Grammatical agreement a defined word with the main word in a phrase (great success, great luck) and a predicate with a subject (Father said, Mother said) is the norm of the Russian language.
But in some cases, choosing a dependent form causes difficulties and requires taking into account a number of conditions.
1. In colloquial speech, semantic (rather than grammatical) agreement is often used with masculine nouns that characterize female persons.
The professor said; The doctor came; The director of the lyceum resigned.
However, in official speech, replacing grammatical agreement with semantic agreement is not allowed, except in cases where such a noun has a proper name.
Let's give an example: doctor Petrova. In such constructions, the attribute and predicate agree with the nearest noun.
Let's give an example: An experienced doctor, Ivanova is attentive to her patients.
The participle definition always agrees with the proper name.
For example: Doctor Ivanova entered the room.
If the subject - a proper name - has a separate application, expressed by a common noun, then the predicate agrees with the subject:
Let's give an example: Galina Petrovna, a chemistry teacher, got sick.
With collective nouns in the modern Russian literary language, semantic agreement (The brothers didn’t like him; The youth gathered at the cinema) is not allowed.
The only norm is the singular form: His brothers didn’t like him; Young people gathered at the cinema;
Features of coordination:
Usually, semantic agreement is not allowed with the pronouns what, who, as well as their derivatives (someone, someone and others).
Regardless of the situation actually expressed, the pronoun who requires a predicate and a definition in the singular masculine form, and the pronoun that requires a singular neuter form:
This was done by someone who had been here before;
Some of us made this mistake;
Something small and light lay in the far corner of the hall.
With the subject who, the plural of the predicate can be used in the case when in the subordinate clause the nominal part of the compound predicate is expressed by a plural noun:
Those who were schoolchildren twenty years ago are now deciding the fate of the country.
The plural of the predicate of a pronoun is usually used only in constructions like: everything that...; those that...
Those who lagged behind did not lose hope of catching up with the vanguard.
2. Agreement of definitions with nouns, depending on the numerals two, three, four, obeys the following rules.
For masculine and neuter nouns, definitions are used in the genitive plural form (the noun in this case is in the genitive case form).
For example: three small windows, four large chairs,
For feminine nouns, the attribute is put in the nominative plural form (the noun in this case is also in the nominative plural form).
For example: three small vases.
If a feminine noun is in the genitive singular form, then the definition can be put in the genitive case, but plural.
For example: three tall trees.
A definition before a numeral or a separate definition is placed in the nominative case, regardless of the gender of the noun:
Here's an example:
three large tables;
Three letters written by my sister alarmed me.
four oil paintings hung on the wall;
The exception is the adjectives whole, complete, kind, which usually appear in the genitive case and before the numeral (two whole weeks, three full months), although in real speech the use of the nominative case form is very common.
Agreement of the predicate with the subject, expressed as a noun with a collective quantitative meaning (part, majority, row, etc.), is determined by the following factors.
If the noun does not have controlled words with it or the controlled word is in the singular, then the predicate is used in the singular:
The majority of the team supported the coach;
The majority supported the speaker.
If the controlled word is in the plural, then the predicate, as a rule, agrees with the collective noun and is placed in the singular:
The majority of workers supported the boss.
The plural predicate is usually used in the following cases:
A) between the subject and the predicate there are other members of the sentence, especially a participial phrase with a participle in the plural, a subordinate clause with the conjunctive word which is in the plural.
Here's an example:
Most critics who saw the film praised the director's work very highly;
Most critics who saw the film praised the director's work very highly;
B) with a noun there are several controlled forms in the plural:
The majority of engineers, workers and employees of the plant supported the boss;
C) with the subject there are homogeneous predicates:
Most students passed the tests and were well prepared for the exams;
D) the sentence uses a compound nominal predicate, and the nominal part is expressed by adjectives and participles:
Most of the children were dressed up and cheerful; Most of the houses on this street are wooden.
4. The same system of factors determines the agreement of the predicate with the subject, expressed by a quantitative-nominal combination (three sisters, thirty-four chairs, etc.), that is, a combination of a numeral with the genitive case of a noun. The main norm is to state the predicate in the singular:
Five fighters went on divorce;
Seven matches won.
