Choosing a Corporate Secretarial Firm

11 Things to Look for in a Trusted Corporate Secretarial Firm in Singapore

In the fast-paced business hub of Singapore, a corporate secretarial firm is more than just a regulatory requirement—it is a strategic partner. As of 2026, the Accounting and Corporate Regulatory Authority (ACRA) has tightened compliance standards, making the choice of a provider critical for your company’s survival and growth.

Whether you are a local startup or an international enterprise expanding into Southeast Asia, here are the 11 essential things to look for in a trusted corporate secretarial firm in Singapore.

1. ACRA Registered Filing Agent Status

This is non-negotiable. Ensure the firm is a Registered Filing Agent (RFA) with ACRA. Only RFAs are legally authorized to perform transactions on your behalf via the BizFile+ portal. This certification ensures they are governed by professional standards and AML (Anti-Money Laundering) regulations.

2. Professional Credentials & Expertise

Check if their team includes qualified professionals such as members of the Singapore Association of the Institute of Chartered Secretaries and Administrators (SAICSA) or the Institute of Singapore Chartered Accountants (ISCA). Their expertise ensures they can handle complex issues like share restructurings or M&A.

3. Transparent, No-Hidden-Fee Pricing

Many firms lure clients with a "low" annual fee, only to charge extra for every resolution, phone call, or courier service. Look for a firm that provides:

• A clear list of inclusions in their annual package.

  
  

• A transparent fee schedule for "ad-hoc" services.

  
  

• Clear communication on government disbursements.

4. Proactive Compliance Monitoring

A "trusted" firm doesn't wait for you to ask; they remind you. Look for providers that use automated systems to track AGM deadlines and Annual Return filings. Missing these can lead to hefty fines or, worse, director disqualification.

5. Technology & Digital Capability

In 2026, manual paperwork is a red flag. The best firms offer:

• Digital Client Portals: To access company records 24/7.

  
  

• Electronic Signatures: Support for DocuSign or similar for faster approvals.

  
  

• Cloud Integration: Seamless connection with your accounting software (e.g., Xero).

6. Responsiveness and Support

Compliance issues are often time-sensitive. Test their responsiveness during the inquiry phase. A firm that takes three days to reply to a sales lead will likely be even slower when you need an urgent board resolution for a bank loan.

7. Comprehensive "One-Stop" Service Suite

Your needs will grow. It is highly beneficial if the firm offers complementary services such as:

• Bookkeeping and Tax (IRAS) filing.

  
  

• Nominee Director services (essential for foreign owners).

  
  

• Employment Pass (EP) and payroll management.

8. Industry-Specific Experience

A tech startup has different compliance needs (like fundraising and cap table management) than a traditional manufacturing firm. Ask if they have experience in your specific niche to ensure they understand your business's unique "pain points."

9. Data Security and Privacy

Your corporate secretary handles sensitive data—shareholder IDs, bank details, and board minutes. Ensure they are PDPA (Personal Data Protection Act) compliant and use encrypted servers to store your documents.

10. Scalability for Future Growth

If you plan to expand regionally, look for a firm with a presence in other markets (like Malaysia, Vietnam, or Indonesia) or one that has experience handling subsidiaries and offshore structures.

11. Social Proof and Reputation

Don't just take their word for it. Check Google Reviews, LinkedIn recommendations, and industry awards. A firm that has consistently served the Singapore market for 5+ years with positive feedback is a safer bet than a brand-new "budget" provider.

Comparison Table: Basic vs. Premium Service Providers

Bestar Singapore: a Trusted, Premium Reputable Corporate Secretarial Firm in Singapore

In the 2026 regulatory landscape, Bestar Singapore has emerged as a benchmark for "Next-Gen" corporate services. As ACRA tightens enforcement through AI-driven surveillance and the updated Corporate Service Providers (CSP) Act, choosing a premium provider like Bestar isn't just about administrative ease—it's about strategic risk management.

Here is why Bestar Singapore is recognized as a trusted, premium corporate secretarial firm.

