The Business Profile extraction date matters when a document was obtained before a recent change or filing. Check what the recipient needs and compare the extract with the actual transaction history. An older profile is not necessarily a filing error; it may simply reflect the information available when it was issued.

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

Identify the document being used

Record the company name, UEN, document date and source. Confirm that the file is the intended entity’s Business Profile rather than a different report or a manually edited summary. Keep the original document unchanged.

Ask whether the recipient requires current particulars or evidence for a past date. Buying a new document is not always the answer to a historical question.

Compare the change history

Give the secretary the approved change, relevant filing acknowledgement and existing extract. Distinguish a proposed change from one submitted or reflected in the official record. Do not assume a draft filing proves the company’s particulars have changed.

ACRA publishes a Business Profile purchase guide. Follow the appropriate official retrieval route where a fresh document is needed, and compare the resulting particulars with the intended task.

Example: a bank uses an earlier officer list

The company’s file contains a profile obtained before an officer update. Identify the timing difference and verify the current record with the secretary. Do not alter the old PDF or attach a signature page to make it appear to be a newly issued official document.

Retain versions with their purpose

Label the earlier extract as historical and keep any current replacement separately dated. Record what was supplied to the recipient and why. Where the latest official particulars still appear inconsistent, ask the secretary to investigate the underlying filing rather than repeatedly circulating the older profile.

Related practical guidance

For the surrounding records and responsibilities, see maintaining statutory records, the company secretary role, company recordkeeping.

Official guidance: ACRA company guidance.

Help with your company records

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