A seal imprint is placed on a document for... When you need printing on documents. What types of seals are there?

Props 25 “Seal Imprint”. Currently, in Russian office work, to certify the authenticity of documents and certify copies of documents in an organization, two types of seals are used:

· home (stamp or branded ) seal,

· simple prints of structural units (10).

The main seal of the organization is used to certify the signatures of the head, his deputies, heads of the financial service, the chief accountant, his deputy, as well as other officials who have been granted the appropriate powers by a power of attorney or by order of the head.

The right to depict the State Emblem of the Russian Federation on the seal of an organization is determined by Art. 4 of the Federal Constitutional Law of December 25, 2000 No. 2-FZ “On the State Emblem of the Russian Federation”. The rules for issuing the official seal are established in GOST R 51511-2001. Seals with a reproduction of the State Emblem of the Russian Federation. Shape, dimensions and technical requirements (as amended No. 1 dated December 26, 2002).

The main element stamp The seal is an image of a double-headed eagle. The official seal certifies the signatures of the head, his deputies, heads of the financial service, the chief accountant, his deputy, as well as other officials who have been granted the appropriate powers.

Official seals are placed on documents that require special identification: those related to the receipt of money or material assets, on identity documents, on letters of guarantee and contracts.

The official seal is also used to certify copies of a number of documents, for example: copies of regulations, charters sent to government organizations, copies of court decisions and some other documents. There is a list of documents on which the official stamp is affixed.

Used in non-governmental organizations branded a seal that is equivalent to a stamp. The emblem of the organization or the abbreviation of its name is placed in the center of the seal, and the full name of the organization and its state registration number (OGRN) are indicated around the circle.

The location of the main seal imprint in relation to the title of the position and the personal signature of the official is determined in the Standard Instructions for Office Work in Federal Executive Bodies (approved by Order of the Ministry of Culture and Mass Communications of the Russian Federation dated November 8, 2005 No. 536 and registered by the Ministry of Justice of the Russian Federation on January 27 2006 No. 418). The seal impression must be clearly readable and include only the end of the name of the official who signed the document. Imposing a seal on a personal signature is unacceptable (11).

Simple stamps used for internal documentation of the institution, on duplicate copies of administrative documents, on certificates, passes, when sealing parcels and packages. There may be several simple seals in an institution, organization, or enterprise. In this case, two names are reproduced on the seal - the organization and the structural unit: “secretariat”, “office”, “administration”, “personnel department”, “protocol sector”, “administrative department”, etc. Unlike stamp seals, which have a round shape and standard sizes, simple seals can be of various sizes, and in shape - not only round, but also square, triangular, oval, etc.

Based on the nature of the materials from which the seals are made, they are divided into rubber and metal.

To mark the receipt, registration, passage and execution of documents, as well as other reference marks, the appropriate mastic stamps .

18.5. Marks on documents as a reflection of stages

their passage and execution

Requisite 26 “Copy certification mark” used to certify that a copy of a document corresponds to its original. The mark is placed below the “Signature” attribute from the left margin of the document. The details consist of a certification inscription Right(with a capital letter, without quotation marks), the title of the position of the person who certified the copy; personal signature, transcript of the signature (initials, surname), date of certification.

Copies of documents are certified by the head of the organization or officials authorized by him (deputy, head of personnel services, office management, etc.).

Head of the Protocol Sector Personal signature L. I. Ivanov

On the copy of the outgoing letter that remains in the affairs of the enterprise, the date of its certification and the name of the position of the person who certified the copy may not be indicated.

When sending a copy to other organizations, the certification copy is certified with the organization’s seal. When sending documents to subordinate organizations, their copies are certified with the seal of the department (sector) where the original document is stored. On such copies, in the place where the manager’s signature is provided, the seal of the administration, office, protocol sector, etc. is placed.

