Check the proxy form and meeting procedure before circulating a shareholder notice that uses an old template. Identify the version in use and obtain the appropriate review of any outdated wording.

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

Compare against the current meeting

Verify the company name, meeting date, location or participation arrangements, resolution text and return instructions. Check the constitution and applicable rules for the proposed meeting. Do not carry forward a deadline, signature block or voting instruction solely because it appeared in last year's form.

Keep the template and its source for the review record. If the form is marked expired, find out whether that refers to an internal review date or a substantive change in the underlying process.

Resolve errors before release

For example, the notice gives one meeting date while the proxy form refers to an earlier event. Correct the pack as a whole and have the final version checked. Record who approved it and ensure the distribution team uses that version.

If the material has already been sent, preserve the circulation list and timing. Ask the secretary or legal adviser what correction and further steps are required for the particular circumstances. Avoid assuming that an informal email fixes every procedural defect.

Retain a complete circulation file

File the approved notice and form, supporting review, distribution evidence and any correction. Identify the template owner and next review date. Keep operational drafts clearly labelled so staff can distinguish the current meeting pack from examples retained for reference.

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.