COMPANY SE AL & STAMP CONTROL POLICY  

(For Project Site Office Use)  


1. Purpose  

The purpose of this policy is to  establish  a standardized system for the control, custody, usage, and safeguarding of the Company Seal and official rubber stamps issued to project site offices.  

This policy ensures:  

  • Prevention of misuse, fraud, and unauthorized commitments  

  • Proper authorization and accountability  

  • Protection of company reputation and legal integrity  

  • Compliance with internal governance and audit requirements  

 

2. Scope  

This policy applies to:  

  • All project site offices  

  • All employees, contractors, and authorized representatives  

  • Any person entrusted with custody or use of the Company Seal or official stamp  

 

3. Definitions  

Company Seal / Stamp  – Official stamp bearing company name, logo, registration number, or legal marking used for validation of documents.  

Custodian  – Authorized person responsible for safe keeping and controlled use of the seal.  

Authorized Signatory  – Person officially  designated  to approve and sign documents on behalf of the company.  

 

4. Ownership  

  1. The Company Seal is the exclusive property of the Company Head Office.  

  1. Project site offices are custodians only and do not have ownership rights.  

  1. The seal must be returned to Head Office upon project completion or upon written instruction.  

 

5. Custody & Responsibility  

  1. The Project Manager / Site In-Charge shall  designate  one Seal Custodian in writing.  

  1. The seal must be kept in a locked drawer or cabinet when not in use.  

  1. Access must be restricted strictly to authorized personnel.  

  1. The custodian is personally accountable for its security and proper use.  

  1. A Seal Register must be  maintained  at site .  

 

6. Authorized Usage  

The Company Seal may be used only for:  

  • Official correspondence  

  • Approved invoices and billing documents  

  • Site progress reports (if required by contract)  

  • Statutory compliance documents  

  • Client documentation requiring company authentication  

  • Internal documents approved by authorized signatory  

Use of seal must always be accompanied by authorized signature unless otherwise specified.  

 

7. Prohibited Usage  

The Company Seal shall NOT be used for:  

  • Personal documents  

  • Unapproved agreements or commitments  

  • Financial guarantees without Head Office approval  

  • Backdated documents  

  • Altered or incomplete documents  

  • Any document not reviewed and signed by authorized personnel  

Unauthorized use will be treated as serious  misconduct.  

 

8. Seal Register Maintenance  

A Seal Usage Register must  contain :  

  • Date of use  

  • Document name & reference number  

  • Purpose of use  

  • Name of requesting person  

  • Signature of authorized signatory  

  • Signature of seal custodian  

The register must be available for audit inspection at any time.  

 

9. Loss, Theft, or Damage  

In case of loss, theft, or suspected misuse:  

  1. Immediate written reporting to Head Office is mandatory.  

  1. Incident report  must be  submitted  within 24 hours.  

  1. FIR / Police complaint shall be filed if  required .  

  1. Public notice may be issued declaring seal invalid (if legally required).  

  1. Replacement seal  will be issued only after investigation.  

 

10. Project Closure Procedure  

Upon project completion:  

  1. Seal must be returned to Head Office via secure courier or handover.  

  1. Final Seal Register must be  submitted .  

  1. Written confirmation of return must be obtained.  

 

11. Disciplinary Action  

Misuse, negligence, unauthorized stamping, or fraudulent use may result in:  

  • Immediate suspension  

  • Financial liability  

  • Termination of employment  

  • Legal action under applicable laws  

 

12. Audit & Compliance  

  • Periodic audits shall verify compliance with this policy.  

  • Non-compliance will be reported to senior management.  

  • Head Office reserves the right to withdraw seal authority anytime.