XX Co., Ltd. seal management system

1. General Provisions

The seal is an important certificate and tool for exercising authority in the company's operation and management activities and clarifying the company's various rights and obligations. In order to standardize the management of the company's seal, maintain the authority and seriousness of the company's seal, clarify the scope of the company's seal and the responsibilities and rights of the user, custodian and approver, strictly approve the procedure, standardize the use of the seal, improve the quality of service and efficiency, so as to ensure the legality, seriousness and safety of the seal's engraving, storage and use, effectively safeguard the company's interests and reduce operational risks, this system is specially formulated.

2. Scope of application

This system stipulates the engraving, use and management of internal general seals, and this system applies to the management of the seals of the company and its member companies.

3. Seal type

The types of seals involved in this system can be roughly divided into two categories: administrative seals and business seals, and the details of the types of administrative seals include: the official seal of the enterprise legal person, the administrative seal of the system functional department, etc.; The details of the types of business chapters include: special seals for enterprise contracts, special seals for corporate finance, special seals for corporate invoices, etc.

The company's seal mainly refers to: the official seal, the name seal of the legal representative, the special seal of the contract, the special seal of finance, the special seal of the invoice, the seal of each functional department and other seals used to clarify the company's external and internal rights and obligations. The seals of each department and business department belong to the internal organization seal, which is used in accordance with the scope of responsibilities and business scope and work needs of the department, and is used to handle internal affairs, externally handle and reply to the general affairs and special affairs within the scope of the authority of the functional department, and do not exercise power externally.

According to the commonly used seals, according to the actual function of various types of seals, the main types of seals are as follows:

(1) Official seal

The official seal is the official seal of the company that is engraved and filed at the place designated by the local public security department after being registered by the administrative department for industry and commerce in accordance with the legal procedures, and has legal effect to the outside world. A seal representing the legal name of the company, officially representing the powers and duties of the company.

Scope of use: On behalf of the company's behavior, give a certain form of recognition and assume responsibility for the content of written documents and materials, such as recognition, release, certification, guarantee, authorization, rights and obligations, etc.

1. The materials and certificates submitted by the company as a market entity when accepting the management of government departments, performing corresponding duties, and applying for relevant rights;
2. The company, as a market entity, acts on behalf of the company when handling relevant support business to ensure normal operation;
3. Documents on the rights and obligations of the company to cooperate and conduct business between the market entity and the equal subject;
4. Major decision-making and general rule documents in the company's operation and management;
5. Some certificates that the company needs to assist in establishing an employment contract relationship with employees.

(2) The name and seal of the legal representative

It is a seal engraved with the name of the legal representative, in lieu of a handwritten signature, and stamped on a document or voucher to represent the responsibility of the company.

Scope of use: cheques issued by the company; Other vouchers and legal documents that must be stamped with the name and seal of the legal representative.

(3) Special seals

It is a seal that represents the exercise of a certain professional content or the exercise of departmental functions on behalf of a part of the company's functional departments or business divisions. Special seals are divided into special seals for company business and departmental seals. Among them, the company's business special seal is the seal that represents and exercises a certain professional content and power, including the special seal for contracts, finance, invoices, business, etc. A departmental seal is a seal that performs departmental functions on behalf of a part of the company's functional departments or business divisions, and is limited to internal or internal use within the company.

Scope of use:

1. Special chapter for business

1.1 Special chapter of the contract: all kinds of foreign cooperation contracts and agreements signed in the name of the company. The special seal of the contract is circular, with a diameter of 40cm, engraved with the words "special seal for the contract", bank information, bank account number, corporate telephone number, and corporate address (consistent with the business license), and the text is arranged from top to bottom.

1.2 financial special seal: the verification letter of financial confirmation required for current reconciliation; Proof of settlement and settlement; Tax-related statements, materials and related tax refund information; Other documents and materials that need to be stamped with a special financial seal. There are two kinds of financial chapters, square chapters and round chapters, the round chapter is the same as above, the square chapter, the side length is 2.5cm, and the text is from top to bottom from left to right.

1.3 Invoice special seal: used when purchasing or issuing invoices. The special invoice seal is oval, 4cm*3cm, and the text is surrounded from left to right.

1.4 Business special seal: the seal used when carrying out daily purchase and sale business. The business-specific chapter is oval, 4cm*3cm, and the text is surrounded from left to right.

2. Department seal

2.1 Seal of the Ministry of Human Resources and Administration: including the seal of human resources, the special seal of the labor contract, etc

Scope of use of human resources seal: for the work materials submitted by the company to the Labor Bureau, the Social Security Bureau, the Employment Bureau, and the Provident Fund Management Center, as well as the business information submitted to the insurance company. For private use in the company, such as employment certificates, resignation certificates, salary certificates (income certificates), working years certificates (only applicable to the employee's working years in the company), internship appraisal forms, personnel introduction letters, and other certificates related to personnel information. Assist in the performance of departmental responsibilities and realize the termination or dissolution of labor contract agreements, external recruitment cooperation agreements, attendance records, training or meeting invitations, absenteeism notices, disciplinary notices, proposals, etc. The human resources chapter is oval, 4cm*3cm, and the text is surrounded from left to right;

Labor contract seal: used for the company and employees to sign labor contracts, agreements and prove the labor relationship between the two parties.

Fourth, seal management

Seal management includes seal engraving, seal issuance and activation, seal custody authorization, seal use specifications, seal inspection, seal revocation, seal replacement, seal loss treatment, and penalties for violating seal management regulations. The management of the company's seal should be engraved after review, custody according to authorization, use of approval, use of the seal needs to be registered, violation of the punishment of violations, and strengthen the sense of responsibility and authority of the custodian and the use of the seal, the awareness of norms, and strictly abide by the seal management system.

