Do I need to stamp outgoing mails

Are outgoing mails stamped?

This is a frequently asked question by aspiring and even experienced secretaries, directors and accountants. It is worth remembering that in 2014, amendments were made to the legislation of Ukraine regarding the rules for the production and use of printing in document flow at enterprises and government agencies. The essence of these innovations lies in the fact that the licensing system has been abolished in the manufacture of various kinds of stamps. Now every citizen can independently and without the knowledge of the owner of any company make a seal.

This brings us back to the original question, to which we can safely answer that it makes no sense to print outgoing correspondence in enterprises. You can only do this if the client asks you to.

Important! The impressions of the government sector and notaries are still under control and are only issued directly to the person in charge.

Why stamp outgoing mails?

Based on the above, we can conclude that it makes no sense to print documents for mailing. But nevertheless, it is recommended to do this, as the official imprint of the company gives more formality to one or another paper. For example, you send documents to the tax service that confirm the legal address (actual location) of the company to unblock reporting and VAT invoices. The decision on this issue is still taken by the inspector at his own discretion. If there is no official stamp, then your tax account can be left in the red zone. Naturally, this is not entirely legal and can be taken to court, but it is recommended to simply arrange and print everything correctly.

What happens if the outgoing letter is not stamped?

If the correspondence is conducted with counterparties, then nothing will happen. If the correspondence is conducted with a government agency, then it is desirable to print the documents. This is especially true for official appeals to the government or to the licensing authorities. That is, when you ask the state for something, it is recommended to write a letter in accordance with all document flow standards.

The letter should be formatted like this:

1. Official letterhead of the company (preferably colored);
2. Times New Roman font;
3. Font size – 14;
4. Signature of the head;
5. Company stamp;
6. Telephone number of the company (responsible person);
7. On the envelope, the sender’s address must be indicated the one in the USR.

Important! It is better to send outgoing correspondence with acknowledgment of receipt. If your question reaches the court, then lawyers will have more advantages in the evidence base.