Verify the addressee before filing or forwarding statutory mail received at a shared registered office. Keep the delivery event traceable and protect any information belonging to the other company.
Check the outside details first
Compare the company name, UEN if shown, address and sender with the registered office client list. Similar names, former occupants and related companies can cause confusion. Record the receipt date and follow the office's authorised mail-handling procedure.
If the addressee is not a current client, identify the responsible office contact. Avoid circulating the material broadly in an attempt to find its owner.
Route the discrepancy carefully
For example, a regulator's letter names a different company in the same group. Ask the approved contact to confirm the correct recipient and routing arrangements. Keep each company's delivery log separate, even where one administrator serves both entities.
If the mail was opened or forwarded in error, preserve the facts and escalate through the company's information-handling procedure. Do not silently change the addressee in the delivery record.
Keep a dated handling record
Record the actual recipient, the approved routing or return action and its completion evidence. Where a deadline may be involved, alert the responsible contact promptly without treating delivery to the wrong company as proof that the correct officer has received it. Review the office directory or address instructions if the same issue recurs.
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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