B3 - types of subordinating connection
Teacher's comments
| Possible difficulties | Good advice |
| It can be difficult to determine the type of connection between words in phrases noun + noun, where the dependent word answers the question what? For example: smart daughter, Moscow city, birch leaf, house by the road. | Try changing the main word by using it in a plural form or an indirect case, such as the genitive. If the dependent noun changes, that is, it agrees with the main word in number and case ( smart daughters, Moscow city), then the type of connection between words in this phrase is agreement. |
| Sometimes the gender, number and case of nouns associated with control are the same, so in such cases it is possible to confuse control with agreement, for example: from the director of the college. | To determine the type of connection between words in a given phrase, you need to change the form of the main word. If the dependent word changes after the main word, then this is a phrase with agreement: at the beautiful artist - at the beautiful artist. If the dependent word does not change, then it is a control phrase: from the director of the college - to the director of the college. |
| Some adverbs formed from nouns and other parts of speech can be confused with the corresponding parts of speech and an error can be made in determining the type of connection, for example: go in the summer - admire the summer, hard-boil - get into a tough mess. | To determine the type of connection in such a situation, it is necessary to correctly determine the part of speech, which is the dubious word. If the dubious word is written together with the former preposition or with a hyphen, then it is an adverb: hard-boiled, into the distance, towards, in the old way. |
| Sometimes it is difficult to establish which word in a phrase is the main one and which is the dependent one, for example: | In adjective + adverb phrases, the main word is always the adjective, and the dependent word is the adverb, which means attribute sign. |
Syntax. The concept of sentence and phrase
Syntax is a section of grammar that studies the structure and meaning of phrases and sentences.
A sentence is a basic unit of syntax that expresses a thought, containing a message, a question, or an incentive. The sentence has intonation and semantic completeness, i.e. it is framed as a separate statement.
It's cold outside (message).
When does the train leave? (question).
Please close the window! (motivation).
The offer has grammatical basis(subject and predicate). Based on the number of grammatical stems, sentences are divided into simple (one grammatical stem) and complex (more than one grammatical stem).
The morning fog over the city has not yet cleared, although it has thinned(simple sentence).
The one with the gold tooth turned out to be a waiter, not a swindler(difficult sentence).
According to the nature of the grammatical basis, simple sentences are two-part and one-part.
Based on the completeness of their implementation, proposals are divided into complete and incomplete.
According to the purpose of making sentences, there are narrative, motivating and interrogative.
According to the intonation of sentences there are exclamation marks And non-exclamatory.
By phrase two or more words are called, united in meaning and grammatically (using subordinating connection).
A phrase consists of a main and a dependent word. From the main word you can ask a question to the dependent one.
Go (where?) into the wilderness.
Charging (what?) the battery.
A phrase, like a word, names objects, actions and their signs, but more specifically, precisely, because the dependent word concretizes the meaning of the main thing. Let's compare:
Morning - summer morning;
Sleep - sleep for a long time.
There are three types of subordinating connections between the main and dependent words in a phrase: agreement, control and adjacency.
It's better to be safe than sorry.
Folk wisdom
I think that I will not be mistaken if I say that any secretary working in an organization where there are no clear rules for document management or where these rules are not carefully worked out has repeatedly had thoughts about the high responsibility that he bears on his shoulders when preparing this or that organizational, administrative or commercial document.
I fully share this concern. After all, the issues raised in documents sometimes lie on such different levels that it is often difficult or even impossible for one person, even if he is a genius, to understand all the intricacies, hidden nuances and possible consequences that the signing of this or that will entail document.
The solution for the clerk (secretary) in this case will be the procedure for approving the draft document before its approval by the company’s manager.
Let's try to develop, debug, approve and put into operation a viable mechanism for approving draft documents that can remove the burden of responsibility from an employee of the clerical service or office and minimize errors when drawing up and approving certain company documents.
Our information
There are two forms of coordination: internal and external.
Internal coordination - This is an analysis and assessment by leading specialists (heads of relevant services or divisions of the organization) of a draft document in order to verify the correctness of the wording of the content, assignment of responsibilities, deadlines, financial benefits or losses, and verification of compliance of this document with current legislation and local regulations of the company.
External approval - This is the approval of a document with third-party organizations or their officials.
External approval, depending on the content of the document, can be carried out with both subordinate and non-subordinate bodies (if the content of the document affects their interests), research organizations, various committees and public organizations, regulatory authorities, etc.
1. What document in the organization regulates the procedure for approving a particular document?
Extraction
3.3.4. Preparation of regulatory legal acts of the federal
executive authority
[…] The Office Work Instructions disclose:
composition of the details of the normative legal act and the procedure for their execution;
the procedure and timing for preparing a draft regulatory legal act;
the procedure for its approval (coordination of a normative legal act with officials of the federal executive body, approval of the draft act with other federal executive bodies, if it contains provisions, norms and instructions relating to other federal executive bodies, other bodies and organizations, the procedure for approval a draft regulatory act prepared by a federal service or federal agency, with the federal ministry under whose jurisdiction they are);
the composition of the documents accompanying the project and its annexes, the rules for their execution;
the procedure for submitting a normative legal act for examination to the Ministry of Justice of the Russian Federation;
procedure for adoption (signing, approval) of regulatory legal acts;
the procedure for communicating a normative legal act to executors. […]
Thus, the main guide to action, which should specify the procedure for approving documents, is office work instructions.
