I have some queries about official letterhead and stamp availability to employees in company.
1) Who all employees in company should have official letterhead with them?
2) Whether official letterhead should be given in soft copy or hard copy to above employees?
3) Whether the round stamp (having company name and address) be available to HR, Accountant or they should be given stamp (having company name and their designation)?
Looking forward to your reply. Thank you.
From India, Delhi
1) Who all employees in company should have official letterhead with them?
2) Whether official letterhead should be given in soft copy or hard copy to above employees?
3) Whether the round stamp (having company name and address) be available to HR, Accountant or they should be given stamp (having company name and their designation)?
Looking forward to your reply. Thank you.
From India, Delhi
Dear member,
The replies to your questions are as below:
1) Who all employees in the company should have official letterhead with them?
Reply: - HODs and above. While handing over the charge of their duties, the unused letterheads must be returned or handed over to the successor/reliever.
2) Whether official letterhead should be given in soft copy or hard copy to the above employees?
Reply: - It can be both. However, if the letter is issued in hard copy, then the signatory must preserve the office copy with the signature of the recipient. If the official letter is sent by post or courier, the receipt from the post office or the docket issued by the courier company should be attached to the office copy.
3) Whether the round stamp (having company name and address) be available to HR, Accountant or they should be given a stamp (having company name and designation)?
Reply: - Generally, the round seal is issued only to the HoD of the Accounts Department. HR or any other functionary may go to the Accounts department and take the round seal if they wish to endorse any official communication. This is done to avoid the misuse of the round seal and it is always kept under lock. A rubber seal with the designation and company's name may be given to the HODs and above. While handing over the charge of their duties, the possessor has to return or hand over the stamp to the reliever/successor.
Final comments: - In the last 20-25 years, electronic communication is gaining momentum. Official correspondence in hard copies has been reduced in a big way. Against this backdrop, your query is baffling. In a few industries like pharmaceutical, it is mandatory to maintain records of the lab tests, the QC inspection reports etc. in hard copies. HODs are required to sign hard copies of the test reports. Do you have a requirement like this?
Thanks,
Dinesh Divekar
From India, Bangalore
7855The replies to your questions are as below:
1) Who all employees in the company should have official letterhead with them?
Reply: - HODs and above. While handing over the charge of their duties, the unused letterheads must be returned or handed over to the successor/reliever.
2) Whether official letterhead should be given in soft copy or hard copy to the above employees?
Reply: - It can be both. However, if the letter is issued in hard copy, then the signatory must preserve the office copy with the signature of the recipient. If the official letter is sent by post or courier, the receipt from the post office or the docket issued by the courier company should be attached to the office copy.
3) Whether the round stamp (having company name and address) be available to HR, Accountant or they should be given a stamp (having company name and designation)?
Reply: - Generally, the round seal is issued only to the HoD of the Accounts Department. HR or any other functionary may go to the Accounts department and take the round seal if they wish to endorse any official communication. This is done to avoid the misuse of the round seal and it is always kept under lock. A rubber seal with the designation and company's name may be given to the HODs and above. While handing over the charge of their duties, the possessor has to return or hand over the stamp to the reliever/successor.
Final comments: - In the last 20-25 years, electronic communication is gaining momentum. Official correspondence in hard copies has been reduced in a big way. Against this backdrop, your query is baffling. In a few industries like pharmaceutical, it is mandatory to maintain records of the lab tests, the QC inspection reports etc. in hard copies. HODs are required to sign hard copies of the test reports. Do you have a requirement like this?
Thanks,
Dinesh Divekar
From India, Bangalore
Letter Head and Official Seal.
Letter Head:
The company should draft a policy for Letter Head which is the official Document of the Company. Generally no importance were given earlier. But with the electronic communication by email becomes a valid thing having communicated stand valid normally no daily use of Letter Use of Letter Head in Original.
1. When it is communicated by email there appears the company's official letter formal in email so normally people use it as a way of communication, and it is signed digitally by the Authorized People for dispatch.