4.1 Seal engraving

The application for the engraving of various seals of the company shall be submitted by the seal use management department, and the application form for seal engraving shall be filled in according to the needs, and the application information, the name of the seal, the purpose of the seal, and the style of the seal shall be explained in detail. The application shall be submitted to the Legal Department for review and approval by the Executive Director before the seal can be engraved.

After approval, the "Seal Engraving Application Form" shall be filed with the Ministry of Justice, and the Ministry of Justice shall issue a letter of introduction from the company and entrust a special person to carry out the seal engraving on behalf of the company by the designated authority. The seal style should be made in accordance with the relevant provisions of the state. The font should use Songti characters and standardized simplified characters, and the selection of materials should be determined according to the same industry standards and conventions. The engraving of official seals, contract seals, financial seals, and invoice seals must be handled and filed at the place designated by the national statutory management department in accordance with national regulations, and it is strictly forbidden to engrave seals in non-statutory institutions.

Without the approval of the executive director of the company, no department or individual shall engrave the seal of the department without authorization. The company will investigate its legal responsibility for the unauthorized engraving and forgery of the company's seal, and all civil and administrative liabilities resulting therefrom shall be borne by the responsible person, and if the law is violated, it will be transferred to the corresponding authorities for legal responsibility in accordance with the law.

After the seal is engraved, it is necessary to do a good job of keeping a sample of the seal, and fill in the "Seal Retention Sample Filing Form" for filing and registration.

4.2 Seal issuance and activation

The Ministry of Justice is the seal management department. The actual storage and use department of the seal of each subsidiary company is the seal use management department, which can also be called the seal storage department.

Before the seal is activated, any seal custody department must go through the collection procedures at the legal department, accept the corresponding responsibility and right notification, clarify the scope of use of the seal, and go through the written receipt procedures for the seal, and the seal custody department shall designate a special person to collect the seal and transfer it to the person in charge of the department. When the designated person signs for the seal, he must check whether the seal has been used, and if he finds any traces of use, he has the right to refuse the signature, and should report to the head of the department and the head of the legal department in a timely manner. The Ministry of Justice shall promptly supervise the signature and confirmation of each person in charge at the Seal Receipt and Filing Information Division of the Seal Engraving Application Form (including the signature and confirmation of the executive director, the top person in charge of the custody department, the custodian, the recipient, and the delivery person of the Ministry of Justice), and conduct random inspections on the management of the seal after it is issued.

The top person in charge of the seal custody department signs the "Seal Management Commitment", and the actual custodian of the seal signs the "Seal Custody Commitment".

Before the new seal is put into use, the Ministry of Justice shall issue a notice of activation, indicating the date of activation, the storage department and the scope of use.

4.3 Seal custody and use authorization

4.3.1 Seal custodian

In principle, the seal shall be kept by the top person in charge of the custodian department, that is, the supreme person in charge of the custodian department shall be the custodian; The custodian of the departmental seal must be the highest person in charge of the department; For other types of seals, if there are more than two seals kept by a department, the person in charge of the custody department may be authorized to keep them by the person designated by the management system, and the authorized person shall have good professional ethics and conduct, and the seal custodian shall be responsible for the work of the authorized person in charge and shall be jointly and severally liable with him. The custodian of the seal has multiple responsibilities and powers such as safekeeping, registration, and supervision.

4.3.2 Seal custodian duties

All seals of the company should be locked in the cabinet, properly kept, taken at any time, and stored in the same place immediately after use. Seals should be sealed on holidays to prevent accidents. Once the loss or abnormal situation is discovered, the scene should be properly protected, and the person in charge of the legal department should be reported in a timely manner (if the person in charge is authorized to keep the seal, the highest person in charge of the department shall be reported to the department as soon as possible), find out the situation, and deal with it in a timely manner. The custodian of the seal shall properly keep the seal and standardize the use of the seal. Prevent losses to the company due to lost, stolen, misused, etc. The seal reserved by the company in the bank must be the name seal of the company's legal representative and the special financial seal. The name seal of the legal representative and the official seal of the company shall be kept separately, and the custodian shall not be the same person.

The custodian is directly responsible for the results of the seal, following the principle of "no single and no seal", and must use the seal to see whether the information that meets the requirements of this system has been approved and reviewed by the approver of the seal; Check whether the actual printed materials are consistent with the approved printed materials, including the name of the information and the number of copies. The custodian has the right to return the materials that do not meet the conditions for printing; In case of illegal use of seals, the custodian has the right to report the situation to the head of the legal department up to the executive director after refusing to use the seal (if the custodian is authorized to keep the seal, he shall first report to the top person in charge of the custody department). The custodian of the "Approval Form for Printing with Seal" and "Contract Review Form" should be numbered in time to ensure traceability.

The custodian shall strictly follow the principle of "seal according to the practical seal", and shall never allow the stamping of blank documents and vouchers, nor shall it arbitrarily entrust others to seal on behalf of the custodium. The custodian should check the seals in his custody frequently, clean them in a timely manner, and protect them carefully.

4.3.3 Authorization for the use of seals

Depending on the nature of the seal, the seal custodian authorizes the use of the seal as follows:

The custodian of the official seal is the head of the company's legal department or the top financial officer of each subsidiary, and the executive director approves and uses it. The custodian of the official seal shall use the official seal on the basis of the approval form signed and approved by the executive director of the company and the authorized signatory of the company. If the official seal is used on the basis of the corresponding approval form, the custodian shall bear the primary responsibility and the applicant shall bear the secondary responsibility.

The custodian of the name of the legal representative is a person authorized by the executive director, and the custodian does not have the right to use the name of the legal representative independently. The custodian of the seal shall use the name seal of the legal representative in accordance with the document with the official seal or the seal basis approved by the relevant person in charge, otherwise he shall be fully responsible.

