In accordance with the regulation "On the State Emblem of the Russian Federation", the reproduction of the State Emblem of the Russian Federation is mandatory:

on letterheads and stamps

on the forms of the central bodies of federal executive power

on letterheads of other executive authorities

02 - Coat of arms of a subject of the Russian Federation

The coat of arms of a constituent entity of the Russian Federation is placed on letterheads of representative and executive authorities of the constituent entities of the Russian Federation. The use of the coat of arms is regulated by the relevant regulations (laws, charters, etc.) of the subjects of the Federation.

The coat of arms of a city, region of the Russian Federation is placed on the forms of documents of the representative and executive authorities of the city and region and is regulated by the regulations of cities and regions of the Russian Federation.

03 - Emblem or trademark of the organization

The emblem of the organization or trademark (service mark) is affixed to the forms of documents in accordance with the law of the Russian Federation "On Trademarks, Service Marks and Appellations of Origin". The image of the emblem is placed on the letterhead of the organization in accordance with the constituent documents (charter, regulation). The emblem is not reproduced if the State Emblem of the Russian Federation or the coat of arms of a subject of the Russian Federation is placed on the form.

04 - Organization code

The organization code is affixed according to the All-Russian Classifier of Enterprises and Organizations (OKPO). For public authorities and administration, the code is affixed according to the All-Russian classifier of public authorities and administration (OKOGU). The code is an element of electronic identification of a document and serves to speed up the transfer of documented information via electronic communication channels and reduce possible errors that occur when transferring long and difficult to perceive names of organizations.

05 - Main state registration number (OGRN) of a legal entity

The main state registration number of a legal entity is affixed in accordance with the documents issued by the tax authorities.

06 - Identification number of the taxpayer / code of the reason for registration (TIN / KPP)

The taxpayer identification number / registration reason code is put down in accordance with the documents issued by the tax authorities.

07 - Document form code

The document form code is affixed according to the All-Russian classifier of management documentation (OKUD). The document form code serves to speed up the transfer of documented information via electronic communication channels and reduce possible errors. The OKUD presents the names and code designations of the unified forms of documents included in the Unified Documentation Systems (UDS).

08 - Organization name

The name of the organization is a collective designation of the author of the document and must correspond to the name fixed in its constituent documents. Above the name of the organization indicate the abbreviated or full name of the parent organization, if any. The name in a foreign language is reproduced in cases where it is enshrined in the constituent documents of the organization, and is located below the name in Russian or to the right of it.

The name of the branch, territorial office, representative office, structural unit, official is indicated if they are the authors of the document and are located below the “Name of the organization” variable.

If the document is prepared by two or more organizations, then it is not drawn up on forms. In this case, the names of organizations are arranged in accordance with the rank. If organizations are of the same rank, their names are placed on the same level, otherwise the name of the lower organization is placed below the name of the parent organization.

General requirements for the execution of documents.

Design Requirements documents prepared by the Bank of Russia are set in accordance with the requirements of state standards.

When drawing up documents, it is necessary to follow the rules that ensure the legal force of the document, contribute to the prompt execution and subsequent use of documents, the possibility of processing documents using computer technology. Each type of document must have a strictly defined set of details (component parts) and a stable order of their arrangement.

Official documents of institutions are issued on forms, established pattern. For documents, two formats of forms are established - A4 (210x297 mm) and A5 (148x210 mm) in accordance with GOST 9327. The names of the institutions of the Bank of Russia system located in the constituent entities of the Russian Federation, which, along with the Russian language as the state national language, are printed in two languages ​​- Russian and national..

On blank sheets (not on forms) are printed:

Documents prepared jointly with other organizations;

Documents intended for use within the apparatus of the institution.

2.2 The composition of the details of the document.

Form – 30 requisites are set as a sample, which are used in the preparation and execution of organizational and administrative documents. They include:

1 - State Emblem of the Russian Federation;

2 - Coat of arms of the subject of the Russian Federation;

3 - Emblem of the organization or trademark (service mark);

4 - Organization code;

5 - Main state registration number (OGRN)
legal entity;

6 - Taxpayer Identification Number / Reason Code
registration (TIN/KPP);

7 - Document form code;

8 - Name of the organization;

9 - Reference data about the organization;

10 - Name of the type of document;

11 - Document date;

12 - Registration number of the document;

14 - Place of compilation or publication of the document;

15 - Addressee;

16 - Document approval stamp;

17 - Resolution;

18 -Heading to the text;

19 - Mark of control;

20- Text of the document;

21 - Mark about the presence of the application;

22- Signature;

23- Stamp of document approval;

24 - Visa document approval;

25- Seal impression;

26- Mark of the certification of the copy;

27- Mark about the performer;

28 - A note on the execution of the document and sending it to the case;

29- Mark on the receipt of the document in the organization;

30- Identifier of the electronic copy of the document.

Requisites , used in the design of the ORD, are constant and variable.

TO permanent it is possible to include such details that are constantly present on the document in an unchanged value and which, therefore, can be applied in advance on the letterhead of the organization. These are details such as the State Emblem of the Russian Federation or the coat of arms of a constituent entity of the Russian Federation (if the organization has the right to depict the coat of arms on its letterhead), the emblem of the organization (if the organization has one), the name of the organization, reference data about the organization, the organization code, the document form code (for example, a business letter), other codes (OGRN, TIN / KPP).

TO variables it is possible to include such requisites that depend on specific circumstances, for example, requisite 11 “Document date” depends on when the document is created, requisite 20 “Document text” depends on O what will be said in the document, i.e. on the content of the issue covered in the document.

Thus, the value of variable details will always be different, depending on the circumstances of preparation and the type of document, But the place of their location on the document and the rules for their design remain unchanged.

Details can be divided into mandatory and optional.

Required details provide the legal force of the document, and they are always present on any type of ORD.

The following details are mandatory: the name of the organization, i.e. the author of the document, date, registration number of the document, title to the text, text of the document, signature, etc.

Additional details are not on all types of documents (for example, an emblem, a mark of control). Additional requisites may characterize the stages of document processing (for example, 29 “Remark on receipt of the document by the organization”, 30 “ID of the electronic copy of the document”), but the absence of additional requisites on the document cannot affect the legal force of the document.

Layout Key provides two options for the design of details: angular and longitudinal.

At corner version the heading of the document form is located in the upper left corner of the A4 or A5 sheet.

At longitudinal version the heading of the form is extended to the border of the right margin.

There are two ways to design attributes: flag and centered.

At flag way attribute location, the beginning of the attribute is always located from the left border of the attribute location area.

At centered way requisite locations The beginning and end of each row of requisites are equidistant from the boundaries of the requisite location area.

Thus, the Layout Key establishes the main fundamental points on the basis of which uniform rules for the design of details used in the preparation of organizational and administrative documents have been developed.

The location of the details on the forms of organizational and administrative documents is regulated by state standards.

GOST R 6.30-2003 establishes certain requirements for the execution of each of the details of organizational and administrative documents.

State Emblem of the Russian Federation. (props 01)

The State Emblem of the Russian Federation is placed on the forms of documents in accordance with the current legislative and regulatory acts of the Russian Federation.

On the basis of the Federal Constitutional Law of the Russian Federation “On the State Emblem of the Russian Federation” dated December 25, 2000 No. 2-FKZ, the State Emblem is reproduced on letterheads in a single color version with a heraldic shield.

Coat of arms of the subject of the Russian Federation (props 02)

The requisite is placed on the forms of documents in accordance with the legal acts of the constituent entities of the Russian Federation. In this case, it is advisable to indicate on the form also the name of the state - the Russian Federation.

On forms of documents, duly approved images (coats of arms) of territories or settlements can also be additionally reproduced (requirements for their design are not stipulated by GOST R 6.30-2003).

Emblem of the organization or trademark (service mark) (props 03)

The emblem of the organization is a symbolic graphic image. The emblem may be a picture, a symbol, may include a letter designation. A number of federal departments have their own heraldic signs - emblems.

The emblem of the organization is placed on the letterhead of the organization V in accordance with the charter (regulations on the organization). The dimensions of the emblem are not limited, but GOST R 6.30-2003 designates the emblem location area as the top field of the document. Often the logo is placed in the left margin of the document at the level of the organization name, but the logo is not allowed to replace the name of the organization.

The emblem cannot be reproduced on a letterhead if the State Emblem of the Russian Federation or the coat of arms of a constituent entity of the Russian Federation has already been reproduced on it.

A trademark, service mark are depicted on the form in compliance with the requirements of the Law of the Russian Federation of September 23, 1992 No. 3520-1 "On Trademarks, Service Marks and Appellations of Origin". A trademark is a designation capable of distinguishing goods and services of one legal or natural person from similar goods and services of other legal or natural persons.

Zone I The rules for the location of the trademark on the forms are the same as for the emblem.

Organization code (props 04)

Each organization (legal entity) must be registered, have its own code according to the All-Russian Classifier of Organizations and Enterprises (OKPO). So, for example, any organization (legal entity) in Moscow must be registered with the State Tax Inspectorate, have a certificate that it is entered in the register, after which the Moscow City Committee on Statistics assigns the organization an OKPO code. The code is an eight-digit number, the last digit of which is printed with a space, for example, the code of the Moscow Polytechnic School is -0509876 5. Each digit in the code carries a certain information load, indicates that the organization belongs to a certain industry, to a certain level in this industry, type of activity, etc. d.

The organization code, as well as the document form code, is placed on document forms after requisite 08 “Organization name” (on general forms) or after requisite 09 “Organization reference data” (on official letterheads). The organization code is a kind of confirmation of the eligibility of the organization - the author of the document. The code is also necessary when introducing computer technologies for information processing.

The main state registration number (OGRN) of a legal entity (requisite 05)

In accordance with the Federal Law of August 8, 200! No. 129-FZ “On State Registration of Legal Entities”, the tax authorities maintain the Unified State Register of Legal Entities. OGRN is the registration number of an entry on the creation of a legal entity or an entry on the first submission of information about a legal entity (for legal entities registered before July 1, 2002). Making an entry in the Unified State Register of Legal Entities is confirmed by a certificate issued to a legal entity. PSRN is a 13-digit digital code that is placed as part of the reference data about the organization and only in letter forms, as well as details 04 and 06 - “Organization Code” according to OKPO and “Taxpayer Identification Number / Registration Reason Code” ( TIN/KPP).

