Order assigning signature rights. We draw up an order for the right to sign primary documents

In organizations of various industries with different scales of economic activity and quantitative composition of teams, as a rule, there are several persons who are given the authority to sign various documents, including those emanating on behalf of the organization.

Not wanting to limit the powers of signatories, enterprise managers are often faced with the problem of delimiting the powers of these persons during periods of mutual presence of these persons at their workplaces. This becomes necessary, first of all, for enterprise employees preparing this or that document for signing: who should they go to sign it if the persons with the right to sign are equal in their authority to sign?

The easiest way to streamline the powers of signatories is in those organizations where only one person has the right of first signature, and only one person who solely carries out all accounting functions at the enterprise has the right to sign financial documents. It is more difficult for those enterprises where there are several directors who oversee different areas of the enterprise’s activities, but have equal rights of first signature. The situation is even more confusing in branches, where several equivalent managers with very vague powers are appointed by the central office. It is not easy for those who have several first deputy directors on their staff, a head of financial services, a chief accountant, a director of economics and other officials whose powers are not easily delineated.

The first question that an employer faces when solving the problem of delimiting powers to sign documents between equivalent (equally authorized) officials is: in which document should this distinction be established?

This can be established in the job descriptions of the officials themselves - the signatories. However, the authority to sign specific documents should be known to all employees of the enterprise or at least to those structural divisions (departments) that, as part of their duties, are involved in the preparation of a particular document and are interested in its signing by the authorized manager. Considering that only the employee holding the position itself must be familiar with it, others may never know about the full scope of his powers. Thus, the authority to sign certain documents may be recorded in the official’s job description, but this is not of a general information nature for all interested parties of the enterprise. Nevertheless, as an example of indicating the division of powers in the job description of the corresponding official who has the right of first signature, you can use sample No. 1.

Sample No. 1

Fragment of the job description of the Director of Economics

4. Responsibilities

The Economics Director is obliged, on behalf of the enterprise, to sign with his first signature the following documents, properly executed and endorsed in the prescribed manner by officials of the relevant structural divisions of the Enterprise:

• bank account agreements with credit institutions;
• agreements to write off funds from the Company’s account in favor of a third party with a pre-given acceptance;
• agreements with credit institutions (banks) on servicing through the "Bank - Client" system;
• agreements for collection, recalculation and crediting of cash to the Company's account;
• loan agreements with credit institutions for an amount not exceeding 1,000,000 (one million) rubles. or for any amount subject to a decision of the Board of Directors;
• additional agreements to all of these contracts and agreements, including on their termination, as well as acts of acceptance and transfer and other documents related to the execution, execution and registration of these contracts and agreements;

The definition of powers in powers of attorney of authorized officials has the same shortcomings. Thus, powers of attorney can be with almost identical powers - in case of interchangeability. In addition, the powers of not all employees are certified by a power of attorney. Thus, the director of an enterprise, who is the sole executive body, in accordance with the law, generally acts without a power of attorney. Thus, despite the convenience of determining the authority to sign enterprise documents in a power of attorney issued to an official, this method of delimiting authority is not suitable for all cases. If, nevertheless, the division of powers of the signatories is decided to be regulated in the issued powers of attorney, Sample No. 2 can be taken as an example of the required wording.

Sample No. 2

Fragment of an official's power of attorney

This power of attorney authorizes... the director for administrative and economic activities of the Enterprise, Ivan Ivanovich Ivanov... on behalf of the Enterprise, to conclude and execute contracts and agreements in the currency of the Russian Federation and foreign currency, to make transactions in the currency of the Russian Federation and foreign currency, namely:

• contracts for warehousing of goods;
• property storage agreements;
• enterprise property insurance contracts;
• contracts for the provision of services for property valuation;
• additional agreements to all specified contracts and agreements, including their termination, as well as acts of acceptance and transfer and other documents related to the execution, execution and registration of these contracts and agreements;

The optimal solution to this issue would be to fix the division of powers in the local regulatory act of the enterprise. For example, in the instructions for office work. The employer will only have to familiarize each employee of the enterprise with this local act. However, such a document, as practice shows, is not formed in all enterprises, organizations and institutions. Therefore, this solution option is not suitable for everyone.
An option to resolve the issue under consideration is to issue an appropriate order on the division of powers of specific officials. Depending on the purposes of delimiting powers and the number of officials whose powers are being delimited, samples 3 or 4 can be used as an example. The disadvantage of this solution to the issue is the need for constant monitoring of the staffing arrangement at the enterprise of responsible authorized persons and making changes to the specified order (or publication new with the simultaneous recognition of the previous one as invalid) in terms of replacing the indication with an authorized official - signatory (in case of dismissal of one and acceptance of a new one to the same position).

