Record custody of a sealed legacy envelope before opening or incorporating its contents into the company records. Establish who supplied it, what it is said to contain and who should authorise inspection.

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

Capture what arrived

Note the receipt date, sender, company named, external labels and the condition of the seal. Keep the delivery correspondence and store the envelope securely. If the sender cannot identify the company or purpose, resolve that issue before circulating its contents.

Check whether the envelope may contain original instruments, personal data or material subject to legal restrictions. Ask the appropriate officer or adviser about handling requirements where the history is uncertain.

Create a controlled opening record

For example, a former provider delivers an envelope labelled share records without an inventory. Agree who will open it, how originals will be handled and where the contents will be stored. Record the actual opening date and prepare an itemised list as documents are examined.

Compare any documents with the existing register and supporting minute files. Flag unexplained duplicates, unsigned forms and apparent gaps for review. Receipt of the envelope does not establish that every document is complete or effective.

Integrate the contents after checks

Keep the envelope label and delivery record linked to the inventory. Give each original a clear storage reference. Record which documents were adopted into the working file and which remain unverified. Tell the directors or incoming secretary about missing evidence so that follow-up has an owner and a target date.

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.