As my work experience shows, not in all organizations this document is drawn up properly and with a detailed study of the process. Many organizations do not have not only a proven approval procedure, but also the instructions themselves. Therefore, let us consider this, the most unpleasant case for us.
The secretary or clerk of such an organization immediately has a number of questions.
2. In what cases and what types of documents do projects require approval at the creation stage?
Let us call for help the Instructions for office work in the apparatus of the Judicial Department at the Supreme Court of the Russian Federation, approved by order of the Judicial Department at the Supreme Court of the Russian Federation dated June 15, 2007 No. 76 (as amended on January 20, 2015), according to clause 3.3.18 of which approval of a draft document is carried out if it is necessary to assess the validity of the document, its compliance with legal acts and previously made decisions.
In our case, these are all contracts, agreements and all administrative documents of the company. Other documents, as a rule, need approval much less frequently, and this happens in a working order and does not require a strictly established approval scheme.
3. Which specialists and in what order should approve the draft of a document?
Here you may have to be pioneers and, in a sense, legislators, i.e. determine and approve the procedure for internal approval. Do not hesitate to seek help and advice from leading specialists in your organization. With your appeal, you will demonstrate a responsible approach and thoughtful attitude to the issue being developed, and not at all incompetence.
In order not to reinvent the wheel over and over again and discover America, I strongly recommend that you approve an approval list for each specific type of business paper and adhere to it when approving all draft documents of this type without exception.
Let me explain with an example. A draft agreement for the sale of products produced and sold by your company is created. What should be the list of visas on this document? In my opinion, the following approval list will be comprehensive for this type of document:
The chief executor of the document (CEO), his contact phone number. This is the initiator of the document who will accumulate and make appropriate corrections to the draft document.
The Guide is responsible for the content and execution of the document, timely and correct introduction of changes and proposals submitted by specialists participating in the approval procedure.
Direct supervisor of the Guide, his contact phone number(for example, in this particular case it could be the head of the sales department). At this stage, the head of the guide conducts an initial examination of the document, identifies gross (and, depending on qualifications and experience, minor) errors in the preparation of the document.
Together with the Guide, he is responsible for the content and quality of the document.
Chief accountant/financial director. Conducts an analysis of the submitted draft agreement for financial correctness, analyzes tax risks (payment terms, the need for a bank guarantee, the correctness of the choice of contract currency, compliance with the norms of the Tax Code of the Russian Federation, etc.).
Head of procurement (head of supply service). Analyzes the document from the point of view of the correctness of the names, article numbers, catalog numbers indicated in the contract, as well as the possibility of purchasing and delivery times of the relevant purchased components and semi-finished products necessary for the implementation of this contract.
Head of logistics (or transport) department, i.e. the one who is responsible for the costs of shipping products and for the delivery itself. Conducts a review of the draft document from the point of view of the validity of the cost, terms and methods of delivery, customs provision, etc. specified in the contract.
Head of design service (chief designer). Reviews the document submitted for approval from the point of view of providing production with appropriate design documentation, i.e. analyzes whether the necessary drawings and specifications have been developed or whether they need to be requested from the counterparty and approved as appendices to the contract, checks the dimensions stated in the sketches, etc.
Head of technological service (chief technologist). Analyzes the document submitted for approval from the point of view of technological preparation of production: have the appropriate technological processes been developed and implemented, are there appropriate equipment, tools and devices for the manufacture of these products.
Head of production. Checks the submitted draft contract from the point of view of manufacturing feasibility, taking into account the comments of the above-mentioned specialists.
Head (or representative) of the legal service. Analyzes the submitted draft document from the point of view of compliance with the requirements of the current legislation of the Russian Federation, controls the legal capacity of officials and counterparties involved in signing documents, and, if necessary, requires the counterparty to provide missing information and documents confirming the rights of officials.
Head of the Economic Security Service. Checks the reliability and solvency of the counterparty and other aspects of the economic security of the transaction.
I fully admit that to many this list will not seem to correspond to the realities of your enterprise: the functions of the responsible persons in your organization may differ significantly, be combined, etc. Thus, the technological, design and production parts can be coordinated by one person, economic security can be considered by a representative of the legal department or the chief accountant.
In this case, in agreement with leading specialists and with the approval of the manager, you can exclude some links in the chain I have given and add the ones you need, not forgetting to approve the adopted approval procedure with instructions for office work or a separate order.
To approve draft administrative documents (orders and regulations), I recommend supplementing the approval list with the following items:
Head of records management service(secretariat, office - i.e. you yourself), whose responsibility will be to monitor compliance with internal regulations, correctness and literacy of design (style and grammar), compliance with the requirements for issuing administrative and other documents.
