How many seals can an organization have? Seals and stamps in Rostov-on-Don

Every company that uses a stamp seal in the course of its activities should be well aware of each provision regarding the stamp seal: where the stamp seal is placed, on whose signature the stamp seal can be affixed, on which letters the stamp seal is affixed and other important rules. It must be said that the use of the official seal is limited. It is for this reason that the question arises: “Who can use the official seal?” In other words, not every enterprise operating in our country has the opportunity to use an official seal. This applies only to government agencies. In addition, to obtain the right to use the official seal, you must obtain permission.

The official seal can only be affixed to certain documents. List of documents on which the official seal is affixed:

• – agreements on supplies, contracts, rental of premises, financial liability;
• – travel certificates;
• – various agreements and contracts that are signed on behalf of the organization;
• – graduate certificates;
• – characteristics of students in public educational institutions;
• – personal files of institution pupils;
• – staffing schedules of organizations;
• – certificates;
• – cost estimates;
• – other documents.

When using a seal, the following question is also often asked: “Whose signature is the official seal placed on?” The official seal can only be affixed to the signature of the manager or another manager who has the responsibilities of a manager. This can be explained by the fact that it is the management of the enterprise that bears criminal liability.

The procedure for using the official seal is also approved by law. Thus, the person who is responsible for the safety of the official seal is appointed by management. According to the rules, the seal must be stored in a safe or in an iron box. The regulation on the official seal also states that, both during working and non-working hours, the seal must be located exclusively within the premises of the enterprise. Transferring the seal to unauthorized persons is strictly prohibited.

Each enterprise is required to have its own seal. The imprint gives the documentation legal force, allowing it to be used both within the organization and transferred to third parties.

Uncertified papers can only be used in internal document flow . Any legal transaction concluded with a legal entity or individual outside the enterprise must be certified by an imprint.

Using a seal: how and where to put it

Within one organization, different types of printing can be used: basic, structural and special. Stamps are placed on the following types of documents :

• acts;
• powers of attorney;
• contracts;
• conclusions;
• writs of execution;
• letters of guarantee;
• registers;
• statements;
• travel documents;
• instructions;
• agreements;
• references and characteristics;
• petitions and letters of guarantee;
• title lists;
• cost estimates;
• charters of organizations.

LLC activities without a seal and its cancellation

In April 2020, No. 82-FZ was issued, which introduced the wording “if available” into the laws relating to the press of LLCs and JSCs, i.e. transformed the obligation to use it into a right

.

From now on, each organization determines for itself the need to use a seal, but the law may stipulate documents in which its affixing is still mandatory. These are RKO, strict reporting forms, etc.

In all other documents today, the imprint may not be placed, but only if this is stated in the Charter of the company. The seal is affixed at the discretion of the enterprise in accounting and tax reporting, primary documents, powers of attorney, work books and other forms.

You need to pay close attention to contracts. If the agreement concluded earlier stipulated the mandatory affixing of an imprint in the PD samples, then either it must continue to be affixed, or an additional agreement must be concluded to exclude it from the mandatory details of the documents.

Overall, the cancellation is a benefit for businesses and encourages more paper-based adoption. With the development of technology, it is easier to choose modern identification methods and switch to electronic document management.

Thus, in tax reporting, an electronic digital signature is increasingly being affixed, and in judicial practice, the imprint is qualified as an additional requisite, and not mandatory. Moreover, since 2013, organizations have the right to independently develop forms for primary documents, the main thing is that they are recorded in.

Print shape and size

The regulations do not regulate the size, color and form of indication of details. The name of the organization and the actual address must be written in full. Details can be specified in a foreign language (for example, the name of the company can be written in Latin). Typical print size is 38-42 mm . Typically, purple or dark blue ink is used for stamping.

The print should be clear, bright, but not too bold. If the integrity of the seal is damaged or worn out, the organization is obliged to order the production of another copy. A new stamp will also be required if the name or actual address of the company changes. A paper certified by a faulty or invalid seal loses its legal force .

Do you need an LLC seal?

In fact, it will not be possible to abandon this attribute of a legal entity any time soon. The reasons for this are as follows:

1. Article 2 of the Law “On LLC” now contains the following clause: “Federal law may provide for the obligation of a company to use a seal.” This means that a newly adopted legislative act at the federal level may introduce its mandatory use in any situation.
2. Changes to the voluntary use of stamps have been made in some regulations, but others still require their use. So, an imprint is still required in and on receipts. We must wait until the mention of the mandatory seal is removed from other acts, but for now in some situations it cannot be avoided. Of course, the departments noted the fact of cancellation, so they give their own interpretation of the controversial situations that arise. Thus, Rostrud allowed the confirmation of entries in work books not with round imprints, but with stamps from the personnel service.
3. If the counterparty to the transaction has not refused the seal, then when concluding the contract he has the right to demand its use from you. In this case, the transaction may not take place, because the parties must agree on all contractual terms.

With regard to documents sent to the tax authorities (declarations, reports, certificates), the Federal Tax Service of Russia reports that regardless of changes to the orders of the tax service, they are accepted both with and without a company stamp (letter dated August 5, 2020 No. BS-4-17/).

In addition, it is now recognized by default that the organization does not use a seal. If this is not the case, then the charter must contain information about its availability (Article 2 of Law No. 14-FZ). Again, it is not clear in what time frame the charter must be changed if such wording was not there. Nothing is said about liability for violating this norm or whether the organization’s seal is legitimate if the charter does not mention it. It turns out that the intention of legislators to simplify document circulation only added more questions and troubles for businessmen.

What does the seal certify?

The imprint is used to certify documents confirming the rights of persons to perform certain official duties. The list of actions requiring certification and the list of seals is regulated by the instructions. It is developed and approved by the head of the organization. The instructions may include sections containing information about:

• list of seals;
• order of use;
• persons entitled to use;
• storage location;
• list of documents to be certified.

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:

1. 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.
2. It is imperative to notify your partners that the main stamp is lost or stolen.
3. 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.

