In what cases are documents stamped. Entries in the employee's work book, subject to certification by a seal. If we refuse to seal the organization, is it necessary to put it in standard documents where such a requisite is provided, for example, in the cash book

Legal force of the document

In practice, quite often, personnel service workers have a question about what documents need to be approved by the employer's seal.

To give a document legal force, the following mandatory details are required:

Organization and (or) structural unit name;
- date of issue of the document;
- registration index;
- signature.

For certain types documents, additional details that give them legal force are the stamp of approval, the seal, the mark on the certification of the 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 Instruction on record keeping in state bodies and other organizations”)

The signature is a mandatory requisite certifying the document, and the seal is optional. Thus, when certifying the authenticity of a document, it must first be signed, and then (if necessary) - certified with a seal. The documents to be approved are stamped (if necessary) after the approval of the document.

Props "Printing"

The requisite "Seal" is placed on documents requiring special certification of their authenticity.

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

The procedure for use and responsibility for storing seals should be enshrined in local regulatory legal acts organizations 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 Record Keeping Instructions or the Regulations on the HR Department.

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.

Affixing a seal is necessary on originals of documents and their copies (to certify the authenticity of the copy), incl. facsimile, certifying rights, freedoms and (or) legitimate interests citizens, the rights and obligations of legal entities authorizing the expenditure money and material values.

The seal must capture part of the title of the position of the person who signed (approved) the document.

Example

Institute Director Signature S.A. Sidorov
MP

IT IS IMPORTANT! We draw the attention of employees personnel service to the fact that approximate form of the labor contract, approved by the resolution of the Ministry of Labor of the Republic of Belarus No. 155 dated December 27, 1999 (as amended on October 4, 2010), contains the "Print" property. At the same time, the approximate form of the contract, approved by the resolution of the Council of Ministers of the Republic of Belarus dated 02.08.1999 No. 1180 (as amended on 19.01.2012), does not contain the "Print" property.

Entries in work book employee subject to stamp certification

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 authorized official and the seal of the employer, and in the absence of it, individual entrepreneur - the seal of the local executive and administrative body that registered the individual entrepreneur (part two, clause 18 of the Instruction on the procedure for maintaining work books of employees, approved by the Resolution of the Ministry of Labor of the Republic of Belarus dated 09.03.1998 No. 30 (hereinafter - Instruction No. 30)).

In addition, changes in the entries in the work book about the surname, 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 recorded on the inside of the cover, certified by the signature of the employer or an authorized official and the seal of the employer, and in the absence of it from the individual entrepreneur - by the seal of the local executive and administrative body that registered the entrepreneur.

A sample entry in a work book, which is certified by a seal, see the section "Useful documentation" on page 25.

Change of records about profession, specialty on the first page ( title page) work book if the employee receives new profession, specialties are produced by supplementing existing records without deleting previously entered ones.

Links to documents on the basis of which corrective entries were made are recorded on the inside of the 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 an employee is dismissed, all records of work, awards and incentives for success in work entered in the work book during his work should be certified with the signature of the employer or an authorized official and the seal of the employer (clause 45 of Instruction No. 30).

When do you need to put a seal on orders

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

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

As an exception, it is allowed to make and certify copies of documents issued by other organizations when dealing with issues within the competence of the organization itself. For example, an organization has the right to make and certify a copy of a diploma of education 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

Elena SHIRIMOVA,
lawyer, leading expert of the "Personnel business" magazine

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

Letters often come to our editorial office with questions that are somehow related to the correct use of the seal imprint. "Do I need a stamp on an employment contract?" - asks a businessman from Samara. "Where can I find a list of documents that must be stamped?" - the Moscow HR manager is interested. "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 print

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

* State standard of the Russian Federation "Seals with reproduction of the coat of arms Russian Federation... Shape, dimensions and technical requirements"(approved by the Resolution of the Gosstandart of Russia dated December 25, 2001 No. 573-st).