Note! The order names the officials of the branch who are empowered to sign documents of the enterprise by a power of attorney issued to them by the head of the enterprise. The need for delimitation of powers arises in the case of issuing equally authorized powers of attorney to specified persons for the period of presence of both officials at their workplaces. In the absence of one of them, the remaining official, by virtue of the powers granted by the power of attorney, has the right to sign all documents emanating from the branch.

Sample No. 4

Order on the division of powers of various signatories,
having the right of first and second signature
and the right of sighting

LLC "BRIGANTINA"

ORDER

Saint Petersburg

About the ordering of signing
outgoing and internal documents
LLC "Brigantina"

In connection with the increase in document flow and the need to regulate the division of powers for signing outgoing external and internal documents of Brigantina LLC (hereinafter referred to as the Enterprise), as well as for the purpose of strict execution of the Instructions for office work in Brigantina LLC, approved. By Order No. 78 dated 06/05/2010 (hereinafter referred to as the Office Work Instructions),

I ORDER:

1. In accordance with clause 2.2.8 of the Office Work Instructions, the first signature must be signed strictly only by the executive director Valery Gennadievich Sheyanov:

• administrative documents of the Enterprise;
• documents issued in pursuance of resolutions, decrees and orders of the highest bodies of state power and administration;
• documents addressed to the highest bodies of state power and administration;
• accounts;
• payment orders of the Enterprise for payment for work, services, material assets acquired for the Enterprise;
• payment orders for issuing loans to borrowers - employees of the Enterprise under concluded loan agreements with the Enterprise;
• other payment documents that are not within the competence of the commercial director for signing;
• loan agreements with individuals - employees of the Enterprise;
• endorse memos for approval on the Enterprise's budget;
• bank account agreements, bank deposit agreements, other agreements for banking operations with financial and credit institutions;
• payment documents of the Enterprise in the electronic database (DB) with an electronic digital signature (EDS);
• lease agreements;
• contracts for economic activities, including for the provision of services and contract work;
• certificates of work performed under the above contracts;
• cash checks;
• other documents, the signing of which by the executive director is a business necessity.

2. Delegate to commercial director Viktor Andreevich Naumov the authority to sign with the first signature in the current mode only the following documents:

• contracts for the main activities of the Enterprise for the supply of products manufactured by the Enterprise;
• contracts for transport services for the Company's deliveries, including with JSC Russian Railways.

3. Establish the interchangeability of the persons specified in paragraphs 1 - 2 of this order for the period of official absence.

4. Documents, contracts providing for the receipt or obligation of payment by the Enterprise for work and services must be endorsed by the chief accountant Natalya Sergeevna Korneeva.

5. In accordance with the approved regulations on the relevant units and job descriptions, allow the heads of structural units to sign exclusively documents for internal use emanating from the unit.

6. In pursuance of clause 2.2.6 of the Instructions for office work, when preparing documents before they are signed by the executive director or commercial director, it is mandatory to endorse them by the contractor and the interested structural units. Visas must be affixed to copies of documents remaining in the Company's documents on the front side below the first signature.

7. Secretary-clerk E.S. Tkacheva strictly monitor the presence of visas on documents submitted for signing.

8. Secretary-clerk E.S. Tkacheva familiarize the heads of departments (structural units) of the Enterprise with this order in accordance with the attached list (familiarization sheet for this order). Heads of structural units should bring this order to the attention of subordinate employees.

9. I reserve control over the execution of this order.

Executive Director
LLC "Brigantina" Sheyanov V.G. Sheyanov
Agreed:
Head of the legal department Mashkova N.N. Mashkova
(visa must be placed on the back or on a separate sheet)

The following have been familiarized with the order to streamline the signing of outgoing and internal documents of Brigantina LLC:

It should be taken into account that the official position of the persons named in the order presupposes, by virtue of the requirements of the law and the charter of the enterprise, the preliminary receipt of an appropriate administrative act from the authorized body of the enterprise to perform certain actions (for example, to conclude a loan agreement). The Order does not cover these aspects due to their regulation by other acts.

