Information to collect before drafting
Start with source information, not a copied document from another company. Identify what is confirmed, what is provisional and what needs further review before using it in a working draft.
- Company and meeting particulars
- Purpose and facts of the proposed action
- Relevant constitutional and legal context
- Proposed limits, signatories and supporting papers
1. Establish the company context
Define the decision before drafting. Separate background information from the operative approval and identify conditions or limits needing review.
2. Prepare a coherent working file
Check the company-specific authority and approval route. A general template does not establish that the Board alone can approve a particular action.
3. Separate proposals from completed decisions
Reconcile names, dates, amounts and signatory details to the supporting papers. Keep proposed authorisations distinct from completed decisions.
4. Reconcile the follow-up records
Align final wording to the actual approved decision and minutes. Track execution, communication, register and filing actions that arise from it.
Illustrative example
For a proposed borrowing arrangement, collect the commercial facts and draft clear limits and authorisations. Review the approval route and company restrictions, then use the actual approved wording for subsequent documentation.
Working-file checklist
- Issue and authority working note
- Agenda and draft resolution
- Reviewed approved wording
- Execution and follow-up checklist
Record a document reference, responsible person and completion status for each item. Generated text and a saved checkbox do not themselves establish that the underlying approval, execution or filing has occurred.
References and professional review
This is a workflow preparation guide. Check current amendments, rules, exemptions, forms and applicable Secretarial Standards for the company before finalising a matter. Reference publications may not include every subsequent amendment.