The penalty for forging a stamp with a coat of arms is imprisonment for up to 3 years

The Criminal Code of our country provides for punishment for forgery of documents and stamps; it is specified in Article 327 of the code. If a person decides to commit such an offense, he faces arrest for up to 6 months, as well as imprisonment for up to 3 years.

So, who has the right to use the double-headed eagle seal? This sign is used primarily by commercial organizations and joint-stock companies. A stamp is required to confirm the authenticity of documents when drawing up contracts or concluding transactions.

Noticed a mistake? Select it and press Ctrl Enter to let us know.

What types of documents must be certified with a stamp?

Not all documentation requires mandatory affixing of the main seal. The types of papers that must be certified depend on the type of activity of the enterprise .

Primary

Generalized papers refer to primary documentation: they confirm the act of conducting a legal transaction. All documents related to primary documents undergo accounting.

Under any circumstances of the transaction, stamps are required on documents printed in accordance with generally accepted standards. If documents with an individually developed structure are used within the organization, stamping them remains at the discretion of the manager .

Orders

They relate to internal documentation: orders cannot be used outside the organization. If an employee requires a copy of a document for personal use, only the copy is stamped. The original document is certified only by signature.

Letterheads

Placing a stamp depends on the type of form . If it relates to documents subject to reporting, it must be stamped. As a rule, these are powers of attorney and letters of guarantee that authorize an individual or legal entity to represent the interests of the company.

Other types of documentation

In addition to basic documentation, contracts, acts and certificates must be certified. There are separate regulations for certification of work records. When hiring, a stamp is placed on the title side of the first page.

Any changes in personal data (change of surname, address) are certified by affixing a second stamp to the back of the page. the organization's seal is also affixed next to the corresponding entry .

Once again about printing

If a private company puts the coat of arms of the Russian Federation on its seal without special permission, and then wants to put a stamp on documents, it will automatically break the law. The official seal is affixed to the following documents:

• Agreements,
• Acts,
• Powers of attorney,
• Travel certificates,
• Applications,
• Letters of guarantee,
• Protocols,
• Registers,
• Statutes,
• and others.

Why do you need a “For Documents” stamp?

Most often, this is an additional seal of the organization, which is not located by the head of the enterprise, but in the accounting department. It has legal force if it is made in accordance with the requirements. It is used when you need to put a stamp on any documents, with the exception of financial banking documentation. Such stamps are placed on:

• Invoices,
• Reconciliation acts,
• Accounts,
• Internal documents of the organization.

Stamp

A stamp is a seal of any shape other than round, which also has no legal force. Therefore, to the question: Where can I put a stamp? - the answer will be simple: Everywhere where an official seal is not required. You can put a stamp on the following documents:

• Help,
• Invoices,
• Warranty documents
• Internal documents.

Stamps from

is the leader in St. Petersburg in the production of stamp products. We offer all types of seals and stamps made from high quality materials. Order fulfillment time is from one hour. From us you can not only order seals and stamps, but also get expert advice on complex issues. If you do not know which documents need to be stamped and for which a stamp is sufficient, please contact us.

We are waiting for you! Contact us.



• price
• portfolio
• order online
• delivery

• Printing LLC "Romashka" manual equipment price for 1 piece.
• Printing Institute of Business automatic main. price for 1 piece
• Seal LLC "Kolos" automatic main. price for 1 piece
• Print MDM Bank pocket main. price for 1 piece
• Automatic stamp stamp price for 1 piece
• Stamp Bank "Petrovsky" automatic main. price for 1 piece
• Stamp RECEIVED automatic main. price for 1 piece
• Facsimile automatic main. price for 1 piece
• Flash printing LLC "Pobeda" manual base. price for 1 piece
• Bookplate by A.V. Chizhov pocket base. price for 1 piece

Delivery within the Ring Road is free for orders over 3,000 rubles, or 300 rubles.

All residents of the post-Soviet space believe from an early age that any document can be considered legitimate if it bears a seal. Therefore, we sculpt it wherever necessary and without saying: “it won’t be superfluous.” How important is the presence of a seal imprint on a particular document? (The article Is a seal needed on a contract will tell you about this?) So why do you need a seal? Let's start from the beginning:

What is a seal?

A seal is a round cliché that is used to make impressions on certain documents in order to confirm their belonging to your organization and their authenticity. special requirements and rules (GOSTs) for seals for organizations and individual entrepreneurs .

What is the difference between a simple seal and a stamp seal?

Depending on the appearance, stamps can be:

1. Stampede . Among other data, they contain the state emblem of the Russian Federation. The right to use it for certification is granted only to managers and officials from among government bodies.
2. Round . Mandatory for every organization. In addition to the name and address, it indicates the number of the state registration certificate.
3. Oval and triangular . Used for internal documentation (passes, packages, letters). They cannot be placed on papers confirming financial transactions.

Requirements in 2020

There were no significant changes in use in 2020.

And most importantly, the most controversial issue has been resolved - the presence of an imprint when filling out work books

. Previously, the Ministry of Labor determined that it was mandatory to affix it, even if the organization abandoned it in its activities, now only those companies that use it need to affix a seal.

The rest of the rules and regulations have not changed in 2020.

The laws on JSC and LLC determine the required details: full name, organizational and legal form, city or locality of actual location. The name must be indicated in Russian and optionally in any other language. Nothing else is spelled out in the law, so a company can additionally add a tax identification number, checkpoint, emblem or trademark, but it must be registered.

In addition to the fact that mandatory details are stipulated by law, other parameters (dimensions, sketches) are not defined, therefore, when producing them, stamp workshops are usually based on GOSTs applied to official seals.

Additional stamps indicate for which service or documents they are intended: “HR department”, “archive”, “for invoices”, “for delivery notes”, etc. You can choose a shape for them not only round.

In what cases is it necessary to certify the manager’s signature with a seal?

The list of documents requiring signature certification is determined by organizations independently. Placing a stamp is mandatory for originals and copies of documents certifying:

• employee job responsibilities;
• expenditure of funds and material assets;
• representing the interests of the organization outside its borders.