Taxpayer identification number / registration reason code (TIN/KPP) (requisite 06)

This requisite is affixed in accordance with the documents issued by the tax authorities. A taxpayer identification number (TIN) is a digital code that indicates that a taxpayer - a legal entity, an individual entrepreneur, or an individual - is registered with the tax authorities. TIN is formed as a digital code, the composition of which by the number of characters can be different for the above persons, so for an organization it is a 10-digit digital code, for an individual it is a 12-digit digital code.

In connection with the peculiarities of accounting for organizations, determined by the provisions of the Tax Code (Article 83), in addition to the TIN, a registration reason code (KPP) is introduced, which consists of nine characters.

TIN / KPP is also affixed only on letterheads as part of reference data about the organization after the code for the OGRN.

Document form code (props 07)

The code of the document form according to the All-Russian Classifier of Management Documents (OKUD) must correspond to the code of the unified document form contained in a certain section of the classifier. So, the code for the unified form of a business letter in OKUD in the section (“Unified system of organizational and administrative documentation” is 0200200. This code can be pre-applied on the *** form of a business letter. The OKUD code is affixed to the right of the organization code. On the general form, the code document form is imprinted when compiling a particular type of document.

Name of company. (props 08)

Requisite 08 "Name of the organization", i.е. the author of the document is a mandatory requisite and therefore must be indicated on all documents of the organization - internal, outgoing, drawn up both on letterheads and on a blank sheet of paper (in the case of preparing joint documents with other organizations).

The absence of this requisite may be the basis for declaring the document illegal.

For example:

Above the name of the institution of the Bank of Russia system indicate the full name of the parent organization.

The name of the Central Bank of the Russian Federation is indicated in accordance with the Federal Law of the Russian Federation "On the Central Bank of the Russian Federation (Bank of Russia)", namely: the Central Bank of the Russian Federation (full name), the Bank of Russia (abbreviated name). The abbreviated name (in brackets) is placed below the full name on the form. Then the name of the territorial institution is placed, including the words “Main Directorate for ...”, followed by (in the dative case) the name of the region in which the territorial institution operates or the words “National Bank ...”, then the name of the subject of the Russian Federation in which it operates this institution.

For example: Central Bank of the Russian Federation

(Bank of Russia)

Main Directorate for the Krasnoyarsk Territory or

Central Bank of the Russian Federation

(Bank of Russia)

Main Directorate for the Krasnoyarsk Territory

Settlement and cash center of Yeniseisk

On the letterheads of structural units (for documents issued signed by their heads), the name of the structural units is indicated in accordance with the approved provisions and is located below the name of the institution.

Documents signed by the management of the institution should not be drawn up on letterheads of structural units.

Reference data about the organization (props 09)

This prop includes:

postal address, the elements of which are indicated in the sequence established by the Rules for the provision of postal services, approved by Decree of the Government of the Russian Federation of September 26, 2000 No. 725. The postal address is indicated in the following sequence:

street name, house number, city, region, territory or autonomous district name, country name, postal address The Russian Federation is switching to the international address writing system;

telephone numbers and other information at the discretion of the organization (fax, telex numbers, bank account number. An e-mail address, etc. may be indicated).

This requisite is indicated only on the forms of a business letter, since the letter involves correspondence.

A bank account is indicated only if a form with a longitudinal version of the details is used, since information about a bank account takes up a significant amount and, as a rule, does not fit into a form with an angular version.

Name of the type of document (props 10)

The requisite is used only on forms of a specific type of document, its name is regulated by the charter (regulations on the organization) and must correspond to the types of documents provided for by USORD - order, charter, regulation, instruction, etc.

The letter does not indicate the name of the type of document.

In the form of a specific type of document, this attribute is affixed after the name of the organization - the author of the document. The name of the type is indicated on each document (except for a letter) and must correspond to the competence of the institution of the Bank of Russia system, structural unit, and the content of the documented action.

Document date (props II)

The date of the document indicated in the form at the place of the requisite ] 1 is the date of signing (for example, a business letter), the date of the meeting (in the minutes), the date of the event (in the act). There are also: the date of approval (in requisite 16 "Document approval stamp"), the dates of approval in requisite 23 "Document approval stamp" and in requisite 24 "Document approval visas".

There are two ways to format a date: digital and word-to-digit.

Digital date formatting should be used if the date is entered in the form in the place indicated by the line for attribute II, under attribute 09 or 10, depending on the type of form. The date is written in Arabic numerals in the following sequence: day of the month, month, year. The day of the month and the month are written as two pairs of Arabic numerals separated by a dot; year - four Arabic numerals, for example: 09/01/2000.

It is allowed to design the date according to international rules, providing for the reverse sequence of numbers: 2000.09.01.

It is always necessary to write 0 if the digit in the month or day is less than 10. A digital date is convenient for automated processing of the information contained in the document. In the same way, the date is affixed to other details.

Word-numeric way of date registration most often used in the text of regulatory and financial documents, for example, September 15, 2000.

The date of a document that is not on a letterhead and is not subject to registration is put below the text next to the signature.

All marks on the document related to its passage and execution are dated and signed.

Registration number of the document. (props I2)

The registration number assigned by the organization that created the document is affixed to the document.

The registration number of documents of institutions of the Bank of Russia is assigned in accordance with the requirements of internal Business Instructions.

The letters that are responses to requests indicate the number and date of the documents to which the response is given. These data are entered in the prescribed place of the form or in front of the heading of the document, which is not drawn up on the form.

Place of compilation or publication of the document (props 14)

The requisite is used only in the general form and the form of a specific type of document. The place of compilation or publication of the document is indicated only if it is difficult to determine it by requisite 08 “Name of the organization”.

The place of compilation or publication is indicated in accordance with the administrative-territorial division adopted in the country, while using generally accepted abbreviations: city - city, settlement. - village, village - village, etc.

The requisite is indicated under the date and registration number of the document.

Addressee (props 15)

This requisite is most often used in official letters, as well as in instructions and orders. The props are complex, consisting of several components, separated from one another by 1.5-2.0 line spacings. Within itself, each component is printed at one interval. The first line of the attribute is printed from the 4th position of the tab in the upper right corner of the first sheet of the document at the level of the first line of attribute 08 "Name of the organization".

The maximum number of component parts of the attribute " Destination " includes:

name of company;

name of the structural unit;

position, initials and surname;

mailing address.

Elements of the postal address on documents and envelopes are indicated in the sequence established by the "Rules for the provision of postal services", approved by a decree of the Government of the Russian Federation

name of the addressee (organization or surname, name, patronymic);

street name, house number, apartment number;

the name of the region, region, republic;

country (for international letters);

postcode.

For example:

Committee for Social Protection of the Population of Moscow

Head of Department

vocational rehabilitation

V.A. Konyaeva

st. Novaya Basmannaya, 10 Moscow, 110252

When sending a business letter by fax, the fax number may be indicated instead of the postal address.

When addressing a document to an individual, first indicate the postal address, then the initials and surname of the recipient.

When sending a document to a specific official, the name of the institution is indicated in the nominative case, position and surname - in the dative.

For example:

Central Bank of the Russian Federation To the Director of the Administrative Department Initials Surname

When addressing a document to several homogeneous organizations or several structural divisions of one organization, their names should be indicated in a generalized way.

For example:

Settlement and cash centers of the Main Department of the Bank of Russia in the Smolensk region

The document should not contain more than four recipients. The word "copy" before the designation of the second, third and fourth addressee is not indicated.

When a document is sent to more than four addresses, a mailing list is compiled, the generalized name of the addressee is indicated on the document, or only one addressee is affixed to each copy. In this case, copies of the signed and registered document are sent to the addressees.

Only original copies of letters are sent to the authorities and the Bank of Russia.

The full postal address is indicated when sending the document to one-time correspondents.

The postal address is not put down on documents sent to the highest bodies of state power and administration, subordinate organizations (as permanent correspondents); in these cases, pre-printed address envelopes may be used.

Document approval stamp. (props 16)

Document approval is a special way of putting a document into action.

As a rule, acts, tasks, reports, programs, prices for the production of work, estimates, plans, balance sheets, job descriptions of employees, etc. are subject to approval.

Approval of documents prepared by an institution of the Bank of Russia system is carried out by its head, deputy heads in accordance with their competence, as well as by the decision, protocol of the collegial body by affixing the stamp of approval.

Approval stamp (if the document is approved by a specific official) consists of the following elements: the word I APPROVE (without quotes), the title of the position, the signature, initials and surname of the person who approved the document, the date of approval.

For example:

APPROVE

Head of the Main Department of the Bank of Russia for the Tula Region

(signature) Initials Surname 12.09.2005

When a document is approved by a resolution, decision, order, protocol, the approval stamp includes:

the words APPROVED (APPROVED, APPROVED or APPROVED), the name of the approving document in the instrumental case, its date, number..

For example:

APPROVED

Order of the Main Department of the Bank of Russia for the Vologda Oblast dated October 21, 2005 No. ODT-49

APPROVED

By decision of the General Meeting of Shareholders dated 15.0.2005 No. 8

The stamp of approval is placed in the upper right corner of the first sheet of the document.

When a document is approved by the heads of two organizations, structural subdivisions, the approval stamps are located on the same level. For example:

I APPROVE I APPROVE

Job title Job title
head of the organization head of the organization

(Signature) Initials Surname (Signature) Initials Surname
12.10.2005 12.10.2005

It is prohibited to make any corrections and additions to the approved documents without the permission of the person who approved the document.

Resolution (props 17)

The resolution is applied to the document in a handwritten way by an official or officials whose competence includes reviewing this document and deciding on the organization of its execution.

The resolution is always placed on the first sheet of the document in any free space, except for the margins. If there is no such free space on the first page or the document is preliminarily reviewed by authorized persons (assistant to the head, head of the secretariat, referent), whose duties include preparing a draft resolution for the head, then the resolution can be drawn up on a separate sheet of A6 format, which is pinned to the document.

The resolution includes:

the names of the performers with their initials (to whom?);

due date (when?)

personal signature of the official (without full name decoding);

date of resolution (date of actual consideration of the document).

For example:

Chadaeva A.P.

Petrova E. N.

Kolobukhova M.V.

