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Preparing a company amendment

Start with what is changing and which official record needs to reflect it. Prepare a clear comparison before beginning the relevant procedure.

5 min read

A company change may affect a workspace field, an official registration, the Articles of Association or a separate licence. These are not interchangeable updates. Use this guide to define the change, identify the responsible service and organise the information before starting an official request.

Who does what

  • Your company’s authorised decision-makers

    Agree the proposed change and provide the required decisions or authorisations.

  • Motaded Platform

    Helps organise current information, proposed changes and supporting records for supported workflows.

  • SBC SBC / Ministry of Commerce

    Handles relevant company-record and constitutional-document procedures.

  • Other relevant authorities

    Handle changes to the records and licences within their own scope.

In what order

  1. Describe the proposed change

    Write down exactly what will change, such as a manager, an activity or another company detail. Avoid a general instruction such as “update the company”.

  2. Check the current official position

    Review the relevant official record and supporting documents. Establish the starting point before preparing replacement information.

  3. Identify the affected records

    Determine whether the change concerns a workspace entry, an official company record, the Articles of Association or another authority’s record.

  4. Confirm the appropriate procedure

    Check the relevant official service and its requirements. Do not assume that different company changes use the same application.

  5. Confirm who must authorise the change

    Identify the people who must decide, approve, sign or act. Collect any required decision or authorisation for the selected procedure.

  6. Prepare the proposed values and supporting records

    Keep a clear current-versus-proposed comparison. Check names, identifiers, figures and documents for consistency.

  7. Review the outcome and follow-on work

    After the official procedure, confirm what changed and retain the result. Review any other company records or services that may need a separate update.

Workspace vs official amendment

Correcting workspace information

  • Addresses information held in Motaded
  • May fix a typing error or an outdated local value
  • Does not establish that an authority’s record changed
  • Should be checked against the relevant source

Amending an official record

  • Uses a defined official procedure
  • May require decisions, documents or approvals
  • Has its own submission and outcome
  • May create follow-on work in other systems

Prepare a clear change summary

  • Current position

    Record the existing value and its source.

    Relevant official record

  • Proposed change

    State the replacement information precisely.

    Company decision-makers

  • Reason

    Explain why the change is needed where relevant to the procedure.

    Your company

  • Authority to act

    Identify who can approve and carry out the action.

    Company authorisations / service requirements

  • Supporting records

    Collect the documents required for this specific amendment.

    Relevant official service

  • Follow-on updates

    List other records that may need review after completion.

    Your authorised team

Mistakes to avoid

  • Updating a workspace field and assuming the amendment is complete.
  • Preparing a change without checking the existing official record.
  • Assuming every amendment affects the same documents.
  • Treating an internal decision as an issued official result.
  • Assuming one authority’s update changes every other system automatically.

FAQ

No. A correction to information held only in your workspace may be a local update. If an official record is affected, check the relevant authority’s procedure.

Prepare the change before starting the request

Keep current records, proposed information and supporting documents together in Platform.

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