The custodian of the financial seal is the person in charge of the finance department of each branch, and the custodian has no independent right to use it, but has the power to supervise and approve the use. The special financial seal shall be used in accordance with the scope of authorization of the executive director, accounting principles, external settlement needs and the approval form signed and agreed by the authorized signatory of the company. The custodian bears the primary responsibility and the applicant bears the secondary responsibility for the use of the special financial seal on the basis of the approval form signed and agreed by the authorized person who is not authorized by the executive director or without the authorization of the company.

The custodian of the special seal of the contract shall be a person authorized by the executive director and shall be used within the scope of the authorization of the executive director. The custodian does not have the power to use independently, but has the power to supervise. The use of the special contract seal shall be based on the "Contract Review Form" approved by the person in charge of the legal department. If it is not used within the scope of the authorization of the executive director or without the signature and consent of the person in charge of the legal department, the custodian of the company's contract seal shall bear the primary responsibility, and the applicant shall bear the secondary liability.

The department seal of each subsidiary company shall be kept by the department head who has been approved by the general manager of the subsidiary company and reported to the Ministry of Justice for the record. The custodian has the right to review the use of the seal, and at the same time bears the responsibility of custody and supervision. Such seals can only be used on relevant documents within the scope of the provisions of this system, and cannot be used beyond the provisions of the system.

4.3.4 Authorize custodians in certain circumstances

The type of stamp	Authorized Custodian	Approver	Retention time	remark

Provisions for the Authorization of Custodians in Specific Circumstances:

1. If the position of the seal custodian is vacant or the personnel are in the probationary period, the person in charge of the seal management department shall designate other personnel to keep it, and it shall be reported to the Ministry of Justice for the record.
2. When the custodian of the seal is on a business trip or vacation, which affects the use of the seal, the custodian of the seal shall temporarily hand over the seal to the department for safekeeping (the special financial seal and the name seal of the legal representative shall not be kept by the same person), fill in the "Seal Temporary Custody Handover Form", and report to the Legal Department for the record in a timely manner. If the custodian is authorized to go on a business trip or vacation, the top person in charge of the custodian department shall designate another person who meets the requirements as a temporary custodian. If there is a problem with the seal during the handover period, the temporary custodian shall be directly liable, and the custodian of the seal shall be jointly and severally liable.
3. In the event that the custodian of the seal leaves the office or the custodian of the seal is temporarily changed, the transfer of the seal must be completed, and the custodian, the handover person, and the supervisor (who serves as the person of the legal department) must sign for confirmation. If the custodian of the seal changes his position or is transferred out of the company, he or she must hand over the seal and the "Seal Use Register" in his custody before he or she is allowed to change his position or leave the company. The handover of the seal shall be carried out under the supervision of a third party, and the "Seal Custodian Resignation Handover Form" shall be filled in, which shall be signed by both parties and the supervisor.

4.4 Specifications for the use of main seals (including the scope of use and approval and authorization of use)

4.4.1 Specifications for the use of official seals

The use of the official seal includes:

Internal documents, including all kinds of letters, meeting resolutions, power of attorney, certificates, certificates, copies of certificates, etc. Report files, including financial reports and statistical reports. The chief financial officer or financial manager shall review the statement documents that need to be stamped with the official seal.

External documents, including all kinds of official documents, certificates, guarantees, etc. Including: contract documents, all kinds of needs

Contracts, agreements, memoranda of understanding, supplementary agreements and related annexes stamped with the official seal; import and export agency contracts; All external contracts, agreements or commitments that have the effect of forming a contract; Formal documents related to the rules and regulations of the operation and management of the enterprise and major decisions; External statements, relevant materials or appraisal reports involving important financial data such as the company's capital structure, foreign investment, assets and liabilities, profits and taxes; important work reports submitted to the outside world; Litigation, requests, reports, applications, explanations, statements, notices involving the major interests of the enterprise; Bulk publicity projects involving the corporate image; Other matters that require the final approval of the Executive Director and the General Manager of the Business Division. The Ministry of Justice shall be responsible for reviewing the contract documents that need to be stamped with the official seal.

Routine business reports and statements required by departments at all levels; general promotional materials; external liaison work; The official seal of the enterprise is required for business activities such as bank inquiry letters, capital verification reports, letter of guarantee business and project application forms (the operation rules for the use and approval authority shall be formulated separately); Important official letters, documents or materials issued by departments, industry associations, party and government organs of provinces, municipalities and autonomous regions; customs declaration documents required for import and export business; It is necessary to use the company's corporate legal entity qualification to handle relevant documents such as credit certificates with legal significance, various levels of enterprise materials, authorization matters, rights and obligations confirmation, etc.; For major business management matters, it is necessary to issue official letters, documents or materials in the name of the company to the relevant enterprises or relevant government business departments.

Documents issued by the company; Documents jointly issued by the company and relevant units; Certificate and relevant materials issued by the company; Financial reports provided by the company; Articles of Association, Agreements; Labor contracts, employment agreements; Guarantees, letters of undertaking and other important legal documents; The scope of use of the company's contract special seal is mainly as follows; foreign investment, joint ventures and cooperation agreements; All kinds of commercial contracts, etc. The work matters within the scope of the responsibilities of various functional departments, such as the public, procuratorate, legal, department and other institutions that need to be sealed and confirmed after coming to our company to audit the accounts, and the work items that have been approved by the company in writing for external application need to use the official seal, which can be used after being reviewed and signed by the highest person in charge of the relevant functional departments after being uniformly authorized by the company.

Use Approval Authorization:

The executive director and the legal department are responsible for reviewing the use of the official seal that is materially related to the business activities of the company, involving the company's major interests or policy issues, and corporate image issues.

