A secretary handover should identify where signed originals are held, who is authorised to receive them and what is still missing. The company should be able to retrieve its own records after the service changes. Do not assume that a folder of PDFs proves every original has been transferred, or that changing the named secretary automatically moves the physical minute books.

Hands signing a document at an office desk
Illustrative photograph by Pavel Danilyuk.

Separate the appointment from the records transfer

An appointment update and a document handover are different tasks. The first concerns who holds the office; the second concerns custody and access. Agree both workstreams with the director. Check the outgoing engagement terms and the company’s authority before making claims about ownership, liens or an unconditional right to immediate release. A dispute over access needs advice, not an improvised legal assertion.

Prepare a document index

List each minute book, register, signed resolution, certificate and relevant filing acknowledgement. Show the period covered, whether the item is an original or copy, its current custodian and the proposed destination. Record gaps in neutral terms, such as “original not located as at handover”, rather than implying misconduct without evidence.

Check scans against originals

For important signed decisions, check that the scan includes all pages, schedules and signature pages. Look for page numbering and references to attachments. Keep the original filename and a clear final version. If the original is held elsewhere, note that location and the retrieval contact. A readable scan is useful, but it should not be described as the original document.

Use a controlled transfer

  • Obtain a director-approved recipient and secure delivery method.
  • Count and describe the records being transferred.
  • Have the recipient acknowledge receipt and any exceptions.
  • Check access to electronic folders before the outgoing account closes.
  • Assign an owner and due date for outstanding items.

Never circulate an unrestricted link to records containing personal identification details merely to speed up the handover.

Resolve missing items without manufacturing history

Ask the former custodian for copies and supporting correspondence. If a record cannot be found, ask the company secretary or associated legal adviser how the gap should be addressed. Do not recreate a document with an earlier signature date. A later explanatory note must be recognisable as a later note, not disguised as the missing original.

Make the handover usable

A director should receive the final index and exception list, not just a download link. This complements the secretary change process, statutory register maintenance and the purpose of company meeting minutes.

Official guidance: ACRA company information and officer requirements.

Help with your company records

For corporate secretarial support, contact Raffles Corporate Services at [email protected] or WhatsApp +65 8501 7133. Tell us which records or transactions need attention so we can discuss the relevant next steps.