Documentation You Should Keep for Malaysian Tax Filing

For Salary/Director's Fees from Singapore

Essential Documents:

1. Employment contract or director's appointment letter showing your role and compensation
2. Payslips from your Singapore company
3. Singapore IR8A form (annual tax statement from employer)
4. Bank statements showing salary transfers to your Malaysian account
5. Singapore tax assessment (Notice of Assessment) proving you paid/are liable for Singapore tax
6. Proof of CPF contributions (if applicable - though as a non-resident you may be exempt)

For Dividends from Singapore

Essential Documents:

1. Dividend vouchers/certificates showing:
   • Date of declaration
   • Amount paid
   • Confirmation it's paid from taxed profits
2. Singapore company's audited financial statements showing:
   • Net profit after tax
   • Retained earnings
   • Corporate tax paid
3. Singapore Corporate Tax Returns (Form C-S/C) and Notice of Assessment proving the company paid corporate tax on profits
4. Board resolution declaring the dividend
5. Bank statements showing dividend transfers to your Malaysian account

General Record-Keeping

Company Level:

1. Certificate of Incorporation (Singapore company)
2. Business Registration details
3. Annual returns filed with ACRA (Singapore)
4. Accounting records showing all transactions
5. Tax invoices and receipts for business expenses

Personal Level:

1. Bank statements for both countries (showing remittances)
2. Foreign exchange records (conversion rates for reporting in MYR)
3. Travel records if you travel to Singapore for business
4. Proof of Malaysian tax residency (utility bills, rental agreements, etc.)

Special Documentation for FSI Exemption Claims

Create a Tax File with:

• Summary schedule of all foreign income received
• Proof that each income source was taxed in Singapore
• Calculations showing income below/above RM100,000 threshold for dividends
• Correspondence with tax authorities if you sought advance rulings

Recommended Format

I suggest creating a simple spreadsheet tracking:

• Date of payment
• Type (salary/dividend)
• Amount in SGD
• Exchange rate used
• Amount in MYR
• Document reference numbers
• Tax paid in Singapore

Retention Period

Keep all tax records for at least 7 years as required by Malaysian tax law, as LHDN (Inland Revenue Board) can audit up to 7 years back.

Pro Tips

1. Get a letter from your Singapore accountant annually certifying that dividends were paid from taxed profits
2. File your Malaysian taxes on time (by April 30 for e-filing) even if income is exempt - you still need to declare it
3. Consider engaging a Malaysian tax agent familiar with FSI rules, especially in your first year
4. Keep digital and physical copies of everything
5. Document your thought process - if LHDN queries why you claimed exemption, you have a clear paper trail