An order for the right to sign a director is a document that officially allows an authorized employee to endorse official papers instead of a manager. Every enterprise, whether it is a holding with thousands of employees or an individual entrepreneur with a staff of 5 people, daily encounters an abundance of incoming and outgoing documentation, which must be executed and signed in accordance with legislative acts.
Why do I need an order for signature rights
Not only the head of the enterprise, but also his other employees sign the papers, each within their duties. So, accounting staff signs accounts and acts of reconciliation, lawyers sign contracts and claims, personnel department signs orders concerning personnel, work books, etc.
At large enterprises, the manager is physically unable to personally sign all the documentation. Granting the right to sign on documents (the order in this case must be executed according to all the rules) will help to “offload” the director and delegate part of the authority to the responsible person.
In addition, a similar document is required:
- when an enterprise has several divisions in which economic and financial activities are fragmented;
- when the branches of the enterprise are at a great distance from each other, for example, in different cities or regions;
- when the leader is not present at work - he is on vacation, business trip or sick leave;
- if the company works seven days a week, and the head according to the established schedule, but in his absence, the documents must be signed.
Order on granting the right to sign primary documents
The primary documentation or “primary” are considered tax and accounting documents:
- waybills;
- invoices;
- money orders;
- Acts
- extracts and references.
In practice, an order to grant a signature right is most often issued specifically for documents of the above type, their turnover at enterprises is the largest. Primary documents must be executed without errors and must be endorsed by the signature of the responsible official or director of the enterprise.
Who can sign the documents?
An employee with the right to sign primary documentation is selected according to this principle: whoever most often encounters the primary organization must sign it. It is a rational rule. The initial documentation, if there is an order on the granting of the right to sign, can be endorsed by:
- accountant;
- employees of economic and personnel departments;
- employees and / or sales managers;
- Logisticians and / or forwarding drivers.
More specific information about who and what has the right to endorse is indicated in the relevant order. It is also important to understand the difference between the right of the first and second signature. The first is the prerogative of the head of the company. To provide other employees with the opportunity to sign papers, the director issues an order granting the right to first signature. The second signature is provided, as a rule, to the chief accountant of the enterprise or his deputy. Such concepts were introduced due to the fact that some documents, for example, banking, have the right to sign only the first person, and some, less important, the second person of the company. Obligations, as well as sample signatures, are recorded at the registration of the enterprise.
Drawing up the order: rules and sample
An order for the provision of the right to sign can be made by any employee whose job description includes working with administrative documents. This can be an enterprise lawyer, human resources specialist or manager’s secretary - it depends on the size of the company. After drawing up the document is transmitted for review and signature to the head. Without the latter, the document is not valid. Persons entitled to endorse documents are determined by the director.
There is currently no unified form for writing an order on delegating the right to sign. The document can be compiled in any form or on the model adopted by the company. However, the document must contain:
- serial number of the order;
- name of institution;
- company registration data;
- date of signing the order.
The main part reveals the essence of the executive order. It is necessary to list all employees with the ability to endorse documents instead of the director. The positions indicated, F. I. O., as well as a list of documents allowed to be signed by this or that employee. An order may relate to both one person and a group of employees of the enterprise. The duration of the order depends on the specific situation: it can be unlimited or have a limited period of validity, for example, during the director’s vacation.
If you need to sign documents outside the territory of the enterprise, for example, at a partner warehouse, at a bank, etc., or you have to sign documents to a person who is not on the staff of the company, it is better to use a power of attorney instead of an order to provide the signature right (sample below).
VECTOR LLC Address: Moscow, st. Builders, 5 Order No. 5 of February 1, 2019 On granting the right to sign primary documentsDue to the increase in sales and the growth in the number of primary documentation, I order: - Transfer the right to sign invoices to accountant I. Ivanova
- Transfer the right to sign acts on the acceptance and transfer of goods to the driver-forwarding agent S. Sidorov
Signature sample Ivanova I. I. _______ Signature sample Sidorova S. S. ________ Director of VECTOR LLC Petrov P. P. ________ |
Paperwork
Due to the lack of a unified form, the approach to drafting orders can be any. It does not matter how the document is compiled - by hand or on a computer, in both cases it will have legal force if the director has a signature. For writing, you can use sheets of formats A5 or A4, company letterhead. It is enough to have one copy of the document. The seal of the enterprise is put at the choice of the originator, since the order to transfer the right to sign is a document of the internal document circulation of the enterprise.
And what after signing the order?
So, the order on the provision of the right to sign is drawn up, executed, signed and published. The officials mentioned in the order, after reviewing it, must confirm this fact with their own signature.
During the period of its validity, the document must be kept with the rest of the administrative documents of the enterprise. At the end of the validity period, the paper is transferred to the archive, where it is stored for at least three years before destruction.
Revocation of Signature Rights
To cancel the right to sign before the deadline specified in the document, it is necessary to issue a new, canceling order. It should contain information about which order (number, date of drawing up) and for what reason is canceled. The authorized person must be familiar with the document, after which he puts his signature in the column specially provided for on the document or on a separate familiarization sheet.