Please prepare a project

documentac 01.08.2003

personal signature

If several executors are indicated in the resolution, then the person indicated first is responsible for the execution of the document. The first contractor is responsible for the organization and quality of performance, the rest are involved as co-executors and perform the types of work assigned to them. The responsible executor brings together all the material, is responsible for the design and approval of the document.

There are several resolutions on the document in cases where the document is considered by the head of the organization and in its resolution indicates the names of the deputy head of the organization or the head of the structural unit (or heads of structural units), which, after reviewing the document, determine the specific executor.

Title to the text (props 18)

The title to the text of the document includes a brief content of the document and is drawn up before the text of the document, but under requisite 13 "Reference to the registration number and date of the document" on the forms of service letters or under requisite 14 "Place of compilation or publication of the document" on all other types of forms.

As a rule, the title is printed from the border of the left margin (zero tab position) to the border of the zone reserved for the angular location of the details on the forms (73 mm), observing one line spacing between the lines of the details.

If the heading exceeds 5 lines of text with one line spacing in the angular version and cannot be shortened, then it is allowed to extend it to the border of the right margin, observing the same line spacing and not exceeding 5 lines. The title should be grammatically consistent with the title of the document. For example: an order (about what?) on the liquidation of management; card (what?) Accounting for the movement of fixed assets.

The heading is an obligatory element of paperwork. The heading is not affixed to telegrams, notices, and other documents, the text of which is printed on an A5 form. The heading is also not affixed to letters, memorandums, explanatory notes, the text of which is no more than one paragraph.

Check mark. (props 19)

The mark of control is affixed to the document, the execution of which is subject to control, and is indicated by the letter "K", the word or the stamp "Control" with the control date.

Document text. (props 20)

The text of the document must contain reliable and reasoned information, ensure its accurate and unambiguous perception, and be concise. The content should be linked to previously published documents on the subject.

For example: order of the Bank of Russia dated 03.10.2005 No. OD-371.

When compiling the text of the document, you should use the direct word order, stable phrases that comply with the norms of the Russian language.

Arbitrary abbreviations are not allowed, except for the generally accepted ones, the names of institutions and organizations, individual words. In particular, the use of the abbreviation "RF" instead of "Russian Federation" or "Russia", "Central Bank", "Central Bank of the Russian Federation" or "Central Bank" instead of "Central Bank of the Russian Federation" or "Bank of Russia" is not allowed.

The texts of documents are written only in Russian when sending them:

To federal state authorities, state authorities of other subjects of the Russian Federation;

Enterprises, organizations and associations that are not under the jurisdiction of this constituent entity of the Russian Federation or located on the territory of other constituent entities of the Russian Federation.

The columns of the table should be numbered if it takes more than one page.

Mark about the presence of an attachment to the document. (props 21)

If the document has *** attachments named in the text, then a note about them is made before signing in the following form: Attachment: 14 sheets. in 2 copies.

If the applications are not named in the text, then it is necessary to list their names, the number of sheets and copies of each. If there are several applications, they are numbered. For example:

Appendix: 1. Staffing ... for 4 years. in 2 copies. 2. Cost estimate ... for 5 liters. in 3 copies.

If another document with attachments is attached to the document, then the mark on the presence of the attachment is issued as follows:

Attachment: letter of the Ministry of Justice of Russia dated 11.07.2000 No. 2-14 / N and an appendix to it, only 12 sheets.

If the appendix is ​​bound, the number of sheets is not indicated. For example:

Appendix: in 2 copies.

If the application is not sent to all the addresses indicated in the document, then a mark on its presence is drawn up as follows: Application: 3 sheets. in 5 copies. to the first address.

In administrative documents (orders, instructions), information about the presence of applications is indicated in the text. For example: "Develop a vacation schedule in the form specified in Appendix 1."

On annexes to administrative documents in the upper right corner of the first sheet, a mark is made indicating the name of the administrative document, its date and number. For example:

Application

to the order of the Main Department of the Bank of Russia for the Pskov Region dated September 12, 2000 No. ODT-11

If there are several attachments to the document, serial numbers are affixed to them (without the sign "No"): attachment 1, attachment 2, etc.

Attachments to letters must have all the details necessary for the document (name of the organization - the author of the document, the name of the type of document, title, date, index, signature of the author of the document, etc.).

Applications are signed (approved) by the responsible executors or the head of the structural unit that prepared the applications. The expression "Application" is allowed to be printed in capital letters and centered relative to the longest line.

3.1.20. It is allowed to center the details “Address”, “Approval stamp”, “Document signature” in relation to the longest line.

Signature (props 22)

Signature is a mandatory attribute of each document.

The composition of the requisite "Signature" includes:

the name of the position of the person who signed the document (full, if the document is not drawn up on a letterhead, and abbreviated - on a document drawn up on a letterhead);

personal signature;

decryption of the signature (initials, surname, without quotes and brackets).

When drawing up a document on the letterhead of an official of the Bank of Russia, the position of this person is not indicated in the signature.

*** The head of the institution or (in his absence) the person temporarily fulfilling his duties shall sign:

Administrative documents (orders, orders);

Documents issued in connection with resolutions and orders of state authorities of the constituent entities of the Russian Federation;

Documents sent to the state authorities of the constituent entities of the Russian Federation, to the management of the Bank of Russia;

Other documents, the signing of which by the head of the institution of the Bank of Russia system is caused by official necessity.

When signing a document by a person acting as a head, the requisite "signature" must contain the words:

And about. head of department -

deputy chief's signature Initials Surname

Deputies of the head of the institution sign administrative and other documents within the powers delegated by the head of the institution (approved distribution of duties).

Documents sent to higher organizations, other institutions and organizations on behalf of the institution are signed by the head or his deputies.

The heads of structural divisions of the institution sign documents only on behalf of their divisions, within their competence and granted rights.

The requisite "Signature" of documents drawn up on the letterhead of the institution (regardless of the number of sheets of the document) includes: the abbreviated name of the position of the person signing the document, personal signature and its transcript (initials, surname).

For example:

Deputy Chief (Signature) Initials Surname

In documents that are not drawn up on forms, the name of the structural unit is included in the requisite "Document Signature". For example: Chief

(name of the structural unit)
National Bank
Republic of Altai (signature) Initials Surname

In documents created by commissions or other collegiate bodies, the requisite "Document Signature" must indicate the duties of officials in the composition of the commission (collegiate body). For example:

Chairman of the commission (signature) Initials Surname
Commission members (signature) Initials Surname

(signature) Initials Surname

When a document is signed by several officials, their signatures are placed one under the other in sequence corresponding to the position held.

When a document is signed by several persons of equal positions, their signatures are placed at the same level.

If the official whose signature is prepared on the draft document is absent, then the document is signed by the deputy or the person acting as the absent one. At the same time, a new first copy is prepared indicating the position of the person signing the document. On its visa copy, a note is made about the name of the position and the name of the person who actually signed the document. It is unacceptable to sign a document with the preposition "For" or putting a slash before the title of the position.

It is forbidden to make any corrections and additions to the signed documents without the permission of the person who signed the document.

Document approval stamp. (props 23)

External approval of the document is formalized with the appropriate stamp expressing the consent of another organization or division, a collegial body (not the author of the document) with the content of this document.

The approval stamp includes the following elements: the word AGREED (without quotes), the title of the position of the person with whom the document is agreed (including the name of the organization), personal signature, transcript (initials and surname), date. The stamp of approval is located on the front side of the document below the requisite "signature" or on a separate sheet. In this case, a mark is made on the document: "Agreement sheet is attached."

For example:

AGREED

First Deputy Chief

Main Branch of the Bank of Russia

in the Vologda region

(signature) Initials Surname

Visa approval document. (props 24)

Approval of a document (internal approval of a draft document) is necessary to assess the feasibility of creating a document, its validity, and compliance with current legislation.

The visa contains:

Name of the position of the approver:

personal signature,

decoding of the signature (initials, surname);

sighting date.

For example:

Head (name of department)

Personal signature Signature transcript. Initials Surname

Officials do not have the right to refuse to approve, thus expressing disagreement with the draft document. If there are comments to the document, the visa is issued as follows:

Notes are attached.

Head of the legal department

Personal signature Initials Surname 05/22/2000

The remarks are stated, as a rule, on a separate sheet, signed and attached to the document.

Documents are endorsed by the executor, officials responsible for their preparation, officials of structural divisions whose activities are covered in the document.

Documents are submitted for approval by executors (officials of structural divisions).

On the document, the original of which is sent from the organization, visas are affixed at the bottom of the front side of the copy (2nd copy of the document).

If necessary, sheet-by-sheet sighting of the document and its annex is allowed.

After the approval of the project, changes to its text are prohibited. The new version of the draft document is being agreed again.

The persons who endorsed the document are responsible for the text, each within

The contractor who prepared the draft document is responsible for compliance with the established procedure for its approval (vising).

Seal impression (props 25)

impression printing is affixed if it is necessary to certify the signature of an official on certain types of documents, for example, on documents related to the receipt of money and material values: a letter of guarantee, power of attorney, bank check or order; on identity documents, work experience and qualifications: in a passport, identity card, work book, diploma, certificate, attestation sheet, etc.

The list of such documents on which it is necessary to affix a seal is stipulated by special regulations, and the procedure for using seals V organization is specified in the instructions for office work, regulations, administrative documents.

There are two types of prints:

official seal (or equivalent to it in commercial organizations);

simple print.

The official seal has in the center the image of the State Emblem of the Russian Federation or the subject of the Russian Federation.

*** The procedure for reproduction on the seals of the State Emblem of the Russian Federation is regulated by the Regulations on the State Emblem of the Russian Federation (approved by Decree of the President of the Russian Federation of November 30] 993, No. 2050) and the Decree of the Government of the Russian Federation of December 27, 1995 No. 1268 "On streamlining production, use, storage and destruction of seals and letterheads with reproduction of the State Emblem of the Russian Federation”.

***Requirements for the general appearance of printing are regulated. So, for example, the requirements for the press of joint-stock companies are described in and. 6 art. 2 of the Federal Law “On Joint Stock Companies”: “The company must have a round seal containing its full name in Russian and an indication of its location. The seal may contain the trade name of the company in any foreign language or the language of the peoples of the Russian Federation.