Of all the presented options for fixing the division of powers of equally and differently authorized signatories, each enterprise has the right to choose for itself any method convenient for it or to develop its own, not listed among the presented methods.

According to Art. 9 Federal Law “On Accounting” dated December 6, 2011 No. 402, each fact of the economic life of an enterprise is subject to registration as a primary accounting document. Primary documents include any papers related to accounting and tax accounting:

• invoices;
• money orders;
• acts;
• extracts;
• certificates;
• waybills, etc.

Let us turn to the opinion of the Russian Ministry of Finance, expressed on this matter in Information dated December 4, 2012 No. PZ-10/2012. According to it, the head of each organization must determine a list of persons who will be given the opportunity to certify primary accounting documents.

The right of first and second signature is distinguished. The first belongs to the leader. To grant such a right, a sample order on the right of first signature is used. The second belongs to the chief accountant of the organization. If necessary, the director of the enterprise determines who should delegate the certification of certain papers. Basically, it is provided to employees who, due to their duties, often have to work with the primary office: heads of separate divisions and branches, accounting employees, employees of economic departments, etc. Third parties not related to the company are not given the opportunity to sign papers.

If it is necessary to delegate authority, the manager decides how to grant his employee the right to sign. This can be done in two ways:

• using a power of attorney to sign the primary document;
• approval of a special order.

Now let's figure out in what cases it is necessary to draw up a power of attorney, and in what cases - to issue an order.

Power of attorney

It is appropriate in cases where papers are signed not only within the enterprise, but also in other places. For example, when a freight forwarder driver receives cargo from a partner organization’s warehouse or when an accountant receives a bank statement, etc.

Order

It applies only to those persons who work in the company and receive the right to certify strictly internal corporate papers.

After drawing up the decree, the director must certify the signatures of the employees indicated in it with his autograph. The duration of the order is determined on an individual basis: an order for the right to sign primary documents can be of an indefinite nature, or can be drawn up for a specific period, depending on the situation within the company.

Regardless of whether an administrative act will be drawn up or the manager will give his preference to a power of attorney, the form must indicate:

• personal data of the authorized person;
• names of papers that it will be able to sign;
• If a power of attorney is issued, its validity period should be additionally indicated.

Procedure for transferring signature rights

Giving an employee these powers is formalized as follows.

All the necessary details are entered into the sample order for granting the right to sign:

• order number;
• Date of preparation;
• Company name;
• the locality in which the enterprise is registered.

In the main part, the sample order for the right to sign documents must contain the data of the employee (or employees, if the order concerns several persons):

• job title;
• FULL NAME.;
• a list of documents that an employee has the right to sign;
• executive visa;
• sample signature of an authorized person.

The employee should be made aware of this decision. He must sign as a sign of familiarization with it and express agreement with the responsibilities transferred to him. Since there is no unified order form for this case, you can develop the form yourself, based on our samples, and use it in your work.

The order for the right to sign gives the authority to sign any forms of primary, accounting and other documents.

If the manager is absent from the enterprise, then the authorized person can independently complete the documentation. To understand how to write an order, it is suggested that you look at the sample and find out the list of current writing rules.

The right to sign primary documents - execution through an order or a power of attorney?

The manager can formalize the transfer of authority to any employee. In this case, you need to find out how to correctly draw up a sample and how to draw it up: like a power of attorney or an order?

A person who has completed registration has the opportunity to sign a whole list of documentation: contracts, invoices, invoice form, power of attorney and other papers. For such a transfer of authority, the manager issues an order for the right to sign, and not a power of attorney.

Only a proper sample order will be included in the internal set of documentation of the enterprise and will provide the basis for the right to sign forms of primary documents on behalf of the company, enterprise or LLC in the absence of the manager. You should not neglect the provisions that demonstrate the rules for maintaining statutory documentation, without providing for such a provision as a “power of attorney”.

Each organization is first interested in how to draw up an appropriate order, what the sample looks like, and what writing rules can be formed from it.

How to draw up an order for the right to sign primary documents?

