The activity of any business entity is associated with the need to compile a large number of documents, the design of which is tied to standardized forms, and also has a managerial and everyday function (certificates and orders, powers of attorney and orders). Quite often, questions arise about the size of the margins and font, the location of the seals, etc.
The rules for paperwork are regulated by GOSTs. These regulatory acts are developed and approved at the federal level. The requirements contained in them are advisory in nature. They find their application in administrative and organizational documents , which are included in a unified system. These include orders and decrees, decisions and orders, acts and protocols, letters, etc.
The rules for paperwork establish a list of details that they contain, as well as requirements for their execution. In the appendices to GOST there are sample forms. Due to the fact that the rules for paperwork are advisory in nature, each business entity must issue a local regulatory act. It will be secured by his order of office work.
The forms on which documents are made must comply with A4 or A5 formats. The paper should be white. Use of forms of light tones is allowed. The right margins of the document should not exceed ten millimeters. The remaining three are to separate the text from the edge of the sheet with a distance of at least two centimeters.
The rules for paperwork provide for the possibility of placing on the forms:
- the national emblem of Russia;
- the coat of arms of the subject of the Russian Federation;
- logo of the organization.
The rules for processing the details of documents govern the placement of these signs above the name of the business entity. Further below on the form are reference data of the organization. They are:
- number of state registration in the bodies of tax control OGRN;
- TIN / KPP, for registration in the IMNS;
- OKUD, classified as a form code of the document being prepared;
- OKPO code.
The general rules for processing documents state that the props, which are the name of the organization, must comply with those recorded in the statutory acts. If the business entity has an abbreviated abbreviation, then it should also be indicated. A mandatory reference element is also the name of the organization that performs the function of a parent.
The number of the document under which he went through the registration procedure includes an ordinal figure, which can be supplemented by an index recorded in the nomenclature of affairs, as well as a notification of the executors, of the correspondent, etc.
The rules for paperwork provide for affixing the name of the addressee. They can be both organizations and units included in their structure, as well as individuals and officials. The document is approved either by signing it by an authorized person, or by drawing up a separate act. The form may be transmitted to the performers with a resolution. This attribute contains the formulation of a specific task, as well as the timing of its execution.
The title should reflect the type of document, and also include a summary of it. The main text, which is compiled in the state language in accordance with legislative acts, is drawn up in the form of a coherent narrative, questionnaires, tables, as well as compounds of all these elements. The first part of the document reflects the goals pursued by its publication, and the second part makes decisions, draws conclusions or requests, makes suggestions.
At the bottom of the form is affixed signature details, as well as approval. The document is stamped. It serves to confirm the authenticity of the signature affixed by an official.