An unsigned historic approval should be treated as an evidence gap requiring review, rather than a blank space to fill in later. Preserve the document as found and establish what action it was intended to authorise. An unsigned copy does not by itself prove either that approval occurred or that it did not.

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

Recover the contemporaneous records

Identify the company, proposed decision, document version and relevant period. Check the controlled minute book, original correspondence and any signed counterparts or approved records.

Record where the unsigned copy came from. A working draft saved in an old folder may not be the final document used at the time.

Separate facts from recollection

Keep dated messages, meeting notes and implementation evidence distinguishable from a person’s later recollection. Ask the secretary to assess what those records establish and what remains uncertain.

Do not create an earlier date on a newly signed document or paste a signature into the historical file. Any current clarification or remedial process should show its actual date and basis.

Example: a payment followed an unsigned resolution

The ledger shows that a payment occurred, but the available resolution has no signature. The payment proves implementation, not necessarily the required corporate approval. Give the secretary the full chain and ask what additional evidence or advice is needed.

Preserve the review outcome

Retain the original gap, investigation and accepted next steps. If a current decision is required, keep it separate and accurately dated. Legal questions about validity or remediation should be referred to advisers from associated law firms. Do not tell a recipient that the historic record is complete until the responsible reviewer has resolved the actual issue.

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.