Technical requirements for seals without a coat of arms in the state standard have not yet been fixed. The legislation says almost nothing about the rules for the use of seals. It is unclear, for example, what seals should be in the organization, in what cases they should be put, 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: heraldic, equivalent to heraldic and simple.
Official seals (with the image of the coat of arms of the Russian Federation) are used only in organs state power and government agencies... In addition, organizations that are endowed with state powers receive the official seal. For example, private notary offices.

The joint-stock company must have a round seal containing its complete company name and address

Commercial firms use seals equated to official... They depict a corporate emblem, logo, or simply write the name of the company. The tax number of the legal entity and the number of the certificate of state registration are indicated both on the stamp and on the seals equivalent to them.
Private entrepreneurs also have their own seals. By their status, they are considered equal to the coat of arms. But on such a seal, instead of the coat of arms and emblem, the surname, name and patronymic of an individual entrepreneur is located, as well as his location, TIN and registration number.

Stamps, Daters, Facsimiles
Stamp Is a type of rectangular print with some text. Most often, stamps are used to put the details of the organization on the document. There are stamps that confirm a certain action. For example "Paid", "Insert issued".
Dater - automatic date stamping device. The procedure for using stamps and daters is not regulated in the legislation, so the organization must determine it independently.
Facsimile Is a seal or cliche with which a person's signature is reproduced. In accordance with article 260 of the Civil Code, facsimiles can only be used in the manner prescribed by law. However, this order does not yet exist. You cannot put facsimiles on personnel and accounting documents - only the official signature of the official is needed there. But on letters, letters, congratulations - it is quite acceptable.

Heraldic and equivalent seals are put on documents that require special confirmation of authenticity - contracts, letters and certificates, work books, service certificates, etc.
Simple are considered seals of structural divisions of the company, seals for certain types of documents, stamps. They come in different shapes - round, triangular, rectangular, square. 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 in the state standard have not yet been fixed

Where to place the stamp print?

The seal should be located at the bottom of the document, next to the signature of the official. Please note: the seal is placed in such a way as to partially cover the word that denotes the position, but not to be signed and deciphered.

Some documents bear a special mark "M.P." (place of printing). If it is, one less concern: put the print directly on it. The letters "M.P." are present on the title page of the work book, on accounting papers, certificate forms.

What is printing for?

The seal gives legal force to the document - it confirms the authenticity of the signature of the official. But not all personnel documents need this props. Unfortunately, the current legislation does not clearly define which papers must be stamped and which stamp. Based on the 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 constituent documents organizations, collective agreement, various agreements. Documents not mentioned in this list, certification by the seal is not required.

Letters executed on letterheads (except for guarantee) do not need to be stamped

What documents to put on what seals

We certify documents according to the rules

Of course, nothing bad will happen if you mistakenly put a seal on a personnel order or letter. But if you do not seal 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 define scroll documents of the company, on which you will be obligatorily stamped. Then you need to make instructions for use seals, in which to write, when to put a seal, equated to the stamp, and when - simple, how stamps are used, if they are in the organization. Specify separately where the seal will be stored and who is appointed responsible for its storage (usually this issue is decided by the head of the organization).

It is advisable to make this instruction together with the list an annex to general instruction on the office work of your company, and if there is none - as an independent document or an addition to the charter. In the future, if you need to certify a document with a seal that is not specified in 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.

In the instructions for using the seals, it is necessary to prescribe the procedure for the destruction of obsolete seals

Labor book printing

Separately, it should be said about the seal imprint in the employee's work book. The procedure for filling out work books is clearly spelled out in two normative acts - the Rules for maintaining and storing work books * and the Instructions for filling out work books **, which must be strictly observed. After examining these documents, we conclude: there are only three cases when an organization or personnel department is stamped in an employee's work book (you can use any of them):

• during the initial design of the book - on the title page;
• when changing the personal data of an employee - on the inside of the cover;
• upon dismissal - after the record of dismissal in the section "Information on work".

* Approved by the Decree of the Government of the Russian Federation of April 16, 2003 No. 225.
** Approved by the decree of the Ministry of Labor and Social Development of the Russian Federation of 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 has been issued an insert. This stamp is affixed on the inside of the book cover or on the title page and is a rectangular imprint with the words "Issued insert".