Props 27 « Note about the performer" indicates the person who drew up the document. GOST R 6.30-2003 recommends only one way to design props: the initials and surname of the performer, his phone number:

V.A. Petrov

The details are intended for prompt telephone communication with the contractor in order to obtain clarifications and clarifications on the issues raised in the document. Business etiquette prescribes addressing an unfamiliar official either by first name and patronymic, or by last name in combination with the word “Mr.” The method of registering details proposed by GOST excludes the possibility of the first option of address (initials do not carry the necessary information). The second option of address (only by last name) is not always convenient, especially if the performer’s last name is not declined (Chernykh, Lominago, Shevchenko, etc.). Therefore, in the props it is permissible to indicate the full name and patronymic of the performer instead of initials (12).

A mark about the performer is placed on the front side of the last sheet of the document in the lower left corner. The phone number is indicated by three groups of numbers with no dashes between them.

In response letters, you can indicate not only a telephone number, but also an office number, if the recipient of the letter expresses a desire to personally meet with the person who prepared the document. In long-distance letters, the city code is indicated in parentheses before the office telephone number.

Requisite 28 “Note on the execution of the document and sending it to file” affixed to executed documents subject to write-off for later storage and use for reference purposes.

The execution mark is placed on the first sheet of the document below the performer mark. The details include the following data: a link to the date and number of the document indicating its execution, and in the absence of such a document - brief information about the execution, as well as the words In case no. indicating the case number in which the document will be stored; signature of the performer and date of affixing the mark.

The results of execution can be formulated as follows: “Answer sent, date, No.”; “An oral response was given”; “Taking into account when preparing the application”; “The issue was resolved over the phone,” etc.

Requisite 29 “Stamp on receipt of the document by the organization” affixed by hand or using a special numberer in the lower right part of the front side of the first sheet of incoming documents. It is possible to put a mark on the reverse side of the sheet.

The details consist of the name of the organization (or structural unit) where the document was received; the date of its receipt and the incoming registration number. The arrival time stamp may, if necessary, contain an indication of hours and minutes. The name of the organization is usually indicated in abbreviated form.

03.01.2008 № 001

Props 30 “Identifier of the electronic copy of the document” is a mark (footer) that is placed at the bottom of each page of the document and contains the name of the file on computer media, operator code, date and other search data installed in the organization.

Typically, the file name reflects its contents, as well as information about names and dates. The length of the file name (number of characters) is determined by the characteristics of the computer operating system.

Test questions for self-test:

1) What documents are signed by the head of the organization and/or his deputies? In what case are all copies of sent documents signed?

2) In what case is only the first copy of the document being sent signed? What mark is placed in other copies of the document?

3) Tell us about the rules for registering the “Signature” requisite.

4) What is the procedure for signing a document if the official whose signature is prepared on the draft document is absent?

5) When are two or more signatures required on a document? Give examples of documents that are certified with two signatures.

6) Is it acceptable to use a facsimile signature on an original document? What regulatory documents regulate the use of fax and electronic signatures in documents?

7) What does document approval mean? Name the methods of coordination.

8) How is the document coordinated if there are several external authorities?

9) Is refusal of approval acceptable? How is the “Document Approval Visa” required in cases where an official disagrees with the contents of the document?

10) What seals are used in Russian office work to certify the authenticity of documents?

11) Tell us about the rules for designing the “Seal Imprint” props.

12) How can the details “mark about the performer” be issued? Give reasons for your answer.

Literature

· Federal Law of January 10, 2002 No. 1-FZ “On Electronic Digital Signature”.

· Federal Law of July 27, 2006 No. 149-FZ “On information, information technologies and information protection.”

· GOST R 51141-98. Record keeping and archiving. Terms and Definitions. - M.: Gosstandart, 1998.

· GOST R 6.30-2003. Unified documentation systems. Unified system of organizational and administrative documentation. Documentation requirements. - M.: Gosstandart, 2003.

· Standard instructions for office work in federal executive authorities, approved by Order of the Ministry of Culture and Mass Communications of the Russian Federation dated November 8, 2005 No. 536 and registered by the Ministry of Justice of the Russian Federation on January 27, 2006 No. 418.

· Basakov M.I. Office work [Documentation support of management]: Textbook / M.I. Basakov, O.I. Zamytskova. - 5th ed., rev. and additional - Rostov n/d: Phoenix, 2007. - 352 p.

