For many Singapore SMEs, appointing a Company Secretary feels like just another compliance checkbox. But once the business starts running, most founders realise this role handles far more than paperwork. The secretary becomes the guardian of your company’s filings, deadlines, statutory records, resolutions, and governance decisions — and mistakes can cost you time, money, and credibility with ACRA, banks, or investors.
Because the role is mandatory, the real question business owners face is not whether they need a Company Secretary, but which model makes more sense: hiring someone in-house or outsourcing the function to a corporate services firm. Both options have their advantages, but they impact your budget, accuracy, and long-term governance very differently. Understanding the difference helps you choose a model that fits your stage of growth.
Many SMEs start by assuming an in-house secretary is the “safe” choice. There is comfort in having someone physically available in the office, someone who knows your team and internal structure. But in reality, hiring internally is expensive. A qualified corporate secretary in Singapore typically earns between S$40,000 to S$70,000 per year, excluding bonuses, CPF, software costs, training, and other overheads. For larger companies, this investment makes sense. For a lean SME trying to manage cash flow, it often becomes a financial burden long before the company grows enough to justify it.
Cost aside, there’s also the issue of dependency. When everything — from statutory registers to resolutions to ACRA filings — sits with one individual, any mistake, oversight or sudden resignation becomes your problem. Many SMEs have gone through this experience where the long term serving secretary leaves and then the new hire discovers years of missing paperwork or outdated records and correcting these issues when doing fundraising, bank application or due diligence is always costly and stressful. This risk increase when the role depends entirely on one person’s experience, discipline, and interpretation of regulations.
Outsourcing corporate secretarial function presents a very different model. Instead of relying on one employee, you gain access to a full team of specialists who handle these tasks every day. Most professional firms operate with standardised processes, compliance checklists, and internal reviews. This reduces the risk of human error and ensures that your filings and documentation follow best practices. Outsourced services are especially helpful for businesses that don’t have complicated internal structures but still want assurance that everything is handled cleanly and on time.
The cost difference is significant. An outsourced Company Secretary usually costs a small fraction of what an in-house staff member would earn. Instead of paying a full salary, companies pay a fixed annual fee — often between S$600 to S$1,500 depending on the scope of work. This fee includes reminders, filings, digital document storage, resolutions, and access to professionals who stay updated with regulatory changes. For budget-conscious SMEs, this predictable cost structure removes the financial stress of hiring, training, and retaining a specialised employee.
Another advantage of outsourcing is technology. Many modern corporate service firms use software to automate reminders, track deadlines, generate resolution templates, and store documents securely. This automation eliminates the classic SME pain point: forgotten deadlines. When a system — not a single employee — is tracking important dates, the chances of missing an Annual Return or delaying an officer update drop dramatically. Digital document storage also helps founders avoid the common issue of lost minutes, outdated registers, or scattered paperwork across emails and folders.
But outsourcing isn’t perfect. Some founders prefer the personal familiarity of an in-house employee. The secretary can integrate with the company’s daily operations, understand team dynamics, attend meetings physically, and support internal workflows more closely. For companies with a complex structure, multiple subsidiaries, or frequent board activity, having a full-time professional on staff can be valuable. The secretary becomes part of the strategic backbone, not just a compliance provider.
It’s also fair to realize that not all service providers are the same. Some firms heavily rely on junior staff and that too without proper oversight. Choosing the wrong provider can lead to long response time, poor quality solutions or sloppy record maintenance. SMEs must choose firms carefully.
One area where outsourcing clearly wins is continuity. Laws change, filings evolve, and new compliance requirements appear every year. An internal hire must constantly stay updated, and training them becomes your responsibility. If they miss an update or don’t fully understand a new requirement, your business carries the risk. Outsourced teams, however, monitor regulatory changes as part of their core function. When ACRA updates its processes or introduces new compliance obligations, your provider adapts automatically — often before you even hear about the change.
Another major benefit of outsourcing is the neutrality it brings. An external secretary provides objective documentation and governance. This is helpful when resolving shareholder issues, updating ownership structures, or managing sensitive board decisions. Because they are not entangled in internal politics, a third party can handle records professionally and impartially, which is especially important in multi-shareholder companies.
For most SMEs in Singapore, the central question ultimately becomes: Which model saves more — money, time, and future compliance headaches? In almost all cases the best choice is outsourcing corporate service offers the best balance of cost efficiency, reliability, and professional oversight. It makes compliance affordable and removes dependency on a single employee. You pay only for what you need, while gaining access to expertise that would otherwise be too costly to hire full-time.
That said, there is no one-size-fits-all answer. A newly incorporated or small SME is best served by an outsourced company secretary, especially when cash flow and compliance stability matter most. As the business grows, expands into new entities, or begins regular board activities, founders may consider building an internal corporate governance team — but this typically happens much later in the journey.
For now, the choice for most SMEs is straightforward: outsourcing delivers professional-grade compliance at a fraction of the cost and reduces long-term risk. When accuracy, reliability, and affordability are priorities, an outsourced corporate secretary is not just the cheaper option — it’s the smarter one.