Head of HR department, whose task is to verify compliance with the Labor Code of the Russian Federation and internal local regulations relating to work with personnel, compliance with internal labor regulations and labor discipline.
Head of Security your organization, whose responsibility is to verify compliance with the trade secret regime and information protection.
After establishing the list of leading specialists and company departments involved in the approval, it is necessary to secure their responsibilities in the approval procedure, i.e. introduce appropriate clarifications and list of responsibilities for the document approval procedure into the job regulations and job descriptions.
The rights of persons participating in the approval of the document may include:
- the right to reject a draft document with justification of the reasons for one’s actions in the approval sheet or by attaching a sheet of comments;
- require from the Chief Executive Officer additional approval of the document with specialists from other departments not represented in the approval scheme, but related to the topic of the document being developed;
- do not accept for consideration a document that has violations in the approval procedure (if one or more stages of approval are missed);
- extend the period for approval of a document for a certain time, justifying this action (for example, the legal service may require an extension of the approval period for the time required to request and receive from the tax authority an extract from the unified state register of legal entities);
- initiate approval of a draft document according to a procedure different from the established one if:
a) this is a requirement of the first head of the organization, dictated by the urgency and importance of this document;
b) the meaning and content of the document affects the area of responsibility of departments and specialists, whose participation in the approval is not provided for in the established manner.
4. How do I need to apply for approval visas?
Let us turn to GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for document preparation":
Extraction
from GOST R 6.30-2003
3. Requirements for registration of document details
[…] 3.24. The approval of the document is issued with a document approval visa (hereinafter referred to as the visa), which includes the signature and position of the person approving the document, a transcript of the signature (initials, surname) and the date of signing. For example:
Personal signature A.S. Orlov
If there are any comments to the document, the visa is issued as follows:
Comments are attached
Head of Legal Department
Personal signature A.S. Orlov
In practice, two options for formalizing approval are most widely used:
a) in the form of an approval sheet (Example 1);
b) in the form of a stamp on the back (in some cases - on the front) side of the last page of the draft document (Example 2). Such a stamp can be ordered ready-made and placed as needed on the draft document before starting the approval procedure.
note
According to clause 3.19 of the Methodological Recommendations for the implementation of GOST R 6.30-2003, it is allowed, at the discretion of the organization, sheet-by-sheet endorsement of regulatory legal acts and applications to protect against possible replacement of sheets. For a page-by-page visa, you can not use all the elements of the visa, but only your own personal signature and its transcript.
5. How should comments be formatted? In what order and by whom should the relevant changes be made to the draft document?
Here is what is said about this in the Administrative Regulations of the Federal Agency for State Property Management for the performance of the state function “Carrying out legal actions on behalf of the Russian Federation to protect property and other rights and legitimate interests of the Russian Federation in the management of federal property and its privatization on the territory of the Russian Federation and abroad, the sale of property seized in pursuance of court decisions or acts of bodies that are granted the right to make decisions on foreclosure on property, the sale of confiscated, movable, ownerless, seized and other property converted into state ownership in accordance with the legislation of the Russian Federation,” approved by order of the Ministry of Economic Development of Russia dated June 22, 2009 No. 229:
Extraction
from the Administrative Regulations
30. Procedure for approval and signing of the draft document
30.1. The executor responsible for preparing the document transfers the prepared draft document to the head of the department in the order of office work.
30.2. The head of the department reviews the prepared draft document for compliance with the requirements established by law. The maximum period for completing this action is 1 business day.
30.3. If there are comments on the submitted draft document, the head of the department returns it for revision in the order of office work to the person responsible for preparing the document.
30.4. If the draft document meets the requirements, the head of the department endorses it and transfers it to the head of the department in the course of office work. The maximum period for completing this action is 1 business day.
30.5. The Head of the Department reviews the prepared draft document for compliance with the requirements. The maximum period for completing this action is 2 business days.
[…] 30.11. If the draft document is returned, the person responsible for preparing the document eliminates the comments. The maximum period for completing this action is 1 business day.
30.12. After eliminating the comments, the person responsible for preparing the document, in the order of office work, transfers the draft document to an official of the Federal Property Management Agency, from whom the document was returned for revision.
If changes of a fundamental nature are made during the finalization process, the draft document is subject to mandatory re-approval.