· Berezina N.M., Vorontsova E.P., Lysenko L.M. Modern office work. - St. Petersburg: Peter, 2004. - 256 p.

· Demin Yu.M. Office work. Preparation of official documents / Yu.M. Demin. - St. Petersburg: Peter, 2003. - 220 p.

· Kryukova N.P. Documentation of management activities: Textbook. allowance. - M.: INFRA-M, 2008. - 268 p.

· Kugusheva T.V. Office work: Textbook. allowance /T.V. Kugusheva. - Rostov n/d.: Phoenix, 2007. - 256 p.

· Novoselov V.I. Legal force of the document //Soviet archives. 1971. No. 1. P. 57-63.

· Pshenko A.V., Doronina L.A. Office work: A practical guide. - M.: Yurait-Izdat, 2004. - 182 p.

· Razdorozhny A.A. Documentation of management activities: Textbook. allowance. - M.: INFRA-M, 2008. - 304 p.

· Spivak V.A. Documentation of management activities (Office management). - St. Petersburg: Peter, 2005. - 240 p.

· Chukovenkov A.Yu., Yankovaya V.F. Rules for document preparation: Commentary on GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Documentation requirements." - M.: Publishing house. "Prospect", 2004. - 216 p.

Stamp for documents - where to put it her and what she should be? The answer to these seemingly simple questions is characterized by a number of nuances—let’s look at them.

What type of seal should be used for documents?

Organizations and individual entrepreneurs can use the following seal to certify documents:

• main;
• structural unit;
• special (for example, seal for documents for internal use).

The legislation of the Russian Federation does not contain any classification of seals - the use of the above varieties has developed in practice.

Need for involvement stamps for documents, different from the main one, may be due to the difficulty of obtaining operational access to the main seal by structural divisions of the company or specific employees. Therefore, they may be given the opportunity to use appropriate alternative instruments for document certification.

From a legal point of view, all types of seals used by a company are equivalent if:

• through them it is possible to record on paper the full name of the company, as well as its address;
• they are round in shape;
• the name of the type of seal used (for example, “For the HR department”) does not contradict the scope of its use (that is, the HR department cannot certify documents of the sales department with its seal).

If a document is sent to a government agency, it should be certified only with the main seal. The use of special seals or seals corresponding to structural divisions by the company when interacting with partners and contractors is carried out with their consent.

In accordance with the amendments introduced by Law No. 82-FZ of April 6, 2015 to a number of federal regulations, Russian organizations are generally not obliged to use a seal in legal relations, unless otherwise expressly prescribed by certain rules of law.

You can learn more about the specifics of the application of legal norms governing the use of seals by organizations in the article.

But if the company still uses its own stamp for documents - where can you put it? her, in what part of the sheet?

Which part of the document is the stamp placed on?

Is affixed seal for documents in most cases, next to the signature of the person who certified the official document. As a rule, the abbreviation “M.P.” is present in the corresponding area of ​​the document. (place for printing). But if it is not provided in the original form, you should not enter it manually.

Where can I stamp documents? at their certification? So, on the document being certified, the seal must be placed in such a way that it allows:

• recognize other significant details of the document (the names of the columns and the information they contain);
• certify the authenticity of the signature of the person who verified the document.

It is also desirable that the seal partially covers one of the words that makes up the job title of the person signing the document.

Contractors, tax authorities and other government agencies always welcome the clearest possible print on paper (but not bold).

Where can I find samples of seals for documents?

Our specialists have prepared several samples for you stamps for documents, which are used in various cases. You can also see an example of how to properly stamp a document.

Results

In order to optimize document flow, Russian companies have the right to use not only the main one, but also additional seals for documents. However, documents certified only by the main seal should be sent to official structures.

It is important to ensure that the structure of the main and additional stamps for documents company names and addresses. All types stamps for documents, used by the company to certify them, sent to external entities - counterparties, government agencies, must be round.

Where is the stamp placed on documents? It must be placed in such a way that it does not cover other significant entries present in the document.

