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SME Financing Your Loans4/6

A consumer education programme by:

Small and Medium Enterprises

YO U R L OA N S

Small and MediumEnterprises Your Loan Application and Financing Needs

Small and Medium Enterprises

con

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Disclaimer

This document is intended for your general informationonly. It does not contain exhaustive advice or information relating to the subject matter nor should it be used as a substitute for legal advice.

Date: 1 December 2003

1 Introduction

2 Loan application processStage 1: Preparing the business plan

3 Stage 2: The application process

7 Stage 3: Assessment of the loan application

9 Approval of the loan applicationDiagram: Loan application process

10 Your responsibilities as a borrower

11 Your rights as a borrower

12 Cashflow management

13 Special funds for small and medium enterprises

14 Frequently asked questions

23 Glossary

24 Appendix

Introduction

Financial institutions are the primary providers of funds for small and medium enterprises in Malaysia.

This booklet aims to assist small and medium enterprises with their loanapplication process by providing them with information on some of the common requirements of financial institutions in granting loans.

Financial institutions are theprimary providersof funds for small and medium

enterprises in Malaysia

What is a Business Plan?

It is a written plan outlining your visionand how the business is to be managed toachieve its objectives. A well-written andstructured business plan should cover andprovide information on the business thatthe financial institution wants to know.The business plan should be clear, simpleand concise.

What are the Key Areas of the Business Plan?

The key areas of a business plan are:

Business model, product/services, vision andgoals

Current position of company, in relation to financial, market and competitor (if available)

Critical success factors for the business

Financing requirements

Specific purpose(s) of the loan and in whatway the loan can help the business

LOAN APPLICATION PROCESS

Generally there are three broad stages in the loan application process. These are the preparation of a business plan, thesubmission of the loan application andthe assessment of the loan application.

STAGE 1:PREPARING THE BUSINESS PLAN

The financial institution will requireinformation about your company before it can decide whether to grant a loan to it. To facilitate the loan processing procedure by the financialinstitution, it is important that you provide the financial institution with full and complete information on your company. This is to ensure a fast and smooth processing of your loan application. For a small and medium enterprise, this would involvethe preparation of a business plan.

A goodbusiness

plan should have...

2

STAGE 2: THE APPLICATION PROCESS

To expedite the application process, youshould submit a duly completed loanapplication form together with thebusiness plan and all relevant documents as required by the financial institutions.Each financial institution would havedifferent loan application forms and loanapplication checklists. However, mostfinancial institutions require more or lessthe same list of documents for verificationand evaluation. The following table liststhe documents required (depending on the type of company established) for theloan application.

A good business plan should incorporatethe following basic information:

Introduction to the business

Organization chart and structure of the organization

Business objectives and vision

Description of product and services

Industry and competitor analysis

Business strategies

Operational requirements

Sales and marketing strategies

Financial forecast

A sample of a business plan is given in the Appendix.

3

Documents for Corporation

Memorandum & articles of association

Certificate of incorporation (Form 9)

Return of allotment of shares (Form 24)

Return giving particulars in register of

directors, etc. (Form 49)

Photocopies of directors/guarantors IC

Form J of directors/guarantors

Documents for Partnership and Sole Proprietorship

Business registration

Business licence

Income tax returns of the business

Form J of partners/proprietor

Photocopy of IC of partners/proprietor

Statutory Documents

Financial & Management Documents

3 years audited (certified by auditors for non corporations) accounts

6 months current account statements of other financial institutions

Disclosure of all borrowings with other financial institutions together with letters of offer

Statement of loans repayment/trade facilities utilisation from other financial institutions

Business & cash flow projection

Major suppliers and buyers list

Ageing lists of business creditors and debtors

4

Financial & Management Documents

Company profile/business plan/directors profile

Latest management accounts

Feasibility report (for project financing and new ventures)

Other Relevant Documents

Security Documents

Copy of relevant sale & purchase agreement

and relevant land title proposed as collateral

Documents showing proof of ownership of

other collateral proposed

Relevant valuation report

Other Documents

Contracts at hand/letter of awards

Documents to prove other sources of income

Information on related business entities

Invoices and commercial documents

Completed contracts and potential contracts

Bank borrowings of the group

5

Financial institutions need the documents to verify/understand/evaluate the following:

The existence of the company/business, its directors/business owners and the power to borrow and legality of borrowing

The business operations risks andmanagement depth, experience andexpertise of the owners and keymanagement team

The financial strength and repaymentcapability (including the cash flow) of the borrower

The business net worth and gearing of borrower

The financial standing of its directors/business owners

The feasibility and viability of the businessin the prevailing economic conditions

The industry and market risk of thebusiness

The operating risks of the business

The strategies/contingency plans of the borrower to mitigate such risks andmaximise profitability

The proposed facilities are in line with the borrowing needs

The amount applied for reflects therequirements of the business based on existing or projected turnover

The overall risk associated with theproposed borrowing

You should make full disclosure of allfinancial information about yourself and ensure that it is accurate at the timeof your application. Declaration of the correct information will also ensure thatyour loan application will be processed in a timely manner.

You should make

full andaccurate

disclosureof all financial

information

6

Visit and Interview by Financial Institutions

To understand the business and for thepurpose of clarification, financialinstitutions may carry out interviews as well as conduct a site visit to your business premises. This is to enable thefinancial institution to verify and assess your financial position better. Thequestions posed during the interviewsession and site visit relates to the nature of business, management structure, market positioning i.e. market share, competitors, market outlook, future plans and product life cycle.

STAGE 3: ASSESSMENT OF THE LOAN APPLICATION

After you have submitted all the requireddocuments, the financial institution willassess your loan application. You can referto the client charter displayed at thebanking hall to find out the duration

needed by the financial institution toprocess your application. In assessing yourloan application, the financial institutionwould look for certain basic requirementswhich are summarised as follows:

The viability of your business

Whether the risks are acceptable based on the lending guidelines of the financialinstitution

Your capacity to repay the loan

Whether your loan is for businessdevelopment

Your credit history with the financialinstitution

The broad principles that financialinstitutions apply to assess your businessscredit risks can be summarised as the 5 Cswhich comprise of both qualitative andquantitative assessment. The 5 Cs and theircharacteristics are summarised as follows:

7

Character

Your knowledge of the business,experience and past projects

Financial standing, past repaymentrecords, reputation and commitment to business

Your key management and business stylei.e. conservative, aggressive, prudent etc.

Your succession plan, age and health

Capital

Sources of capital e.g. from theshareholders of the business

Sufficiency of your financial commitment in the business (in the form of shareholders' funds, directors'advances and third party collateralprovided by the owners themselves)

[You should ensure that you put inadequate capital to support your businessand not rely solely on bank loans. This is to ensure that your business has thecapacit