Thus:
- Responsibility for the content of the draft document, timely and reliable introduction of changes based on comments and proposals submitted during the approval process, taking into account comments submitted by specialists participating in the approval into the draft document rests with the Chief Inspector and his immediate supervisor who issued the first visa;
- the project with comments (if they arise from the persons involved in the approval) must be returned to the CEO from the stage of approval at which the comments arose. That is, if a draft document has successfully passed approval, for example, at four stages, and comments have arisen at the fifth, then it is not transferred to the sixth stage, but is returned to the CEO to make appropriate changes;
- after the comments are eliminated, the document is returned by the Guide to the approval level at which the project was returned with comments;
- after changes of a fundamental nature are made, the draft document is subject to re-approval from the very beginning;
- the person authorized to sign the final version of the document must be notified of comments in the draft document;
- If the draft document does not contain a visa for any specialist/unit, then this document is considered not approved and, therefore, cannot be transferred to the next stage.
All of the above can be represented in the form of an algorithm.
6. In what ways can the approval procedure be carried out?
In practice, the following methods of internal coordination are usually used:
Approval is carried out through an electronic document management system (EDMS) or its equivalent, according to the algorithm laid down in the EDMS , - simultaneously by all responsible persons or departments involved in the approval, or sequentially.
Minuses:
- Not all organizations have an EDMS;
- EDMS is not free;
- There is no EDMS that would ideally suit each specific enterprise.
Pros:
- prompt monitoring of approval progress;
- information is stored electronically, there is no need to repeatedly print documents related to the work on this document project, because at any time you can access the database and read the comments of any specialist;
- The EDMS records the time spent by a particular document at each stage of approval, i.e. The Chief Executive Officer can always see at what stage the deadlines for reviewing a draft document are being violated and take appropriate measures;
- the document is transferred from stage to stage automatically.
Coordination is carried out by email.
Minuses:
- a disadvantage arising from the very principle of parallel approval - it is almost impossible to correctly take into account comments received simultaneously from several specialists, since they are often mutually exclusive;
- tracking the approval process occurs manually and is only available if the specialists approving the document do not forget to forward documents related to the approval to the CEO and/or his manager;
- you are not insured against the fact that another specialist will correct the draft document without highlighting the corrections made and without attaching a sheet of comments;
- absence of the original “live” specialist visa in the approval sheet and at the bottom of the comments sheet;
- the presence of correspondence that needs to be saved and systematized, i.e. it is assumed that users have sufficiently high skills in working with the email client (which is not the case in most cases).
Pros:
- parallel work with the draft document at all stages of approval can significantly reduce the approval time;
- presence of correspondence history;
- efficiency;
- the draft document and comments to it are moved between stages of approval in electronic form.
Coordination is carried out by live sequential movement of the document , those. transferring a paper draft document.
Minuses:
- labor intensity;
- increase in approval times.
Pros:
- The Guide makes corrections and additions to the draft document sequentially, as comments are received from specialists. Thus, specialists at the next stages analyze the draft document with the changes already made;
- corrections in a paper draft document are almost impossible to make unnoticed, especially if you apply sheet-by-sheet approval of the draft document by the Chief Inspector or his immediate supervisor;
- the most significant: the presence of “live” visas on the approval sheet and a signature under the comments sheet, because, as popular wisdom says, it is better to be overcautious than undercautious.
7. How is external approval of a draft document completed?
This is what is said in the Instructions for office work in the apparatus of the Judicial Department at the Supreme Court of the Russian Federation, approved by Order No. 76 dated June 15, 2007 (as amended on January 20, 2015):
Extraction
from the Instructions for office work in the apparatus of the Judicial Department
at the Supreme Court of the Russian Federation
3.3.18. Approval of the draft document
[…] External approval of a document is issued with an approval stamp. The approval stamp is located below the “Signature” detail on the front side in the lower left field of the document and includes: the word “AGREED”; the name of the position of the person with whom the document is being approved (including the name of the organization), personal signature, transcript of the signature and the date of approval or the name of the document confirming the agreement, its date and number, for example:
AGREED
Deputy Minister of Finance
Russian Federation
__________________ ____________________
(personal signature) (initials, surname)
AGREED
board decision
Judicial Department
dated March 27, 2007 No. ___
Thus, external coordination:
- can be carried out by a specific official or document (letter, protocol, etc.);
- drawn up in the form of an approval stamp or approval sheet;
- is practically not regulated by the internal regulations of the organization.
The role of the office management service
The role of the office management service during the document approval procedure is:
- to support and general control of compliance with the established procedure for approval and deadlines for consideration at each stage;
- coordinating and ensuring interaction between specialists participating in the approval procedure;
- timely informing the participants of the procedure and senior management about the status of the approval process.
In addition, the office management service must constantly monitor and check the relevance and improve the approval schemes and document flow routes within the framework of the approval procedure, and keep the lists of departments and responsible persons involved in the approval of documents up to date. To perform these duties efficiently, employees of the office management service must have an excellent understanding of business processes, schemes, forms and procedures for interaction between the organization’s departments.
Organizational and administrative documentation. Documentation requirements. Methodological recommendations for the implementation of GOST R 6.30-2003, approved by Rosarkhiv.