You can familiarize yourself with other nuances of using printing when organizing document flow in an enterprise in the article.

Legal force of the document

In practice, quite often HR employees have a question about what documents need to be approved with the employer’s seal.

To give a document legal force, the following mandatory details must be present:

Name of the organization and (or) structural unit;
- date of publication of the document;
- registration index;
- signature.

For certain types of documents, additional details that give them legal force are an approval stamp, a seal, a mark on certification of a copy (clause 18 of the Resolution of the Ministry of Justice of the Republic of Belarus dated January 19, 2009 No. 4 “On approval of the Instructions for office work in government bodies and other organizations”).

A signature is a mandatory requisite certifying a document, and a seal is additional. Thus, when authenticating a document, it must first be signed and then (if necessary) certified with a seal. Approved documents are stamped (if necessary) after the document is approved.

Props “Seal”

The “Seal” attribute is placed on documents that require special certification of their authenticity.

There are 3 types of seal: the seal of the organization, the seal of the structural unit of the organization, the seal indicating its intended purpose (for documents, etc.). Seals of organizations are divided into official ones (seals with the image of the State Emblem of the Republic of Belarus) and simple ones.

The procedure for use and responsibility for storing seals must be enshrined in the local regulatory legal acts of the organization, developed in accordance with the legislation of the Republic of Belarus. Information on the use and storage of seals can be enshrined in the Organization's Office Management Instructions or the Regulations on the Personnel Service.

The list of documents on which the seal is affixed is determined by the organization independently, guided by the legislation of the Republic of Belarus.

Stamping is necessary on original documents and their copies (to certify the authenticity of the copy), incl. facsimile, certifying the rights, freedoms and (or) legitimate interests of citizens, the rights and obligations of legal entities, authorizing the expenditure of funds and material assets.

The seal impression must include part of the job title of the person who signed (approved) the document.

Example

Director of the Institute Signature S.A. Sidorov
MP

IT IS IMPORTANT! We draw the attention of personnel service workers to the fact that the approximate form of the employment contract, approved by Resolution of the Ministry of Labor of the Republic of Belarus dated December 27, 1999 No. 155 (as amended on October 4, 2010), contains the “Seal” attribute. At the same time, the approximate form of the contract, approved by Resolution of the Council of Ministers of the Republic of Belarus dated 08/02/1999 No. 1180 (as amended on 01/19/2012), does not contain the “Seal” requisite.

Entries in the employee’s work book that must be certified with a seal

The first page (title page) of the work book, containing the listed information about the employee, is certified by the signature of the employer or an authorized official and the seal of the employer, and if the individual entrepreneur does not have it, by the seal of the local executive and administrative body that registered the individual entrepreneur (part two p. 18 Instructions on the procedure for maintaining work records of employees, approved by Resolution of the Ministry of Labor of the Republic of Belarus dated 03/09/1998 No. 30 (hereinafter referred to as Instruction No. 30)).

In addition, changes in entries in the work book about last name, first name, patronymic, date of birth, education, profession, specialty are made by the employer at the last place of work on the basis of documents confirming the relevant information, with reference to their number and date (clause 38 of Instruction No. thirty). A link to the relevant document is written on the inside cover, certified by the signature of the employer or an authorized official and the seal of the employer, and if the individual entrepreneur does not have one, by the seal of the local executive and administrative body that registered the entrepreneur.

For a sample entry in a work book, which is certified by a seal, see the “Useful Documentation” section on page 25.

Changing entries about a profession or specialty on the first page (title page) of the work book in the event that an employee receives a new profession or specialty is made by adding to existing entries without crossing out previously entered ones.

Links to the documents on the basis of which the corrective entries were made are written on the inside cover of the work book and certified by the signature of the head of the organization or a person specially authorized by him and the seal of the organization or the seal of the personnel department.

When dismissing an employee, all entries about work, awards and incentives for success in work, entered into the work book during his work, should be certified by the signature of the employer or an authorized official and the seal of the employer (clause 45 of Instruction No. 30).

