The proposed resolution changed after you gave proxy instructions

The instruction refers to earlier wording

A hypothetical creditor cannot attend a voluntary administration meeting and completes a proxy form directing a vote on a particular resolution. A revised proposal then arrives. Before assuming the earlier instruction covers it, compare the wording and contact the administrator through the verified meeting channel. The practical question is whether the representative has appropriate authority for the decision now being put forward.

Keep both versions available

Retain the original notice, completed proxy and revised material. Identify the changes in the resolution itself rather than relying only on a covering email. Tell the person responsible for the creditor's decision what changed and when. Do not alter a signed proxy silently or assume the administrator has inferred new instructions from a general conversation.

Understand the distinction in ASIC's guidance

ASIC explains that a special proxy directs voting on specified resolutions, while a general proxy leaves the choice to the representative. Its voluntary administration guidance also addresses changed resolutions and special instructions. Ask the administrator and adviser how the actual revised proposal should be handled. Do not treat a proxy for one wording as unrestricted authority to approve any alternative.

Source: ASIC: Voluntary administration, a guide for creditors

Obtain an authorised decision

In the hypothetical example, the creditor's director may need to review different payment conditions before issuing revised instructions. Provide the actual proposal and relevant report. Avoid asking the representative to guess what the business would prefer. Any updated form or instruction should follow the applicable meeting requirements and be approved by the appropriate person.

Confirm receipt and status

Ask how any permitted update must be submitted and by when, and keep acknowledgement where available. Do not assume an email sent to a familiar staff member changes the recorded proxy. If the meeting is imminent, explain the urgency and seek advice promptly rather than presenting the old instruction as current without checking.

Record the decision reached

Keep the final instruction and meeting outcome with the creditor file. CRP can help organise the commercial information behind the choice. The purpose is to align the representative's authority with the actual decision, so a changed proposal does not leave the creditor relying on instructions for something different.