In a broad sense, an act refers to a category of documents that have a normative value (legal force) and are drawn up in accordance with established rules. This term is widely used in the legal sphere to refer to decisions, actions, orders. However, this is far from the only area of ​​activity in which the drawing up of an act is necessary. The form of the document is widely used in accounting and reporting, financial and other fields.
Concept specificity
As mentioned above, the concept of "act" is used in the legal field. In this area, the term appears not as a designation of a species, but as a generic definition of a group of documents. For example, acts of legislative significance include the Constitution, Decrees of the President, Decrees of the Government and other bodies of state, regional and municipal authorities. In the field of civil relations this group of documents is also used. For example, acts confirm those or other events - death, birth, marriage, change of surname, name, adoption. In accordance with this, citizens are issued certificates upon their applications. Acts are also used in international practice. They are agreements, conventions, contracts, etc.
Organizational and administrative activities
Within its framework, the preparation of acts, contracts and other documents is quite often carried out. Responsible for this may be several persons (as part of a special commission) or one entity vested with authority. As a rule, the preparation of the act is due to the need to fix this or that event or fact. In some cases, paperwork is carried out by an inspector or auditor. For example, during the investigation of an industrial accident, an inspection report is drawn up. The document can be executed according to the results of testing a new product or sample, upon acceptance-transfer, establishing a list of securities to be destroyed, and so on.
Nuances
Due to the fact that the preparation of the act is carried out when fixing various aspects of the activities of officials and enterprises, documenting actions and events in various industries, there is no single universal form. Paperwork is made taking into account specific circumstances. For some situations, uniform forms are provided. They are considered typical and cannot be changed by the organization or official.
The procedure for drawing up acts
Despite the fact that documents are used in various fields and may have their own specifics, a number of general requirements are imposed on them. The rules for drawing up the act oblige the entity responsible for execution to include the following details in the form:
- The name of the parent organization (if any).
- The name of the company where the document is drawn up.
- The name of the type of form (in this case, "Act"). Depending on the event or fact, a brief description is added to the name. For example, an act of completion , acceptance of transfer, and so on may be drawn up .
- Place of registration.
- Text.
- Indication of the availability of the application (if any).
- Signature and date of issue.
- Registration index.
In some cases, the document must have other details. For example, the preparation of an inspection certificate involves the inclusion in the form of information about the inspectors, their signatures, notes on familiarization. On some documents there must be a stamp of approval or approval, the seal of the company or person in charge.
Design specifics
Drawing up an act (in the absence of a unified form) is carried out on sheet A4. The title is a brief description of recorded events or facts. The legislation does not impose strict requirements on it. When you make out you need to monitor the consistency of words. It is allowed to formulate the title using the verb noun (prepositional case) and the preposition "o". For example, acts on a / c can be drawn up:
- Loss and destruction of certificates and badges.
- Investigation of an industrial accident.
- Labor rationing.
- Equipping educational institutions.
In other cases, the title can be made out using a verb noun in the genitive case. For example, acts of acceptance of work, issuance of documentation, verification of the performance of a collective agreement, readiness of design estimates, and so on can be drawn up.
Introduction
As a rule, the act includes the introductory and stating parts. The first indicates:
- The grounds in accordance with which the act is drawn up . The details of the administrative or regulatory document are given here, an oral instruction of the head is given. As a basis, a planned task can also act.
- The composition of the commission. In this part, it is necessary to indicate the names of posts, name of the chairman and members of the working group. In some cases, the commission may include representatives of third-party enterprises. In this case, next to the position indication, the name of the organization on behalf of which they act is registered.
Separate lines in the introductory part indicate the name of the entities that participated in the preparation of the act. The words “Commissioners”, “Founding”, “Chairman”, “Present”, etc. are written with a capital letter from the beginning of the left field of the form and remain open.
Stating part
It outlines the objectives and goals of documentation, the nature and description of the activities undertaken, methods, time spent on it. The ascertaining part also records the facts that were established in the process of implementing the planned activity. If it is necessary to document several events, the text is divided into the corresponding number of points. If necessary, the findings are set out on the established facts, as well as proposals on the facts identified. If they are given in the administrative form, the act must contain an indication of the deadlines for the implementation of the established requirements. If such a document is drawn up by an authorized person of a third-party organization (for example, a control body), it is provided to the head of the audited company for review under signature.
Additionally
At the end of the ascertaining part, the number of copies of the act is indicated. Their number is determined by practical necessity or regulatory documents. For example, an act on issuing cases for temporary use is drawn up in 2 copies, on non-detection of materials whose search methods have been exhausted, in enterprises obliged to transfer papers for state storage - in 2, not transferring - in 1- m copies If it is necessary to draw up applications, a link is made to them in the document.
Signing
The autograph is set by the originator and the persons who participated in the execution of the act. If the commission recorded the facts, then in the requisite “signature” it should be indicated not the posts of its members, but the distribution of their duties within the working group. The chairman puts the signature first. After it, the commission members sign in alphabetical order. If anyone has comments on the design of the document, they put an appropriate mark. The conclusions themselves are presented on a separate form. If the comments are small in scope, they can be entered into the act. In conclusion, the date is set. The time period for drawing up the act may be different. The legislation does not contain general instructions in this regard. Some documents are executed immediately at the time the facts are revealed. It takes several days to draw up other acts. Nevertheless, the document puts the calendar number in which the design was completed.
Statement
For some types of acts, it is mandatory. Approval is carried out by the management of this or a higher organization, the administrative document of which became the basis for paper processing. The corresponding stamp is necessary in acts prescribing the commission of certain actions. It is put down on the first sheet, in the corner to the right. As a rule, the neck looks like this: "I approve." Next to this word is the signature of the official.
Final provisions
As an additional requisite, giving the document a legal effect, the press acts. For some acts, it is mandatory, for others - recommended. However, in practice, usually printing is present on almost all forms issued by the enterprise. Its presence allows you to avoid various problems, including those associated with the authentication of the document. The seal shall certify acts of acceptance of work performed, objects completed by construction, and so on. In documents that must be approved by a senior official, the impression is put on the bar. Legislation obliges persons involved in the design to familiarize themselves with the act. At the same time, they put their paintings next to the corresponding mark, their transcript and date.
conclusions
The drawing up of the act, therefore, is carried out in accordance with the established general rules of office work. In Russia, state standards apply, which establish a list of details that must be present on all official documents. Additional marks, lines, inscriptions, vultures are affixed depending on the specifics of the event to be recorded, the characteristics of the industry and the scope of the organization. As a rule, the company has a clerical service. Its employees are authorized to execute paperwork, receive and send papers, and verify the correctness of their execution. The drafting of acts, however, is not the exclusive prerogative of internal service. The preparation of such documents can also be carried out by third parties. For example, it may be a tax or other control inspection. Meanwhile, regardless of who draws up the acts, the documents must comply with the general requirements established by the norms. In the absence of any of the required details, the paper will be considered invalid, not having legal force.