1. ACRA-Certified Filing Excellence

Bestar is a Registered Filing Agent (RFA) with ACRA. In an era where "shell company" scrutiny is at an all-time high, Bestar ensures that every transaction—from incorporation to annual returns—is lodged with 100% accuracy. Our status as a Qualified Individual (RQI) provider means we are held to the highest standards of Anti-Money Laundering (AML) and Counter-Terrorism Financing (CFT) protocols.

2. AI-Powered Compliance Monitoring

While traditional firms rely on manual calendars, Bestar utilizes AI-driven workflows to provide real-time surveillance of your company’s standing.

• 30-Day Guarantee: For audits and statutory filings, we aim for a 30-day KPI, ensuring that bank loans, grants, or M&A deals are never stalled by paperwork.

  
  

• Proactive Alerts: Automated reminders for AGM deadlines and Annual Return filings prevent the standardized (and now more expensive) 2026 late-filing penalties.

3. The "SME Growth Bundle" (Fixed-Fee Transparency)

To eliminate "bill shock," Bestar pioneered the SME Growth Bundle. Bestar’s premium model integrates:

• Annual Corporate Secretarial services.

  
  

• XBRL and Tax filing.

  
  

• Professional consultation on routine compliance.

4. Specialized "Substance" Solutions for Foreign Founders

For international businesses using Singapore as a regional hub, Bestar provides more than just a name on a document.

• Vetted Nominee Directors: We offer senior-level, licensed professionals who understand 2026's complex fiduciary responsibilities.

  
  

• Economic Substance Support: We assist in establishing physical presence and local governance to protect your Tax Residency Certificate (TRC) status.

5. 2026 COMPASS & EP Concierge

With the MOM’s COMPASS framework requiring data-heavy submissions, Bestar’s HR wing acts as a premium concierge. We perform pre-assessment audits on candidates and manage mandatory third-party educational verifications, ensuring high success rates for Employment Pass (EP) applications.

Why Bestar Stands Out in 2026

Migration Checklist for Switching your current corporate secretary over to Bestar

Switching to a premium service provider like Bestar Singapore in 2026 is a strategic move to insulate your business from the heightened penalties of the amended Corporate Service Providers (CSP) Act.

To ensure a seamless transition without disrupting your compliance status, follow this specialized 4-week migration framework.

The 2026 Migration Checklist: Moving to Bestar

Phase 1: Pre-Migration Review (Week 1)

Before notifying your current firm, Bestar performs a "health check" to ensure you aren't walking into a penalty trap.

• [ ] Review Current Contract: Check for notice periods (typically 30–90 days) and any "exit fees" for document retrieval.

• [ ] Compliance Audit: Bestar reviews your recent ACRA filings to identify any gaps (e.g., outdated Register of Registrable Controllers).

• [ ] No-Go Zone Check: Ensure you are not in the middle of a bank account opening or a major share transfer, as a change in secretary can freeze these processes.

Phase 2: Formal Onboarding (Week 2)

Bestar’s team prepares the legal paperwork required by the Singapore Companies Act.

• [ ] DRIW Preparation: Bestar drafts the Directors’ Resolutions in Writing (DRIW) to formally record the change.

• [ ] KYC & AML Screening: As a premium provider, Bestar will conduct digital "Know Your Customer" (KYC) checks on all directors and shareholders.

• [ ] Consent to Act: The new secretary signs Form 45B, officially consenting to the role.

Phase 3: The Official Handover (Week 3)

This is where the physical and digital transfer of "Company Books" happens.

• [ ] Termination Letter: You send a formal notice to your current provider (Bestar can provide a template).

• [ ] Collection of Statutory Records: Bestar coordinates the collection of your physical Minute Books, Common Seal (if any), and Share Certificates.

• [ ] ACRA BizFile+ Update: Bestar lodges the Cessation of the old secretary and the Appointment of the new one within the mandatory 14-day window.

Phase 4: Digital Optimization (Week 4+)

Once the transfer is complete, your company is integrated into the Bestar ecosystem.

• [ ] Portal Access: You receive login credentials for the Bestar Digital Client Portal.