2. When a Contract is prepared normally Official Printed Letter head is sought for and people physically affix their signature in it, and exchange it. (now the official seal over here we discuss in the next chapter)
Company Seal:
1. Normally Company Seal- it is called COMMON SEAL is an official Seal of Impression prepared by the company and preserved by the Corporate office under the lock and key of the Company Secretary.
2. This seal wherever affixed a Resolution is Passed in the Board Meeting wherein the name of Directors & Secretary signing the document and affix the Common Seal of the Company. This becomes legal tender for validity of document as the Company have no mouth but it speaks under the Common Seal, counter signed by the authorized peoples. The Secretary Cannot affix this Common Seal to any document and it will be illegal. The Director so authorized as per the Resolution and as per the Articles of Association of Company guide its administration.
3. Now the Rubber stamp for round stand with company name, address stamp, date stamp with company name and timing and date changeable.
a, In India as far as I know there is no regulation to not to make rubber stamp by anyone. So it is unregulated thereby it is easily copied and prepared by the rubber stamp maker.
b. Outside India where the Law of the Country is strong and people will be prosecuted immediately upon a complaint there is a system: That the request from Company for making such round stamp come in letter head of the company and a copy of Company Registration is attached, with the requisition by Purchase Order is given to the supplier who make such Rubber Stamp. No outsiders can just go and make a round stamp.
c. Even in the Official Making of request by the company they have a system: That a record is kept. Another inside the Rubber Stamp there is a numeral 1, 2, 3, etc for each stamp made by the Company. So which number who is holding will be easily known by looking at the Document. That person will give the stamp in front of him to his secretary and take it back and keep inside his locker. Either it is a self inking box type or a Rubber stamp with affixing from impression from Rubber stamp Ink Pad.
So these are all the safe guard the Company should follow.
Presently I don't know any rules for the rubber stamp maker exists in our country. Please check it.
So in a nut shell:
1. Common Seal only by Secretary of Company with the Director, or the Director in charge hold the Common Seal after taking the copy of resolution he affixes.
2. Rubber Stamp - to see the feasibility as above.
3. Use of Letter Head be regulated with the Secretary that after the final draft is approved it be taken print out from the Printer of the Secretary or Director that the Letter Head will be used only at one Printer under care. No wastage no misuse.
Regards
From Saudi Arabia
Letter Head:
The company should draft a policy for Letter Head which is the official Document of the Company. Generally no importance were given earlier. But with the electronic communication by email becomes a valid thing having communicated stand valid normally no daily use of Letter Use of Letter Head in Original.
1. When it is communicated by email there appears the company's official letter formal in email so normally people use it as a way of communication, and it is signed digitally by the Authorized People for dispatch.
2. When a Contract is prepared normally Official Printed Letter head is sought for and people physically affix their signature in it, and exchange it. (now the official seal over here we discuss in the next chapter)
Company Seal:
1. Normally Company Seal- it is called COMMON SEAL is an official Seal of Impression prepared by the company and preserved by the Corporate office under the lock and key of the Company Secretary.
2. This seal wherever affixed a Resolution is Passed in the Board Meeting wherein the name of Directors & Secretary signing the document and affix the Common Seal of the Company. This becomes legal tender for validity of document as the Company have no mouth but it speaks under the Common Seal, counter signed by the authorized peoples. The Secretary Cannot affix this Common Seal to any document and it will be illegal. The Director so authorized as per the Resolution and as per the Articles of Association of Company guide its administration.