In what cases is it necessary to stamp orders?

The organization's orders are not stamped, since the order is an internal organizational and administrative document (hiring orders, orders for labor leave, dismissal orders). Copies of employment orders and other copies of personnel documents, outgoing documents require proper certification, so they must be stamped.

Thus, we can conclude that copies of only those documents that are created in the organization itself are subject to stamp certification.

As an exception, it is permitted to make and certify copies of documents issued by other organizations when resolving issues within the competence of the organization itself. For example, an organization has the right to make and certify a copy of an education diploma for inclusion in the employee’s personal file, a copy of a child’s birth certificate and a certificate of entitlement to benefits for submission to the accounting department for accounting purposes when calculating income tax, etc.

Natalia Vladyko, lawyer

In addition to the laws on LLCs and JSCs, changes were also made to a number of regulations that previously provided for the mandatory certification of documents with the organization’s seal. Now a seal is affixed only if it is available (that is, if the presence of a seal is indicated in the organization’s charter) in the following documents:

• act on an industrial accident (Article 230 of the Labor Code of the Russian Federation);
• power of attorney issued by an organization to a representative (part 5 of article 61 of the Arbitration Procedure Code of the Russian Federation, part 3 of article 53 of the Code of Civil Procedure of the Russian Federation, part 2 of article 54 of the Federal Law of October 2, 2007 No. 229-FZ “On Enforcement Proceedings”);
• audit log (Part 10, Article 16 of the Federal Law of December 26, 2008 No. 294-FZ “On the protection of the rights of legal entities and individual entrepreneurs when exercising control (supervision) and municipal control";
• double warehouse certificate (paragraph 9, clause 1, article 913 of the Civil Code of the Russian Federation);
• copies of constituent documents submitted to the registration authority (clause 4 of article 16 of the Federal Law of July 21, 1997 No. 122-FZ “On state registration of rights to real estate and transactions with it”;
• a copy of the notice of advance payment of excise tax on the sale of ethyl alcohol (clause 5, clause 1, article 10.2 of the Federal Law of November 22, 1995 No. 171-FZ “On state regulation of the production and circulation of ethyl alcohol, alcoholic and alcohol-containing products and restrictions on consumption ( drinking) alcoholic beverages");
• statements of securities account and mortgage notes on the fulfillment of the obligation secured by the mortgage (paragraph 5, paragraph 3, article 16, paragraph 5, paragraph 1, article 17, paragraph 2, article 25 of the Federal Law of July 16, 1998 No. 102-FZ “On mortgage (mortgage of real estate)");
• decisions on the issue of securities, certificates of issue-grade securities; decisions on the issue of Russian depositary receipts (clause 1 of article 17, paragraph 11 of part 4 of article 18, clause 10 of article 27.5-3 of the Federal Law of April 22, 1996 No. 39-FZ “On the Securities Market”);
• documents containing information about the share of the Russian Federation, a subject of the Russian Federation or a municipal entity in the authorized capital of a legal entity, as well as documents submitted by applicants for the purchase of property (paragraph 4, paragraph 1, paragraph 1, paragraph 2, article 16 of the Federal Law of December 21. 2001 No. 178-FZ “On the privatization of state and municipal property”);
• a power of attorney on behalf of the organization (when appealing the actions of the customs authority), a copy of the audit report on the reliability of the financial statements attached to the application for inclusion in the register of authorized economic operators; reporting on stored, transported, sold, processed and (or) used goods and on customs operations performed; extracts from the system for recording goods presented to customs officials (part 6, article 39, clause 6, part 3, article 90, clause 2, part 5, article 177, clause 1, article 184 of the Federal Law of November 27. 2010 No. 311-FZ “On customs regulation in the Russian Federation”) (these changes are effective from May 18, 2015);
• power of attorney attached to applications for participation in an open competition, closed auction; power of attorney issued for the purpose of obtaining accreditation of participants in an electronic auction; application for participation in a closed auction (Articles 51, 61, 88 of the Federal Law of April 5, 2013 No. 44-FZ “On the contract system in the field of procurement of goods, works, services to meet state and municipal needs”).