• [ ] Deadline Sync: All your upcoming FYE (Financial Year End) and AGM dates are synced to Bestar’s automated alert system.

• [ ] Address Update (Optional): If you choose to use Bestar’s CBD office as your Registered Office, this update is filed simultaneously.

The Process at a Glance

Key Contacts for Bestar Singapore (2026)

If you are ready to initiate the switch, you can reach our premium support desk:

• Phone: +65 6299 4730

  
  

• HQ Address: 23 New Industrial Road, #04-08 Solstice Business Center, Singapore 536209

Termination Letter Template for you to send to your Current Secretarial Firm

To ensure a professional and "clean" break from your current provider, this template is designed to follow Singapore’s standard corporate protocols for 2026.

It is best to send this via email first, followed by a signed hard copy if your current contract requires it.

Termination of Corporate Secretarial Services Template

[Your Company Letterhead]

Date: [Insert Date]

To: [Name of Current Secretarial Firm]

[Address of Current Firm]

Attn: The Board of Directors / Account Manager

RE: NOTICE OF TERMINATION OF CORPORATE SECRETARIAL SERVICES

Dear [Name of Contact Person or "Management Team"],

We are writing to formally notify you that [Your Company Name] (UEN: [Your UEN Number]) has decided to change its Corporate Secretarial Service provider, effective [Insert Date – e.g., 30 days from today].

Accordingly, we request your cooperation in facilitating a smooth handover to our new appointed firm, Bestar Singapore.

1. Cessation of Services

Please prepare the necessary Resignation of Secretary documents for [Name of current Secretary] to be effective on the date mentioned above.

2. Handover of Statutory Records

In accordance with the Singapore Companies Act, please prepare the following documents and items for collection by our new representatives:

• Physical and Digital Minutes Books and Statutory Registers.

• Company Common Seal (if held by your firm).

• Share Certificates (including any blank or cancelled certificates).

• Login credentials for any company-specific portals maintained by your firm.

• Any other original legal documents or titles belonging to the Company.

3. ACRA Lodgment

Please ensure all outstanding filings due before the effective date are completed. We will coordinate with Bestar Singapore to lodge the change of Secretary on the ACRA BizFile+ portal once the handover is ready.

4. Final Invoice

Please issue a final statement of account up to the termination date. We request that all pro-rated refunds for prepaid annual fees (if applicable) be processed as per our service agreement.

We appreciate the services you have provided to [Your Company Name] to date and thank you for your professional assistance during this transition.

Yours Sincerely,

[Signature]

[Name of Director]

Director, [Your Company Name]

Pro-Tips for Sending This Letter:

• Check the "Notice Period": Most Singapore firms require 30 days' notice. If you need them to stop immediately, you may have to pay "fees in lieu of notice."

  
  

• CC Bestar Singapore: It is helpful to CC your new contact at Bestar so they can begin coordinating the logistics of document collection immediately.

• Electronic Signature: In 2026, a digital signature (DocuSign/Adobe Sign) is perfectly acceptable for this notice.

List of the Specific Statutory Registers Bestar will Audit once we receive your Files

When Bestar Singapore takes over your corporate secretarial duties, they don't just "file" the new paperwork; we perform a high-stakes Gap Analysis of your statutory records. In 2026, ACRA's focus on transparency means that "missing" registers can lead to immediate compliance alerts.

Here are the specific statutory registers Bestar will audit to ensure your company is in "Good Standing."

The "Big 6" Statutory Registers Checklist

1. Register of Members (ROM)

This is the most critical document. Since private companies must now lodge their ROM directly with ACRA, Bestar will verify:

• [ ] Full names, addresses, and nationalities of all shareholders.

• [ ] Number of shares held, share classes (Ordinary, Preference, etc.), and certificate numbers.

• [ ] Dates of entry and (if applicable) cessation of membership.

2. Register of Registrable Controllers (RORC)

Under the 2026 AML/CFT framework, this is a high-priority audit item. Bestar will check:

• [ ] Identification of Ultimate Beneficial Owners (UBOs) who hold >25% interest or significant control.

• [ ] Evidence that the company has sent out "Notice of Controllers" to relevant parties.