Only an authorized official has the right to put a stamp using the main type of seal of the organization. Only individual entrepreneurs have the right to use a personal stamp.

Basic forms of prints

Since there is no formal classification, depending on the type of organization, there are four main types of typical prints :

1. Simple . Includes basic information: company name, form of activity, address.
2. With microtext . It has a complex edging. It runs along the edge of the print in two layers. The external one includes text in small font, most often the registration number is indicated there. Internal contains information about the enterprise itself.
3. With edging . Making customized seals allows you to choose different types of design. The ornament passes between the outer and inner layers without affecting the inscription.
4. For individual entrepreneurs . Contains information about the entrepreneur: full name and details.

Choosing the appearance of the seal is the responsibility of the manager. The pattern on the stamp should be concise and understandable, and the font should be clear and easy to read.

For more information on receiving goods from the supplier, paperwork and round printing, see the video below.

How to put a stamp correctly? Should the seal affect the signature?

There are only general requirements for organizations; these requirements, by analogy (in the case of making a seal for an individual entrepreneur ), can also be applied to seals for an individual entrepreneur : the 1st seal must have a round shape; The 2nd seal must contain the full name of the organization; The 3rd seal must contain an indication of the location of the organization (the region of the Russian Federation is sufficient).

What is a stamp?

A stamp is a cliche containing any information of any shape with the exception of round. Stamps come with company details, or confirming: “the copy is correct”, “paid”, “approved”, etc.

Why are seals and stamps needed?

So why do you need seals and stamps ? To begin with, a seal is an additional confirmation of the authenticity of a document coming from your company, as well as additional protection for the manager’s signature. In some cases (especially in relations with government agencies), without a seal, a document may be considered invalid and not accepted. A stamp is used in most cases to save the time of your employees when it is necessary to apply repetitive information to internal company documents; it is usually used in office work or accounting.

Approximate list of documents on which the official seal is affixed16

Acts (acceptance of completed construction of facilities, equipment, work performed; write-offs; examination, etc.);

Powers of attorney (receiving inventory, conducting business in arbitration, etc.);

Agreements (material liability, supplies, contracts, scientific and technical cooperation, rental of premises; on the production of work, etc.);

Tasks (design of facilities, technical structures, capital construction, technical, etc.);

Applications (letter of credit, refusal of acceptance, etc.);

Samples of seal impressions and signatures of employees who have the right to carry out financial and business transactions;

Letters of guarantee (for work, services, etc.);

Orders (budgetary, banking, pension, payment (consolidated, to the bank, for receipt and transfer of currency, for import, etc.);

Submissions and petitions (for awarding orders and medals, prizes, etc.);

Registers (checks; budget orders submitted to

Cost estimates (for the maintenance of the management apparatus; cost estimates for the contract, etc.);

Certificates (limited; on the payment of insurance amounts; the use of budgetary allocations for wages; accrued and due wages, etc.);

Specifications (products, products, etc.);

Government of the Russian Federation

December 27, 1995 No. 1268

USE, STORAGE AND DESTRUCTION

STAMPS AND FORMS WITH REPRODUCTION

In accordance with the Decree of the President of the Russian Federation of November 30, 1993 No. 2050 “On the State Emblem of the Russian Federation” (Collected Acts of the President and Government of the Russian Federation, 1993, No. 49, Art. 4761) the Government of the Russian Federation decides:

To establish that the production of seals and forms with the reproduction of the State Emblem of the Russian Federation is carried out only by printing and stamp-engraving enterprises that have licenses issued by the Russian Federation Printing Committee for the existing type of activity and certificates of the availability of technical and technological capabilities for the production of this type of product at the proper quality level.

The production of seals and forms with the reproduction of the State Emblem of the Russian Federation is carried out on orders of federal government bodies, other federal government bodies and institutions determined by Decree of the President of the Russian Federation of November 30, 1993 No. 2050 and the Regulations on the State Emblem of the Russian Federation approved by this Decree.

2. The Committee of the Russian Federation for Standardization, Metrology and Certification, together with the Committee of the Russian Federation for Printing, shall ensure, in the prescribed manner, the development and adoption of a state standard for printing and forms with the reproduction of the State Emblem of the Russian Federation.

3. To the Press Committee of the Russian Federation:

Together with interested federal executive authorities, develop and approve regulations for the certification of printing and stamp-engraving enterprises that manufacture products with reproductions of the State Emblem of the Russian Federation;

ensure the compilation and maintenance of a unified list of printing and stamp-engraving enterprises engaged in the manufacture of products with the reproduction of the State Emblem of the Russian Federation;

together with interested federal executive authorities, accelerate the development and submit to the Government of the Russian Federation proposals for the procedure and conditions for storage, use and destruction of seals and forms with a reproduction of the State Emblem of the Russian Federation;

together with interested federal executive authorities, develop and approve the procedure and conditions for storage, use and destruction of equipment (forms, matrices, cliches, etc.) for the production of seals and forms with the reproduction of the State Emblem of the Russian Federation.

What does the LLC seal look like?

Samples of seals of commercial organizations can be found on the websites of stamp and cliche manufacturers. Modern technologies make it possible to develop cliches with a high degree of protection of LLC seals from counterfeiting.

Modern printing options for the company:

• Engraving of drawings and photographs using a laser;
• The finest meshes less than 0.1 mm thick;
• An original font designed specifically for the customer;
• Security elements in accordance with GOST R 51511-2001, used for stamp images;
• Ultraviolet, chemical and other control marks;
• Embossing, etc.

A typical LLC seal sample looks like this:

Typically, the seals indicate the TIN, OGRN, full name of the organization, city and logo.