The registration is carried out by the head of the enterprise. The basic principles of how to write an order are demonstrated in the example. The director can approve the signing authority of any employee, while giving some power of attorney to use the company name. The person for whom the organization carries out the registration can undergo this approval for any position.

Authorization is often granted to draw up and sign an accounting sample of documentation, contracts and annexes thereto, and other copies. The standard template includes the name of the employee and the name of his position, for example, accountant or chief secretary. Next, the manager enters a list of powers granted. In this case, the sample contains the main part of the text, according to which the manager approves the provision of a kind of power of attorney to approve the primary papers. The completed sample act for primary documents can only be certified by the head of the organization.

Rules for drawing up an order for the right to sign documents

The organization in which the registration is taking place adopts current rules that help to draw up a legally competent power of attorney for signature. It is worth familiarizing yourself with the requirements that will help you understand what a power of attorney for the right to sign primary and accounting documents should look like using a sample order.

The order has the following elements in its design:

• Name of company;
• Registration number of the order and name of the form;
• The scope of the power of attorney is for the right to sign primary documentation, for a specific accounting document or a group of them;
• Issue date and expiration date.

Order for the right to sign primary documents 2018 - sample

Through the order, a list of securities for which the power of attorney is valid will be officially drawn up. The drafting rules allow for a specific period of validity to authorize a person either for a complete list of documentation or for specific forms that can be signed through this employee. The order must be drawn up in two conditional parts - administrative and ascertaining.

The registration of the ascertaining part includes the reason for which the granting of authority is carried out, for example, in order to carry out accounting in a timely manner, in order to timely organize document flow actions. In the administrative part, the manager enters the employee’s information, a list of his personal data, clarifies what actions this person can carry out on behalf of the enterprise, as well as what validity period is set for the transferred authority.

These rules will help you understand how to write a sign order for anyone in the state.

Validity period of the order for the right to sign primary documents

The grant of authority has a limited validity period, which is taken into account before drawing up the accounting form. Current rules allow you to set the validity period in the required range, for example, a week, a month or another validity period. If the person does not consider it necessary to create a restriction, you can leave this field on the form as blank.

It is believed that such an accounting form will be valid for a year from the date of approval.

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An order on the right to sign primary documents is written in cases where the head of an enterprise needs to authorize one of his subordinates to endorse various documentation.
As a rule, this practice is common in large and medium-sized organizations, where the director does not physically have the opportunity to get acquainted with and endorse all current papers.

FILES

What are primary documents

Primary documentation includes any accounting and tax accounting documents:

• acts,
• extracts,
• certificates,
• waybills, etc.

For the most part, these documents must be executed without a single mistake and at the same time be endorsed by the signatures of responsible employees and/or the director of the company.

Who has the right to sign primary documents

Basically, the right to sign is granted to those employees who, due to their duties, constantly encounter the “primary”:

• specialists from accounting and economic departments,
• managers and heads of sales departments,
• delivery drivers,
• logisticians,
• employees and managers of remote branches and separate divisions.

Who draws up the order

An order can be written by any employee of the enterprise whose duties include performing this task, who has the necessary competence, knowledge and skills in drawing up administrative documents.
Most often this is a legal adviser, personnel officer or secretary.

But whoever is directly involved in writing the order must submit it to the director of the company for review and approval, since without his signature this document will not be considered valid.

Procedure for granting signature rights

First of all, the management of the enterprise identifies employees who, due to their line of work, constantly encounter various types of documents. Then it is decided how to grant them the right to sign. This can be done in two ways:

• drawing up a special power of attorney,
• writing an order.

Power of attorney is appropriate in cases where documents are signed not only on the territory of the enterprise, but also in other places: for example, when a freight forwarder driver receives cargo from a warehouse of a partner organization or when an accountant receives a bank statement, etc. Another distinctive feature of a power of attorney is that it can be issued not only to a full-time employee of the enterprise, but also to an outside person.
Order The same applies only to those employees who are registered in the company and receive the right to sign strictly internal corporate documents.

After drawing up the order, the head of the enterprise must verify the signatures of the subordinates mentioned in it with his autograph.
The duration of the order is determined individually: it can be of an indefinite nature, or it can be drawn up for a period of one quarter, six months, a year, etc. depending on the situation within the company.