If an organization decides to refuse to use a seal, it is advisable to exclude information about it from the charter, although the law does not provide for such an obligation. It seems that if the organization’s charter mentions a seal, but its imprint is absent in the listed documents, this may become the subject of disputes and claims from various regulatory authorities.

We remind you: as before, on forms of primary accounting documentation prepared by an organization that do not contain the mark “M.P.”, it is not necessary to affix a seal (a seal imprint is not a mandatory requisite of the primary accounting document (Article 9 of the Federal Law of December 6, 2011 No. 402- Federal Law “On Accounting”; clause 13 of the Regulations on Accounting, approved by order of the Ministry of Finance of the Russian Federation dated July 29, 1998 No. 34-n. The same applies to concluded agreements, but it is not necessary to seal them (see the FAS resolution). Moscow District dated March 22, 2012 No. A40-62363/11-71-291, FAS Moscow District resolution dated December 23, 2010 No. KG-A40/13774-10, Volga-Vyatka District FAS resolution dated January 21, 2013 No. A28-3218/2012 ).

We learned from school: a document without a seal is invalid. So we put a stamp on almost all the papers - you can’t spoil the porridge with oil. But is this really necessary? Which personnel documents really need to be stamped, and which ones can do without it?

Our editors often receive letters with questions that are in one way or another related to the correct use of the seal impression. “Do I need a stamp on an employment contract?” - asks an entrepreneur from Samara. “Where can I find a list of documents that must be stamped?” - asks the Moscow HR manager. “I accidentally put the seal of another organization in the employee’s work book. What should I do now?” - complains a personnel officer from Stavropol. Today we will solve these and many other problems.

Meet the seal

First, let's talk a little about what a seal is. This is a hard rubber cliche for making impressions on paper to confirm the authenticity of a document. Technical requirements for official seals - their shape, size, text and symbols placed on them - are set out in the state standard GOST R 51511-2001*.

* State standard of the Russian Federation “Stamps with the reproduction of the coat of arms of the Russian Federation. Shape, sizes and technical requirements” (approved by Resolution of the State Standard of Russia dated December 25, 2001 No. 573-st).

The technical requirements for seals without a coat of arms have not yet been established in the state standard. The legislation says almost nothing about the rules for using seals. It is unclear, for example, what seals an organization should have, in what cases they should be affixed, who is responsible for their safety, how many seals a company should have, etc. All these issues remain at the discretion of the organization’s management.
There are three types of seals: official, equivalent to official and simple.

Official seals(with the image of the coat of arms of the Russian Federation) are used only in government bodies and government institutions. In addition, organizations that are vested with government powers receive the official seal. For example, private notary offices.

A joint stock company must have a round seal containing its full company name and address

Commercial firms use seals equivalent to stamp stamps. They depict a company emblem, logo, or simply the name of the company. Both stamps and seals equivalent to them indicate the TIN of the legal entity and the number of the state registration certificate.

Private entrepreneurs also have their own seals. In terms of their status, they are considered equivalent to stamp ones. But on such a seal, instead of a coat of arms and emblem, the surname, name and patronymic of the individual entrepreneur are located, and his location, tax identification number and registration number are also indicated.

Stamps, daters, facsimiles
Stamp- This is a type of rectangular print with some text. Most often, stamps are used to put the details of an organization on a document. There are stamps confirming a certain action. For example, “Paid”, “Insert issued”.
Dater- a stamping device for automatic date stamping. The procedure for using stamps and daters is not regulated by law, so the organization must determine it independently.
Facsimile- This is a seal or cliche with the help of which a person’s signature is reproduced. In accordance with Article 260 of the Civil Code, facsimiles can only be used in accordance with the procedure established by law. However, such an order does not yet exist. Facsimiles cannot be placed on personnel and accounting documentation - only the official’s handwritten signature is required. But on letters, certificates, congratulations - it is quite acceptable.

