Clerk's cheat sheet: What documents are stamped on? All about printing and its use

Legislative acts and regulatory requirements for seals

Official seals are used by commercial organizations

There are simple seals, as well as those with the coat of arms of the Russian Federation on them. Downtime can be used in any case that involves confirming the authenticity of a document.

As for the official seal, its help is resorted to in certain cases. It is needed and used mainly by commercial organizations. Certain requirements are provided for stamps with the image of the coat of arms; they are regulated by legislative and regulatory acts:

GOST R51511-2001 in the new edition will help you become familiar with the requirements that the state imposes on signs with a design of the coat of arms of the Russian Federation.
If we are talking about joint stock companies, then the requirements that the seals of these organizations must meet are described in paragraph 6 of Article 2.

Special requirements for seals with the reproduction of the state emblem of the Russian Federation

It is believed that all signs with the coat of arms of our country must meet certain requirements in shape and size:

the stamp is made invariably round in shape;
the coat of arms of the Russian Federation, the same double-headed eagle, is visualized on the surface;
the coat of arms is in the central part, and in a circle is the name of the organization, in accordance with what is specified in the regulatory documents;
if the name of the organization has an abbreviation, then it is indicated in brackets after the main name;

The name of the organization is written in Russian; if it has another variation (in English), then it is indicated later.

Requirements for JSC signs:

The stamp must be round in shape and contain the full name of the joint stock company.
The name is indicated in Russian, and if required, in any other language, in particular in the language of the peoples of the Russian Federation.
The sign must also contain information regarding the location of the organization.

We offer stamp production

Ryazan Tax Consultation LLC offers a wide range of accounting and legal services, as well as production of seals, including stamps. We have all the necessary licenses that allow us to create such products. By contacting us, you are guaranteed to receive a responsible and attentive approach to the creation of official seals, because their status implies a high degree of protection against counterfeiting and manufacturing accuracy.

The official seal is created by us using special rubber, onto which information about your company is applied using laser engraving using modern and high-precision equipment. Thanks to this method, the products are reliable and protected. You can find samples of the seals we have created in the catalogue. From us you can order the production of stamp stamps of two types of equipment - plastic or metal manual or automatic with a reinforced body. The seals we create meet the modern requirements of the state standard:

Printing is done only in round form.
The upper circle is 1.3 mm thick with microtext no more than 0.8 mm high.
The diameter of the products is 40 mm or 45 mm.
Automatic seals are equipped with a protective cover.

To order a stamp seal, you need to provide us with an extract from the charter, which will indicate the full name of the company, as well as a clear sketch of the seal. We work quickly and efficiently - evaluate our skills now.

Which institutions have the right to use the official seal?

It is advisable to register the seal in several government agencies

Commercial organizations, joint stock companies, as well as individual entrepreneurs. Limited liability companies also use similar attributes.

Do I need to register my seal?

Regarding registration, everything is ambiguous. Yes, it is better to register and this will have to be done in several institutions.

State authorities are interested in registering signs containing the image of the coat of arms. If the seal is not registered, then the activities of the organization that uses it may be considered contrary to the legislation of the Russian Federation.

Where does the trademark registration take place:

you will have to contact the tax service with this request;
the procedure also takes place at the registration and chamber of commerce and industry;
You should contact the Department of Internal Affairs and the register of the manufacturer.

The stamp is assigned a specific number. They also open a registry file, in which notes are made as changes occur. It is believed that registration will help avoid fraud.

How to store seals and stamps

The main round seal of the organization must be kept by the head of the department appointed by order of the head of the organization and kept in his safe. It can be issued against signature to other employees in cases where this manager is absent for a long time or there is a need to use the seal on weekends and holidays or use it outside the organization.

Simple (auxiliary) seals and stamps are kept by the organization’s employees responsible for their use and safety.

Auxiliary stamps are stored in lockable tables. Basic and simple (auxiliary) seals, a corner (address) stamp are stored in sealed safes (metal fireproof cabinets), access to which is available to the employee who received the seals and stamps and is responsible for their safety.

What to do if the seal is lost or stolen?

Such situations often arise, but do not panic. If the seal with the symbols of the coat of arms has disappeared, it has been lost or stolen, then you should proceed according to the following scheme:

You can contact the police with a statement; it is unlikely that law enforcement officers will begin an urgent search, but at least they will be aware of the events taking place and maybe help you find the value.
It is imperative to notify your partners that the main stamp is lost or stolen.
You can get a certificate from the police, they will confirm the fact of loss or theft of the sign. Having such a document in hand, a person has the right to restore the seal.

Whoever steals the official seal has the right to enter into a deal to receive a large sum of money or provide certain services. It is for this reason that it is so important to register signs and report their loss.

How to use stamps in an organization

The provisions on the procedure for using the seal, recorded in the Unified State System of Records Management (USSD), were approved by Resolution of the State Committee for Science of the Council of Ministers of the USSR dated 09/04/1973 No. 435 and recommended for use by all ministries, departments and their subordinate institutions, organizations and enterprises when improving records management. The provisions on the press recorded in the Unified State Database remain valid to this day.

