Changing Billing Contact Person at iCoreHosting
Table of Contents
1. Service Direction / Introduction & Scope
This article explains the correct and secure procedure for changing the billing contact person for any service under iCoreHosting. This applies to all hosting services including:
- cPanel / DirectAdmin Hosting
- Email Hosting
- VPS & Dedicated Servers
- Colocation Services
- Domain Registration & Renewal
Updating a billing contact requires proper documentation to ensure the request is legitimate, authorized, and compliant with Malaysian business practices.
2. Service Transparency
- Only authorized company representatives may request billing contact updates.
- All requests must be supported by official documents and proper verification.
- iCoreHosting will update records within 1–2 business days after successful verification.
- All bills, renewals, reminders, and suspension notices will be routed to the new contact once updated.
3. Steps to Change the Billing Contact Person
- Prepare a Formal Company Letter
Must be printed on your company letterhead, clearly stating the request. - Include Old & New Contact Details
Full name, position, email, phone number. - Provide Relevant Service Information
Example: Domain name, invoice number, IP address, or service ID. - Sign & Stamp (Company Chop Required)
Must be signed by an authorized person listed in SSM. - Attach Required Supporting Documents
SSM Documents + Crossed IC (details below). - Submit via Email or Support Ticket
Email: [email protected]
Support: https://www.icore.com.my/support
4. Security Requirements
- Requests must not be submitted through WhatsApp or phone calls.
- Unsigned documents or documents without company chop will be rejected.
- iCoreHosting may require additional verification if information mismatches.
- Billing contact changes affecting domain ownership are subject to stricter controls.
5. Common Mistakes
- Letter not printed on company letterhead.
- Missing company chop.
- Incorrect or incomplete contact details.
- Missing domain or service information.
- Unauthorized person signing the request.
6. Responsibility Breakdown
iCoreHosting Responsibilities:
- Verify the authenticity of documents and signatures.
- Update billing contact information after confirmation.
- Protect customer data and prevent unauthorized modifications.
Client Responsibilities:
- Submit accurate company and contact details.
- Ensure the signatory is an authorized representative listed in SSM.
- Notify iCoreHosting immediately when internal roles change.
Sub-Client Responsibilities (if applicable):
- Must coordinate through their main account owner.
- Cannot independently request billing contact changes.
7. Required SSM Documents & Crossed-IC Verification
iCoreHosting requires SSM records and IC verification to confirm the identity and authority of the person requesting changes. This is to prevent fraud, unauthorized transfers, and disputes.
A. Mandatory SSM Documents
- SSM e-Biz Profile / Business Registration (Enterprise)
- SSM Section 14 – Superform (Corporate Info)
- SSM Section 17 – Particulars of Directors
- SSM Section 58 – Register of Directors & Officers
- Company Profile (for Sdn Bhd & Berhad)
B. Required IC Copy (Crossed for Security)
The authorized signatory must submit an IC / Passport with a protective cross mark.
IC copy must include:
- A diagonal “X” or cross-mark across the IC
- Text: “For iCoreHosting Verification Only”
- Signature of the owner / director
- Date of submission
C. Why Verification Is Required
- To match the IC name with SSM director-authorized persons.
- To prevent ex-staff, vendors, or outsiders from claiming account ownership.
- To comply with PDPA and Malaysian legal standards.
- To ensure domain and hosting assets remain in correct ownership.
D. High-Risk Cases May Require:
- Board Resolution
- Company Secretary confirmation letter
- Resignation letter (if previous billing person left the company)
8. FAQ
Q1: Can I update billing contact using WhatsApp?
No. WhatsApp cannot be used for identity verification.
Q2: If my staff resigned suddenly, can I update immediately?
Yes. Submit the required documents and we will update within 1–2 days.
Q3: Do I need to provide IC with cross-mark?
Yes. This protects your identity and prevents misuse.
Q4: Can I list two billing contacts?
Yes, you may assign primary and secondary contacts.
Q5: Will iCoreHosting reject mismatched documents?
Yes. All information must match SSM records.
9. Use Case
A previous finance staff resigned, and invoices were going to an inactive email. The company submits the required letter, SSM documents, and crossed IC. iCoreHosting verifies the documents and updates the new billing contact safely, preventing service interruption.
10. Email / Company Letterhead Template
[Your Company Letterhead]
[Date]
Billing Department
iCoreHosting
iCore Technology Sdn Bhd
52B, Jalan Pendekar 18,
Taman Ungku Tun Aminah,
81300 Johor Bahru, Johor, Malaysia.
Subject: Request to Change Billing Contact Person
We hereby request an update to our billing contact information for our iCoreHosting account.
Current Billing Contact:
Name: _______
Email: _______
Phone: _______
Position: _______
New Billing Contact:
Name: _______
Email: _______
Phone: _______
Position: _______
Service Information:
Domain / IP / Invoice No: _______
Effective Date: _______
Attached are the required SSM documents and crossed IC for verification.
Thank you.
[Signature]
[Name]
[Position]
[Company Chop]
11. Summary
This article provides a secure and compliant process for updating billing contact information. By following the steps and submitting the required documents (SSM + Crossed IC), you help ensure proper ownership, prevent unauthorized changes, and maintain uninterrupted service for your company.