Simple seals do not have an image of the coat of arms; instead, the name of the organization or structural organization is reproduced (administration of affairs, office, etc.).

Sometimes in a simple seal they indicate what the seal is intended for (for example, "for telegrams").

Simple seals come in various shapes: round, square, rectangular, triangular.

An organization can have several simple seals, use them to certify signatures on passes, on certificates, to make large editions of copies of official documents, when sealing packages, parcels, etc.

The seal must be well readable and on organizational and administrative documents must capture part of the title of the person signing the document. The seal is not put on a personal signature. In certain types of documents that are not included in the USORD, the seal is placed in a strictly defined place, for example, in a payment order.

Copy certification mark (props 26)

Certification of a copy of a document is carried out to give it legal force.

An institution of the Bank of Russia system issues and certifies copies of only those documents that were in the records management of this institution.

When certifying the second (visa) copy of the outgoing document left in the file, all corrections made on the original document when it was signed are made, the date and registration number are affixed.

The second (visa) copy is certified by affixing below the requisite “signature” the certification inscription “Correct”, the name of the position of the employee who certified the copy to the original, the signature, its transcript and the date of certification. For example:

Extracts from orders and protocols are certified in a similar way.

When sending a copy of the document to other organizations or handing it over to a representative of another organization or an individual, the certification inscription on the copy is sealed with the seal of the DOW service or the structural unit that stores the document.

It is forbidden to send (give in hand) to other organizations or individuals copies of documents with the reproduction of autographs of visas, comments and notes of the persons who endorsed the document.

Mark about the performer (props 27)

If there is a need to clarify the issues raised in the document, it is not customary to contact the one who signed the document, i.e., the manager. Sometimes it is simply difficult to implement, so they turn to the one who worked on the draft document - the contractor. For operational communication with the performer, on the front or back of the last sheet of the document, in the lower left corner, put down the last name (or last name, first name, patronymic) and his phone number, for example:

Chadayeva 400 00 74

Chadayeva Alla Petrovna 400 00 74

GOST R 6.30-2003 includes only the specified information in this requisite, but organizations can add information on the number of copies And their distribution, if the document requires special consideration, for example:

Savina Natalya Evgenievna 406 50 28

copy. 1 - to the addressee

copy. 2-delo 03-15

copy. 3 - in personnel management.

For administrative documents, this information is entered into SADD TS without a mark on the original document.

A note on the execution of the document and sending it to the case (props 28)

A note on the execution of the document and its direction to case indicates that the work on the document is completed.

The document is considered executed if the issue set forth in it is resolved in full and the correspondence on it is completed.

Documents put under control are considered executed after providing the person exercising control with information on the results of execution in the form established by the institution (including using SADD TS).

For incoming and internal documents, a mark on execution and sending to the case is placed on the bottom margin of the first sheet of the document and should consist of the following data: the words “To the case”, the number of the case in which the document should be stored, the date the document was sent to the case, the signature of the person, submitting the document to the case. Information about the case number is entered in SADD TU.

A mark on the direction of the executed documents to be returned to the service of the preschool educational institution is put by the head of the service of the preschool educational institution or his deputy.

The decision to send executed documents to the case that do not have a resolution of the head of the institution or his deputies is made by the head of the structural unit who gave the order to execute the documents.

Documents that do not have execution marks are considered unexecuted and are not filed into the file.

A mark on the receipt of the document by the organization (props 29)

When a document arrives at an organization, it is important to know the date, and sometimes the time of receipt

This prop contains the following data:

serial number and date of receipt (and, if necessary, hours and minutes). This attribute is entered automatically or manually. Sometimes this requisite includes the abbreviated name of the organization or structural unit, if the organization has decentralized registration. This attribute will be placed at the bottom of the first sheet of the document to the right of attribute 28 in the area equal to 16x30 mm, for example:

If the document is received by fax or computer mail, the date and time of its receipt are recorded automatically.

ID of the electronic copy of the document (props 30)

If a document was created on a computer or entered into an organization's database (into the PC's memory), then it often becomes necessary to quickly find it for use in the future. This attribute is set to facilitate the search for the document. The identifier of the electronic copy of the document is a mark (footer) placed in the lower left corner of each page of the document and containing the name of the file on the machine medium, the date and other search data established in the organization.

The requirements established by GOST R 6.30-2003 for the design of details are aimed not only at the use of modern technologies for creating and processing organizational and administrative documents, but also at ensuring the legal force of these documents. But, as already noted, all 30 details are not used simultaneously on one document. An official document of a certain type has an established set of details, located in a certain sequence, the so-called document form. In addition, organizations, depending on their level and competence, have the right to issue certain types of organizational and administrative documents.

Thus, in order to ensure the legal force of documents, it is necessary to know not only the general requirements for the design of details, but also the goals of creating a certain type of document, a set of details characteristic of it, features of text construction, features of agreement, signing and approval of a document, the procedure for its entry into action, the duration of its action, the procedure for its change, addition or cancellation.

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1.1. Registration of details

Standard- a document that establishes the characteristics of products, the rules for the implementation and characteristics of the processes of production, operation, storage, transportation, sale and disposal, performance of work or provision of services for the purpose of multiple use.

Document details- inscriptions, which are mandatory elements of the design of official documents.

Each document has an individual set of details that reflect its features and purpose.

Document form- a set of details of an official written document, arranged in a certain sequence.

Blank document– a set of details identifying the author of an official written document.

header(details: from 01 to 17 and 19) contains information about the organization and primary data about the document itself.

Making part(details from 22 to 30) contains details confirming the authenticity of the document and the accuracy of the information contained in it.

Remember!

Details affect the legal force of the document, so it is important to draw it up correctly in accordance with current regulations.

Among the mandatory details there are permanent and details that change or change completely.

Details of the document are located on the front side of the sheet of paper.

Bilateral execution of documents is allowed when drawing up documents with short periods of storage.

Documents subject to long-term, long-term storage are more expedient to draw up on one side of the sheet to ensure a greater degree of paper safety.

In accordance with Section 2 of GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Requirements for the execution of documents ”the composition of the details of the document includes 30 elements.

01 - State Emblem of the Russian Federation;

02 - emblem of the subject of the Russian Federation;

03 - emblem of the organization or trademark (service mark);

04 - organization code;

05 - the main state registration number of the enterprise;

06 - individual taxpayer number / registration reason code (TIN / KPP);

07 - document form code;

08 - name of the organization;

09 - reference data about the organization;

10 - name of the document type;

11 – document date;

12 - registration number of the document;

14 - place of compilation or publication of the document;

15 - information about the addressee;

16 - document approval stamp;

17 - resolution;

18 - title to the text;

19 - a mark on the statement of the document for control;

20 – document text;

21 - a mark on the presence of applications;

22 - signature;

23 - document approval stamp;

24 – document approval visas;

25 - imprint of the seal of the organization;

26 - a mark on the certification of a copy of the document;

27 - a note about the executor of the document;

28 - a mark on the execution of the document and sending it to the case;

29 - a mark on the receipt of the document in the organization;

30 – identifier of the electronic copy of the document.

Scheme 1. The location of the details and the boundaries of the zones on the A4 format of the corner form (dimensions are indicated in mm).

Scheme 2. The location of the details and the boundaries of the zones on the A4 format of the longitudinal form.

Scheme 3. A sample letterhead with a corner arrangement of details.

Scheme 4. A sample letterhead with a longitudinal arrangement of details.

Props 01. State Emblem of the Russian Federation

In accordance with the Regulations on the State Emblem, approved by Decree of the President of the Russian Federation of November 30, 1993 No. 2050, the State Emblem is depicted on the forms:

the President of the Russian Federation;

Chambers of the Federal Assembly;

Government of the Russian Federation;

the Constitutional Court of the Russian Federation;

the Supreme Court of the Russian Federation;

the Supreme Arbitration Court of the Russian Federation;

Central bodies of federal executive power (ministries, departments);

federal courts;

Prosecutor's Office of the Russian Federation;

the Central Bank of the Russian Federation;

Commissioner for Human Rights;

Accounts Chamber;

Diplomatic missions, consular offices and other official representations of the Russian Federation abroad.

The image of the coat of arms is located on the top field of the document, centered relative to the name of the organization.

Remember!

In documents created by non-governmental organizations, the coat of arms is not depicted.

Props 02. Coat of arms of the subject of the Russian Federation

The coat of arms of a constituent entity of the Russian Federation is placed on letterheads in accordance with the legal acts of the authorities of the constituent entities of the Russian Federation. As a rule, the coat of arms of a constituent entity of the Russian Federation is depicted on letterheads of representative and executive authorities and administrations of republics, territories, regions, autonomous entities and cities of federal subordination - Moscow and St. Petersburg, as well as on letterheads of organizations subordinate to them. The same applies to the image on the letterheads of the coats of arms of municipalities (cities, rural settlements).

Props 03. Emblem of the organization or trademark (service mark)

The emblem of the organization or trademark (other service marks) are used in accordance with the Law of the Russian Federation of September 23, 1992 N 3520-I "On Trademarks, Service Marks and Appellations of Origin of Goods" (as amended and supplemented on December 27, 2000 December 30, 2001, December 11, 24, 2002).

Enterprise emblem- this is a graphic designation that allows you to distinguish the goods and services of some legal entities or individuals from similar goods of others.

Remember!

You cannot replace the name of an enterprise or institution with an emblem.

The emblem must be officially registered.

The trademark may not be used by others.

If the coat of arms is indicated on the form, then the emblem is not reproduced.

The trademark (emblem) is placed on the top field of the document centered relative to the name of the organization.

It is allowed to place emblems on the part of the area occupied by the props "Name of the organization".

Props 04. Organization code

All registered institutions have an organization code. The organization code is affixed according to the All-Russian Classifier of Enterprises and Institutions (OKPO).

Code of the organization - the author of the document serves to speed up the transfer of documented information via electronic communication channels and reduce the number of errors that occur when transferring long and difficult to perceive names of organizations.

Requisite 05. Main state registration number (OGRN) of the enterprise (legal entity)

Requisite 06. Individual taxpayer number / registration reason code (TIN/KPP)

It is affixed in accordance with the documents issued by the tax authorities. The requisite is located on the form to the right or below the requisite 04 according to OKPO.

An example of applying details: 04, 05 and 06 are shown in diagrams 3 and 4.