Coordination
Drafts of prepared documents before signing in some cases are agreed upon with interested institutions, structural divisions, and individual officials.
This is done to check the feasibility and timeliness of the document, compliance with applicable laws and regulations and is, in essence, an assessment of the project.
Coordination is carried out inside and outside the institution. Internal coordination is carried out with those departments whose participation is envisaged in the implementation of this document. In institutions that have a legal service, documents are agreed upon with a lawyer before signing. The document can also be agreed upon with the deputy head of the institution who oversees the issues reflected in the document.
If the execution of a document involves financial costs, approval is required from the financial service (chief accountant).
Usually these are contracts and agreements concluded by an organization (firm) for the receipt or release of inventory, performance of work and services; orders on establishing official salaries, wage increases, bonuses, etc. Thus, an accountant visa is provided for on a large number of documents.
Internal approval is issued by a document approval visa, consisting of indicating the position of the endorser, his signature, its decoding (initials and surname) and date. For example:
Chief accountant (signature) L.I. Ivanova
23.11.2007
Legal Adviser Head personnel office
Signature E.M. Moiseeva Signature M.M. Chernyak
25.06.2007 26.06.2007
In case of disagreement with the document, or if there are any comments or additions to the draft, they are stated on a separate sheet, signed and attached to the document. In this case, the visa is issued as follows:
Comments are attached.........
Job title
Personal Transcript
signature signature
date
Place of the visa: if the original document is sent, the visa is located below the signature or on the left margin of the last sheet of the copy that will be left at the institution.
For documents whose originals remain in the organization (these are primarily internal documents), the visa is affixed to the back of the last sheet of the first copy of the original document.
The institution must have a list of the most important documents indicating the persons whose visas are required for registration. It is advisable to provide such a list in the appendix to the office management instructions. Office workers should know well without whose visas a document cannot be submitted to the manager for signature.
If there is a computer network, the text of a document can be coordinated simultaneously with several specialists without printing it on paper.
External approval, depending on the content of the document, can be carried out with subordinate and non-subordinate bodies, if the content of the document affects their interests, with research organizations, public organizations, state and departmental control bodies, and higher authorities.
External approval of a document can be formalized by a protocol of approval or discussion of the draft document, a certificate, but most often by the stamp of approval of the document.
The approval stamp has two options: agreement with a specific official and approval by another document, most often a letter, protocol, etc.
For example:
AGREED
Director of school No. 583 Signature V.V. Sokolova
AGREED
Minutes of the trade union committee meeting
09.08.2007 № 25
AGREED
Letter from the Russian Ministry of Health
05.09.2007 №65-17/184
In the first case, after the word AGREED, the name of the position is indicated, including the name of the organization, a personal signature is placed, its explanation is given and the date is indicated. In the second case, after the word AGREED, the type of document, its date and number are indicated.
The word AGREED is written in capital letters without quotation marks.
If coordination with several organizations is necessary, a separate approval sheet can be drawn up.
Signing and approval of documents
A signature is a mandatory requisite of an official document, giving it legal force. Officials sign documents within their competence. Documents compiled
in institutions operating on the basis of unity of command, they are signed by one official. Documents adopted by collegial bodies require two signatures. For example, the decision is signed by the chairman and secretary of the collegial body. The protocol is also signed.
Two or more signatures are placed on documents for the contents of which several persons are responsible. Agreements and contracts are signed by the contracting parties.
Documents drawn up by the commission, such as acts, are signed by all its members.
Monetary and financial documents have features as part of the certificate. They are signed by the head of the institution and the chief accountant. A special clause of the Federal Law “On Accounting” is devoted to the procedure for signing primary accounting documents. It says: “The list of persons authorized to sign primary accounting documents is approved by the head of the organization in agreement with the chief accountant. Documents used to formalize business transactions with funds are signed by the head of the organization and the chief accountant or persons authorized by them.”
The “signature” attribute consists of the title of the position of the person signing the document, his personal signature and its transcript, which indicates the initials and surname.
Attaching great importance to the indication of the officials signing the document, in the Federal Law “On Accounting” (Article 9) and the “Rules of Office Work in Federal Executive Bodies”, the “signature” attribute is divided into two details: “the position of the person signing the document” and "signature of an official."
In documents prepared on letterhead, the title of the position does not include the name of the institution.
For example:
Director of the Institute Signature V.T. Loginov
When drawing up a document on a blank sheet of paper, the job title includes the name of the institution.
For example:
Director of the All-Russian Scientific Research Television Institute of Documentation
and archival affairs Signature M.V. Larin
In universities and scientific institutions, positions indicate the academic degree and title.
For example:
Head Department of Zoology
Prof., Doctor of Biology, Sciences Signature I.F. Milyutin
In the “signature” attribute, it is allowed to center the position name of the person who signed the document relative to the longest line.”
