A detached share-certificate counterfoil should be linked to the certificate register and supporting issue records before staff rely on it. The fragment may preserve useful history, but it does not by itself establish the present holding or the status of the certificate.

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

Record the fragment as found

Keep its certificate number, names, share details, date and physical condition. Preserve both sides and any envelope or nearby records that explain its source. Do not write missing particulars onto the original to make it match a presumed certificate.

Compare the supporting records

Ask the secretary to reconcile the counterfoil with the issue log, register and relevant corporate action. Identify later replacement, cancellation or transfer records separately. A matching number alone may be insufficient where numbering errors already exist.

Example: the holder name differs

The fragment names an earlier holder while the current register shows a later transfer. Keep the history and ask which transaction the counterfoil relates to. Do not overwrite the historical name or treat the fragment as a new certificate.

Retain the reviewed linkage

Store the original securely with an index explaining the accepted reference and remaining uncertainty. Any replacement or correction needs the authorised process. The aim is a traceable record, not an administrative decision about legal title.

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.