The scope of use of the corporate seals held by the subsidiaries of the company is limited to the daily routine certification activities, and it is not allowed to undertake external financing credit, asset mortgage and other guarantee matters without authorization.

In the external certification activities undertaken by the official seal of the enterprise held by the subsidiaries of the company, if the total value of the single or cumulative monthly amount exceeds the approval authority, it must apply in writing to the company for approval in advance (see the authorization document for specific approval authority).

In the process of receiving law enforcement inspections from law enforcement departments such as government industry and commerce, commodity prices, and quality supervision, as well as courts, public security, procuratorates and other judicial organs, if the other party requests materials and affixes the official seal, it must be reviewed by the executive director and the person in charge of the legal department before sealing.

At the request of relevant individuals, units or state agencies, when the company needs to provide certificates, explanations and other documents, it shall be reviewed by the executive director and the person in charge of the legal department before the documents are sealed.

4.4.2 Specifications for the use of the name seal of the legal representative

The name seal of the legal representative is mainly used in the bank's reserved seal, cash receipt and payment, and transfer settlement. Certain contracts and documents for the appointment and dismissal of senior management personnel need to be stamped with the name of the legal representative.

If it involves handling banking business, making payments, etc., it is necessary to affix the name seal of the legal representative, and the name seal of the legal representative can only be affixed with the "Approval Form for the Use of Seal" signed and approved by the financial manager or executive director. If the documents and materials that have been stamped with the official seal need to be stamped with the name and seal of the legal representative, they can be directly sealed. After stamping the name seal of the legal representative, the custodian of the name seal of the legal representative of the company shall indicate the sign that the name seal of the legal representative has been stamped on the corresponding approval form to prevent the phenomenon of duplicate sealing.

4.4.3 Specifications for the use of special financial chapters and special invoice chapters

The special financial seal is mainly used for bank drafts, cash checks, payments and collections, etc., which need to be stamped with the bank's reserved seal. The special financial seal is used for the signature of financial expenditure and income certificate, and is mainly used for receipt receipts, bank bills and other related businesses.

The bank draft, payment and collection vouchers for business payment shall be printed by the business department according to the business situation, and the application form for payment and collection shall be stamped only after being approved by the deputy general manager in charge according to the company's process. Documents such as asset purchase payment can only be stamped after being approved by the highest person in charge according to the company's process.

For cash cheques of less than 10,000 yuan, the financial manager must register the reserve fund records before stamping. If it exceeds 10,000 yuan, it must be approved by the general manager before issuing a check and affixing a financial seal.

The special invoice seal shall be kept by a special person designated by the financial manager, and shall only be used on the company's external invoices and receipts. The special invoice seal is mainly used for purchase and invoicing.

4.4.4 Specifications for the use of special contract seals

The special seal of the contract shall be kept by a person authorized by the executive director. It is mainly used for the company department to sign various purchase and sale contracts and related attachment agreements. According to the size of the contract amount, the company authorizes the approval authority to the relevant personnel. All business contracts shall be stamped with the special seal of the contract only after being reviewed by the legal department and approved by the authorized approver in accordance with the contract review process stipulated by the company. The custodian of the seal shall forward the Contract Review Form to the Legal Department for filing every 3 months.

Provisions on the use of special seals for contracts: when the custodian of the seal affixes the special seal of the contract to the signed agreement and contract, in principle, it is necessary to see the signature and seal of the other party before it can be stamped, and the seal of the other party, the signature of the representatives of both parties, and the date of the contract seal are indispensable. If due to special circumstances, it is necessary to stamp the special seal of our company's contract, the applicant will copy and sign the contract with our seal, and hand it over to the seal custodian for safekeeping, and the contract will be exchanged for a copy after being signed and sealed by the customer.

All agreements and contracts signed with external parties are subject to review by the Legal Department. All supplementary agreements, modification agreements, and letters issued to the other party in the event of breach of contract during the performance of the contract shall be reviewed before being sealed.

4.4.5 Functional Department Chapter

The business seals of each functional department shall be kept by the head of the department. It is only suitable for internal use of various departments, mainly for communication and handover between departments within the company and internal management of the department. The external use of the business chapter of the functional department shall be in accordance with the provisions on the management of the special chapter of the contract, and the head of the department shall use it within the authorized authority. The special seals of each functional department of the company shall be used in all kinds of internal official documents and letters issued in the name of each department, and it is forbidden to use them in external documents.

The scope of use audit includes: the use and printing of official documents, internal reports, reports and other materials of various system functional departments; Within the scope of the company's authorization, the work items specified in the enterprise system are sealed; If the company's business management system has other provisions on the use and application of the chapters of each system functional department, it shall be implemented in accordance with the provisions of the business management system. A letter of introduction issued in the name of the company. Certificates of advanced collectives, advanced individuals and other honorary titles, letters of appointment for professional and technical positions, and certificates of post qualification will be issued. Other texts, approvals, materials, etc. that need to be stamped with the company's seal. All kinds of awards, commendation letters, completion certificates and other certificates based on the official documents of the enterprise need to be stamped with the department's seal. It is forbidden for each system function department to use the seal beyond the scope of authorization.

4.5 Printing specifications

4.5.1 Approval specifications for printing

In addition to the special seal for invoices, other seals must be filled in the "Approval Form for Seal Use" or "Contract Review Form" before they can be used. If the loss is caused by the careless use of the seal, the company will investigate the responsibility of the relevant personnel, or even legal responsibility.

