Preserve the director's comment and its timing when dissent is raised during review of draft minutes. Ask the chair and secretary to establish what happened at the meeting and how any later statement should be recorded.
Separate the two events
Keep the meeting notes, papers, attendance record and draft circulated for review. Save the director's actual response rather than summarising it as an objection made at the meeting. A later comment may identify an inaccurate draft, express a new disagreement or clarify a position already stated.
Ask the responsible reviewer which description the evidence supports. Avoid changing the date of a comment or implying that an event occurred during proceedings when it happened afterwards.
Resolve the wording through review
For example, draft minutes say all directors supported a proposal. A director replies that they objected during the discussion. Compare the contemporaneous record, seek clarification from the chair and retain the review correspondence. If the director instead changed their view later, keep that chronology clear.
Keep a traceable final file
Record the accepted wording and who reviewed it through the company's proper process. Preserve unresolved comments for referral rather than deleting them from the file. Obtain advice where the effect of the decision or the record is disputed. The secretary's file should enable a later reader to distinguish the meeting outcome, corrections and subsequent statements.
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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