Props 07. Document form code

The form code is affixed if the corresponding type of document is included in the classifier according to the All-Russian Classifier of Management Documents (OKUD), class 0200000. This requisite is printed when compiling a specific type of document and is included in the reference information about the organization in letterheads, in other cases it is affixed next to with the name of the document type.

An example of the design and location of the document form code

Requisite 08. Organization name

Remember!

Above the name of the organization indicate the abbreviated, and in its absence - the full name of the parent organization.

The names of organizations of constituent entities of the Russian Federation that have, along with the state language of the Russian Federation (Russian), the state language of the constituent entities of the Russian Federation, are printed in two languages.

The name of the organization in the state language of the constituent entity of the Russian Federation or in another language is placed below or to the right of the name in the state language of the Russian Federation.

The abbreviated name of the organization is given in cases where it is enshrined in the constituent documents of the organization. The abbreviated name (in brackets) is placed below the full name.

The name of the branch, territorial office, representative office is indicated if it is the author of the document, and is placed below the name of the organization.

Props 09. Reference data about the organization

This requisite is used only for correspondence and is not affixed to internal documents.

Reference data about the organization include: postal address; phone numbers and other information at the discretion of the organization (fax numbers, telex numbers, bank accounts, e-mail address, etc.).

The postal address is drawn up in accordance with the requirements of the Rules for the provision of postal services.

Remember!

The postal address should not contain abbreviations or symbols.

The order of writing the address of the addressee:

1) name of the addressee (for individuals - last name, first name, patronymic);

2) street name, house number, apartment number;

3) the name of the settlement (city, township);

4) the name of the region, territory, autonomous region, republic;

5) country (for international postal items);

6) postal code;

7) telephone, fax, e-mail and website number;

8) bank details (letters on settlement and monetary transactions).

Props 10. Name of the type of document

Type of written document- this is its belonging, according to the signs of content and purpose, to the documentation system.

The name of the type of document drawn up or published by the organization is regulated by the charter (regulations on the organization) and must correspond to the types of documents provided for by OKUD (class 0200000).

Remember!

The letter does not indicate the type of document.

Requisite 11. Document date

Date is one of the main details that ensures the legal force of the document.

The date of the document is drawn up in Arabic numerals in the sequence: day of the month, month, year. The day of the month and the month are drawn up with two pairs of Arabic numerals separated by a dot; year in four Arabic numerals.

Dates may have a different sequence in accordance with international standards: year, month, day:

2005.29.12

It is allowed to design a word-numeric date:

Remember!

The date of the document is the date of its signing or approval, for the protocol - the date of the meeting (decision-making), for the act - the date of the event.

Documents issued by two or more organizations must have one (single) date.

After writing the date, the word "year" is not put.

Roman numerals are not allowed.

The date on the document is affixed by the official, directly upon signing or approval.

The date may be handwritten.

Props 12. Registration number of the document

The registration number (index) of a document is a digital or alphanumeric designation assigned to each outgoing (sent), internal and incoming (incoming) document during its registration. Registration of documents is carried out in accordance with the indexation system adopted by the organization, which is based on the serial number of the document.

Depending on the types of documents, the type of office work system in place in the organization, the availability of classifiers, etc., other components can be added to the serial number, for example, when registering official letters, the case index according to the nomenclature of cases is added to the serial number, and if necessary, the document code by thematic classifier, correspondent code, etc.

On documents compiled jointly by several organizations, the registration numbers of the authors are put down through a slash in the order in which the authors are indicated in the document. The presence of a registration number on the document indicates that it is included in the information array of the organization and is under its control and responsibility.

The requisite consists of a stencil part "_________№_______", which is filled in by hand with the date and registration number.

The requisite is put down only on the response outgoing letters and includes the registration number and date of the document to which the answer is given:

On No. 03–15/45 dated 12/29/2005

Props 14. Place of compilation or publication of the document

The requisite is used only in general forms and forms of specific types of document (except for letters). When registering this requisite, the administrative-territorial division of the country is taken into account using generally accepted abbreviations. For example:

Moskvag. Balakovo, Saratov region

Georgievsk, Stavropol Territory. Ivanovka, Mytishchi district, Moscow region.

The place of compilation or publication of the document may not be indicated if the name of the territory is included in the name of the organization:

Samara Academy of Culture and Arts

Remember!

It is necessary to take into account the administrative-territorial division, since there may be repetitions of the names of some settlements in different regions.

The abbreviation "g." it is not put in the name "Moscow" and in the names of cities ending in "grad" and "burg".

Props 15. Information about the addressee

Destination- this is an organization, structural unit, official or individual to whom the document is addressed.

The requisite is used in letters and internal documents intended for consideration by management (statements, memorandums, explanatory notes, etc.). The requisite "Address" may include a postal address.

The name of the organization and its structural unit is indicated in the nominative case.

CJSC BUSINESSCONSULT, but not

"Joint-stock company" Businessconsult "

The document can be addressed to the head of the organization, in this case indicate in the dative case the title of the position, including the name of the organization and the initials and surname of the head. Initials are placed before the last name:

to CEO

CJSC "Businessconsult"

A. P. Ignatiev

When addressing a document to the heads of a structural unit or specialists, the addressing begins with the name of the organization in the nominative case:

CJSC "Businessconsult"

Chief accountant

I.P. Karpova

CJSC "Businessconsult"

Head of Public Relations Department

S.B. Markin

When addressing an official, the word-appeal is used (academician, gentleman, professor):

To the President of the JSCB

"Rosinvest"

Mr. Panyukin A.K.

It is allowed to center each line of the attribute "Address" in relation to the longest line:

Chairman of the horticultural association

"Zavolzhsky gave"

Kryukin O.P.

If the letter is addressed to an organization, and not to a specific person, the name and postal address are indicated:

All-Russian Research Institute of Documentation and Archiving

Profsoyuznaya st., 82,

Moscow, 117393

Sometimes a document has to be sent to several homogeneous organizations at once. Such documents are generally addressed to:

General directors of enterprises of the gas complex

When addressing a document to an individual, first indicate the postal address, then the initials and surname of the recipient:

st. Tulupnaya, 10, apt. 32

settlement Alekseevka,

Samara region, 419108

I.S. Whisperer

When addressing internal documents, you can only specify the name of the unit or position, initials and surname of its head.

Remember!

The postal address is not indicated if the document is sent to the highest bodies of state power and administration, a higher organization, subordinate organizations or permanent correspondents.

The requisite is affixed on the form of the document on the right.

Try to send the document to a specific person.

No more than four addresses can be indicated on the document.

Props 16. Document approval stamp

An approval stamp is a requisite of an official document that gives a normative or legal character to its content.

Management documents requiring stamp approval.

Acts, tasks, instructions, standards, lists, reports, plans, programs, regulations, estimates, tariff rates, forms of unified documents, staffing tables, job descriptions, prices for the production of works or services.

The document is approved:

An official (manager);

Issuance of the relevant administrative document;

collegiate body.

When approving a document, the stamp contains the word I APPROVE, the title of the position of the person approving the document, a personal signature, its transcript and the date of approval:

APPROVE

CEO

CJSC "Businessconsult"

Signature A.P. Ignatiev

29.12.2005

If the document is approved by an administrative document or a collegial body, then the approval stamp must contain the name, number and date of the document in which the approval decision is recorded.

APPROVED

by order

Director General

CJSC "Businessconsult"

dated December 29, 2005 No. 178

If there are several approval stamps on the document, then they are located in parallel (left and right) at the same level.

Remember!

The stamp of approval must consist of the word I APPROVE without quotes.

When approving a document, the name of the approving document is given in the instrumental case.

When a document is approved by several persons, their signatures are given at the same level.

Props 17. Resolution

Resolution- this is the inscription on the document, which is affixed by the official and contains the decision made by him.

Instructions for the execution of the document must contain: the surname and initials of the executor, the content of the order and the deadline for execution.

The resolution is written by hand in the heading of the document in any place free from text. It is allowed to draw up a resolution on separate sheets of paper indicating the registration number and date of the document to which the resolution refers.

I.S. Botkin

Prepare a draft contract on 26.12.2005

Signature 12.12.2005

If several performers are indicated in the document, then the first one is assigned the responsible one, but no additional notes are made.

Props 18. Title to the text

Text title is the summary of the document.

Grammatically, the heading is consistent with the name of the document type:

hiring order, minutes of the meeting of shareholders, job description of a process engineer, regulation on the department of external contacts, internal labor regulations, an order to grant leave to an employee.

Remember!

The heading is located to the left above the text of the document.

The heading to the text on documents of A5 format is not indicated.

The heading is printed under the details of the form without quotes and is not underlined.

There is no dot at the end of the title.

The volume should not exceed 5 lines, each with no more than 28–30 characters.

Requisite 19. Mark on the document's control

The mark of control means that the document is put under control in the process of its execution in order to ensure the established deadlines specified in the resolution, or standard deadlines for execution.

There are two types of deadlines for a document:

1) standard deadline for the execution of the document- the deadline for the execution of the document, for a group of standard documents (for example, for citizens' appeals) the deadline for the execution of standard requests, etc.;

2) individual due date- the deadline for the execution of the document, established by the received document, instruction or specified in the resolution. All documents requiring execution are subject to control.

In accordance with GOST, the execution control mark is affixed to the most important documents and is indicated by the letter "K", the word or the stamp "Control". For clarity, this attribute can be highlighted in color.

Props 20. Document text

Document text- this is the main attribute of the document, which contains objective and reliable information, set out briefly, accurately, clearly and flawlessly in legal terms.

In accordance with the legislation of the Russian Federation and the constituent entities of the Russian Federation on state languages, the text of the document is drawn up in Russian or the national language.

The document can be presented in the form of a questionnaire, table, text.

Large texts are divided into paragraphs, paragraphs, subparagraphs, sections, which are numbered in Arabic numerals:

1.1.Subsection

1.1.1.Item

1.1.1.1 Subclause

Linked large text usually consists of two parts. The first part indicates the reason, basis and purpose of drawing up the document.

The second part contains decisions, conclusions, requests, proposals and recommendations.

In documents (order, order, etc.) of organizations operating on the principles of unity of command, as well as documents addressed to the management of the organization, the text is stated in the first person singular (“I order”, “offer”, “please”).