The applicant fills in the "Approval Form for the Use of Seals", which includes: the application department, the applicant's name (his signature), the date of application, the name and content summary of the document, the department or purpose to be submitted, etc. The content should be complete and correct, and after being approved by the person in charge of the application department and the general manager of the subsidiary, it shall be submitted to the legal department for approval together with the documents to be printed, and the legal department can only be used for printing after the approval is completed. If the content of the printed documents needs to be verified and confirmed by other departments, the "Approval Form for Printing with Seals" should also be signed by the person in charge of other departments or the general manager in charge.

If the applicant is unable to be present in time to process the application for the use of seals, it is necessary to designate a colleague from the department to handle the application for printing on behalf of the applicant, and the legal department shall verify by phone for approval. In principle, the administrative agent shall be responsible for keeping and transmitting the seal custodian for sealing.

The applicant shall register the name, quantity, application department, applicant, approver, time of use of the seal and other information in the "Seal Use Registration Book", and the seal custodian shall check the registration information, sign the registration book, and affix a seal to the documents according to the signed and approved "Seal Approval Form". The applicant should check the documents and materials that have been sealed, sign and confirm in the "Seal Use Registration Book", and solve any problems on the spot. After the seal is used, the seal custodian shall collect and archive the "Seal Approval Form" and the copies of the seal documents. Organize and file on a monthly basis and transfer it to the legal department for archiving.

Contract documents shall be submitted with a seal to the approved "Contract Review Form", and the approval rules shall be in accordance with the seal management system.

4.5.2 Print the approval process and approval authority description

1. The applicant fills in the "Seal Approval Form", and after being approved by the authority reviewer, it is submitted to the seal custodian together with the documents to be sealed. The person in charge of the legal department shall review the authority of the official seal, contract seal and other company seals, and the person who shall review the authority of the financial seal and invoice seal shall be the financial director or financial manager. The authority reviewer of the seal of other functional departments is the person in charge of the custodian department and the general manager of the subsidiary.
2. The custodian of the seal shall affix the seal according to the "Approval Form for the Use of Seals" and register the use of seals. The person in charge of the seal custody department keeps the seal by himself, and at the same time has the right to approve the use of the seal; The authorized supervisor keeps the seal, and the supervisor only has the right to affix the seal, but does not have the right to approve. When affixing the seal, the custodian of the seal shall strictly review whether the relevant documents, contracts and materials are consistent with the content of the examination and approval, and there shall be no alterations; For the materials stamped with the seal, it should be noted that the payment unit must be consistent with the seal, and the seal can only be allowed after the signature and approval of the valid reviewer is confirmed. In case of special circumstances, the relevant authorized leader is unable to sign, and the authorized leader shall be notified by telephone to seal the signature, and urge the user to complete the signature after the appointment. When the examination and approval procedures do not comply with the regulations, if the seal custodian uses the seal, the seal custodian shall bear all responsibilities; The formalities are complete, and the applicant and the approver shall bear the corresponding responsibilities if there is a problem. The custodian of each seal shall ensure that each seal is recorded in the "Seal Use Register", detailing the name and quantity of the document using the seal, the application department, the applicant, the approver, the time of use of the seal, etc., and file it regularly.
3. The custodian of the seal shall keep a copy of the document stamped with the seal (except for the financial statements) and file it together with the "Approval Form for the Use of Seals", and archive the records of the use of seals in chronological order on a monthly basis. The "Approval Form for the Use of Seals" can only be destroyed after 2 years of storage.

4.5.3 Specifications for the use of seals under special circumstances

1. Carry the seal out: In principle, the company's seal shall not be taken out of the company, and if it is necessary to go out with the seal due to special circumstances, it shall be implemented in accordance with the provisions of this article. The user of the seal shall apply for and use the seal in strict accordance with the regulations, and shall be fully responsible for the authenticity, reasonableness and legality of the content of the materials stamped. If there is a problem and causes losses to the company, the company has the right to investigate its responsibility according to law.
2. It is strictly forbidden for anyone to lend out the official seal, the special seal of the contract and the name seal of the legal representative without approval. When it is really necessary to carry the seal to go out on errands or business trips, the borrowing time shall not exceed one day. To go out with a seal, you need to fill in the "Application Form for Going Out with a Seal", and sign a letter of commitment after being approved by the authorized leader. The user of the seal loan can only use the seal for the purpose of application, return the seal in a timely manner after use, and go through the registration of the return of the seal. The borrower shall be responsible for all consequences related to the borrowed seal that occur during the period of borrowing and use. In principle, company seals (official seals, contract seals, legal representative seals, and financial seals) cannot be borrowed for more than one working day, and the application for going out with seals for more than one working day must be approved by the executive director.
3. Private affairs with printing needs to be handled: private withdrawal, withdrawal, loss reporting, handling of various certificates, when the need for a letter of introduction from the unit, strictly approved by the administrative department, and the registration system is handled and implemented after meeting the requirements.
4. Handling of the needs of the resignation personnel with seals: For those who have been transferred, dissolved or terminated from labor relations, they must present valid certificates and materials, and can only be stamped after being approved by the person in charge of the Administration Department.
5. If the contents of a document that has been sealed are changed, the user of the seal shall return the original document to the custodian for destruction and record, and then go through the formalities for using the seal again.

4.5.4 Seal specification

When stamping 1 seal, it should not press the text on the top and cover the month on the next ride.

The stamping seal should be in a proper position, the pattern should be correct, and the traces should be clear, so as to avoid reprinting (i.e., the first stamping mark is not obvious enough, and it should be stamped again); It is strictly forbidden to stamped the page without text; It is strictly forbidden to stamp without application and registration. All documents that need to be stamped with a seal of more than one page should be stamped with a seal, and if there is a modification to the content, the seal should be affixed after confirmation by the relevant person in charge.

