Board approval that refers to online terms should identify the version the directors actually reviewed. A web link can later display different wording. Preserve the reviewed terms and reference before the approval pack is closed, then ask the secretary to clarify any uncertainty about scope.

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

Identify the referenced material

Keep the board paper, decision, URL, document title and relevant version or date. Obtain an authorised copy of the terms available to the reviewers, including schedules and incorporated documents. A browser bookmark alone records a location rather than its historical content.

Record the review basis

Distinguish the proposal circulated before the meeting from terms accepted during implementation. If the supplier presents revised terms after approval, show the change to the responsible decision maker. The fact that the URL is unchanged does not establish that the commercial wording is unchanged.

Example: a limit changes on the supplier page

The directors reviewed a service with one cancellation provision. The live link later displays a different provision before signing. Keep the earlier evidence and refer the change for review. Do not treat the board's earlier decision as automatic approval of every later website amendment.

Preserve a usable decision pack

Store the approved reference alongside the retained material and any later clarification. If the original version cannot be recovered, record the gap accurately. Questions about contractual effect or the scope of approval require the secretary and, where appropriate, advisers from associated law firms.

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.