As we can see, although the organization’s seal does not have to comply with the requirements, all the individual characteristics that allow the identification of a legal entity are present here (company name, OGRN, locality). You can learn more about the forms and images of LLC seals from the video below:

Briefly the most important information about the organization's seal:

1. The law does not oblige an LLC to use a company stamp, but such a requirement may be introduced at any time by a new federal law.
2. The counterparty has the right to demand that an imprint be affixed when signing an agreement or other documents, and refusal to do so may lead to the failure of the transaction.
3. If your company has a seal, this should be stated in the LLC charter, but there are no sanctions for violating this rule.
4. Stamps developed for a legal entity do not need to be registered with the tax office or other government agencies, because their official register is not maintained.
5. It is recommended to develop and follow an internal procedure for the storage, use and destruction of LLC seals.
6. Unscrupulous persons can order imprints similar to your organization’s corporate stamp, so it is worth making cliches using security measures.
7. To reduce the risk of forgery of business documents, it is recommended to familiarize your counterparties in advance with the image of the company’s corporate imprint.

We tried to answer all questions about LLC printing. Subscribe to our newsletter so you don't miss new publications.

Law No. 82-FZ, issued on April 6, 2015, abolished the obligation of companies to use the LLC seal and transferred it to the category of voluntary attributes. Article 2 of the Law “On LLC” now reads as follows: “The company has the right to have a seal, stamps and forms with its name, its own emblem.”

Official seal of educational institutions: where is the official seal placed?

Please tell me, we can’t understand where the official seal is placed and whether the regulation that existed before September 1, 2013 that documents of the established form cannot be stamped with the state emblem (the main seal of the organization) remains in effect, or with the entry into force of a new one the law on education is not valid?

If so, should the use of different seals be used to distinguish between documents on additional vocational education, providing for final certification (use of a stamp seal) and documents on additional education (round seal of a structural unit of additional vocational education), or is this not important and can be used on all issued documents on additional vocational education? put the main seal of the organization (i.e. the official seal of educational institutions)?

Thanks in advance for the clarification,

Regarding the official seal, the Federal Law “On Education in the Russian Federation” states that documents of the established form are affixed with the seal of the organization. If a university has an official seal, it must be affixed. This point of view was not shared by the lawyers of the Ministry of Education and Science; they said “order a seal without a coat of arms for documents.” But I disagree with them for the following reasons:

1) the current charters of state educational institutions state that the organization’s seal is a stamp, so we cannot put a different seal until we change the charter;

2) look at the law on heraldry, out of 3 positions there, at least one gives us the right to put a stamp.

The lawyers accepted my arguments while they paused.

Therefore, I believe that there are no obstacles to the use of the official seal.

Lawyer's response:

There is no law on heraldry, there is a list of presidential decrees; in paragraph two of Article 60 of the Law on Education No. 273 it is written that documents on education and (or) qualifications are certified by the seals of organizations carrying out educational activities.

In the clarifications of the Ministry of Education and Science of Russia (letter dated October 09, 2013 No. 06-735 “On additional professional education”), question 22 is devoted to this point, which deals with the general requirements for qualification documents.

Unfortunately, these clarifications repeat the same paragraph of the law on education. As you can see, there are also no explanations. Therefore, I agree with the opinion of the rector of the educational institution; we are guided by what is written in the institution’s Charter.

If it’s a stamp, it means a stamp.

ps: If you have questions or need help, we will be happy to help you. We provide legal services to organizations in Yaroslavl. Contact us!

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:

1. 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.
2. 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.

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;

Requirements for JSC signs:

1. The stamp must be round in shape and contain the full name of the joint stock company.
2. 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.
3. The sign must also contain information regarding the location of the organization.

These are the main requirements that the state imposes on stamps depicting the coat of arms of the Russian Federation.

Some documents cannot be stamped with a stamp

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 A stamp is a type of rectangular seal 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 is a stamping device for automatically stamping dates.

The procedure for using stamps and daters is not regulated by law, so the organization must determine it independently. A facsimile 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.

The instructions are approved by the head of the organization due to the special importance of document authentication.

The instructions may have the following sections: - list of seals used in the organization; — storage locations and positions of persons entitled to use seals; - procedure for using seals.

The instructions must also contain lists of documents certified by the official seal (seal of the organization), a seal without reproducing the coat of arms or other symbols, and the seal of a structural unit.

The preparation of instructions should be linked to the development of a sheet of unified forms of documents for the organization, which contains the column “seal”. The instructions determine the storage location of the seals and the persons authorized to organize the storage and use of the seal and monitor its correct use.

What documents are affixed with the official seal of the institution?

The right to have and use a seal should be recorded in the regulations on the structural unit. The location of the official seal imprint in relation to the signature is not established in current legal acts.

It is recommended to place the seal imprint so that the signature and all information on the seal imprint are clearly visible.

No. 225.** Approved by Resolution 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 a stamp must be placed in the work book - if the employee has been issued 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 of the Department of Document Science, Russian State University for the Humanities: - Unfortunately, none of the regulations regulating work with a work book speaks 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.

Where can I put a stamp “for documents”?

The list of seals includes: - the name and number of copies of each seal authorized for use

When do you need printing on documents?

All organizations must have a seal.
In particular, this is provided for by the Laws on LLCs and JSCs <1>. But this does not mean that it needs to be put on all documents in a row. We will talk about why a seal is needed, on what documents it should be present, when it can be done without it, and whether entrepreneurs need it. <1> Clause 7 of Art. 2 of the Federal Law of December 26, 1995 N 208-FZ “On Joint-Stock Companies”; clause 5 art. 2 of the Federal Law of 02/08/1998 N 14-FZ “On Limited Liability Companies”.

Official seal: when and why you need it

To certify the authenticity of the document, a stamp is placed on it. Modern institutions use two types of seals - official or simple.

The official seal is distinguished by a round shape, in the center of which is the image of the coat of arms of Russia, and the full name of the institution is indicated around the circle.

However, it must be remembered that its use is regulated by the Federal Constitutional Law of the Russian Federation “On the State Emblem of the Russian Federation”.

