A company-document request made through a member's representative should be checked for authority and scope before disclosure. A representative's job title or possession of an old document does not by itself establish permission to receive the requested records.
Identify the actual request
Record the member, company, representative, documents and requested period. Keep the original correspondence. Ask the secretary to assess the applicable entitlement and procedure rather than treating every document in company storage as available for release.
Verify representation
Use the established member contact route to confirm the instruction and any written authority. Clarify limits, recipients and whether the representative may receive personal information. An authority to collect one document may not extend to a continuing right to request everything.
Example: a consultant requests the entire file
The member had authorised collection of one certified record, but the consultant now asks for all shareholder correspondence. Preserve the expanded request and obtain a scope decision. Do not infer wider authority from the earlier collection.
Document the response
Keep the reviewed disclosure pack, actual recipient and delivery evidence. Record withheld or unresolved items with the responsible reviewer. If entitlement or confidentiality is disputed, obtain legal assistance through advisers from associated law firms before release.
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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