Record the language arrangements and how directors confirmed their understanding when an interpreter assists a board meeting. Keep the interpretation process connected to the papers and the decision record.

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

Arrange support before the meeting

Ask the chair and secretary which participants need interpretation, which papers require translated support and how confidential material will be handled. Check the constitution and meeting process with the appropriate adviser. Identify the interpreter's role and any relevant conflict or confidentiality question before sensitive papers are shared.

Keep the original papers and any translated working copies clearly labelled. A working translation should identify its source and version so that everyone can establish which document was discussed.

Record how clarification happened

For example, a director asks for an explanation of a condition in a proposed contract. Record the clarification and any resulting amendment to the paper or proposed decision. Give the director an opportunity to confirm the intended meaning through the agreed process before the chair treats the item as resolved.

The minutes should describe the relevant arrangements accurately. Avoid presenting an informal translation as a certified translation or implying that the interpreter supplied legal or accounting advice.

Keep the review trail

Retain the papers, interpreter engagement details and relevant clarification correspondence securely with the meeting file. Circulate the draft minutes through the normal review process and resolve any language-related query before finalising the record. If understanding of a consequential decision is disputed, seek appropriate advice and preserve the contemporaneous evidence.

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.