Basic printing requirements

The shape, dimensions, as well as technical requirements for the official seal are determined and established by the editors of GOST. Its distinctive features include:

1. Be sure to have a round shape.
2. Location in the center of the coat of arms of the Russian Federation.
3. The full name of the company is indicated around the seal. If the company's constituent documents indicate an abbreviated name, then the same name will be indicated on the seal. The name can also be indicated in a foreign language, if this is again stated in the constituent documents.

Who can use it?

The official seal is used by government agencies and public authorities, as well as companies vested with such powers, for example, notaries or law firms. This seal can be used by educational institutions that have passed state accreditation and issue state-issued documents on the education received.

As for commercial organizations, they use a seal close to the stamp. It is distinguished by the presence of a logo, corporate emblem or simply the writing of the company. The seal indicates the identification number of the legal entity and the number of the state registration certificate.

Where can you put the official seal?

As already mentioned, this type of seal is used by government agencies and companies with government powers. Most often, the official seal is placed:

• on acts, for example, examinations or when reconciling accounts payable),
• on powers of attorney,
• on applications, for example, when receiving currency,
• when filing applications,
• when concluding contracts with heads of federal government agencies,
• on travel certificates,
• on samples of seal impressions, signatures of employees who have the right to carry out financial and economic transactions,
• on certificates of honor and awards,
• on orders (treasury, pension, payment, banking),
• on official IDs,
• in the charters of state companies and federal institutions.

Only organizations that have the necessary permits can use such a seal. They must be stored under strict control in fireproof cabinets or safes.

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.

The civil legislation of the Russian Federation, as such, does not contain a definition of the seal of a legal entity . In clause 2.1. GOST R 51511–2001 (adopted and put into effect by Decree of the State Standard of the Russian Federation dated December 25, 2001 No. 573-st) the following descriptions are given:

• printing - a device containing a printing cliche for applying impressions to paper;
• seal cliche - a seal element containing a mirror image of a seal impression.

It is necessary to distinguish between the concept of printing as a mechanism and as an image on paper. A seal on documents is a seal impression made using a cliche. Currently, a legal entity must have a seal based on the requirements of the law on the relevant types of legal entities, for example:

Clause 5 of Article 2 of the Federal Law “On Limited Liability Companies” dated 02/08/98 N 14-FZ:

“The company must have a round seal containing its full corporate name in Russian and an indication of the location of the company. The company's seal may also contain the company's corporate name in any language of the peoples of the Russian Federation and (or) a foreign language. The company has the right to have stamps and forms with its corporate name, its own emblem, as well as a trademark registered in the prescribed manner and other means of individualization.”

Clause 7 of Article 2 of the Federal Law “On Joint-Stock Companies” dated December 12, 1995 N 208-FZ:

“The company must have a round seal containing its full corporate name in Russian and an indication of its location. The seal may also indicate the company name of the company in any foreign language or the language of the peoples of the Russian Federation. The company has the right to have stamps and forms with its name, its own emblem, as well as a trademark registered in the prescribed manner and other means of visual identification.”

Clause 4 of Article 3 of the Federal Law “On Non-Profit Organizations” dated January 12, 1996 No. 12-FZ:

“A non-profit organization has a seal with the full name of this non-profit organization in Russian. A non-profit organization has the right to have stamps and forms with its name, as well as a duly registered emblem.” etc. These laws do not impose any other requirements for the seal of a legal entity. The main purpose of using a seal is to distinguish a particular subject from many similar ones, and, therefore, the print should contain the maximum amount of information about this subject. The fact that an organization must have a seal is mentioned in regulations next to provisions on other means of individualizing a legal entity.

At the federal level, the following mandatory printing requirements are established:

• a legal entity must have a round seal;
• the press must reflect the full corporate name of the organization;
• indication of the location of this legal entity;
• an indication of the possibility of including a name in a foreign language or in the language of the peoples of Russia.

Such general requirements do not allow a third party to reliably establish the identity of a particular entity with an already known counterparty, partner, etc.

The following questions arise:

• about print size,
• about the font size on the cliche,
• on the possibility of indicating an abbreviated company name,
• on the legality of indicating on the seals the OGRN (main state registration number), TIN (taxpayer identification number),
• on the legality of making several printing clichés (for example, on different equipment, with additional words like “for documents”, “for invoices”, etc.

Having analyzed the wording of legal norms at the federal level, we can conclude that these issues are left to the discretion of legal entities and stamp manufacturers themselves. However, in Moscow, for example, the current Moscow Law of June 30, 2004 No. 44 “On the Accounting of Seals” was adopted, which sets out a number of requirements for stamps. At the Moscow Registration Chamber, the Moscow City Register of Seals was created and, accordingly, a number of regulations were issued that established their own “standards” for stamps. But by decree of the Moscow Government No. 65-PP dated 02/08/2005, the Moscow Registration Chamber was liquidated. Paragraph 7 of this resolution reads: “Recognize as invalid the order of the Mayor of Moscow dated 08.25.98 N 843-RM “On the creation of a city register of seals in the Moscow Registration Chamber” and the resolution of the Moscow Government dated 05.11.2004 N 290-PP “On making changes and additions” at the disposal of the Moscow Mayor dated August 25, 1998 N 843-RM.”

During the period when the register of seals was maintained at the Moscow Registration Chamber, the Temporary Rules for the production and grounds for the destruction of seals and stamps on the territory of Moscow were in effect (Appendix to the now no longer in force order of the Mayor of Moscow dated August 25, 1998 No. 843-RM), they established certain requirements for seals:

Clause 4.1

The round seal is a circle with a diameter of 38-42 mm.

Clause 6.1

Seals of executive and representative authorities, legal entities and organizations without the rights of a legal entity (hereinafter referred to as “organizations”) must contain the following mandatory details:

• full name of the organization in Russian indicating the organizational and legal form;
• location;
• state registration number (or number in the registration register - for persons registered before the formation of the Moscow Registration Chamber);
• number of the city Register of seals;
• The state emblem of the Russian Federation, or the coat of arms of the city of Moscow (only organizations that have the right to reproduce them, in accordance with clauses 5.1, 5.2 of these Rules).

