Free Letterhead Templates for Malaysia

What Companies Act 2016 actually requires — and the 12-digit number nobody else handles

Section 30 of the Companies Act 2016 (Act 777) requires a company to show its full name and its registration number, in legible characters, on business letters, notices, official publications, invoices, receipts, order forms and every other form of business correspondence — including electronic documents and websites, not just paper. Get it wrong and the exposure isn't a polite warning: a fine of up to RM50,000, imprisonment of up to three years, or both, and Malaysian corporate-secretarial firms already publish warnings about it. What none of them offer is a tool that puts the field in front of you correctly, in the right format, before you print.

That format is where the actual problem sits. SSM has issued 12-digit registration numbers to newly registered companies, businesses and LLPs since 11 October 2019 — structured as a four-digit registration year, a two-digit entity-type code and a six-digit sequence, for example 202301012345 — and every entity registered since that date holds both the new number and a legacy one for reference. Crucially, SSM has never announced an enforcement date requiring only one format to be used, so the correct answer today is to show both: new number first, legacy number in brackets, e.g. Company No. 202301012345 (1234567-A). Every global template site offers exactly one "company number" box. This editor offers two — a required new-format field and an optional legacy field — and composes the dual rendering automatically.

Entity type changes the label and the statute behind it, and this gallery lets you pick the right one rather than forcing a Sdn Bhd shape onto a business that isn't one. A private company (Sdn Bhd) or public company (Berhad) shows "Company No." under Companies Act 2016 s.30. A limited liability partnership (PLT) shows "LLP No." under the LLP Act 2012's publication-of-names provision. A sole proprietorship or conventional partnership trading as an Enterprise or Trading name shows "Business Reg. No." under the Registration of Businesses Act 1956 — and critically, gets no "Sdn Bhd" suffix forced onto it, which is the single most common error in generic templates applied to Malaysia's very large Enterprise-registered SME segment.

• Sdn Bhd / Berhad — company name + "Company No." in dual format: new 12-digit number first, legacy number in brackets (Companies Act 2016 s.30).
• PLT (Perkongsian Liabiliti Terhad) — business name + "LLP No." (LLP Act 2012, publication-of-names provision).
• Enterprise / Trading / sole proprietorship — business name, no company suffix + "Business Reg. No." (Registration of Businesses Act 1956).
• SST registration number — not a s.30 requirement, but common on Malaysian tax invoices; available here as an optional footer field, not a forced one.

A4, the postcode-before-city line, and why Kuala Lumpur isn't a state

A4 (210 x 297 mm) is universal in Malaysia — Gogoprint states it explicitly as the industry standard, and no Malaysian print shop or office supplier stocks US Letter. Every template here opens on true A4 with no resize step. Malaysian address blocks have their own shape too: the five-digit postcode comes before the city on the same line — 50450 Kuala Lumpur, not the other way round — and the state line underneath it is not optional, because the same town name repeats across several states. A recurring template error is treating Kuala Lumpur as a state; it is a Federal Territory (Wilayah Persekutuan), and leaving the state line off or mislabelling it is one of the fastest ways to flag a template as foreign-built.

A thin separator rule between the header block and the letter body — garis pemisah — is near-universal in Malaysian private-sector letterheads and mandatory for federal government correspondence under Surat Pekeliling Am Bilangan 1 Tahun 2013, the 2013 circular that standardised federal-agency letterhead layout (coat of arms left, agency logo right, agency name centred, separator beneath). We don't ship the federal coat of arms — its use is legally restricted to federal bodies — but this is, as far as we can find, the only English-language letterhead tool that explains the circular at all, which matters for GLCs and statutory bodies that need a compliant-looking layout without being a ministry.

Honorifics get their own field rather than a generic "Mr/Mrs/Ms" dropdown, because Malaysian signature blocks routinely carry federal and state titles — Tun, Tan Sri, Dato' Sri, Dato'/Datuk, Datin, Puan Sri — correctly rendered for chairman- and director-level correspondence. Salutation and closing default to Malaysian business convention rather than American style: Dear Sir or Madam pairs with Yours faithfully for an unnamed recipient, Dear Mr Lim or Dear Puan Aminah with Yours sincerely for a named one — and dates are written DD Month YYYY (13 August 2026), never the US month-first order.

Print shop, Canva, or Word — what each one actually gets wrong

A Malaysian print shop will sell you a beautifully printed sheet, but check what its own "template" actually is: on aeprint.com.my, printoka.com and the rest, it's a blank AI or PDF bleed guide for a designer to work into, not a finished, editable letterhead — and not one of these sites mentions the Companies Act, the SST number, or the 12-digit registration problem before printing your registration number onto 300 permanent sheets. Canva's Malay-language page carries a demonstrable machine-translation defect — "Postal mail is not dead" renders as a calque that reads as nonsense to a Malay speaker — and its own URL slug for the page is missing the word for letterhead entirely. On the English side, Canva gates every template behind a signup wall before you can open or download it, its US-origin presets skew toward Letter rather than A4, and it mentions nothing about Malaysia, SSM, or the Companies Act anywhere on the page.

A Word template avoids the signup wall but hands you an empty compliance slate — no SSM field, no dual-number format, no guidance on which statute applies to your entity type, and a US Letter default you have to manually resize. This gallery is built to skip all three trade-offs at once: open a template, pick your entity type, fill in the statutory footer in the format SSM actually expects, and export a finished A4 PDF or Word file in under a minute, with no account and no watermark.