An unsigned company document requested by a bank should be labelled according to what it actually is. Clarify whether the bank wants information, a draft for review or evidence of a completed decision. Supplying an unsigned version does not establish that the underlying approval has been passed.

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

Ask what the bank needs

Record the company, purpose, document and recipient. If the bank has a form or written checklist, retain it. Do not assume an administrator can certify a copy or confirm legal effect simply because the recipient is a bank.

Keep the source traceable

Identify the draft version and any related executed record. Mark an information copy accurately without modifying the original. Ask the secretary what may be disclosed and whether signed approval or an official extract is necessary instead.

Example: a resolution is still circulating

The bank requests a copy before all required review is complete. Explain the current status through the authorised channel and retain the exact copy supplied. Do not remove a draft label so that the pack appears complete.

Record the follow-up

Keep the recipient's response and any later request for executed evidence. Link the completed document when available. Questions about authority, certification or enforceability should go to the responsible secretary or advisers from associated law firms.

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.