HOW TO SIGN AND STAMP LAWFULLY?

GUIDELINES FOR ENTERPRISES TO SIGN AND STAMP IN DOCUMENTS IN ACCORDANCE WITH LEGAL REGULATIONS

The seal and signature of the enterprise’s document are very important. It affects the legal validity of documents, businesses should pay attention to how to stamp and sign how to comply with the law. OPINES company would like to advise you to better understand the seal and sign for the legal representative of the Enterprise.

Legal grounds:

On March 5th, 2020, the Government issued Decree 30/2020/ND-CP providing guidelines on clerical work and this Decree officially takes effect from March 5th, 2020.

Enterprises should note about this new regulation.

 

I. STAMP

In the enterprise, there are 4 ways to stamp (seal form), each form has different usage:

1. Round seal of organization:

The seal to the left of the signature, seal up to 1/3 of the signature.

 

2. Hanging seal:

Stamp the documents, internal documents of the unit, the closed position in the top left corner, close on the line to write the name of the agency or unit

Note: If you are an accountant, you may encounter this situation when issuing an invoice where the person signing the bill is the person authorized by the unit leader to sign the invoice.

3. Stamp on the signature in the document

Stamped on the signature of the text to affirm the legal value of the text. The stamp on the signature will be in the confirmation of the content of the document, stamp on the signature of the legal representative, or the authorized representative within the scope of that document. The signature stamp on the signature will cover 1/3 of the signature of the authorized person and deviate to the left of the signature.

4.Stamped with overlapping:

The overlapping seal is the use of an enterprise’s seal on a multi-sheet document to the left or right margin so that all papers of a document are stamped, to ensure the accuracy of each sheet. in the document, avoid intentionally altering the content of the text to forge text.

Normally when enterprises enter into a contract but the contract includes many pages, apart from the signature and stamp on the signature of the parties in the final part of the contract, it is necessary to affix the overlapping seal of the contract signing parties. For a multi-page contract that cannot be overlaid at one time, it may be divided, affixed with overlapping stamps on consecutive pages until it is stamped on all pages of that contract and must make sure that when you put the pages together, the overlapping seal must match the business seal. Specifically, the overlapping seal is applied as follows:

  • Applying overlapping stamp with documents with 02 pages or more for one-sided prints or from 03 pages or more for 02-sided prints.
  • The overlapping stamp will be affixed to the middle of the right or left edge of the document, covering one part of all the papers in the document.
  • Each time stamp must not exceed 05 pages of printing on one side and 09 pages on 02 sides of the document.

II. SIGN

Enterprises should note that when signing the document,

1. Use a pen with blue ink (Clause 6, Article 13 of Decree 30/2020/ND-CP)
2. Do not use a pencil
3. Do not use red ink
4. Do not use perishable ink