Three Distinct Services,
One Steady Approach
Each Verdantia service is organisational or archival in scope. They are designed to complement qualified professional advice — not to replace it.
← Back to HomeHow Verdantia Approaches Every Engagement
All three services begin with a written engagement letter that names the scope, the fee, and what the engagement does not cover. This is not a formality. It is the foundation of a working relationship in which both parties understand exactly what is being agreed to.
During the engagement, the coordinator records what is observable — descriptions, locations, item names — and refers interpretation, valuation, and any regulated questions to the appropriate qualified professional in writing.
At the close of each engagement, Verdantia produces the agreed deliverable and confirms deletion of any digital files from its own systems. The family retains everything Verdantia produces; Verdantia retains nothing.
The referral directory of qualified professionals is available at every stage — in sessions, during indexing visits, and throughout coordination engagements. Referrals carry no commercial arrangement between Verdantia and the professionals listed. Engagement letter; Referral directory
Public Information Session on Estate Paperwork
A two-hour session held monthly in George Town explaining, in general terms, the categories of documents that commonly arise when a household's affairs pass from one generation to the next. Every point cites its published source. Copies of the source list are distributed to all attendees at the close of the session. The session answers no individual question, reviews no one's papers, and drafts nothing.
- Malaysian public bodies and their roles explained
- Official guidance sources named and distributed
- Referral directory of qualified professionals available
- No individual review or drafting of any kind
Process
- 1. Register by writing to Verdantia or calling the office
- 2. Attend the next scheduled monthly session in George Town
- 3. Receive the printed source list at the close of the session
- 4. Consult the referral directory if further professional help is needed
RM 500 per session · Two hours · Monthly
Document Locator and Index Build
A four-appointment clerical engagement producing a complete index of a household's papers: item description, physical location, issuing body, and the family member who knows most about it. Includes on-site scanning of items the household chooses to duplicate, consistent naming, an encrypted digital copy for each named relative, and a printed contents booklet in large type. Originals remain in the home throughout unless the household requests otherwise.
- Complete written index of household papers
- On-site scanning — originals never removed without permission
- Encrypted digital copy per named family member
- Printed booklet in 18-point type
- Descriptive work only — no interpretation of document content
Process
- 1. Enquire and receive an engagement letter for review
- 2. Sign and return the letter — four appointment dates are agreed
- 3. Coordinator visits the household across four sessions
- 4. Index, digital copies, and booklet delivered at the fourth appointment
- 5. Verdantia confirms deletion of its own digital copies in writing
RM 1,540 · Four appointments · All deliverables included
Multi-Household Records Coordination
A nine-month engagement for families whose papers are spread across several homes and cities. Covers an inventory visit to each household, consolidation into a single index with an agreed naming convention, archival treatment of fragile originals, encrypted copies distributed to each household, a written custody agreement, a maintained contacts directory of relevant public bodies and qualified professionals, and quarterly review calls with the named coordinator.
- Inventory visit to every participating household
- Single consolidated index across all households
- Archival care for fragile originals
- Written custody agreement for each household
- Quarterly review calls — named coordinator throughout
Process
- 1. Initial call to identify all participating households and their locations
- 2. Engagement letter agreed and signed by the coordinating family member
- 3. Inventory visits to each household, scheduled to suit the family
- 4. Consolidated index and custody agreement produced
- 5. Quarterly review calls across the nine months
- 6. Final index confirmed and all Verdantia copies deleted at close
RM 4,500 · Nine months · Named coordinator
Choosing the Right Starting Point
Most families begin with a session and decide how to proceed from there. The comparison below may help.
| Session RM 500 |
Index Build RM 1,540 |
Coordination RM 4,500 |
|
|---|---|---|---|
| Understand what documents are involved | |||
| Printed source list of Malaysian public bodies | |||
| Written index of one household's papers | |||
| On-site scanning and encrypted digital copies | |||
| Covers multiple homes across Malaysia | |||
| Written custody agreement | |||
| Best for | Families unsure where to begin | One household needing a clear record | Papers spread across several homes |
Professional Protocols Shared Across All Services
PDPA 2010 Compliance
All data collected during engagements is handled in accordance with Malaysia's Personal Data Protection Act 2010. Purpose, retention period, and deletion are stated in the engagement letter. Act 709
Written Scope Before Any Work
Every engagement — even the session registration — is confirmed in writing. The scope of what Verdantia will do is stated plainly. Coordinators do not proceed past that scope.
Archival Handling Guidance
Physical handling of fragile originals follows guidance from Arkib Negara Malaysia. This includes appropriate storage conditions, gloves where required, and protective sleeves for items in poor condition. Arkib Negara Malaysia
Regulated Questions Referred in Writing
When a question falls outside the clerical and archival scope of an engagement, the coordinator declines it and records the referral in writing. The referral names a category of qualified professional and directs the family to the referral directory.
Deletion Confirmed at Close
Verdantia deletes all digital copies from its own systems at the close of each engagement and confirms this in a short written note to the family. Families keep every file Verdantia produces; Verdantia keeps none.
Named Coordinator Throughout
For both the Index Build and the Multi-Household Coordination, the family has one named coordinator who remains the contact throughout the engagement. There is no handover between staff members mid-engagement.
Fixed Fees, No Hourly Billing
Session
RM 500
Per attendee · Monthly · Two hours
- General guidance on estate paperwork
- Full source list included
- Referral directory available
- No individual review or drafting
Index Build
RM 1,540
Four appointments · All deliverables
- Complete household index
- On-site scanning included
- Encrypted copies per family member
- Printed booklet in large type
Coordination
RM 4,500
Nine months · Named coordinator
- Visits to all participating households
- Consolidated multi-household index
- Written custody agreement
- Quarterly coordinator calls
Not Sure Which to Start With?
Write or call. Describe the situation briefly and Verdantia will suggest the most appropriate starting point — without obligation to proceed further.