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Monthly Minutes Template for Singapore

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Key Requirements PROMPT example:

Monthly Minutes

"Need Monthly Minutes for our tech startup's January 2025 board meeting, including special resolutions for new share issuance and documentation of our Series A funding discussions."

What is a Monthly Minutes?

Monthly Minutes are essential corporate governance documents required for Singapore-registered companies to maintain accurate records of their regular monthly meetings. These documents capture critical business decisions, attendance, voting outcomes, and discussions in accordance with the Companies Act (Cap. 50). Monthly Minutes serve as legal evidence of corporate decisions and must be prepared within 30 days of each meeting. They are particularly important for audit trails, corporate compliance, and protecting both the company and its officers in case of future disputes or regulatory investigations.

What sections should be included in a Monthly Minutes?

1. Meeting Details: Date, time, venue, and type of meeting (e.g., Board Meeting, Annual General Meeting)

2. Attendance: List of present and absent members, including directors, secretary, and invited participants, with quorum confirmation

3. Previous Minutes: Confirmation and adoption of previous meeting's minutes, including any amendments

4. Matters Arising: Updates and follow-up actions from previous meeting's minutes

5. Main Business: Key discussions, decisions, and resolutions made during the meeting

6. Next Meeting: Date, time, and venue of next scheduled meeting

7. Closure: Time of meeting conclusion and space for chairman's signature

What sections are optional to include in a Monthly Minutes?

1. Committee Reports: Updates and reports from various committees (e.g., Audit Committee, Nomination Committee)

2. Financial Review: Discussion of financial statements, reports, and related financial matters

3. Special Resolutions: Recording of any special resolutions passed during the meeting

4. Risk Management Review: Discussion of risk management matters and compliance issues

What schedules should be included in a Monthly Minutes?

1. Attendance Sheet: Signed attendance record with names and signatures of all participants

2. Presentation Materials: Copies of any presentations or materials discussed during the meeting

3. Supporting Documents: Additional documents referenced or tabled during the meeting

4. Voting Records: Detailed record of any votes taken during the meeting, including voting results

5. Action Items List: Compiled list of all action items assigned during the meeting with responsible parties and deadlines

Authors

Alex Denne

Head of Growth (Open Source Law) @ Ƶ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant legal definitions





























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Industries

Companies Act (Cap. 50): Primary legislation governing corporate documentation requirements. Key sections: 188 (requirements for keeping minutes), 189 (minute books), and 190 (inspection of minute books). Mandates recording minutes within 30 days and keeping them at registered office.

Code of Corporate Governance: Regulatory framework applicable to listed companies in Singapore, providing guidelines for corporate governance practices including documentation and transparency requirements.

MAS Guidelines on Corporate Governance: Specific guidelines issued by Monetary Authority of Singapore for financial institutions, outlining additional requirements for corporate documentation and governance.

Company Constitution/Articles of Association: Company's foundational documents that specify internal rules and procedures for meetings, documentation requirements, and governance structure.

Evidence Act (Cap. 97): Legislation governing the admissibility of documents as evidence, including requirements for proper documentation and record-keeping formats.

Electronic Transactions Act: Legislation governing electronic records and digital signatures, relevant when maintaining minutes in electronic format.

Personal Data Protection Act 2012: Law governing the collection, use, and disclosure of personal data, applicable when minutes contain personal information of individuals.

Language Requirement: Legal requirement that all corporate minutes must be recorded in the English language in Singapore.

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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