Your corporate minute book is more than just a binder on a shelf—it’s a legal record that protects your business, supports major decisions, and helps ensure compliance with the Canadian Business Corporations Act. But what happens if something is missing, incorrect, or hasn’t been updated in years.
This is a question we get asked often:
“What do I do if my corporate records are incomplete, outdated, or contain errors?”
The good news is that these issues can be fixed—but timing and accuracy are key.
Whether it’s a missing shareholder appointment, outdated annual resolutions, or inconsistencies in signatures, the process of correcting your minute book is generally straightforward. The goal is to align your documentation with the actual transactions and decisions that have occurred within your corporation.
For example, if your records show that someone was appointed a shareholder but there’s no legal documentation to support that transaction, you’ll need to:
Gather the correct documentation
Ensure all necessary signatures are in place
Reform or update the relevant resolutions and records
Accurately reflect these changes in your minute book
The key is to ensure that your records tell the true story of your business activities. And while it’s not overly complicated, it’s important to work with professionals who understand corporate compliance requirements to ensure everything is done properly.
If your minute book has never been updated—or worse, never created at all—it’s not the end of the world. But it is time to take action.
It’s always better to proactively identify and resolve these issues rather than waiting until a government audit, CRA review, or legal event forces your hand. When third parties point out compliance gaps, it’s not only stressful—it could expose you to liability or penalties.
Instead, take control. Ensure your corporate records are in order and fully compliant with federal or provincial regulations. You’ll protect your business, your leadership, and your peace of mind.
Whether you're correcting past errors or starting from scratch, our experienced legal team is here to help. We’ll ensure your corporate records are compliant, accurate, and up to date—so you can focus on growing your business.