In the documents of collegial bodies, the text is stated in the third person singular (“decides”, “decided”).

In joint documents, the text is stated in the first person plural (“we order”, “decided”).

The text of the protocol is stated in the third person plural ("listened", "spoke", "decided", "decided").

In documents establishing the rights and obligations of organizations, their structural divisions (regulations, instructions), as well as containing a description, assessment of facts or conclusions (act, certificate), use the form of presentation of the text from the third person singular or plural (“the department performs functions” , "are part of the association").

The text in the form of a questionnaire contains constant information about one object on a number of indicators. Questionnaire texts are most often used in HR and marketing documents.

The text in the form of a table contains information about several objects on a number of grounds. Tables are widely used in reporting, planning, financial and other documents.

If the table is placed on several pages, the columns are numbered, and only the numbers of the columns are printed on the following pages. If the document contains several tables, then the word “Table” is written above the table on the right and its serial number without a sign is indicated

Connected text can be composed arbitrarily or based on stencils containing constant information and spaces to introduce variable information:

The use of template texts can significantly increase the speed of compiling documents, while eliminating the stages of text editing and reprinting. The use of stencils is especially effective when compiling documents on a computer.

Remember!

The texts of the document are written in Russian when sent to:

1) federal government bodies;

2) to the state authorities of the constituent entities of the Russian Federation;

3) in organizations and enterprises that are not under the jurisdiction of this entity;

4) in organizations and enterprises located on the territory of other subjects of the Russian Federation.

Props 21. Mark on the presence of applications

In administrative documents, information about the presence of applications is indicated in the text.

Information about the presence of attachments to letters, certificates, plans, reports, etc. is drawn up in the following order.

If the text contains the full name of the application, then the mark on the presence of applications is abbreviated.

Application: for 3 liters. in 3 copies.

If the document has an attachment not specified in the text, then the full name of the documents included in it must be indicated in the note about its presence.

Appendix: 1. Standard instruction on office work - 2 sheets. in 2 copies.

2. List of documents indicating the periods of storage - for 4 liters. in 2 copies.

If a document is attached to the letter that already has an attachment, then the mark on the presence of attachments is made out as follows.

Attachment: Lease agreement dated 03.04.2003 No. 07/23 and annexes thereto, for 12 sheets in total.

On bound applications, the number of sheets is not indicated.

If the document is sent to several addresses, and the annex to it is not sent to all addresses, then this is reflected in the note about the presence of the application.

Application: for 3 liters. in 2 copies. only in the first address

On the applications themselves, in the upper right corner, a mark is made where the word “Application” is written, in Arabic numerals the number of the application (if there are several), the name, date and number of the main document.

Annex 1

dated December 26, 2005 No. 76

It is allowed to print the expression "APPENDIX No." in capital letters, also center this expression, the name of the document, its date and registration number relative to the longest line, for example:

Annex 1

to the order of the director of CJSC "Atlant"

dated December 26, 2005 No. 76

Props 22. Signature

Signature- this is a mandatory requisite of any document, both official and personal. The composition of the requisite "Signature" includes:

1) the name of the position of the person who signed the document (with the name of the organization, if the document is not drawn up on a letterhead, and without the name of the organization, if the document is drawn up on a letterhead);

2) personal signature;

3) decoding of the signature (initials and surname).

General Director of ZAO Businessconsult Signature A.P. Ignatiev

When a document is signed by several officials, their signatures are placed one under the other, in accordance with their position:

General Director of ZAO Businessconsult Signature A.P. Ignatiev

Chief Accountant of CJSC "Businessconsult" Signature I.P. Karpov

If a document is signed by several equal persons, their signatures are located at the same level, for example.

All copies of documents remaining in the affairs of the enterprise must contain authentic signatures of officials and visa approval. The only exceptions are copies of outgoing letters, in which, instead of a signature, a mark is placed on the certification of the copy.

If there is no official whose signature was provided for on the draft document, then the document may be signed by his deputy or the person acting in his capacity. In this case, it is imperative to indicate the actual position and surname of the person who signed the document. Fixes "Zam." or "I.O." are entered by hand or typewritten, it is not allowed to put a slash or the preposition "for" before the title of the position.

Documents of a collegial body (General Meeting of JSC Members, Board of Directors, etc.) are signed by the chairman of this body and the secretary.

The documents prepared by the commission indicate not the actual positions of the persons who compiled the document, but the distribution of responsibilities in the composition of the commission (Chairman, Members of the commission).

The attribute "Signature" is put down under the attribute "Text" and printed as follows: position - from the border of the left field; decryption of the signature - after 48 printed characters from the border of the left margin

Props 23. Approval stamp

Coordination- this is a preliminary consideration of the issues contained in the text of the document, which is necessary for making the right management decisions. Coordination can be carried out both with officials within the organization (internal coordination) and with officials of other organizations (external coordination). External approval also includes the approval of the document with public associations (councils of labor collectives, trade union bodies, etc.).

For internal approval, document approval is used, for external approval, the stamp of approval is used.

The approval stamp contains the word "AGREED" without quotes, the name of the position of the person with whom the document is agreed (including the name of the organization), personal signature, its transcript and date.

AGREED

Head of Public Relations Department

CJSC "Businessconsult"

Signatures S.B. Markin

29.12.2005

When agreeing on a document with a collegial body, the approval stamp indicates the name of the document (in the nominative case), its date and number

AGREED

Minutes of the meeting of shareholders

26.12.2005 № 6

If the approval of a document is carried out by issuing another document, then the type of document, its author (name of organization), date and index of the document are indicated in the approval stamp:

AGREED

Letter from the Presidium of the Russian Academy of Sciences

dated 26.12.05 No. 08-124

Remember!

The "Agreement stamp" attribute is located below the "Signature" attribute, and if there are several approval stamps, they are usually placed on a separate approval sheet.

Requisite 24. Document approval visas

Document approval visas- details of the document, indicating the agreement or disagreement of the official of the organization - the author of the document with its content.

Document - is endorsed depending on the nature and content of the document by the executor, interested officials, responsible persons of the legal, financial and economic services, the deputy head of the organization in charge of this issue, the head of the records management service.

The visa includes the signature of the approver, the transcript of the signature (initials, surname) and the date; if necessary, the position of the approver:

Signature A.S. Antonenko

29.12.2005

If there are comments to the document, then a note is made about their presence:

Comments attached

Director of the plant "Krasnaya Zarya"

Signature A.S. Antonenko

29.12.2005

Visas are affixed on the reverse side of the last page of the original of the administrative document, on a copy of the document (letter) being sent.

If significant changes are made to the draft document during the approval process, it is subject to re-approval. Re-approval is not required if, when finalizing the draft document, clarifications are made that do not change its essence.

Props 25. Organization seal imprint

Seal impressions depicting the State Emblem of the Russian Federation, the coat of arms of a constituent entity of the Russian Federation, the coat of arms of a city, district of the Russian Federation, as well as the seal of organizations (with the name of organizations) that do not have the right to depict state symbols (hereinafter referred to as the seal), are placed on documents requiring authentication of the signature in in accordance with applicable law or regulation of the organization. An approximate list of documents that are stamped: acts, contracts, powers of attorney, letters of guarantee, instructions, estimates, certificates, charters and regulations on organizations, staffing tables, norms, etc.).

Seals are official and simple.

Official seal round, in the center there is an image of the coat of arms, and the full name of the institution is indicated along the circumference.

Simple Seals the shape can be: round, square, triangular and rectangular. On such seals there is no coat of arms, but only the name of the institution or its structural unit.

Remember!

The imprint of the seal should be affixed in such a way that the imprint of the affixed seal and the personal signature are well readable.

Letters on letterhead do not require a seal.

The list of documents on which the stamp is placed:

1) civil law agreements or contracts (on deliveries, contracts, joint activities, rental of premises, on the performance of work, etc.);

2) labor contracts, contracts on liability;

3) powers of attorney (to receive inventory items, conduct business in arbitration, etc.);

4) acts of acceptance of facilities, equipment, work performed, write-offs, examinations, etc.;

5) letters of guarantee and commercial letters (for the performance of works, services, etc.);

6) certificates confirming the legal fact;

7) official personal documents (diploma of education, work books, marriage certificate, etc.);

8) accounting documents (orders, etc.);

9) application for a letter of credit, refusal of acceptance, etc.;

10) budgetary, banking, pension, payment orders (consolidated in bai for receiving and transferring currency, for imports, etc.);

11) registers of checks, budget orders submitted to banks

12) certificates on the payment of sums insured, deducted and due salaries, etc.;

13) cost estimates (for the production of new products for capital construction, costing for the contract, etc.);

14) applications for equipment, etc.;

15) travel certificates;

16) samples of seals and signatures of employees entitled to perform financial and business operations;

17) specifications (of products, products, etc.);

18) staffing tables and changes to them.

Props 26. Mark on the certification of a copy of the document

This requisite is affixed to give the copy legal force. The mark on the certification of a copy of the document consists of the word "correct", the name of the position of the employee who certified the copy, a personal signature, its transcript and the date of certification.

Right

Head of Public Relations Department

ZAO Businessconsult Signature S.B. Markin

29.12.2005

Remember!

If a copy of the document is sent to another institution or handed out, then the certification mark is certified by a seal.

A document sent by fax has no legal force, so certified copies are sent by mail.

Props 27. Note about the executor of the document

The requisite provides operational communication with the person who compiled the document, for clarification and clarification of any issues.

The mark about the executor includes the surname (or surname, name, patronymic) of the executor of the document and his telephone number.

The requisite is located on the front or back of the last sheet of the document in the lower left corner.

Yu.P. Kondratiev

248 75 39

Julia Pavlovna Kondratieva 248 75 39

If the document is to be reproduced, then the note about the performer is placed on the front side.

Props 28. A note on the execution of the document and sending it to the case

The requisite is affixed only to the executed documents, which are filed into the case for subsequent storage and use for reference purposes.

Make out the details on the first page of the document in the bottom margin.

Remember!

Props include:

The word "In business";

Case number in which the document will be stored (possibly with an indication of the year);

Signature of the executor of the document;

The date of the mark.

The execution mark is put down and dated either by the performer himself or by the head of the structural unit.

