The conclusion of any transaction requires documentary evidence. In addition to compiling the necessary documents, it is often required to transfer official papers from one natural or legal person to another. Such a transfer is a legal procedure and requires the necessary writing. The documentary evidence of the event is an act of transfer of documents drawn up in a specific form and signed by all participants.
Such an act is legally justified only if all the necessary signatures are drawn up in accordance with the rules of paperwork. There is no single bank or unified form for all cases, since situations requiring the transfer of documents are very diverse. Therefore, the form of this document in each specific situation is different.
In general, a document consists of three mandatory parts. The first part, immediately after the name " Document Acceptance and Delivery Act " (a sample, as a rule, for each type of document), the date and place of preparation, contains the details of the sending and receiving parties. For individuals, this is the name and data of the passport, for organizations - the full name and data of representatives. If documents are transferred between different divisions of the same organization, the names of the structural divisions (sending and receiving), as well as the names of representatives should be indicated.
In the second part, the act of transfer contains the actual list of documents to be transferred, indicating serial numbers and registration data reflected in accounting documents. It is most convenient to arrange such a list in the form of a table.
The last part of the act must indicate the number of copies made and signatures of the parties. For representatives of organizations, next to the signature, it is necessary to indicate the positions and decryption of the signatures. The act must also be certified by the seal of the organization.
In the case of the transfer of particularly important documents, the act of transfer is drawn up by a special commission created by order of the head. In this case, the signatures, surnames and positions of all members of the commission are mandatory.
The return transfer of documents is possible only upon a special application of the established form with a listing of the transferred documents. If part of the documents is lost, this should also be reflected in the application.
In what cases should the act of transfer be drawn up ? In the personnel document flow, the transfer of documents from one employee to another is carried out in cases of leaving on vacation, dismissal, transfer to another department. In addition, this act is compiled upon the delivery of documents to the archive for storage or upon destruction. All necessary information on the movement of documents is reflected in a special journal or folder. The act of transmitting and receiving documents must contain a complete list of them, regardless of the number of sheets or volumes.
For a legally competent and correctly drawn up act of transfer, the personnel service of the organization must have a list of the necessary regulatory documents. Mandatory documents of the personnel service include a regulation on remuneration, internal regulations, an employment contract, staffing, orders for personnel, vacation schedules, personal cards of employees and their work books, applications for leave and dismissal of employees, and a number of others.
A particularly responsible process is the reception and transfer of work books, in case of loss of which the recovery process is associated with considerable difficulties. Also, the most important document is the book of labor books, containing the signatures of both employees and dismissed. The transfer of work books is recommended in the form of a separate annex to the act indicating the series and numbers of each book, including unclaimed ones.
In some cases, the transfer of copies of documents is provided, mainly this relates to secret or title documents or documents of strict reporting.
In the event of the loss of certain documents and disagreement regarding this issue, the act of acceptance is the main legal basis for resolving disputes. Therefore, its proper design is so important, it is better if it is carried out by a specialist with experience in working with documents.