Unless there are special reasons, it is strictly forbidden to affix the official seal, contract seal, financial seal and legal representative's name seal on blank paper or blank format documents. If it is necessary to affix a seal on the blank paper due to special circumstances, it must be specially approved and approved by the executive director of the only person with the right to approve, and the blank paper and blank format documents stamped shall be strictly managed by means of numbering, special management, strict examination and approval, use registration, regular audit of usage, and regular cancellation (remaining paper or documents).

4.6 Check with seals

The legal department of the seal management department shall conduct regular inspections and irregular spot checks on the seal use management department of each seal use management department, and shall order it to rectify the problems in a timely manner; After the use of various seals, the responsible custody department shall fill in the "Seal Use Register" in a timely manner. If it is found that the seal is not used in accordance with the "Seal Management System", the Legal Department has the right to withdraw its seal management authority and report to the executive director, who will designate a new seal custody department.

4.7 Seal Replacement

If the seal is damaged due to long normal use or improper operation during use, affecting the normal use, the seal storage department can apply for seal replacement, fill in the "Seal Engraving Application Form", and approve and engrave according to the process of new seal engraving.

4.8 Seal Deactivation

Suspension of seal includes suspension due to loss and suspension due to adjustment of business content.

After the loss of the seal, the person in charge of the seal custody department shall immediately report to the Ministry of Justice, and the seal custodian shall fill in the "Application Form for Suspension of Seal" (detailing the cause of loss, the person responsible, the possible consequences, the remedial measures that have been taken, the measures that are expected to be taken and the cost, and the punishment of the person responsible), and submit it to the Ministry of Justice for approval, and then the executive director will give instructions for processing. If the company's basic seal (official seal, legal person seal, financial seal, contract seal, invoice seal) is lost, the legal department shall publish a statement and report to the board of directors of the company in a timely manner. Based on the actual use of the lost seal and the opinions of the board of directors and the legal department, the legal department will decide to abolish the use of the lost seal or re-engrave it.

If the relevant seal can no longer be used due to the adjustment of the business content, the seal storage department shall fill in the "Application Form for Seal Deactivation" (detailing the reason for deactivation and replacing the name of the seal), and the legal department will issue a deactivation announcement after review, and the seal will be deemed invalid. Based on the assessment of the business development trend by the person in charge, the legal department determines whether to retain or destroy the seal. The invalid seal shall be submitted to the Ministry of Justice for cancellation of registration, and the "date of deactivation" shall be indicated in the "Seal Management Ledger", and the applicant shall sign and confirm the deactivation.

4.9 Seal annulment

The revocation of seals includes revocation due to the change of the name of the unit, the revocation of the revocation due to the loss of the seal, and the revocation due to the adjustment of business content. If the seal needs to be revoked for the above reasons, the person in charge of the seal custody department fills in the "Application Form for Seal Destruction", and after the Ministry of Justice verifies the relevant situation, the Ministry of Justice is responsible for the cancellation of the seal.

4.10 Waste seals are kept for archiving and destruction

The seal management department (the original issuing department) should promptly take back the waste seal, and register and destroy it. All obsolete seals, deactivated seals, and abolished seals, regardless of whether they are destroyed or not, must be kept in the "Seal Management Ledger" and the relevant information must be registered. Seals with preservation value should be properly kept and registered; Seals for general or temporary purposes shall be destroyed in accordance with the prescribed procedures.

4.11 Seal Authorization

Categories	Printing matters	Apply to the department	Legal Department	Finance Department	Executive Director (Executive Director)	remark
Seal management	Seal engraving	Right to apply	Right to approve	/	Right to approve	/
Seal destruction	Right to apply	Right to approve	/	Right to approve	/
Seal deactivation	Right to apply	Right to approve	/	Right to approve	/
Seal replacement	Right to apply	Right to approve	/	Right to approve	/
Approve with a seal	official seal	Right to apply	Right to approve	Right to approve	Right to approve	/
Seal of the legal representative	Right to apply	/	Right to approve	Right to approve	/
Special seal for the contract	Right to apply	Right to approve	Right to approve	Right to approve	/
Special financial seal	Right to apply	/	Right to approve	Right to approve	/
Special invoice seal	Right to apply	/	Right to approve	Right to approve	/
Department-specific seal	Right to apply	Partial approval authority (non-template documents need to be submitted to the Legal Department for review)	/	/	Generally, the top person in charge of the department approves the routine documents
Supervision and inspection	Check with a seal	/	/	/	The right to inspect and supervise	Generally, the legal department conducts daily supervision and inspection
Penalties for non-compliance	/	/	Enforcement Rights	Right to approve	Generally, the Ministry of Justice submits a penalty decision

Note: The executive director and the actual subsidiary company are the main directors, and the person in charge of finance should be the chief financial officer or financial manager or above.

4.12 Penalties

The Legal Department is responsible for inspecting and supervising the day-to-day management of seals.

For the inspection found that there is a violation of the provisions of this system, such as the actual use of the seal and the reserved "seal approval form" or the unauthorized use of the seal without reaching the approval authority, the seal management department will give the relevant responsible person a corresponding punishment depending on the severity of the circumstances. If no loss is caused to the company, the relevant responsible person shall be warned, circulated and criticized, and an economic penalty of 100-500 yuan shall be imposed depending on the severity of the circumstances; If economic losses are caused to the company, in addition to fully compensating the company for economic losses, the responsible person will be demoted, demoted, expelled and other sanctions depending on the severity of the circumstances; If there is any violation of national laws and regulations, legal responsibility will be investigated in accordance with the law. The top person in charge of the seal custody department shall be jointly and severally liable.

For violations such as unauthorized use of seals or stamping seals on blank materials or other violations of these regulations, the nature of which is particularly bad, causing the impact of the company's external reputation or causing economic losses to the company, the person directly responsible shall be placed on standby, and shall be punished with demotion or dismissal, up to dismissal, and his immediate supervisor shall be held accountable. If the circumstances are particularly serious, the company will investigate its economic liability. If the circumstances are serious and constitute a crime, legal responsibility will be pursued in accordance with law.