Larisa SANKINA,
Associate Professor, Department of Documentation, Russian State University for the Humanities:

- Unfortunately, none of the regulations governing the work with a work book talks about how to cancel an incorrectly placed seal (for example, the seal of another organization). Meanwhile, such a mistake may raise questions from the bodies of the Pension Fund when assigning a pension to an employee. We believe that it can be corrected in the same order as the 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 put in error. For example: "Printing open joint stock company “Gloria” is wrong. ”Then put the correct one next to that 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, give the employee the necessary copies when he leaves.

More information about the material can be found in the magazine

The question of whether a seal is needed on letters and, if so, which letters need to be certified with a seal, arises quite often in practice. Its solution is further complicated by the fact that there are no clear instructions on this in the law. In the article, we tried to give a complete answer to these questions, guided by expediency and common sense.

From the article you will learn:

Why is stamped on a letter or other document

Before clarifying the question of whether you need a seal on letters, first you need to understand what it is. This is a special fixture with a flat base made of hard rubber. A mirror image of an imprint of an enterprise or organization is carved into the rubber layer. If this layer is coated with a special coloring agent and the seal is pressed against a sheet of paper, its exact display will appear on it. Such cliches of seals are, in some cases, mandatory details of documents and are put on the signature of the person who signed the document in order to confirm the authenticity of this signature and the document as a whole.

Note: The main technical requirements and descriptions of the shape and size of seals, as well as the rules for placing text on them are given in GOST R 51511-2001 “Seals with reproduction of the coat of arms of the Russian Federation. Form, dimensions and technical requirements ", approved by the resolution of the Gosstandart of Russia dated December 25, 2001 No. 573-st.

Requirements at the state level are established only for those seals that bear the image of the coat of arms of the Russian Federation, including the coats of arms of the constituent entities of the Federation, municipal and rural formations. For the seals of commercial structures, there are no such general regulations for execution. Therefore, if the company actively uses printing on outgoing letters and other business documents for signature certification, it is advisable to develop a local normative act, which will be regulated by such issues as:

• what types of seals are used in the organization;
• procedure and rules for using impressions of different types of seals;
• how they are stored and who is responsible for their safety;
• the procedure for renewing seals and their disposal, etc.

What stamp is put on letters and documents

Taking into account the provisions of GOST R 51511-2001, all printing can be divided into three types:

stamp;

equated to the stamp;

All seals with the coat of arms of the Russian Federation are classified as official. Such clichés can only be used by public authorities, as well as organizations and institutions that have state status or have the authority to represent the state. State powers, for example, are vested in private notary offices.

Equivalent to a stamp on a letter can stand in the event that its sender is commercial organization... On the prints of such cliches it is fashionable to see corporate logo company, its logo or just the name. If a private entrepreneur has his own seal, it also has the status of a stamp. In this case, instead of the name of the enterprise, the surname, name and patronymic of the businessman are located in its center.

Stamp and equivalent seals on letters and documents must necessarily have a round shape and contain such details of the organization, company or individual entrepreneur as:

• individual taxpayer number (TIN);
• number of the certificate of state registration.

Note: Recently, the government initiated the adoption of a law that abolishes the mandatory presence of a round, equivalent to the official seal, which was previously necessary for everyone legal entities... Now, if an enterprise does not use such a cliché in its activities, it makes sense for it to issue a confirmation letter about the absence of a seal in order to facilitate interaction with banks and other government agencies.

Simple seals include those seals that are used by individual structural units of enterprises, as well as those that are intended only for any one type of documents. Their shape can be any - square, round, triangular. Such seals are not put on official letters and documents - they are used to certify copies, certificates, passes, etc.

The table shows some types of documents and types of seals that are placed on them.

Location of the seal on the letter

Printing on the official letter is a confirmation of the legal significance of this document. Its presence and location is established by GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for paperwork ".

