Maintaining Statutory Registers

Corporate Secretary

For an organization to function efficiently and adhere to the statutory requirements, it is essential to maintain certain records and registers.

The Singapore Companies Act requires every company to maintain certain registers and it’s the Director’s responsibility to ensure the company maintains so. These statutory registers are a part of the company’s administrative records and are usually maintained as official books.

Why Maintain Statutory Registers?

The proper maintenance and updating of these registers is a legal requirement that all companies must fulfil in Singapore. Maintaining such records and registers are important for fulfilling the statutory, disclosure, statistical, and management information system (MIS) purposes, while ensuring that the operations of you company are systematic.

The statutory registers are important not only because it is a requirement of the Singapore Companies Act that they should be kept up to date, but also the register of members, in particular, is the primary authority as to who members of the company are and how many shares they hold.

List of available registers from ACRA

What is the Recommended Form of Keeping Statutory Registers?

ACRA recommends that the record-keeper in your company should keep this register in electronic form. However, you can also keep the statutory registers in a single bound book or loose-leaf binder as well. Keeping it as a computer record is ideal for easy access and safe from wear and tear.

You can download our templates here.

What Information is maintained in the Statutory Register?

Statutory registers are part of the company’s informative records and are usually maintained as official books together with the Constitution of the Company, Share Certificates, Common Seal, all Minutes of Resolutions, etc. It is important to note that certain registers are available either for purchase for a fee or free from the regulatory authority ACRA.

The following table shows the information that a Singapore Company must maintain in the statutory register.

Name of Registers	Information to be Maintained
Register of Business/Company Documents	Chronological list of lodgements made by a business or company since registration. Dates and descriptions of lodgements e.g. Annual Returns, Memorandum & Articles of Association, Change of Company Directors.
Register of Members (ROM)	Names of members linked to a non-gazetted exempt private company incorporated under Companies Act including their shareholder information, date of allotment, type of share, etc. For gazetted exempt private companies, only the Directors/CEO/Secretary/ Auditor/Members have access to the ROM.
Register of Directors (ROD)	Directors’ full names, former names, residential addresses, nationalities, and identification Alternate address (at the director’s option) Date of appointment and cessation
Register of Chief Executive Officers (ROCEO)	Full name, residential address, nationality and identification Alternate address (at the CEO’s option) Date of appointment and cessation
Register of Secretaries (ROS)	Full name, residential address and identification Alternate address (at the company secretary’s option) Date of appointment and cessation
Register of Auditors (ROA)	Full name and identification Address where the company can contact the auditor Date of appointment and cessation

Notes:

Company officers and its members have free access to all of the company’s registers (excluding Register of Business/Company Documents).
To apply for the fee waiver, you must login to ACRA website using SingPass or CorpPass and purchase these registers from ACRA iShop.

For foreign companies and limited liability partnerships

The following are the list of Registers which are required to be prepared and maintained mandatorily by Foreign Companies and Limited Liability Partnerships

Name of Registers	Information to be Maintained
Register of Registrable Controllers	Unless exempted, foreign companies and LLPs must maintain beneficial ownership information and make it available to public agencies upon request. This encourages transparency in the ownership and control of companies and reduce the misuse of corporate entities for illicit purposes.
Register of Nominee Directors	Keep a register of its nominee directors containing the particulars of the nominators of the company’s nominee directors; Full name and identification Address where the company can contact the nominee director Date of appointment and cessation

Notes:

It is mandatory obligation for the company to declare with ACRA while filing the Annual Return about whether the company is exempted from keeping the above two registers or not.
If the company is not exempted from keeping the above two registers, it should declare where both the registers are being kept either at the Registered Address of the Company or at the Registered Address of the Filing Agent appointed by the company for the purpose of keeping both the registers.

Are You Seeking a Professional Service Provider to Maintain Your Statutory Registers?

If your company is yet to maintain the full set of Statutory Registers, Tianlong Services Pte Ltd could assist you to adhere to the compliance of such registers. We can help you come up with the necessary documents even if you are missing some while setting up your business.

Many shareholders and directors in private companies prefer to engage a Corporate Service Provider like Tianlong Services to assist with construction of full set of Statutory Registers and for numerous matters which may arise during the transaction.

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You will get a month’s worth of bookkeeping. Whether or not you continue with us, your reports for the month are yours to keep.