4.13 Miscellaneous

1. This system shall be implemented from the date of promulgation, and the right of interpretation shall belong to the legal department of the company.
2. This system shall come into force and be implemented on the date of [] year [] month [].

Attachment: Template

Seal engraving application form

Seal engraving application information
Apply to the department	applicant
The top head of the department	Date of application
Full name of the seal
Reason for applying for engraving
Seal use
Full name of the old chapter (if any)
Impressions of old seals (if any)	Legal Specialist Review opinions	□ agree □ veto Sign: Date:
The person in charge of the legal department approves the opinion	□ agree □ reject □ other comments (if any) Signature: Date:
Approval opinions of executive directors	□ agree □ reject □ other comments (if any) Signature: Date:
Seal collection filing information
Seal pattern	Date of activation	Sign to confirm	date
Handling of old chapters (if any)
Executive Director
The top person in charge of the custodian department
custodian
Deliverer
Recipients

Seal retention sample filing form

Full name of the seal
Date of production	Date of activation
Seal use
Seal pattern	Engrave people
Engraving time
Authorized custodianship	Sample custodian signature
Duration of Authorization

This sample seal will be used from ___ month ___ of _____ year.

Stamp Collection Voucher and Commitment:

As the custodian of this sample seal, I received this seal from the Ministry of Justice on ___, _____, and I promise to keep this seal properly, use the seal in accordance with the company's "Seal Management System", truthfully register the use of the seal, and keep the corresponding approval documents; In the event that the Company suffers economic losses due to the improper use of this seal intentionally or negligently, I am willing to fully compensate for all economic losses caused by my negligence and accept the corresponding penalties. I am aware of the corresponding risks and undertake to bear the legal responsibility caused by the disadvantage of storage.

I promise to record (the original text is copied from the content of the commitment in the previous paragraph):

Seal Custodian: ________________ Date: ___, _____

Seal Custody Pledge

Due to the needs of work, the seal shall be kept by the person. In order to maintain the legitimacy, seriousness and safety of the use of seals, and safeguard the interests of the company, I solemnly make the following commitments:

1. I will ensure the safety and rationalization of the use of seals under the requirements of the company's "Seal Management System" to ensure that the interests of the company and the legal representative are not harmed. The purpose of seal storage is to improve the accuracy and efficiency of the use of seals, and to resolutely put an end to the occurrence of violations of laws and regulations.

2. Number of custody seals: pcs.

3. Types of custody seals: □ company's official seal□ legal representative's seal□ special financial seal□ special invoice seal□ special contract seal□ departmental function chapter (_______________ chapter).

4. Date of receiving the seal: ___ month ___ of _____ year.

5. Retention period: from ___/___/_____ to ___/___/_____.

6. Scope of storage: daily storage, use and management of seals.

Ensure the safety, concealment and ease of use of the seal. Ensure that the seal is placed in the designated position, and do not entrust others to hold it privately. Guarantee to be loyal to their duties, carefully read the content of the seal when using the seal, verify the number of printed documents, and use the seal based on the "Seal Approval Form" signed by the person with the approval authority to ensure that the seal is standardized, the seal is upright, clear and beautiful, and the year is covered with the month. After the seal is completed, fill in the "Seal Use Register" with the applicant's signature.

Guarantee not to stamp blank paper or any unapproved materials, and strictly prohibit the above behavior of others. Guarantee not to use or copy the seal without approval by taking advantage of the position, and if there is a violation, I am willing to accept the punishment of the company's system, and if it is more than twice, I will accept the company's dismissal punishment.

If you need to borrow a seal or take it out of the storage area, you need to borrow it on the basis of the completed "Application Form for Going Out with a Seal" signed by the person with the approval authority, and the custodian must go with the seal, and ensure that the seal is only used for the purpose of application, and the custodian and the loan applicant bear all responsibilities for the illegal use of the seal.

When the custodian resigns or changes positions, the custodian shall hand over the seal, the "Seal Use Approval Form" and the "Seal Use Register" to the recipient designated by the top person in charge of the department.

In the event that the seal is damaged or lost due to intentional or negligent custody of the seal, it shall be reported immediately to the department head and the legal department and emergency measures shall be taken.

7. I am familiar with the provisions of the "Seal Management System" and promise that I am willing to bear all economic losses and legal responsibilities if major losses or serious consequences are caused by poor storage.

Pledged by: ___

Date: _____ year ___ month ___ day

Seal Management Commitment

As the person in charge of the department of Shenzhen Zhongjin Yuntong Wealth Venture Capital Co., Ltd., I will standardize the daily management and use of seals in accordance with the company's "Seal Management System", in order to ensure the legality, seriousness and safety of seal engraving, storage and authorized use, and effectively safeguard the interests of the company. Now, we make the following commitments:

1. I have clearly understood the basic information of the seals of the department, including the name of the seal, the number of seals, the daily management, the use system, and the daily management and use.
2. I will do a good job in the continuous publicity and implementation of the company's seal management system, and record the training for archiving.
3. I will carefully select the seal custodian/temporary custodian to guide and supervise the daily work of the seal keeper to ensure the normal management and use of the seal.
4. I will strictly follow the company's "Seal Management System" to review the daily needs of the printed documents, it is strictly forbidden to use the seal without review, and it is forbidden to use the seal on blank paper or irrelevant documents.
5. I promise not to engrave my seal privately or use an electronic seal.
6. I will cooperate with the legal department in routine and unannounced inspections of the seal management system.
7. When there is an unexpected situation in the seal under management, I will make an emergency response in time and report the relevant situation to the legal department and other relevant departments.
8. I understand that the person in charge of the department is primarily responsible for the daily management and use of the department's seal, and that if there is a seal management accident, it can be punished in accordance with the company's "Seal Management System".
9. I understand that the economic losses and legal liabilities arising from the poor management of seals and the illegal use of seals shall be borne by me.