The seal is affixed on authentic documents certifying the rights of officials, facts of expenditure of funds and material assets, on settlement and payment documents, certificates, powers of attorney, on organizational documents (for example: regulations, charters, constituent documents, staffing tables, etc.). A seal impression is also affixed in all cases when it is necessary to certify the rights of officials of the organization, confirming the expenditure of funds and material assets, etc.

It is important to know:

A seal impression is placed on documents to certify their authenticity and confirm their legal force.
Seals are produced in strictly limited quantities and exclusively for official purposes.

Request for a certificate

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Dear students! Here you can order the following certificates:

Certificate with official seal - for submission to the department of social protection of the population, branches of the Pension Fund of the Russian Federation, subsidies department, department of guardianship and trusteeship, to countries near and far abroad;
Certificate with official seal in English - for submission to countries near and far abroad;
Certificate with the general seal of the University - for submission to external organizations, indicating the name of the organization;
Certificate with the seal of the University for documents - for submission to the structural divisions of the University;
Certificate of study at an educational institution (for EXPELLED students previously called “Academic certificate”);
Certificate of study period for transfer to other higher education institutions;
Certificate of income.

The certificate can be ordered through the website of the Federal State Budgetary Educational Institution of Russian National Research Medical University named after. N.I. Pirogov, as well as in the dean’s office of the faculty.

Should I put a stamp on a cover letter?

The cover letter itself does not have any information load. This type of business correspondence is drawn up in the form of an introductory part, usually consisting of a standard stamp phrase: “At the same time, we are sending you;...” and a numbered list describing each document included in the sending package.

There is no direct need to put a stamp on the cover letter, even if the package of documents includes some business papers that have the nature of financial and guarantee obligations, the same contracts, for example.

Please note: it is strictly forbidden to put a stamp on blank letterheads or blank sheets of paper - this is a direct path to abuse and fraud.

Sample cover letter requesting

Sample characteristics

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How to keep records of seals and stamps

To record seals and stamps, it is necessary to keep a journal, which is kept by the employee responsible for the safety of seals and stamps. The journal must be maintained according to the rules for maintaining strict reporting documents. Each sheet of the magazine is numbered, the magazine is laced, sealed (stamp) and signed by the head of the organization. The magazine is stored in a fireproof cabinet (safe).

Received seals and stamps must be immediately registered (see Seals and Stamps Logbook).

To conduct inspections of the state of accounting and storage of seals and stamps, special commissions may be created in the organization. Based on the results of the inspection, a certificate (act) is drawn up and submitted to the manager to take measures to ensure proper accounting and storage conditions for seals and stamps. When transferring or dismissing an employee responsible for recording and storing seals and stamps, the manager appoints a commission to verify the actual availability of seals and stamps.

The results of the inspection are reflected in the act of acceptance and transfer of seals and stamps to another employee appointed by order of the manager to be responsible for their accounting and storage. The act must contain an appendix with seals and stamps.

Location of the seal on the letter

on an official letter is confirmation of the legal significance of this document. Its presence and location are established by GOST R 7.0.97-2016.

In accordance with the standard, the seal is a mandatory attribute with serial number 24, located at the bottom of the document, just below the line that indicates the position and surname of the person who signed the document. The imprint should be positioned so as to partially overlap the title of the position, but not overlap the signature and surname of the person who signed the document.

In some cases, the place where the seal is placed on letters or other documents is indicated by the letters “MP.” This suggests that the imprint should be placed directly on top of these letter designations.

Replacement and acquisition of seals and stamps

Replacement and acquisition of seals (stamps) are carried out on the basis of an order (instruction) of the manager on the recommendation of the heads of the organization’s structural divisions. To produce seals and stamps, an order is placed with the organization (company) that produces seals and stamps. Seals and stamps are registered with the person who received them until they are transferred (surrendered) or replaced (destructed). Seals (stamps) to be replaced are destroyed.

Destruction of seals and stamps

carried out by a commission, which is created by order of the head of the organization.

The method of destruction is determined by the commission. The destruction of seals and stamps involves the complete destruction of their printing surface and form, which does not allow the possibility of restoration and further use. Products made of rubber, rubber, and polymers are cut into small pieces or burned, and those made of metal are sawed off with two cross lines. An act on the destruction of seals and stamps is drawn up and approved by the manager. A note about the destruction of seals (stamps) is made in the journal, indicating the number and date of the act.

The act must indicate:

time and place of destruction;
composition of the commission;
the basis for the destruction of seals and stamps;
name and imprints of destroyed seals and stamps;
method of destruction;
conclusion of the commission on bringing the seal (stamp) into a state that excludes the possibility of its restoration and further use;
signatures of the commission members.

The acts are stored together with the journal of seals and stamps.

Results

In order to optimize document flow, Russian companies have the right to use not only the main, 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 seals for documents reflects the name and address of the company. All types of seals 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 get acquainted with other nuances of using printing when organizing document flow at an enterprise in the article “Is a seal placed on an invoice (nuances)”.

Sources: Law “On Amendments to Certain Legislative Acts of the Russian Federation Regarding the Abolition of the Mandatory Printing of Business Companies” dated 04/06/2015 N 82-FZ

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