Review the specific authority behind the internal list before staff continue relying on a former officer's name. An officer's cessation and the status of a separate mandate or delegation need to be checked against their actual documents.
Establish what the list controls
Identify whether the list covers contracts, bank instructions, purchasing, document certification or internal approvals. Locate the resolutions, mandates and delegations supporting each role. Obtain the officer's cessation records and any instructions about withdrawing or replacing authority.
Ask the secretary or relevant adviser to assess the effect of those documents. A staff spreadsheet cannot by itself establish whether a separate bank mandate has been updated.
Check each operational destination
For example, the former officer is removed from a company directory, but the purchasing team's approval matrix still names them. Tell the matrix owner which authority needs review and obtain the appropriate replacement instructions. Check affected systems and external mandates through their approved processes.
Avoid assuming that a single filing or email has completed all required updates. Keep evidence for each destination and record items still awaiting action.
Publish the reviewed internal list
Give the current list a version date, owner and supporting references. Preserve the superseded list in the controlled history. Tell staff who rely on it about the effective change and any interim escalation route. Refer uncertain or already-used authority for advice promptly.
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.
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