Basis for the order

According to generally accepted standards for drawing up orders, any such document must have some basis. In this case, this is the Federal Law on Accounting dated December 6, 2011 No. 402 (Articles 7 and 9). At the same time, the order can indicate either a direct link to it or simply write “In order to ensure compliance with the norms of current legislation” - such wording will also not be considered a violation.

How to write an order: basic rules and sample

Today there is no single unified form for an order for the right to sign primary documents, so enterprises and organizations can write it in any form or according to a model approved in the accounting policy of the enterprise.
However, some standards must still be adhered to. In particular, the order must indicate:

• order number,
• date of compilation,
• Company name,
• the locality in which the enterprise is registered.

In the main part, it is necessary to list everyone who is given the right to sign primary documents, indicating:

• positions,
• surname-name-patronymic,
• a list of documents that a particular employee has the right to sign.

It should be noted that the order may concern either one employee of the organization or an entire group of persons.

How to place an order

The approach to drawing up orders can also be absolutely anything: companies have the right to use simple A4 or A5 sheets or their own letterhead to write these administrative documents. In this case, the order can be written by hand or printed on a computer - this does not play any role in determining the legality of the document.

However, with all this, the order must be certified by the signature of the head of the enterprise or any other employee authorized to endorse such papers.

In addition, everyone who is mentioned in it, as well as the employees appointed responsible for its execution, must be familiarized with the document for signature.
Whether to put a seal on the order or not is the choice of the drafter, since it relates to the internal document flow of the company; moreover, since 2016, the requirement for the mandatory use of seals and stamps in the activities of legal entities has been abolished by law.

The order is usually drawn up in a single original copy.

After writing the order

After the order is properly written, executed and issued, for the entire period of validity it must be kept together with other administrative papers of the company. After losing its relevance, it should be transferred to the archive, where it should be stored for the period established by law or local regulations (but not less than three years), then it can be disposed of.

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When asking for a signature on a document, it is very important. Indeed, in case of violations, the document will be considered unsigned by an authorized person, i.e. having no legal force.

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An order is a legal act issued by the head of a government body (its structural unit), acting on the basis of unity of command in order to resolve the main and operational tasks facing this body. In some cases, it may concern a wide range of organizations and officials, regardless of subordination (A brief dictionary of types and varieties of documents, Main Archival Directorate under the Council of Ministers of the USSR, VNIIDAD, Central State Archive of Ancient Acts. - M., 1974).

An order is an act of the head of a government body, a government agency, or a commercial organization, containing mandatory guidelines for employees (Modern Economic Dictionary).

An order is an organizational and administrative document related to the Unified System of Organizational and Administrative Documentation (USORD), included in OK 011-93 “All-Russian Classifier of Management Documentation” (OKUD)) (class 0200000).

How to obtain signature rights?

Orders are issued for main activities and personnel. At an enterprise, an order is usually signed by the manager. Let us explain what his powers are based on.

The executive body of a legal entity embodies the will of the founders (participants) and manages the current activities of the organization. At the same time, he can be either individual - the general director (or director) of the organization, or collegial - the board (or directorate). It is in the organization's charter that it is stated what rights the general director and the board (if provided) are vested with. The charter specifies the procedure for approving (signing) documents that fall within the competence of the relevant executive body. Therefore, in order to understand the right to sign orders at an enterprise, you need to carefully read the charter of the enterprise.

See the sample format for an extract from the charter in Example 1. For the situation under consideration, the key phrase is “7.4. General Director of the Company: ... issues orders and gives instructions that are binding on all employees of the Company.” This wording means that only its general director can sign an order in an organization.

Example 1

The charter reflects the right to sign orders only by the general director

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Example 2

Delegation of the right to sign orders on an ongoing basis

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But the order can also be signed by another official, and several options are also possible. Let us systematize them by indicating who can sign an order for the general director of the enterprise and what documents record these powers:

Important! If the signing of a document is delegated, which has “circulation” not only within the organization, but must also be presented to third parties, then in addition the right to sign will need to be confirmed power of attorney. This usually does not apply to signing orders. More often it relates to letters, contracts, tax reporting, etc. We will consider the topic of powers of attorney in more detail in the upcoming issues of the magazine.

Let's take a closer look at option No. 2.1 - delegation of powers of a temporarily absent manager by charter.

