May 15

Three Workplace Display Requirements Every Malaysian Employer Must Comply With

Malaysian businesses are increasingly being held accountable for basic workplace compliance obligations that are visible, practical, and enforceable during inspections. Among the key areas now receiving attention from regulators are:

Although these may appear administrative or minor, enforcement actions and compounds have already been issued to businesses that failed to comply. SMEs should therefore review their premises immediately and ensure all required notices are properly displayed.

REQUIREMENT 1

Display of SSM Business Registration
Certificate

Under the Business Registration Act 1956 (Act 197), businesses registered with SSM are required to display their Perakuan Pendaftaran Perniagaan (Business Registration Certificate) at their business premises. The purpose is to demonstrate that the business is legally registered and operating lawfully. It also helps improve customer confidence and business credibility.

Immediate Action
Businesses should:
  • Print and display the latest SSM certificate clearly at the workplace or shopfront
  • Ensure the certificate is visible to customers and enforcement officers
  • Replace outdated or damaged certificates
  • Ensure branches and separate premises each display the relevant certificate
This obligation applies to all companies, including small shops, stalls, service businesses, and micro enterprises.

Effective Date: Since 1957
Penalty for Non-Compliance
Failure to display the certificate may result in:
  • Fine up to RM2,000
  • Imprisonment up to 6 months
  • Or both
Recent reminders from SSM indicate that enforcement efforts are becoming more active.

REQUIREMENT 2

Display of SSM Business Registration
Certificate

The Control of Smoking Products for Public Health Act 2024 (Act 852) has significantly expanded smoke-free obligations in Malaysia. Workplaces, offices, eateries, retail outlets, and many public-access premises are now classified as non-smoking areas. Importantly, the law also covers vape and electronic smoking products. 

Under the law, proprietors or occupiers must display approved "No Smoking" and "No Vaping" warning signs and take reasonable steps to prevent smoking within the premises.

Immediate Action
Employers and business owners should:
  • Install updated "Dilarang Merokok / No Smoking" signs
  • Follow the dimension and content as of the signs announced by Ministry of Health
  • Ensure the signage includes the correct symbol and QR code requirements
  • Place signs at entrances, common areas, and visible locations 
  • Remove outdated signage designs
  • Ensure staff and customers do not smoke or vape inside the premises
Many businesses reportedly received compounds simply for failing to display compliant signage, even in office environments.
Effective Date: Since 1 October 2024
Penalty for Non-Compliance
Possible penalties include:
  • Compounds reportedly around RM250 for certain offences
  • Fines up to RM3,000
  • Possible imprisonment under related regulations for more serious non-compliance

REQUIREMENT 3

Mandatory Anti-Sexual Harassment Notice

Since the Employment (Amendment) Act 2022 came into force, Section 81H of the Employment Act 1955 requires employers to conspicuously display notices to raise awareness on sexual harassment. This requirement applies broadly to employers and forms part of workplace responsibility in creating a safe and respectful environment.

Immediate Action
Companies should:
  • Display anti-sexual harassment notices prominently
  • Place notices at reception areas, notice boards, pantries, HR areas, or common spaces
  • Ensure employees know reporting channels and complaint procedures
  • Update internal HR policies and disciplinary procedures accordingly

The notice should generally communicate:
  • What constitutes sexual harassment
  • Zero tolerance towards such conduct
  • Reporting and complaint mechanisms
  • Employer commitment to workplace safety and dignity
Effective Date: Since 1 January 2023
Penalty for Non-Compliance
Possible penalties include:
  • Fines up to RM50,000
  • Additional legal and reputational risks if workplace complaints arise

Conclusion

Many companies overlook simple compliance obligations that are highly visible to enforcement officers. These three display requirements are relatively low-cost to implement but may carry significant financial, legal, and reputational consequences if ignored.

Key Takeaway: Businesses should therefore conduct an immediate workplace compliance review to ensure all required notices, certificates, and signage are properly displayed and updated.


Source:
(1) Suruhanjaya Syarikat Malaysia (SSM),
(2) Ministry of Health, Malaysia,
(3) Ministry of Human Resources, Malaysia (KESUMA)

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