The signatures of several officials on the document are located one below the other in the sequence corresponding to the position held. Job titles are separated by two line spacing.
For example:
Chairman L.N. Tuchkova
Secretary O.I. Dubrovina
If a document is signed by several persons equal in position, their signatures are located at the same level.
For example:
Director of school No. 565 Director of the Zarya swimming pool
Signature O. O. Nikitin Signature E.A. Blandinskaya
It should be remembered that in the absence of the official whose signature is prepared on the document, if the document is signed by his deputy or acting official, the actual position of the person who signed the document must be indicated by making corrections (printed “deputy” or “acting”) and indicated his last name. Putting a slash before indicating a position or the preposition “For” is a gross mistake. A handwritten signature “Deputy” is also not allowed.
The procedure for signing documents created and transmitted using computer systems is defined in Art. 5 of the Federal Law “On Information, Informatization and Information Protection”:
"1. Documenting information is a prerequisite for including information in information resources. Documentation of information is carried out in the manner established by government authorities responsible for organizing office work, standardizing documents and their arrays, and security of the Russian Federation.
- 2. A document received from an automated information system acquires legal force after it is signed by an official in the manner established by the legislation of the Russian Federation.
- 3. The legal force of a document stored, processed and transmitted using automated information and telecommunication systems can be confirmed by an electronic digital signature.
The legal force of an electronic digital signature is recognized if the automated information system contains software and hardware tools that ensure signature identification, and the established regime for their use is observed.
4. The right to certify the identity of an electronic digital signature is exercised on the basis of a license. The procedure for issuing licenses is determined by the legislation of the Russian Federation.”
Electronic documents with an electronic signature have recently become increasingly widespread, which is associated with the adoption of the Federal Law “On Electronic Digital Signature”. The purpose of the Law “is to ensure legal conditions for the use of electronic digital signatures in electronic documents, subject to which an electronic digital signature in an electronic document is recognized as equivalent to a handwritten signature in a paper document.
The adoption of the Law “On Electronic Digital Signature” opens up broad prospects for the use of electronic documents in the field of management. Yes, Art. 16 of the Law states: “Federal government bodies, government bodies of constituent entities of the Russian Federation, local self-government bodies, as well as organizations participating in document flow with these bodies, use electronic digital signatures of authorized persons of these bodies and organizations to sign their electronic documents.”
Electronic documents with an electronic signature should be most widely used in commercial organizations and, above all, in purchase and sale transactions and in other operations for the provision of services that require the greatest efficiency.
Seal
To certify the authenticity, a stamp is affixed to the signature of the responsible person. In institutions, as a rule, there are two types of seals: one official seal (or equivalent to it in commercial organizations) and several simple ones. In accordance with Art. 4 of the Federal Constitutional Law of the Russian Federation “On the State Emblem of the Russian Federation” “The State Emblem of the Russian Federation is placed on the seals of federal government bodies, other government bodies, organizations and institutions, as well as bodies, organizations and institutions, regardless of the form of ownership vested in individual state- authority."
The shape, dimensions and technical requirements for the official seal are defined quite precisely in the new edition of GOST R51511-2001 “Seal with the reproduction of the State Emblem of the Russian Federation. Shape, dimensions and technical requirements" as amended by Decree of the State Standard of Russia dated December 25, 2002 No. 505.
The official seal is made in a round shape. In the center of the seal is the coat of arms of the Russian Federation, and around the circumference is the name of the legal entity, which must correspond to the name enshrined in the constituent documents. The abbreviated name is given in cases where it is enshrined in the constituent documents and is placed in parentheses after the full name. The name in a foreign language is reproduced in cases where it is established in the constituent documents and is written after the name in Russian.
The requirements for the seal of joint stock companies are described in clause 6 of Art. 2 of the Federal Law “On Joint-Stock Companies”: “The company must have a round seal containing its full corporate name in Russian and an indication of its location. The seal may also indicate the company name of the company in any foreign language or the language of the peoples of the Russian Federation.”
The official seal or equivalent in non-state institutions is affixed to original documents that require special identification: contracts, identification documents, work experience, qualifications (passport, work book, diploma, etc.). The list of documents that are stamped is given in the appendix to the book.
Many accounting documents require the affixing of a stamp (in commercial organizations - equivalent to it) seal. These include letters of guarantee for the performance of work, services, etc.; orders (budget, banking, pension, payment, etc.); applications (for a letter of credit, refusal of acceptance, etc.); powers of attorney (for receiving inventory items), etc.
Simple seals come in various shapes: round, square, triangular and rectangular. There is no image of the coat of arms on them, but the name of the institution or structural part is reproduced. An institution may have several such seals; their imprints are affixed on certificates and passes, copies of documents that go outside the institution, duplicated copies of administrative documents when they are sent out, when sealing packages, parcels, cabinets and safe doors, etc.