3. Now the Rubber stamp for round stand with company name, address stamp, date stamp with company name and timing and date changeable.
a, In India as far as I know there is no regulation to not to make rubber stamp by anyone. So it is unregulated thereby it is easily copied and prepared by the rubber stamp maker.
b. Outside India where the Law of the Country is strong and people will be prosecuted immediately upon a complaint there is a system: That the request from Company for making such round stamp come in letter head of the company and a copy of Company Registration is attached, with the requisition by Purchase Order is given to the supplier who make such Rubber Stamp. No outsiders can just go and make a round stamp.
c. Even in the Official Making of request by the company they have a system: That a record is kept. Another inside the Rubber Stamp there is a numeral 1, 2, 3, etc for each stamp made by the Company. So which number who is holding will be easily known by looking at the Document. That person will give the stamp in front of him to his secretary and take it back and keep inside his locker. Either it is a self inking box type or a Rubber stamp with affixing from impression from Rubber stamp Ink Pad.
So these are all the safe guard the Company should follow.
Presently I don't know any rules for the rubber stamp maker exists in our country. Please check it.
So in a nut shell:
1. Common Seal only by Secretary of Company with the Director, or the Director in charge hold the Common Seal after taking the copy of resolution he affixes.
2. Rubber Stamp - to see the feasibility as above.
3. Use of Letter Head be regulated with the Secretary that after the final draft is approved it be taken print out from the Printer of the Secretary or Director that the Letter Head will be used only at one Printer under care. No wastage no misuse.
Regards
From Saudi Arabia
My views are as under:
Company is an artificial person created by law. Company cannot sign. Hence it has common seal approved by the Directors of Company. As such seal can be used only by Company or anyone authorised by the Company. Naturally Company will not authorise dozens of employees to use its seal.
In Bank, when we go to verify our signature or any other certificate, the officer puts his signature and HIS AUTHORITY NUMBER AND ROUND SEAL OF THE BANK. This be because bank officer has to verify many many documents everyday.
In any other Company seal is not used so frequently. Rather is not used. What is used is letter head. And the name, designation of the person signing is typed with his position. Under the service rules or standing orders Manager is authorised to use letterhead. Manager is not every HOD.
Letter head is used when communication is to an outsider e.g. candidate, supplier, inspector etc. For internal communication what is used is a blank paper or an Inter Office Memo, where there is no seal or letter head.
What applies to hard copy applies to soft copy. Only thing is Company ensures that it is not misused.
Seal is not Rubber Stamp. It is embossing machine. We see it on share certificates or Degree Certificates of University. It cannot be tampered. The paper used is also a special quality thick long lasting paper. Round rubber stamp is via media, only for authentication and convenience.
When one goes to a stamp maker, the stamp maker demands a letter on letterhead. This is because no one can get any stamp made of any company. But the one who wants fo illegally cheat anyone, can get anything, this is our misfortune.
Vibhakar Ramtirthkar
9371001906
From India, Pune
Company is an artificial person created by law. Company cannot sign. Hence it has common seal approved by the Directors of Company. As such seal can be used only by Company or anyone authorised by the Company. Naturally Company will not authorise dozens of employees to use its seal.
In Bank, when we go to verify our signature or any other certificate, the officer puts his signature and HIS AUTHORITY NUMBER AND ROUND SEAL OF THE BANK. This be because bank officer has to verify many many documents everyday.
In any other Company seal is not used so frequently. Rather is not used. What is used is letter head. And the name, designation of the person signing is typed with his position. Under the service rules or standing orders Manager is authorised to use letterhead. Manager is not every HOD.
Letter head is used when communication is to an outsider e.g. candidate, supplier, inspector etc. For internal communication what is used is a blank paper or an Inter Office Memo, where there is no seal or letter head.
What applies to hard copy applies to soft copy. Only thing is Company ensures that it is not misused.
Seal is not Rubber Stamp. It is embossing machine. We see it on share certificates or Degree Certificates of University. It cannot be tampered. The paper used is also a special quality thick long lasting paper. Round rubber stamp is via media, only for authentication and convenience.
When one goes to a stamp maker, the stamp maker demands a letter on letterhead. This is because no one can get any stamp made of any company. But the one who wants fo illegally cheat anyone, can get anything, this is our misfortune.
Vibhakar Ramtirthkar
9371001906
From India, Pune
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Queries-intervi ews_154.doc