Clause 6.2

Organizations may have seals for their structural units. In this case, in addition to what is listed in clause 6.1, the seal must contain an additional inscription, such as:

• secretariat;
• office;
• business management;
• Human Resources Department;
• for bills;
• for certificates;
• for inquiries, etc.

Do not forget that these unifying requirements are not enshrined at the federal legislative level and have currently lost their force. The law establishes only the requirement that a legal entity must have a seal, but does not stipulate the possibility of producing several seals. Since there is no direct prohibition, several seals can be made with both identical and different cliches, each of which will be original when used for the corresponding documents. For example, it is possible to produce several seals for one organization: one with the full company name and two or more for separate categories of documents (general “for documents”, “for references”, etc.). At the same time, it would be unlawful to produce simultaneously a seal containing the full company name and a seal containing the full and abbreviated name, since this would be misleading as to which company the seal belongs to. In relation to documents certified by impressions of different seals, questions may arise regarding their origin. The law also provides for the mandatory inclusion of the full company name in Russian in the seal cliché, so the production of a seal containing the name only in a foreign language will also be unlawful.

About seals with reproduction of the coat of arms

The right to use images of state symbols in seals is stipulated in the relevant legal norms of the appropriate level (RF, constituent entities of the Russian Federation). Until a certain time, the production of seals with the image of the State Emblem of the Russian Federation was practiced. The reason for uncontrolled use was the lack of legal regulation in this matter. On December 25, 2000, Federal Constitutional Law No. 2-FKZ “On the State Emblem of the Russian Federation” was adopted. He established the methods and procedure for the reproduction and use of this state symbols. According to the Law, the State Emblem of the Russian Federation is placed only on seals:

• federal government bodies,
• other government bodies, organizations and institutions,
• bodies, organizations and institutions, regardless of the form of ownership, vested with individual government powers,
• as well as bodies carrying out state registration of acts of civil status.

On December 27, 2000, the law was published and came into force. From this moment on, the use of the State Emblem of the Russian Federation on the seals of legal entities not endowed with state authority is illegal. The coat of arms is a state symbol, an attribute of state power, therefore its use is possible only by those organizations that act on behalf of the state or on its behalf. Art. 19.11 of the Code of Administrative Offenses of the Russian Federation establishes liability for violation of the procedure for the production, use, storage or destruction of forms, seals or other carriers of the image of the State Emblem of the Russian Federation in the form of an administrative fine in the amount of five to ten times the minimum wage. In this case, employees of internal affairs bodies are authorized to draw up a protocol on an administrative offense, and cases on this issue are considered in court.

With regard to seals with the image of the coat of arms of the Russian Federation, GOST R 51511–2001 (adopted and put into effect by Decree of the State Standard of the Russian Federation dated December 25, 2001 No. 573-st) establishes the sizes of seals and fonts, a sample image of the coat of arms, etc. The production of such seals is carried out only by organizations with special permission. Use of coats of arms of the constituent entities of the Russian Federation Subjects of the Russian Federation independently establish rules for the use of their state symbols on seal impressions.

For example, in Moscow, Law No. 39 dated June 11, 2003 “On the coat of arms of the city of Moscow” was adopted. Art. 6 of the law establishes cases of using the coat of arms of the city of Moscow on seals:

Clause 6.1

A seal depicting the coat of arms of the city of Moscow has:

• Mayor of Moscow;
• Moscow City Duma;
• The Moscow Government and other executive authorities of the city of Moscow;
• Moscow City Election Commission;
• Moscow Chamber of Control and Accounts;
• Statutory Court of the City of Moscow;
• Commissioner for Children's Rights in Moscow.

Clause 6.2

Other government bodies of the city of Moscow and their officials may have a seal depicting the coat of arms of the city of Moscow.

Clause 6.3

All cases of using the coat of arms of the city of Moscow on seals must be indicated in the legal acts of the city of Moscow: laws of the city of Moscow, resolutions of the Moscow City Duma, decrees of the Mayor of Moscow or resolutions of the Moscow Government.

Use of trademarks, logos and other graphic means of individualization. The use of means of individualization is lawful to the extent that they do not violate the rights and legitimate interests of other persons. That is, their use should not mislead the person presenting them, and thereby be a method of unfair competition. It is necessary to remember the following points:

• The rights to use a trademark arise from the moment of its registration;
• The concepts of “logo” and “trademark” are not used in Russian legislation, therefore, protection of the rights to protect them from use by third parties can only be carried out within the framework of the trademark registration procedure or by proving the fact of unfair competition;
• Registration of a trademark only means the acquisition of the right to its protection by the state, the fact of the emergence of rights to use a particular image is not associated with it, and secondly, there is a presumption of the legality of a person’s actions until proven otherwise, therefore it is assumed that the use of that or other object does not violate the rights of third parties.

You can make a stamp with a logo at any company that produces stamps. It is also possible to produce counterfeit-proof seals, for example, by applying visible or invisible design lines to the cliches.

When is it necessary to make a new seal to replace the old one?

A new seal may be required in the following cases:

• loss of old seal;
• wear and tear of the old seal;
• change of name or address of location (from one subject of the Russian Federation to another).

Approval is stamped

of the Republic of Belarus. Such regulatory acts include instructions on office work in state bodies and organizations of the Republic of Belarus, according to the requirements of which affixing a seal is necessary in all cases of certifying the rights, freedoms and obligations of individuals and legal entities, when authorizing the expenditure of funds and material assets. In in accordance with STB 6.38-2004, the signature of the responsible person is certified by a seal on documents “related to the expenditure of monetary and material assets.” Guidelines for the practical application of STB 6.38-2004 determine that the seal is placed on contracts, work books, diplomas, financial documents, charters (regulations) of organizations, powers of attorney, certificates, etc., as well as in all cases certifying the rights of individuals and legal entities.

