Treat an uncirculated addendum as a document requiring verification. Establish its author, date and approval history before incorporating it into the company's board records.

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

Preserve both versions

Save the original minutes, the addendum and the message or folder in which it was found. Note when the document came into the secretary's custody. Compare the addendum with the original minute item and identify whether it corrects a clerical mistake, records later information or purports to change a decision.

A document headed addendum may still be an informal draft. Its filename or position beside signed minutes does not settle that question. Ask the preparer and the relevant decision-makers for the supporting history.

Trace the approval trail

For example, an addendum says that a spending limit was increased, while the approved minutes retain the earlier limit. Ask for the later approval or clarification and keep implementation on hold where the authority is uncertain. Refer disputed or consequential changes for appropriate advice.

Prepare a short comparison showing the original wording, the proposed addition and the evidence supporting it. Identify anyone who received or acted on the addendum. That helps the company decide whether a corrected circulation or operational clarification is necessary.

File an intelligible final record

Once the proper review is complete, keep the approved record and the history of the correction together. Clearly label superseded drafts and link the addendum to its original minute item. Do not silently replace an approved record or assign a historical approval date to a newly accepted change.

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.