In case 13–45 for 2005

Signature 24.01.2005

Letter sent

23.12.2005 № 01–11/201

In case 7–1 Signature 12/24/2005

Reported by telephone to O.A.Antonova on 23.12.2005

In case 02-7

Signature 24.12.2005

Requisite 29. Mark on the receipt of the document by the organization

The mark on the receipt of the document by the organization is affixed to the incoming documents by hand or using a special registration stamp.

The requisite includes a serial number, the date of receipt of the document, hours and minutes, if necessary.

The mark is located in the lower right corner of the front side of the first sheet of the document.

Requisite 30. Identifier of the electronic copy of the document

ID of the electronic copy of the document- this is a mark that is put in the lower left corner of each page of the document and contains the name of the file on the machine medium, operator code, date, place of manufacture and other search data accepted in the organization.

It is advisable to specify the full path to the file:

C: Orders on the personnel of Izmailov

GOST R6.30-2003 contains requirements for the forms on which documents of the enterprise are drawn up. In accordance with the requirements of GOST, A4 (210x297 mm) or A5 (148x210) format forms are used.

Table 1. Dimensional characteristics of consumer paper formats (mm)

The paper used for the production of letterheads must be white or, in exceptional cases, lightly colored cream or yellow. Forms for documents of permanent storage should be made on paper of the highest grade.

On forms of documents, the left margin must be at least 20 mm, the right - at least 10 mm, the top (including the field for details 01,02,03,16,19) - at least 20 mm, the bottom - at least 20 mm.

Forms of documents should be made mainly in a typographical way. For temporary storage documents, it is allowed to use forms obtained with the help of operational printing tools (photocopies), as well as reproduce all the necessary details of the form directly when creating a specific document on a personal computer.

Forms are produced exclusively by typographical method, having as a prop the State Emblem of the Russian Federation or the coat of arms of a constituent entity of the Federation and which are the object of strict accountability. The same rule should be followed in the manufacture of forms of organizations and the image of the registered logo of the organization.

GOST establishes the following types of forms of organizational and administrative documents for an organization, its structural unit and official:

1) a general form for the production of any type of document (except for a letter);

2) letterhead;

3) a form for a specific type of document (except for a letter).

Forms of all types can be produced on the basis of both angular and longitudinal arrangement of documents. With a longitudinal arrangement of details, their borders are extended to the border of the right margin of the form.

In cases where the details printed in the national and Russian languages ​​are placed within the area allocated for the corner version, it is advisable to produce forms with the corner location of the details. Moreover, each attribute is indicated on top in the national language, and below - in Russian.

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form typical.

04 - organization code;

07 - document form code;

11 - document date;

15 - addressee;

17 - resolution;

18 - title to the text;

19 - control mark;

20 - document text;

22 - signature;

25 - print imprint;

27 - mark about the performer;

Basic management documents

1. Organizational documents - charters, regulations, instructions, staffing tables, etc.

2. Administrative documents - resolutions, decisions, orders, orders, etc.

3. Information and reference documents

4. Documenting the activities of collegiate bodies

5. System of planning documentation

6. System of reporting documentation

HR documentation

8. Accounting documentation system

The activities of an institution, organization, enterprise are reflected in various documents that are interconnected and constitute documentation systems used in a particular area. There are many documentation systems that are classified according to various criteria (territorial, functional, management level, etc.). Allocate functional documentation systems - organizational and administrative, planning, reporting and statistical, etc., i.e. common to all governing bodies. Documentation systems reflecting the activities of sectoral government bodies (ministries, departments) are considered to be industry. It is possible to single out various subsystems of documentation by management levels, they are closely related to each other and it is difficult to distinguish between them.

In our country, in connection with the development of automation of management processes, unified documentation systems have been developed. The definition, purpose, composition of the unified documentation system are established by GOSTs. Documents of different systems should have a unified form.

Unified Documentation System (UDS)- a documentation system created according to uniform rules and requirements, containing information necessary for management in a certain area of ​​activity.

Unified forms of documents are developed and approved by ministries and departments. They are mandatory for use in all institutions, organizations, enterprises, regardless of the form of ownership. The Ministry of Health of the Russian Federation develops medical documents, the State Committee of the Russian Federation on Statistics develops forms of primary accounting and reporting documentation, the Federal Archives of the Russian Federation develops a system of organizational and administrative documentation, etc. Unified documentation systems are established by OKUD.

It is possible to give a classification of documentation systems, the ratio of which in the office work of different institutions is not the same:

1. Organizational documents

2. Administrative documentation

3. Information and reference documents and reference and analytical documentation

4. Planning documentation

5. Reporting and statistical

6. Personnel documentation

7. Accounting documentation.

The list could be supplemented with other groups of documents: contractual documentation, protocol documentation of collegiate management bodies, tax documentation, social protection documentation (for relevant organizations).

Among the wide variety of documents of enterprises and organizations included in the listed groups, organizational and administrative management documentation (ORD) occupies a central place. RD is classified into three groups: 1) organizational documents (charters, regulations, instructions, staffing, etc.); 2) administrative documentation (orders, instructions, resolutions, decisions, instructions, etc.); 3) Information and reference documentation (letters, acts, protocols, certificates, etc.).

ORD is a part of other systems (personnel, accounting documentation, etc.), the so-called special systems. Unfortunately, in practice, in many cases, different groups of documents work according to their own rules, not united by common principles. It is necessary to characterize the individual groups of documents included in the proposed classification, as well as consider the rules for processing various types of documents.

Organizational documents - statutes, regulations,

Administrative documents - resolutions, decisions,

Orders, directives, etc.

All administrative documents must strictly comply with the provisions of the current legislation.

The first stage in the development of a draft regulatory document is to determine the range of issues that are to be reflected in it. First of all, they study legislative acts and government decrees, previously issued administrative documents on this issue. Then they start drafting it. Further, the document is agreed and signed. Resolutions and decisions are still under discussion.

The text of the administrative document most often consists of two interdependent parts - ascertaining and instructive. The ascertaining part is an introduction to the essence of the issue under consideration. Often, in the ascertaining part, a retelling of the act of a higher body is given, in pursuance of which this administrative document is issued. In this case, the type of act, its author, date and number, full title (heading), i.e. all search data is provided. The ascertaining part may be absent if there is no need to give clarifications.

The administrative part is stated in an imperative form. Depending on the document, it begins with the words: " decides" ("decided"") - in the decision; " decides" (decided"") - in the decision; " I propose» - available; " order"- in the order. These words are printed in capital letters or in a breakdown i.e. they stand out visually and thus separate the ascertaining part of the document from the administrative part. These words are located on a separate line directly from the fields with a colon.

The text of the operative part is printed from the new line of the paragraph.

The administrative part can be divided into paragraphs, which are numbered with Arabic numerals. Each paragraph indicates the performer (organization, structural unit, specific official, for example, in orders), the action that is assigned to be performed, and the deadline. The performer is indicated in the dative case. You can also specify in a general way, for example: rectors of universities, directors of schools. The prescribed action is expressed by the verb in the indefinite form - "prepare", "enroll", "organize", "provide", "assign", "develop" etc.

At the end of the text of the administrative document, a list of documents that have become invalid or subject to change with the issuance of this act is placed. If administrative documents have applications, an indication of them is given in the relevant paragraphs of the text.

HR documentation

The labor relations of an enterprise with an employee are regulated by the Labor Code of the Russian Federation (hereinafter referred to as the Labor Code of the Russian Federation). Based on the articles of the Code, the enterprise should establish a unified procedure for registering the admission, dismissal and transfer of employees. The set of documents in which the stages of the labor activity of employees are recorded is called personnel documentation (personnel, personnel). These documents include:

Employment contracts concluded by the enterprise with employees;

Orders on personnel (on the admission, dismissal, transfer of an employee);

work books;

Personal cards of the form T-2, T-2 GS and municipal employee;

Personal things;

Payroll accounts

Vacation schedules, etc.

Working with personnel documents has its own characteristics. Since January 1, 2004, new unified forms of documents have been introduced:

Order (instruction) on hiring (form T-1, T-1 a);

Personal card (form T-2, T-2 GS and municipal employee);

Registration card of a scientific and scientific-pedagogical worker (form T-4);

Order (instruction) on the transfer (form T-5, T-5 a);

Order (instruction) on granting leave (form T-6, T-6a);

Vacation schedule (f. T-7);

Order (instruction) on the termination of the employment contract (f. T-8, T-8a);

Order (instruction) on sending an employee on a business trip (f. T-9, T-9a);

Travel certificate (f. T-10);

Job assignment for sending on a business trip and a report on its implementation (f. T-10 a);

Order (instruction) on the promotion of an employee (f. T-11, T-11a).

Standard forms apply to enterprises of all forms of ownership on the territory of the Russian Federation.

Documents on personnel are the most important documents and require special care and accuracy in registration, maintenance and preservation over a long period of time.

When working with documents on personnel, it is necessary to take into account that Personal Information(information about the facts, events and circumstances of work and personal life) of citizens The Federal Law "On Information, Informatization and Information Protection" dated February 20, 1995 No. 24-FZ classifies it as confidential information.

In the Labor Code of the Russian Federation, an application as a type of document that must be provided to the employer upon admission is not indicated in practice.

The application is most often written by hand, but the organization may also have a stencil form. The application indicates the position, structural unit where the employee is employed and the conditions for admission. The salary and date of employment are indicated in visas or in the resolution of the head. The application is signed, the date is indicated.

Resumes and questionnaires are drawn up at the request of the personnel department (personnel department). The questionnaire is a mandatory document for employment in state-owned enterprises.

One of the main documents regulating the legal relationship between an enterprise and an employee is an employment contract. After signing the contract, an order is issued on the admission of an employee.

On the basis of the admission order, a personal card of the T-2 form is issued or a personal file is started, an entry is made in the work book.

Copies of the admission order go to the personal file and to the accounting department, where the employee is assigned a personnel number and a personal salary account is opened for him.

The employee writes a letter of resignation two weeks before the expected date of dismissal from work and submits it for approval to the head (Article 80 of the Labor Code of the Russian Federation). The head of the company issues an order for personnel to dismiss, in accordance with which an entry is made in the work book and in the personal card f.T-2. Copies of orders are received in the personal file of the employee and in the accounting department, where, on the basis of the order, a full settlement with the employee is made.