Section “Job Responsibilities” In the “Job Responsibilities” section, list all the responsibilities assigned to the employee in accordance with the practice of distribution of labor functions that has developed in the structural unit. When compiling this section, you can use professional standards, the All-Russian Classifier of Occupations OK 010-93, approved by Decree of the State Standard of Russia dated December 30, 1993 No. 298, and the Qualification Directory approved by Decree of the Ministry of Labor of Russia dated August 21, 1998 No. 37. They provide an approximate list of responsibilities of various positions.

Section “Rights” In the “Rights” section, write down a list of rights that an employee has, within the scope of his or her competence, when performing his/her official duties.

If the document is drawn up by an organization

So, since all organizations must have a seal, only one question arises: on which documents must it be present? The purpose of affixing a seal impression is to certify the authenticity of an official’s signature on documents <2>. There is no general procedure obliging to put a stamp on all documents that contain the signature of an official. However, in some cases, the legislation still provides for the need to affix a seal. Let's look at some of them.

<2> Clause 3.25 GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for the preparation of documents”, adopted by Resolution of the State Standard of Russia dated 03.03.2003 N 65-Art.

The job description is stamped

Sections of the job description Regardless of the method of execution, the job description, as a rule, consists of the following sections: Section “General Provisions” In the section “General Provisions”, indicate:

• the title of the position in strict accordance with the staffing table;
• requirements for employee qualifications;
• direct subordination (for example, an accountant reports directly to the chief accountant);
• procedure for appointment and dismissal;
• presence and composition of subordinates;
• replacement procedure (who replaces the employee during his absence and who he can replace);
• a list of documents that an employee must follow in his activities.

In what cases is it necessary to put a stamp on orders? A stamp is not placed on orders of the organization, since the order is an internal organizational and administrative document (orders for hiring, orders for granting leave, orders for dismissal). 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.

Printing for documents when used

Such disputes are rare. And there are courts that side with taxpayers <9>.

If there is no unified form of the document and you use an independently developed form of the primary document <8>, you don’t even need to put a stamp <10>. But then do not include the “Printing Place” detail in this form.

As for the unified primary forms for recording labor and its payment, it is mandatory to affix a stamp only on the following documents <11>:

• travel certificate (form N T-10). The stamps in it certify the notes on the arrival of the posted worker at the place of business trip and departure from it. Travel certificates that do not bear the seal of the organization to which the employees are sent on a business trip were once recognized by the court as improperly executed and, as a result, not confirming travel expenses <12>;
• act on the acceptance of work performed under a fixed-term employment contract concluded for the duration of a specific work (form N T-73). The seal certifies the signature of the head of the organization that approved the act, or a person authorized by him to do so.

In other unified forms of primary personnel documents (orders, time sheets, pay slips) there is no need to put a stamp.

<6> Clause 1 of Art. 172, paragraph 1, art. 252, paragraph 3 of Art. 346.5, paragraph 2 of Art. 346.16 Tax Code of the Russian Federation. <7> Approved by Resolution of the State Statistics Committee of Russia dated December 25, 1998 N 132. <8> Clause 2 of Art. 9 of the Federal Law of November 21, 1996 N 129-FZ “On Accounting”. <9> Resolutions of the Federal Antimonopoly Service of North Caucasus of March 20, 2007 N F08-1197/2007-5080A; Thirteenth Arbitration Court of Appeal dated March 28, 2007 in case No. A42-3793/2006. <10> Resolution of the Federal Antimonopoly Service of Ukraine dated January 29, 2008 N F09-9195/07-C2. <11> Resolution of the State Statistics Committee of Russia dated January 5, 2004 N 1. <12> Resolution of the Ninth Arbitration Court of Appeal dated December 24, 2007 N 09AP-16734/2007-AK.

Using a scanned seal and signature in documents

Based on regulatory legal acts and the organization’s own experience, a list of names of documents certified by the official seal (seal of the organization) and lists of names of documents for each structural unit certified by the seal of the corresponding unit are compiled. The lists establish who personally and in what cases has the right to certify the authenticity of a document’s signature.

Attention The right to have and use a seal should be stated in the regulations on the structural unit. The location of the official seal imprint in relation to the signature is not established in current legal acts.

It is recommended to place the seal imprint so that the signature and all information on the seal imprint are clearly visible. According to his requirements, the mark must consist of the word “True” under the signature, an indication of the position of the certifying person, signature, full name, and date.

• GOST R 7.0.97-2016 – effective from 07/01/2018 to replace the above. It will apply to all local acts of the enterprise (agreements, charters, regulations, instructions, regulations, etc.), as well as to electronic documents.

Innovation: on the copy certification mark, you must indicate the storage location of the original if the paper is sent to a third-party organization, and certify it with a seal.

• GOST R 7.0.8.-2013 (instead of GOST R 51141-98) - contains a conceptual block.
• Fundamentals of the legislation of the Russian Federation on notaries.

We’ll talk further about what kind of order prevails in this area and how much it costs to certify a copy from a notary.

Decree of the Presidium of the USSR Armed Forces dated 08/04/83 No. 9779-X.

The stamp “copy is correct” or “correct” is placed on each spread, and on the last page the following must be written: “Working to the present time. Copy is right. Head OK. Signature. Decoding. Date of". The employer's stamp, if available, is also affixed. If there are many pages... It is clear that when there is one page, questions about correct certification usually do not arise. What if there are a lot of them in the document? At the same time, it is quite difficult to find a clear example of how to certify documents “the copy is correct” when they are multi-page.

To stamp orders or not

Issues related to the provisions for the storage and use of seals for organizations are clearly addressed in the Unified State Record Management System. These standards are recommended for use by all institutions that require it. The corresponding resolution was adopted quite a long time ago, but it remains relevant to this day.

Stamps and basic concepts

A stamp is a solid form of cliche made of rubber. This form is used for making impressions on documents. Otherwise, it is not possible to verify their authenticity. One of the standards of the GOST R series sets out the requirements that seals must comply with.

But nothing is said about the practical rules by which seals are used, even in the texts of state-level standards. Many questions arise about how many stamps enterprises should keep. And in what cases is their use mandatory? Or about the appointment of someone responsible for the storage process. All these problems must be resolved personally by management.

