A bank review document index should connect each request to the correct company record and its approved delivery route. Start from the bank’s actual request, not an entire incorporation folder. This helps the company supply current, relevant material without unnecessarily disclosing unrelated shareholder or group-company information.

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

Confirm the request independently

Record the bank, company, reference and stated response date. Verify an unexpected message through the company’s established banking contact route. Do not use a new link or telephone number in an unverified email to transmit identity documents.

Ask which documents and certification standards the bank requires for this particular review. Requirements can vary with the bank and relationship. A generic checklist does not establish that a scan, extract or certification will be sufficient.

Index the requested records

Use columns for requested item, responsible owner, current version, missing information and review status. Distinguish a company profile from the constitution, a director record from a bank mandate, and ownership information from payment authority.

Identify the document’s date and source. A previously accepted pack may now be outdated because officers, addresses or ownership changed. Keep historical copies available where needed without presenting them as current evidence.

Example: a group folder contains the wrong company

The administrator locates a familiar document pack, but its UEN belongs to a sister company. Stop that item and retrieve the correct record. Shared directors and a common brand do not make two legal entities interchangeable for a bank review.

Approve disclosure before delivery

Have an authorised person check completeness, accuracy and the destination. Use the bank’s verified secure channel and preserve an index of what was supplied. Give sensitive personal records appropriate access controls rather than placing them in a broadly shared folder.

Track queries through to an outcome

Record delivery evidence and subsequent questions. A successful upload does not mean the bank accepted the pack or completed its review. Keep outstanding requests assigned to an owner and retain the final correspondence. ACRA’s ongoing-company guidance helps establish the corporate-record context; bank approval remains the bank’s decision.

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.