A conditional resolution signature should be preserved with the qualification exactly as received and referred to the company secretary. Do not count it as an unqualified approval simply because a signature appears on the page. The wording, decision process and applicable company rules need review before anyone relies on the response.

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

Capture the complete response

Keep the signed document, covering email and any handwritten addition. Record the company, resolution version, sender and receipt date. A condition in an accompanying message can matter even where the signature page itself looks unchanged.

Do not crop a scan to remove a note or copy the signature onto a clean version. Keep the difference visible to the person coordinating approval.

Identify the proposed qualification

Describe the condition without deciding its legal effect. It may concern an amount, delivery of further documents or a change to the commercial terms. Compare it with the text actually circulated to the other participants.

Give the secretary the full response and related correspondence. Ask whether clarification, revised wording or a different approval process is needed. This checklist does not determine whether the resolution passed or prescribe a voting threshold.

Example: approval depends on a lower amount

A signatory writes that approval is subject to a reduced payment limit, while the circulated resolution states a higher amount. Preserve both figures and refer the response for review. Removing the handwritten limit would misrepresent the record.

Retain the reviewed outcome

Keep any genuine clarification and later approved version separate from the earlier response. Tell the implementation owner which version and conditions the responsible reviewer has accepted. Where legal interpretation is needed, assistance is provided through 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.