Example 3

Reflection in the charter of delegation of powers of a temporarily absent general director

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During the absence of the General Director due to his vacation, temporary disability, or business trip, his duties are performed by the Deputy General Director, who acquires the corresponding rights and is responsible for the quality and timeliness of fulfillment of the duties assigned to him.

In this case, the employee becomes the acting general director, acting on the basis of the charter, and, accordingly, has all the powers of the latter, including the right to sign documents within his competence. You can prove the powers of the acting general director to third parties (counterparties, regulatory authorities) with the following documents:

• a notarized copy of the charter or an extract from it, which states who manages the legal entity in the absence of the general director;
• an order appointing the relevant person to the position of Deputy General Director;
• a document recording the absence of the general director (sick leave or an order to go on a business trip or vacation).

If the charter establishes such a procedure for performing the duties of the general director, then only the official specified in the charter can be appointed acting as the absent manager. In our case, this is the Deputy General Director.

Now consider option No. 2.2, when delegation of powers of a temporarily absent manager is formalized by order(Examples 4 and 5 show examples of such orders).

In such a case, to confirm the authority of the acting official, you will need to present:

• an order on the performance of duties of the general director in connection with his business trip, vacation or temporary disability;
• if this order indicates full name. acting, and not just his permanent position, then an order for the appointment of a specific person to this position will not be required;
• a document recording the absence of the general director.

Example 4

One-time delegation of powers to an absent manager

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Example 5

Delegation of powers of an absent manager on an ongoing basis

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But there is another exotic option, let’s call it No. 3. In practice, a situation is possible when the previous CEO quit, and the founders have not yet found a new one. If this situation is not provided for in the charter, then the meeting of participants (shareholders) appoints an interim person. To do this, it is necessary to draw up minutes of the meeting in which this position is temporarily transferred to a certain person. It is this document that will confirm to third parties the powers and right of signature of the temporary manager.

How to fill out the “signature” details?

Now let’s figure out how to set up the “signature” attribute for identified situations of signing documents. Let's start with platitudes - we will quote the general rules for the design of this detail in organizational and administrative documents, to which the order applies.

Document fragment

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GOST R 6.30-2003 “Unified system of organizational and administrative documentation. Requirements for document preparation"

3.21. The “Signature” detail includes: the title of the position of the person who signed the document (full if the document is not drawn up on a letterhead document, and abbreviated for a document drawn up on a letterhead document); personal signature; decryption of signature (initials, surname)…

Document fragment

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Signature of the official

The signature includes: the title of the position of the person who signed the document (when using an official form, the title of the position is not indicated), a personal signature and its decoding (initials and surname)…

As we can see from the above extracts from the documents, when registering the “signature” attribute, the position of the person who signs the document (and not “for whom” he does it) is indicated. Moreover, it should be taken into account that orders are not issued on the official’s letterhead, but only on the organization’s letterhead. Therefore, the position is indicated briefly (i.e., without repeating the name of the organization).

So, if the order is signed by the general director, then the “signature” attribute will look as shown below in Example 6, as well as in Examples 2, 4 and 5 (we remind you that orders are not stamped).

Example 6

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If the order is signed by another official who was initially given this right by the charter (according to our classification, this is situation No. 1.2) or the manager delegated it by order, regardless of his absence/presence (situation No. 1.1), then the position should be written in the “signature” attribute this person:

Example 6

Signature of the General Director on the order

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If only the manager has the right to sign a document and it, among other rights and responsibilities, is transferred to the person who will perform his duties during the period of absence, then the appearance of the words “acting” is appropriate. or "acting". Even if his deputy Artemenko will act as Mukhin’s general director, in situations No. 2.1, No. 2.2 and No. 3 his signature will need to be drawn up as follows (the personal flourish and its transcript belong to Artemenko, and the position is indicated with the note “acting general director”):

Example 6

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Example 7

Signature of the Acting General Director

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We have sorted out possible options for competent behavior in various situations, based on existing design rules. Now let's make an important disclaimer. All of the above quotes with the rules for registering the “signature” requisite are of a recommendatory nature, therefore We advise readers to reflect the procedure for registering the “signature” requisite in your organization’s Office Work Instructions, which may be the same as the recommendations above. In this case, the registration of the “signature” requisite will be “legalized” for your organization.

