An email approval document version should be clarified where a director’s response does not identify which circulated document it concerns. Preserve the message and the actual circulation history. An enthusiastic reply such as agreed should not automatically be attached to the newest file in a shared folder.

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

Identify the possible versions

Keep the request, attachments and subsequent revisions in sequence. Record the decision sought and the time each version was circulated. Distinguish a revised amount or substantive term from a formatting correction.

Do not replace the attachment in the original approval email or rename an older file to make it appear current.

Ask a precise clarification

Give the director the relevant version references and explain the difference needing confirmation. Ask the secretary how the response should be recorded within the applicable decision process.

A clarification request should not suggest that a decision already occurred if the evidence is uncertain. This guide does not determine whether an email constitutes a valid resolution or satisfies the necessary approval rules.

Example: figures changed during circulation

A draft proposal stated one limit, and a revised pack later stated another. The director replies to the earlier email after the revision was sent. Preserve both messages and ask which terms the response addressed. Receipt of the later pack does not by itself answer that question.

Complete the decision trail

Retain any genuine clarification with its actual date and link it to the accepted document. Tell the implementation owner which version the reviewer has accepted. If a new approval is needed, follow the authorised process rather than backdating the clarification or importing a response into another document.

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.