The head of the company issues an order on personnel to transfer the employee to another position, on the basis of which an appropriate entry is made indicating the new position in the work book and in the personal card f.T-2. Copies of the order are sent to the personal file and to the accounting department, and in the event of a change in salary, a corresponding change is made in the personal account for wages.

List of details and their brief description

Each document consists of elements called attributes. Different documents have a different set of details. The set of details, located in a certain way in the document, is form this document. Forms specific to a particular type of document are called typical. Graphic models or schemes for constructing documents are called "sample form".

GOST R 6.30-2003 “Unified documentation system. Unified system of organizational and administrative documentation. Requirements for paperwork” defines 30 details for organizational and administrative documents included in the Unified System of Organizational and Administrative Documentation (USORD).

Details of management documents:

01 - State Emblem of the Russian Federation;

02 - emblem of the subject of the Russian Federation;

03 - emblem of the organization or trademark (service mark);

04 - organization code;

05 - the main state registration number (OGRN) of a legal entity;

06 - taxpayer identification number / registration reason code (TIN / KPP);

07 - document form code;

08 - name of the organization;

09 - reference data about the organization;

10 - name of the document type;

11 - document date;

12 - registration number of the document;

14 - place of compilation or publication of the document;

15 - addressee;

16 - document approval stamp;

17 - resolution;

18 - title to the text;

19 - control mark;

20 - document text;

21 - mark on the presence of the application;

22 - signature;

23 - document approval stamp;

24 - document approval visas;

25 - print imprint;

26 - a mark on the certification of a copy;

27 - mark about the performer;

28 - a mark on the execution of the document and sending it to the case;

29 - a mark on the receipt of the document by the organization;

30 - identifier of the electronic copy of the document.

Unified documentation systems. Unified system of organizational and administrative documentation. Learning elements: Document details.

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OYABRSKY INSTITUTE OF OIL AND GAS (BRANCH) Tsogu

Lectures on the discipline "Documentary support of management"

Teacher L.A.Pykva

Lectures 3, 4. Details of documents.

Literature

1. GOST R 6.30-2003. Unified documentation systems. Unified system of organizational and administrative documentation. Documentation requirements. M.: Publishing House of Standards, 2003. Sh, 19 p. Group Т.54.
2. GOST R 51141-98 “Office work and archiving. Terms and Definitions".
3. Office work: Samples, documents. Organization and technology of work. Over 120 documents. 2nd ed., revised. and additional / V.V. Galakhov, I.K. Korneev and others; Ed. I.K. Korneeva, V.A. Kudryavtseva. M.: TK Velby, Prospect Publishing House, 2004.

Learning elements:

Document details.

Sample form.

Each document consists of elements called attributes.Different documents have a different set of details. The set of details, located in a certain way in the document, is form this document. Forms specific to a particular type of document are called typical . Graphic models or schemes for constructing documents are called"model key".

Details of management documents:

01 State Emblem of the Russian Federation;

02 coat of arms of the subject of the Russian Federation;

03 company emblem or trademark (service mark);

04 organization code;

05 main state registration number (OGRN) of a legal entity;

06 taxpayer identification number/registration reason code (TIN/KPP);

07 document form code;

08 organization name;

09 reference data about the organization;

10 name of the document type;

11 document date;

12 registration number of the document;

14 place of compilation or publication of the document;

15 addressee;

16 document approval stamp;

17 resolution;

18 title to the text;

19 control mark;

20 document text;

21 mark on the presence of the application;

22 signature;

23 document approval stamp;

24 visa approval document;

25 seal imprint;

26 a mark on the certification of a copy;

27 note about the performer;

28 a note on the execution of the document and sending it to the case;

29 mark of receipt of the document by the organization;

30 ID of the electronic copy of the document.

The standard gives the maximum set of details that can be used when processing documents. In a specific document there will be only a part of the details, the place for which is outlined graphically.

Props 01 State Emblem of the Russian Federationplaced on the forms of documents in accordance with the Federal constitutional law 1 .

Props 02 Coat of arms of the subject of the Russian Federationare drawn up on blank documents in accordance with the legal acts of the constituent entities of the Russian Federation.

Props 03 Organization emblem or trademark used on letterheads of organizations of all forms of ownership in accordance with the charter (regulations on the organization).

Requisite 04 Organization codeput down according to the All-Russian Classifier of Enterprises and Organizations (OKPO) or according to the All-Russian Classifier of Government Bodies (OKOGU) 2 . The code serves to electronically identify the author of the document.

Requisite 05 Primary state registration number (OGRN) of a legal entity

Props 06 Taxpayer identification number / registration reason code (TIN/KPP)is affixed in accordance with the documents issued by the tax authorities.

Props 07 Document form codeput down on the form according to the All-Russian classifier of management documentation (OKUD) 3 .

Props 08 Name of companymust correspond to the name fixed in its constituent documents. Under the full name of the organization, the abbreviation is indicated in brackets.

Props 09 Reference data about the organization: mailing address; phone numbers and other information at the discretion of the organization.

Props 10 Document type namemust correspond to the types of documents provided for by OKUD. The letter does not indicate the name of the type of document.

Props 11 Document daterequisite containing the time of its creation indicated on the document and (or) signature And saniya, approval, acceptance, agreement, publication 4 . The date of the document is issued digitally, n and example: 01/05/2000 and word-to-digital: 1 mA r and 2000

Requisite 12 Registration numberthis is a numeric or alphanumeric designation assigned to the document during its registration.

Props 14 Place of compilation or edition of a document not indicated if the name of the territory where the organization is located is not included in its official name.

Requisite 15 Addressee . The addressee can be organizations, their structural subdivisions, officials or individuals. The name of the organization and its structural unit is indicated in the nominative case, for example:

Ministry of Justice of Russia

Legislation Systematization Department

The position of the person to whom the document is addressed is indicated in the dative case, for example:

CJSC "Russian Textile"

Accounting

Senior Economist

A.S. Nikolaev

or

to CEO

CJSC "Tyumenvodoochistka"

V.I. Petrov

The composition of the requisite "Address", if necessary, may include a postal address (is drawn up according to the rules for the provision of postal services) 5 .

Requisite 16 Document approval stampgives a normative or legal character to its content 6 . The document is approved by an official, a collegial body or a specially issued document.

APPROVE

CEO

CJSC "Russian Textile"

Personal signature of I.V. Anenkov

12.02.2005

When a document is approved by several officials, their signatures are placed at the same level.

When a document is approved by collegial bodies, by a resolution, decision, order, protocol, the approval stamp consists of the word APPROVED without quotes (APPROVED, APPROVED, APPROVED),

For example:

APPROVED

Meeting of the General Meeting of Shareholders

Protocol

dated 15.08.2005 No. 14

or

APPROVED

Order of the Chairman

Bank Board

dated 30.09.2005 No. 54

Props 17 Resolution document is written on the document by an official and includes the names of the performers, the order, the deadlines for execution, the signature of the head and the date, for example:

I.A. Medvedeva

V.N. Egorov

Please prepare a project

general agreement

with the firm "Zarechye"

to 13.02.2005

Smirnov

21.01.2005

Props 18 Title to the text of the official document: briefly summarizes the content of the document, answers the questions:

about what (about whom) ?, for example:

Order on the establishment of an attestation commission;

what (whom)?, for example:

Audit report;

The heading should contain no more than 28 characters and be printed with 1 spacing if it consists of two lines.

Props 19 Check markthis is a mark of control over the execution of the document. Designated with the letter "K" or the stamp "Control", on the left margin of the document at the heading level to the text.

Props 20 The text of the official document. Consists of two parts. In the first part, indicate the reasons, grounds, goals for compiling the document, in the second (final) decisions, conclusions, requests, suggestions, recommendations.

Props 21 Marking the presence of the application, named in the text, are drawn up as follows:

Application: for 5 liters. in 2 copies.

If the document has an attachment not named in the text:

Application:

1. Regulations on the Regional Lending Department for 5 p. in 2 copies.
2. Rules for the preparation and execution of documents of the Regional Lending Department for 7 sheets. in 2 copies.

Annexes to the administrative document draw up:

APPENDIX No. 2

to the order of the Director of the Institute

dated 15.01.2005 No. 319

Props 22 Signatureis a handwritten signature of an authorized official 7 .

The composition includes: the name of the position of the person, personal signature; signature decoding (initials, surname), for example:

Executive Director

AOZT "Partner" Nikitenko N.A. Nikitenko

Props 23 approval stampexpresses the consent of an institution or official who is not the author of the document with its content, for example:

AGREED

Rector of the Tyumen State

university

Personal signature G.F. Kutsev

23.04.2005

Requisite 24 Document approval visaexpresses the agreement or disagreement of the official with the content of the document, for example:

Head of the legal department

Petrochenko V.A. Petrochenko

25.11.2005

Props 25 Seal impression. Certify the authenticity of the official's signature.

Requisite 26 Mark of certified copy.

For example:

Right

Human resources department inspector

Khlebnikov S.A. Khlebnikov

07.03.2001

Props 27 Artist mark

For example:

A.K. Petrov

925 45 67

Props 28 Document execution mark And directing him to action.

For example

Letter dated 01/28/2000 No. 12/06-13 prepared

In case No. 07-06,

Job title

Signature B.L. Osipov

date

Props 29 Mark of receipt of the document in the organizationcontains the serial number and date of receipt of the document and is placed in the right corner of the bottom margin of the first sheet.

Props 30 ID of the electronic copy

Layout Key

Location of the details of the corner form (hand out)

Location of details of the longitudinal form (distribute)

1 Federal Constitutional Law of December 25, 2000 No. 2-FKZ "On the State Emblem of the Russian Federation" (as amended on July 9, 2002, June 30, 2003)//СЗ RF. 200. No. 52 (Part I). Art. 5021.

2 All-Russian classifier of government bodies OK 006-93. M., 1997.

3 All-Russian classifier of management documentation OK 011-93. M., 1999.

5 Decree of the Government of the Russian Federation of April 15, 2005 N 221 "On approval of the Rules for the provision of postal services" / / SZ RF. 2005. No. 17. Art. 1556.

6 GOST R 51141-98. Office work and archiving. Terms and Definitions. M.: Publishing house of standards, 1998.

7 GOST R 51141-98. Office work and archiving. Terms and Definitions. M.: Publishing house of standards, 1998.

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