The situation is completely different in the case when the manager (for example, Ivanov) suddenly went on a business trip, got sick or went on another vacation, while the delegation of the right to sign documents in the organization remained unformed. Well, is this a familiar situation?

And here everyone manages as best they can. The most common options for signing documents are:

• indicate the position and its decoding, like the general director, and try to forge his personal flourish or put the remaining facsimile in the office (GSDOU, GOST R 6.30 2003 and Methodological recommendations for the development of instructions for office work in federal executive bodies contain the requirement that the details “ signature" included a personal signature. And it can be handwritten, electronic or facsimile. Whether to put a facsimile on the order is up to you. We only note that the use of a facsimile in an organization must be provided for by organizational and administrative documents, and even if you decide to put a facsimile to an order, then assess all the risks that your organization is exposed to if it is necessary to prove the legality of such a document in court. By the way, if a document is signed that is sent to a third-party organization, then for it to be legally valid there must also be an agreement between the parties on the admissibility of signing such documents using a facsimile);
• they change the signatory, while adding a slash, the preposition “for” or the familiar abbreviation “i.o.” before the title of General Director Ivanov’s position, then another person (for example, Komarov) puts his personal flourish and indicates his initials with his last name (see Examples 8 and 9). Any of these options will be incorrect if other persons do not have the authority to sign documents instead of the general director.

Example 8

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Example 9

Incorrect design option for the “signature” attribute

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Example 10

Incorrect design option for the “signature” attribute

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Example 11

Incorrect design option for the “signature” attribute

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It also happens that a draft document has already been signed by the other party (for example, an agreement) or a draft order has undergone a lengthy, complex approval process, collecting many visas, and on this document the “signature” attribute is included. The position of the absent CEO has already been imprinted. Is it possible to somehow sign this particular paper without creating another document, if another present official has the right to sign it? Let's look at the available recommendations:

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GSDOU (approved by the board of the USSR Main Archive on 04/27/88, order of the USSR Main Archive of 05/25/88 No. 33)

If the official whose signature is prepared on the draft document is absent, then the document is signed by the person performing his duties or his deputy. In this case, the actual position of the person who signed the document and his last name must be indicated (corrections can be made in ink or typewritten, for example: “acting”, “deputy”). It is not allowed to sign documents with the preposition “for” or with a slash before the job title.

GOST R 6.30-2003 does not contain explanations as to how the “signature” attribute is drawn up on a draft document in the absence of the general director, when his signature has already been prepared. It is only indicated that the document can be signed by an acting official indicating his actual position and surname. In this case, it is not allowed to put the preposition “For”, the handwritten inscription “Deputy.” or a slash before the job title.

We can only be guided by the recommendations of the State Budgetary Educational Institution (in full - “State system of documentation support for management. Basic provisions. General requirements for documents and documentation support services”) and Methodological recommendations for the development of instructions for office work in federal executive authorities.

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It is not allowed to sign documents with the preposition “For” or with a slash before the job title. If there is no official whose signature is on the draft document, the document is signed by the deputy manager, who has the right to sign documents for the manager, or another official who has the right to sign in accordance with the order on the distribution of duties, and the actual position of the person who signed the document is indicated , and his last name. Corrections to a prepared document may be made by hand by the person signing the document.

When signing a document by a person, in accordance with the order of the temporarily absent manager (vacation, illness, business trip), the signature is drawn up as follows:

But in order to make the above requirements normative specifically for your organization, they also need to be enshrined in the Office Management Instructions of your organization. It is advisable to add to the Instructions a clear example of signature design in the case under consideration:

In this example, the postscript “I.o.” before the phrase “General Director” and full name. the person actually signing the order (“A.K. Murashkin”) can be done by hand or typewritten, if this can be done technically.

The second option is to indicate the position with the postscript “Deputy.” before the phrase “General Director” - is possible if the deputy has the right to sign such documents.

In any case, before reflecting these subtleties of design in the Office Management Instructions, they should be agreed upon, including with the head of the organization. As arguments, you can cite quotes from the documents collected in this article. At the same time, I would like to warn employees of office management services against abuses when registering the “signature” requisite, i.e. minimize “postscripts”. And you definitely need to abandon the slash and the preposition “for” before the position, because such design options are erroneous and will make you doubt the legal validity of the document “signed with such difficulty.”

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