• [ ] Verification that this information matches the private RORC filed on the ACRA central database.

3. Register of Directors, Secretaries, and CEOs

• [ ] Updated residential addresses (or alternate addresses).

• [ ] Dates of appointment and resignation.

• [ ] Record of any other directorships held in other Singapore or foreign companies.

4. Register of Directors’ Shareholdings

• [ ] Precise records of shares, debentures, or rights held by directors in the company or its related corporations.

• [ ] Documentation of any changes in these interests within the 2-business-day reporting window.

5. Register of Charges

If your company has taken out bank loans or used assets as collateral:

• [ ] Details of all fixed and floating charges.

• [ ] Copies of the instruments creating the charge (Mortgage deeds, Debentures).

• [ ] Verification that these were registered with ACRA within 30 days of creation.

6. Minute Books (Resolutions)

• [ ] Board Meeting Minutes & Extraordinary General Meeting (EGM) Minutes.

• [ ] Annual General Meeting (AGM) records.

• [ ] Written Resolutions (DRIWs) passed in lieu of physical meetings.

Why the Audit Matters: The 2026 Penalty Landscape

Failure to maintain these registers accurately can trigger:

• Composition Fines: Ranging from $300 to $1,000 per oversight.

  
  

• Director Debarment: Repeated failure to maintain records can lead to an ACRA "Debarment Order," preventing you from acting as a director in any new Singapore entity.

  
  

• Banking Red Flags: Banks now perform "periodic reviews." If your ROM doesn't match ACRA’s records, your corporate account may be frozen for "KYC non-compliance."

Due Diligence Questionnaire that you can send to your Current Secretary to ensure they have all these registers ready for Bestar to Collect

To ensure that your current provider hands over a complete and "audit-ready" package to Bestar Singapore, you should issue a Due Diligence Questionnaire.

This puts the current secretary on notice that you expect high standards and helps prevent them from handing over disorganized or incomplete files.

Handover Due Diligence Questionnaire (2026 Edition)

To: [Current Secretarial Firm Name]

From: Board of Directors, [Your Company Name]

Please provide written confirmation and the current status of the following items prior to the handover date of [Insert Date].

Section A: Statutory Registers & Records

1. Register of Members (ROM): Is the ROM fully updated on the ACRA BizFile+ portal? Are there any pending share transfers or allotments not yet reflected?

2. Register of Registrable Controllers (RORC): Is the company’s internal RORC fully populated? Has the latest version been lodged with the ACRA central database (mandatory in 2026)?

3. Register of Nominee Directors: If applicable, are all nominee arrangements documented and filed in accordance with the 2024/2025 legislative updates?

4. Minute Books: Are all signed minutes of the most recent AGM and Board Meetings physically present in the Minute Book?

Section B: Compliance & Filings

5. Annual Returns: Confirm the date of the last filed Annual Return. Are there any outstanding "Notice of Errors" from ACRA regarding previous filings?

6. Filing Penalties: Are there any outstanding composition fines or late-filing penalties currently linked to the company UEN?

7. Tax (IRAS) Status: Is the company up to date with its ECI (Estimated Chargeable Income) and Form C/C-S filings? (Note: Bestar will need this to sync your secretarial and tax schedules).

Section C: Custodial Items

8. Common Seal: Do you currently hold the company's physical Common Seal?

9. Bank Mandates: Do you hold any original board resolutions related to bank account signatories that have not yet been submitted to the bank?

10. Digital Tokens/Access: Do you hold any physical 2FA tokens or specific login credentials created on behalf of the company?

Why this Questionnaire is Vital

By sending this, you achieve three things:

1. Accountability: If they discover a mistake (like a missed filing) during this process, they are more likely to fix it before the handover to avoid professional embarrassment.

   
   

2. Efficiency: Bestar can hit the ground running because we will know exactly what is missing before the box of files even arrives at their office.

   
   

3. Cost Savings: It prevents "cleanup fees" from your new provider. If the old firm hands over a mess, the new firm often has to charge a one-time reconstruction fee to fix the registers.

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