There are three main types of seals:

From the very beginning, the development of official seals was carried out only for government agencies. They are also used by institutions that have the appropriate powers. This applies, for example, to private notary offices.

Round seals with the full name and address can be used in joint stock communities.

As for commercial organizations, they are characterized by the use of seals equivalent to stamp stamps. Typically, such instruments depict a company emblem or logos. Or names are applied to them. Indicating the number of the state registration certificate along with the TIN is mandatory for any organization.

https://youtu.be/Ryl18XVNUAc

Private entrepreneurs also do not carry out work without their own stamps. They are equal to stamp ones according to their status. But the stamps do not depict coats of arms with emblems, but the name, surname and patronymic of the entrepreneur, location, tax identification number with registration number.

About the location of the seal imprint

The rules state that the prints are only on the bottom. Usually - in the same place where the directors put their signature. The seal may partially cover the position designation. The main thing is that it does not end up on the signature along with the transcript.

Documents are sometimes marked with a mark indicating the location where the seal should be placed. This saves specialists a lot of hassle. Letters to designate such a place usually take up space on title pages in work books, accounting documents and certificates.

What exactly are stamps for?

It is impossible for documents to acquire legal force without seals. This is a tool for determining the authenticity of signatures of officials and the absence of forgeries. But this detail is not required for every personnel document. The current legislation does not have clear definitions as to when a seal is affixed and when it is not.

Sometimes documents prepared by the accounting department are certified with seals. The same applies to various agreements, collective labor agreements, and constituent documents of the company.

There is the following list of papers for which the presence of seals has become a mandatory requirement:

What are stamps placed on?

• Work records
• Rules with instructions, descriptions of regulations and state schedules. And any other local regulatory acts
• Warranty letters after goods delivered, work performed
• Powers of attorney related to the implementation of certain actions
• Certificates and copies taken from the archive
• Service IDs
• Diplomas and certificates that are created specifically for employees
• Submissions and petitions that are tied to awards
• Mandatory for references and recommendations from places of work
• For travel certificates
• For acts
• When drawing up employment contracts along with additional agreements, civil documents, contracts for full financial liability

Rules for certification of documents in office work

If a seal is placed on an order or personnel letter, nothing bad will happen.

Very disastrous consequences are possible only in a situation where the seal does not certify a document that really needs it. For example, some kind of agreement.

Without a seal, it simply has no legal force. And in the event of court hearings, government authorities simply will not accept the document as evidence.

Therefore, it is recommended to prescribe in advance the order in which printing is used within a particular organization.

Stamps for various documents

First, a list of documents that require a seal in any case is determined. Then they move on to drawing up special instructions for use. It also writes about where and when seals and stamps are placed, and how to use them correctly. The question of who is responsible for storing seals and the storage process itself deserves special consideration.

The optimal solution is to make such instructions an annex to the general rules that relate to the company’s office work.

If there are no general rules, then the instructions can be made as an independent document or as an addition to the charter.

The manager will then need to issue a special order if it is necessary to certify a document with a seal that is not included in the local regulatory act. Over time, it is permissible to make changes to the list of documents requiring certification.

Separately, it is necessary to specify the order in which obsolete seals are destroyed.

A little about use and storage

The head of the organizational department usually has the main seal, which has a round shape. A special safe is used to store it. If the head of the organizational department is absent for a long time, the seal can be issued to employees against signature. Or if the device needs to be used on weekends or holidays.

https://youtu.be/dtA0auxOU8A

As for auxiliary types, they are given personally to employees of the organization vested with the appropriate powers.

Auxiliary types of seals must be stored inside tables that must be closed. A sealable safe is needed to preserve the main and auxiliary seals, and the address stamp. Only authorized employees responsible for storage should have access to them.

A special journal is kept in order to organize the accounting of devices. This document is maintained according to general rules that relate to strict reporting. Store such a magazine in a cabinet protected from fire to the maximum extent possible.

Stamping orders

Printing on orders

Many people are interested in this issue. Orders are internal administrative documents of a particular organization. They usually do not require special certification or confirmation of authenticity. Therefore, the legislation does not have any clear requirements or prohibitions regarding printing on these papers.

Certification with a seal is required only for those orders that go to external organizations. For example, some banks may require this. In general, each organization has the right to determine for itself which internal documents must be stamped.

More about seals in office work

The manager must issue a separate order in order to practically approve a list of documents that require printing. A separate order or instruction requires a list of officials who have the right to sign documents.

For legal entities, printing also becomes mandatory. Acts on industrial accidents, magazines and books, powers of attorney - this is just a small list of papers that require the use of this material. The use of seals in office work simplifies doing business. Moreover, the lack of printing makes it difficult to solve many problems.

Some legal entities are required by law to have this tool, regardless of whether they plan to use it in practice. For public organizations and cooperatives, for example, this is not a mandatory requirement. In work books, stamps are placed only in three situations:

1. When the document is issued for the first time.
2. If an employee's personal information changes.
3. If there is a dismissal.

The only serious problem at present is the lack of rules for canceling erroneously placed seals.

It is permitted to use trademarks and trade names on seals as long as this does not violate the rights of others. Thanks to this, management has an additional tool for individualization. This helps you stand out from your competitors.

The right to use a trademark arises immediately after its registration is completed. You can make a seal for an organization at any company that provides the relevant services. It is acceptable to use additional protection against counterfeiting.

To do this, drawings are applied that remain visible or invisible.

Each leader decides for himself whether to use the seal or refuse it. Some regulations do not provide for the mandatory use of a seal at all.

Select it and press Ctrl+Enter to let us know.

I try to put a stamp on all orders, even minor ones, so that there are no complaints later. Especially when you need to show it to employees, because a piece of paper without a stamp does not inspire confidence.

We recommend reading: What documents are needed for SNILS

As for storing seals, everything is beautiful only on paper. No matter how much you had to work, the seal lay anywhere and no one covered it; you could stamp as many blank sheets with seals as you wanted.