Letters written on forms, except guarantee letters, do not require certification with a seal.
Copy certification mark
The office management service or secretaries have to certify that the copy of the document corresponds to the original. The mark on the certification of the copy is located below the “Document signature” detail. It includes the word “Correct”, the title of the position of the person who certified the copy, his personal signature, its transcript (two initials and a surname) and the date of certification.
For example:
Secretary Personal signature of T. V. Romanova
14.07.2007
If a copy of the document is sent to another institution or handed over, the certification mark is certified by a seal.
Document approval stamp
After signing certain types of documents, and primarily organizational ones, they are required statement, after which they acquire legal force. The need for approval of these documents is usually provided for in regulations.
The approval authorizes the content of the document or extends its effect to a certain circle of individuals and organizations. The document is approved in two ways that have the same legal force: by specially issued document(most often administrative: resolution, decision, order, sometimes protocol) or official. The approved document is affixed with an approval stamp, which has, respectively, two design options:
The words APPROVED and APPROVED are written in capital letters without quotation marks. Further, depending on the type of approval, the position of the person approving the document, his signature, the transcript of the signature (initials and surname) and the date are indicated. The document can be approved by the head of your organization or a higher one.
If a document is approved by another document (resolution, decision, order, protocol), then the name of the approving document in the instrumental case, its date and number are indicated, and the word APPROVED (o, a, s) is consistent with the type of approval of the document. For example: act - approved; instructions - approved; rules - approved; position - approved.
The approval stamp is located in the upper right part of the document (in the place of the addressee in the letter form).
An approximate list of documents subject to approval is given in the appendix to the book.
- Federal Law dated 21L1.1996 No. 129-F “On Accounting”. Art. 9, paragraph 3.
Agreement is a subordinating relationship in which the main word requires that the dependent word be placed in the same (all or some) grammatical forms in which the main word appears.
Since when agreeing in phrases there is always a noun, agreement is carried out in the forms inherent in the noun - in the forms of gender, number and case:
units h., m.r., i.p.
big house, in an old park, at the dining table.
Which word in phrases with agreement is the main word and which is dependent is determined on a grammatical basis. The main word is the word that can be put in any form inherent to it, and the dependent word will always have the corresponding concordant forms, cf.: good teacher - good teachers - about a good teacher. A dependent word is one that in a given phrase cannot realize all its inherent forms, but only realizes those dictated by the main word: impossible, for example, the phrase *good teacher.
In cases where two nouns are combined by agreement, it is impossible to determine the main and dependent words on a grammatical basis. So, in the phrase handsome man, you can put the noun handsome in any form you like, and for him there will always be a corresponding form of the noun man, and vice versa: handsome men, about a handsome man, handsome men, etc. In phrases with agreement, in which it is impossible to determine the main and dependent words on a grammatical basis, presents a special type of agreement - mutual agreement.
With mutual agreement, it is possible to distinguish between the main and dependent words only by meaning. If, for example, we assume that the word naming a broader concept is the main one, and a narrower one is dependent, then in word combinations with mutual agreement ore ship, young student, Ossetian cab driver, handsome man, the first ones in location are the main ones words.
Based on agreement, a noun as the main word and an adjective, participle, pronominal adjective as dependent words are most often combined: a tall man, a wilted flower, my briefcase.
Based on mutual agreement, nouns are combined: dictionary-reference book, dump truck; hero city.
Agreement can be complete or incomplete. In case of complete agreement, the agreed words are likened in all forms, but in case of incomplete agreement, not in all forms. For example, in the phrase city of Moscow, agreement occurs in the forms of number and case, but there is no agreement in gender. A special case of incomplete agreement is presented in the phrases good doctor, young associate professor, where the feminine gender of the dependent adjective shows the real gender (female) of the person, profession, whose title is indicated by a masculine noun. Such a discrepancy in gender is possible only in non-strict areas of the literary language, for example in colloquial speech; in official business speech such combinations are unacceptable; there it will be correct: a good doctor, a young associate professor, even if we are talking about a woman.
The main grammatical meaning of the agreement connection form is the expression of defining relations.
Agreement is a purely grammatical connection. This means: you can know nothing about the lexical meaning of the main word and know only its grammatical indicators in order to say exactly in what form any dependent word according to its lexical meaning should be put. For example, all nouns are masculine. numbers in the T. case will have, when agreed upon, adjectives in the same forms: young forest, fast train, etc.
Coordination is an optional connection, i.e. in a sentence the dependent word can be removed without destroying the structure of the sentence, cf..: Tall spruce trees stood under the snow. - Spruce trees stood under the snow.