Check the approval document and the relevant class rights before relying on a member approval logged against the wrong share class. Preserve the original record while the secretary investigates the classification.
Match the approval to its subject
Locate the circulated resolution, notice, member responses and register position for the relevant date. Identify the matter approved and the holders whose rights or participation were involved. Compare those documents with the internal filing index.
Ask the secretary or adviser to establish the applicable process. A wrongly labelled folder may be an administrative error, while an approval obtained from the wrong group raises a different question requiring review.
Correct the index after the assessment
For example, an approval about one class's rights is stored under another class with a similar internal abbreviation. Confirm the documents and rights concerned, then update the index with an explanation and cross-reference. Keep the original correspondence and avoid relabelling the underlying executed document.
If the actual approval scope is uncertain, flag the matter for advice before implementation. Do not assume that moving the file cures a defect in the approval itself.
Preserve the review result
Record what was checked, the accepted classification, reviewer and any further action. Give staff clear references for the current approval file. Review other entries using the same ambiguous abbreviation so the secretary can decide whether any additional individual checks are needed.
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.
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