A pending filing register helps distinguish a board decision from the remaining work needed to implement it. Record approval, signing, filing and accepted readback as separate milestones. A signed resolution can be important evidence, but it does not demonstrate that a required Bizfile update has been accepted or that the public record now shows the intended position.
Define the action precisely
Open an entry for each approved change. State the company, subject, approving document and responsible person. Record the date of the decision without assuming it is the filing deadline or the legal effective date. Those may depend on the transaction. Ask the company secretary to confirm the relevant sequence and any outstanding consent or supporting evidence.
Use a deadline field with its basis, rather than a colour alone. ACRA’s company-information guidance sets reporting requirements for several kinds of changes. The tracker should refer to the applicable requirement for this action, rather than applying one date rule to every corporate event.
Use evidence-based stages
Suggested stages are approved, awaiting signatures, ready for filing, submitted, accepted and checked. Add an exception stage for rejected or incomplete work. Each transition should have a document reference or acknowledgement. A team message saying that somebody will handle it belongs in the activity log, not the completed column.
Example: approved appointment, incomplete consent
The board approves an officer appointment, but the signed consent has not returned. The tracker records the approval and identifies the missing consent. It should not show the officer update as accepted merely because the board minutes are ready. The secretary should assess timing and required follow-up promptly.
Give rejected filings a visible owner
When a submission returns an error, keep the original receipt and record the reason, correction owner and next action. Avoid making a second unrelated tracker entry that hides the first attempt. Before retrying, reconcile what the system accepted and what remains unresolved. This reduces the risk of duplicate or inconsistent changes.
Close after readback
Compare the accepted record with the approved instruction, including names, dates and role details. Store the receipt and review evidence together. If a bank or service provider also needs an update, track that separately. A filing tracker is a practical control, not a substitute for professional assessment of the underlying transaction.
Related practical guidance
For the surrounding work, see maintaining statutory records, the company secretary role, company recordkeeping.
Official guidance: ACRA company information updates.
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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