Note: This regulation will be replaced this yearGOST R 7.0.97-2016 , which comes into effect on July 1.

In accordance with the standard, an imprint - a mandatory requisite with a serial number 25, is 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 located 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 letters or other documents are stamped is indicated by the letters "MP". This assumes that the print should be placed right on top of these lettering.

Read also:

Which letter is certified by the seal

In accordance with general ruleestablished by GOST R 6.30-2003, seal, certifying the authenticity of the signature of the official who signed the document, is put in three cases:

• on documents certifying the bearer's rights;
• on those that record facts related to cash flow;
• in other cases, providing for the need to certify the authenticity of the signature.

The law does not establish a clear list of documents on which this or that seal is put. But, if you follow the recommendations of the aforementioned GOST, the letter is stamped if it:

1. is a warranty;
2. confirms the fulfillment of previously taken or the assumption of new payment obligations;
3. sets up a delivery schedule or, for example, a milestone schedule.

Do I need a stamp on an official letter

Previously, when the letterheads of organizations and enterprises were produced exclusively by printing and each of them had its own registration number, there was a rule according to which a letter printed on a letterhead was not stamped. Except for letters with financial content, sure. But now, in order to save time and money, in almost all enterprises, forms are formed in ordinary text editors installed on any computer and printed right there on the printer. There is no particular difficulty in forging any form.

Note: If the letter is unsealed and printed on a letterhead, but there are doubts about its authenticity, it is necessary to contact the sending organization by the contact numbers indicated in the head of the form and clarify whether they sent such a document.

It makes sense to draw up a local normative act, which will regulate the procedure for using seals at the enterprise and it will be clearly spelled out which letters need to be certified with a seal. This document will determine the list of business papers that require certification without fail, as well as establish the rules in which cases and on which documents a stamp or an equivalent stamp will be put, and on which - a simple one.

Whether to stamp the cover letter

A cover letter by itself has no informational meaning. This type of business correspondence is drawn up in the form of an introductory part, as a rule, consisting of a standard phrase-stamp: "In this case, we send you; ..." and a numbered list with a description of each document included in the package of sending.

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

Note: it is strictly forbidden to stamp on blank letters or blank sheets of paper - this is a direct path to abuse and fraud.

Thank you letter printing

As a rule, for the design of letters of gratitude, especially if they are intended for the solemn presentation of one of the employees, ready-made printing color letterheads are used, and not standard company forms. In this case, it makes sense to seal the signature of the manager under the letter of thanks.

If such a letter is sent to the address of a customer, client or business partners, for its execution, as a rule, a standard form of the organization is used. If so, there is no need to bet on this thank you letter an official seal or an equivalent seal.

Print for documents - where you can put her and what should she be? The answer to these seemingly simple questions is characterized by a number of nuances - consider them.

What should be the seal for documents?

Organizations and individual entrepreneurs for the purpose of certification of documents can use the seal:

• main;
• structural unit;
• special (for example, printing 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.

The need to engage stamps for documents, other than the main one, may be due to the difficulty of obtaining the structural divisions of the company or specific employees of prompt access to the main print. Therefore, they may be given the opportunity to use appropriate alternative instruments for document certification.

FROM legal point vision, all types of seals used by the company are equivalent if:

• through them, fixation on paper is possible full name the company, as well as its address;
• they are round;
• the name of the type of seal used (for example, "For the personnel department") does not contradict the scope of its use (that is, the personnel department cannot certify the documents of the sales department with its seal).

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

In accordance with the amendments introduced by the law of 06.04.2015 No. 82-FZ to a number of federal legal acts, russian organizations in general, they are not obliged to use the seal in legal relations, unless otherwise expressly prescribed by individual norms of law.

You can find out more about the specifics of the application of the law governing the use of seals by organizations in the article.

But if the company still uses its own printing for documents - where you can put her, which part of the sheet?

What part of the document is stamped?

Affixed printing for documents in most cases next to the signature of the person who certified the official paper. As a rule, in the relevant area of \u200b\u200bthe document there is an abbreviation "M.P." (place for printing). But if it is not provided by the original form, you should not write it manually.