Stamp stamps and similar seals are placed on documents that require special confirmation of authenticity - contracts, letters and certificates, work books, service IDs, etc.
Simple Seals of the company's structural divisions, seals for certain types of documents, and stamps are considered. They come in different shapes - round, triangular, rectangular, square. They are placed on those documents that do not require special confirmation of authenticity (certificates, passes, copies, etc.).

Technical requirements for seals without a coat of arms have not yet been fixed in the state standard

Where should I place the seal impression?

The seal impression should be located at the bottom of the document, next to the official’s signature. Please note: the seal is placed in such a way as to partially cover the word that denotes the position, but does not end up on the signature and transcript of the signature.

Some documents have a special mark “M.P.” (place of printing). If there is one, there is one less thing to worry about: place the print directly on it. Letters "M.P." are present on the title page of the work book, on accounting papers, and certificate forms.

What is the seal for?

The seal gives the document legal force - it confirms the authenticity of the official’s signature. But not all personnel documents require these details. Unfortunately, the current legislation does not clearly define which papers need to be stamped and what kind of stamp. Based on established practice, we have compiled a list of personnel documents certified by a seal in commercial organizations. It is presented in the table on page 33.
The seal certifies not only personnel documents, but also accounting papers (orders, registers, estimates), as well as the constituent documents of the organization, a collective agreement, and various agreements. Documents not mentioned in this list do not require certification with a seal.

Letters written on forms (except for guarantees) do not need to be stamped

Which documents should I put which stamps on?

We certify documents according to the rules

Of course, nothing bad will happen if you mistakenly put a stamp on a personnel order or letter. But if you do not certify a document that really needs it (for example, a contract), the consequences can be very dire. Such an agreement will not have legal force, and the court most likely will not consider it as evidence.
To avoid such troubles, we advise you to clearly define the procedure for using printing at the local level. First you need to determine scroll company documents on which you will be required to put a stamp. Then you need to make instructions for use seals, in which to write, when to put a seal equivalent to a stamp, and when to put a simple one, how stamps are used, if the organization has them. Specify separately where the seal will be stored and who is appointed responsible for its storage (this issue is usually decided by the head of the organization).

It is advisable to make this instruction, together with the list, an appendix to the general instructions for the office management of your company, and if there is none, a separate document or an addition to the charter. In the future, if it is necessary to certify a document with a seal that is not specified in the local act, the head of the organization issues a special order about this. The list of documents certified by the seal can be supplemented over time.

The instructions for using seals must specify the procedure for destroying obsolete seals

Stamp in the work book

Separately, it is necessary to say about the seal imprint in the employee’s work book. The procedure for filling out work books is clearly stated in two regulations - the Rules for maintaining and storing work books* and Instructions for filling out work books**, which must be strictly followed. Having studied these documents, we conclude: there are only three cases when the seal of an organization or personnel service is affixed to an employee’s work book (any of them can be used):
- during the initial registration of the book - on the title page;
- when changing the personal data of an employee - on the inside cover;
- upon dismissal - after recording the dismissal in the “Work Information” section.
* Approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225.
** Approved by Decree of the Ministry of Labor and Social Development of the Russian Federation dated October 10, 2003 No. 69.

In addition, there is one case when you need to put a stamp in the work book - if the employee is given an insert. This stamp is placed on the inside cover of the book or on the title page and is a rectangular imprint with the words “Insert issued.”

Larisa SANKINA ,

Associate Professor, Department of Document Science, Russian State University for the Humanities:

Unfortunately, none of the regulations regulating work with a work record book talk about how to cancel an incorrectly placed seal (for example, the seal of another organization). Meanwhile, such an error may raise questions among the Pension Fund authorities when assigning a pension to an employee. We believe that it can be corrected in the same manner as an incorrect entry in the “Work Information” section of the work book. After the last entry, put the next serial number and write that the seal of such and such an organization was placed incorrectly. For example: “The seal of the open joint-stock company Gloria was placed incorrectly.” Then place the correct one next to this seal.
It is possible that an employee with such a mark in the work book will still have to confirm the period of work in your organization with copies of orders. Therefore, provide the employee with the necessary copies when he leaves.

• Personnel records management and Labor law