copy of the query letter can be reprinted at the nearest SSM Office/branch.
16

How will company secretaries be affected with the implementation of PN17?

  • Company secretaries must take full responsibility to respond to queries.
17

The queried documents sent to my company are lost in transit and the company secretary only found out about it after the expiry of the 30 days via notification from SSM officers. What happens to the documents lodged?

  • The documents lodged will be rejected and a fee for late payment will be imposed.
  • SSM has already provided a platform at SSM Official website to facilitate company secretaries to check and keep track of queries for their respective companies via the link http://www.ssm.com.my/en/status-query SSM available at SSM official website.
  • It is the duty of the company secretary to check the status of the document from time to time. The copies of query letters can be obtain at the nearest SSM counter.
18

What if the document that has been queried involves a court order document charges or liquidation?

  • The first phase of PN17 will only involve queries for General Documents, Annual Returns and Financial Statements only.
  • The second phase of PN17 will then cater other documents such as charges, winding-up and striking off documents.
19

How can I answer to documents queried for issues related to my previous company secretary when I have already appointed a new company secretary but not all of my files has been provided by the previous company secretary to the new company secretary?

  • It is the company’s responsibility to resolve the issue.
  • The company may seek advice from the registration officer who issued the query.
  • All details such as phone numbers and e-mail address are stated on the query letters.
20

Is there any extension of time granted for queries sent by post to the remote areas of Sabah and Sarawak like Sibu, Bintulu and Lawas?

  • No extension of time will be granted.
  • SSM has given due consideration with regards to posting of documents to remote areas of Peninsular Malaysia, Sabah and Sarawak when determining the time period for companies to respond to queries issued by SSM.
  • SSM has provided a platform at SSM Official website to facilitate company secretaries to check and keep track of queries for their respective companies via the link http://www.ssm.com.my/en/status-query which is available at SSM’s official website.
  • It is the duty of the company secretary to check the status of the document from time to time. The copies of query letters can be obtained at any nearest SSM Office/Branch.
21

Can a company apply for a cancellation of the lodged documents with query status and replace the lodged documents with query status with a new document?

  • The company may apply to withdraw certain documents that have been queried by submitting a written request for a cancellation of documents. It is subject to the approval from SSM.
  • The company shall file a copy of the document together with application letter signed by all the directors and the company secretary.
  • Furthermore, the company must lodge a new document that is subject to fees and late lodgment fees as stated in the Second Schedule of CA '65.
22

Is there any possibility to return the query at any branch since the query letter can be obtained at all SSM branches?

  • No, the replies of the queries should be sent back to the respective branch that issued the query letter.