Where can documents be stamped at their assurance? So, on the certified document, the seal should be 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 certified the document.

It is also desirable that the seal partially captures one of the words that make up the title of the position of the person who signed the document.

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

Where can I find sample stamps for documents?

Our experts have prepared several samples for you stamps for documentsthat are used in various cases. And also you can see an example of how to properly stamp a document.

Outcome

In order to optimize document flow russian firms has the right to use not only the main, but also additional stamps 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 name and address of the company. All types stamps for documentsused by the company for their assurances sent to external entities - counterparties, government agencies, should be round.

Where are the documents stamped? It should be affixed so that other significant records present in the document are not covered.

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

An incorrect sick leave cannot be paid by either the employer or the Social Insurance Fund. As a result, the person does not receive the compensation due to him for the period of incapacity for work. The absence of at least one seal or signature in the appropriate place is the basis for considering the sick leave to be incorrect and invalid. That is why it is necessary to know how many stamps should be on the sick leave and in what places they should be affixed.

Minimal amount

In case of error

If there are corrections on the sick leave (only by the employer), all of them are recorded on the back of the sick leave and certified by the signatures of the director and accountant, and also certified by the seal of the organization.

According to the established rules, in the hospital institution, to which the citizen temporarily disabled has applied, two seals are put on the form: when opening the sick leave and when it is closed. After setting the first seal, the sheet is not handed over to the person, it is kept by the attending physician along with the medical card until the moment of discharge. After the sick leave ends, the doctor or the person responsible for registering the forms strict accountability puts the seal of the medical institution, signs it, makes an entry in the journal about the issue and gives it to the recipient personally. The duty of a citizen to provide a certificate of incapacity for work at the place of work within six calendar months (how long the sick leave must be paid, find out). There cannot be less than two seals on a sick-list of a new sample.

What stamps does a medical institution put

Triangle stamps or round

Not by the rules

If certain mistakes were violated or certain mistakes were made, then the FSS may not accept such a certificate of incapacity for work and not reimburse the employee for sick leave. These errors, among other things, include: lack of print or its poor-quality print (and, as a result, unreadable), or print on the cells of the information field, when it interferes with reading the text.

The Ministry of Health has clearly established which stamps should be on the sick leave: round or triangular. Each medical institution has several types of seals. The sick leave certificate in specially designated places is certified by triangular, in which the name of the organization or the phrase "for sick leave". It is assumed that organizations of a specific profile (narcological or psychiatric hospitals) may use triangular seals without the name of the medical institution. The upper left corner of the form must be certified by the hospital stamp. A round seal is put only if the citizen applied not at the place of permanent residence or temporary registration. All seals must be clear, identical, legible and blue. Medical institutionconducting a medical and social examination, puts a triangular seal in the appropriate place.

Does the employer have to stamp the letterhead

The lower part of the form is completed by the employer after receiving the sick leave from the employee. The seal is put in the event that the organization has it. In fact, the legislation does not oblige to certify the form with the seal of all employers, therefore, the Social Insurance Fund often receives sheets certified by the signature of the head. Since the stamped hospital certificate medical organization is the main documents for transferring compensation for loss of working capacity, the employer is obliged to check the correctness of filling in all the fields before submitting it to the Social Insurance Fund. The seals of a polyclinic or hospital should be in a strictly designated area, not to fall on the information fields of the form. It is allowed to leave the seals outside the boundaries of the allotted place, if the filled columns remain unchanged.

Requirements for seals

Medical organizations are required to have triangular stamps for filling out sick leaves, as well as round stamps, which additionally certify other data. If a note is made in the form that the insured person has applied not to the place of permanent or temporary registration, then this mark is certified with a round seal. It must contain the following information: the name of the organization, legal address, INN. Certification on the form of a certificate of incapacity for work is allowed, a round or triangular seal with the signature "for sick leave", provided that the rest of the mandatory data is registered in the organization's stamp. The exception is psychiatric and narcological dispensaries.

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