I have read the "Seal Management System" and know the duties and rights of seal management personnel, and I will strictly follow the management norms of the system to perform the duties and rights of seal management. In case of poor management or illegal use, I am willing to bear the corresponding economic losses and legal responsibilities. (Transcription of this paragraph)

Pledgee: ____________ Date: YYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYY

Seal Custodian: ________________ Date: ___, _____

Stamp Activation Notification

All relevant departments:

According to the provisions of Article ____ of the company's "Seal Management System", due to the ___________________, the company has now enabled the "_________________ seal", which is managed by the company's ___________ department and the custodian is ___________. In order to realize the business docking of various departments of the company and standardize the internal and external management of the company, the ________________seal annexed to this notice _____will be used from ________________________________

Attachment: "Record Form for Retention of Samples of __________________ Seals"

I hereby inform you.

Old Stamp Style New Stamp Style

Cc: _____________________ Office

Legal Department

Year, Month, Day

---------------------------------------------------------------------------------------------------------------------------------

Seal deactivation notice

All departments of the company:

According to the provisions of Article ____ of the _____ Company's "Seal Management System", due to ________________________, the company has decided to abolish and deactivate the "_________________ seal" that was originally managed by the seal custodian __________of the company's ___________ department. All company documents stamped with this seal prior to _____ ________________________________

Attachment: "Record Form for Retention of Samples of __________________ Seals"

I hereby inform you.

Old Stamp Style New Stamp Style

Cc: _____________________ Office

Legal Department

Year, Month, Day

Print the approval form

file	Apply to the department	applicant	Date of application
The full name of the document
Purpose of the file
The type of stamp you plan to use	( ) Company seals □ company seals □ special seals for contracts □ special seals for finance
( ) Name Seal □ Legal Representative Seal □ Chairman's Name Seal
( ) Department Seal/Stamp □________________ Seal □_____________ stamp
Audit	Request departmental internal audit opinions	□ agree □ veto Department Head/Manager: Date:
□ agree □ veto Head of Department: Date:
_________ review opinion of the department	□ agree □ overrule □ other _________________________________________ Head of Department: Date:
Legal Engineer Review Opinions	□ Agree □ Reject □Other: _______________________________________ Recommended Printing Specification: _________________________________________________ Legal Specialist: Date:
Final approval	Final Approval Opinion	□ agrees to implement the printing □ vetoes the printing requirements Reason: Head of Legal Department: Date:
Illegal use of seals	Unauthorized seal declaration	I ___________ have been informed of the legal department's rejection of the approval opinion of the use of the seal, understand the risks of illegal use of the seal, agree to the use of the seal, and bear all the economic losses and legal liabilities that may be caused thereby. Pledged by: Date:
with a seal	Seal custody department approves the use of seals	□ agree □ veto Head of Department: Date:
□ Executed Printing □ not executed Seal Custodian: Date:

Register of ____________________________________ Seal Use (20XX/XX/XX to 20XX/XX)

Custody Department: Custodian: Custody date: 20XX year XX month XX to 20XX year XX month XX

serial number	date	Apply to the department	applicant	The full name of the document	quantity	Printing time	Seal custodian	remark
1
2
3
4
5
6
7
8
9
10

Bring your seal to go out on the application form

Apply to the department	applicant
The top head of the department	Date of application
Full name of the seal
Reason to go out with a stamp (Detailed description of the location, time, and reason for the visit)
Carry a stamp for outdoor use
Impressions	Review by the legal officer	□ agree □ veto Sign: Date:
The person in charge of the legal department approves the opinion	□ agree □ reject □ other comments (if any) Signature: Date:
Approval opinions of executive directors	□ agree □ reject □ other comments (if any) Signature: Date:
Custody Department	custodian
The top head of the department	Lending moments
Scheduled return time (signed by the borrower)	Actual return time (signed by the custodian)
Remarks (indicate whether the custodian is accompanying you)

A letter of commitment to go out with a seal

Due to ____________________________, I __________ and need to go out with my seal from ____ to ____ o'clock on ___ day of ___ month of ______ year. I have read the "Seal Management System" and am aware of the duties of custody during the period when I carry my seal out. All risks are borne by the person himself or herself while going out with the stamp. If there is any economic loss or legal liability caused by poor storage, I am willing to bear it together.

Lent by: Date:

Seal Temporary Custody Handover Form

Full name of the seal
Seal use
Stamp style	Reasons for the handover of temporary custody
Custody Department	custodian
Seal Administrator Declaration	I am aware of the risks of temporary custody and handover of seals, and I am willing to bear all legal responsibilities arising after the handover. Signature: Date:
Interim escrow department	Sample signature of the temporary custodian
Interim Custodian Declaration	I am aware of the risks of temporary custody of seals and am willing to assume all legal responsibilities arising from temporary custody. Signature: Date:
Filing with the legal department	Today, we received an application from the ________ department for the temporary handover of the _____________________ seal for safekeeping. Our department has trained the seal manager and the temporary custodian on the "Seal Management System", and kept the relevant handover form to clarify their responsibilities and rights during the management period, and urged them to standardize the use of seals. Signature of the Legal Officer: Date: Signature of the Head of Legal Department: Date:

Remarks: 1. Both parties shall abide by the relevant provisions of the company's "Seal Management System".

2. With the consent of the authorized person of the seal custody department, from ____ o'clock on the ___ day of the ______ year, the responsibility for the custody and use of the seal shall be ________ the responsibility of the temporary custodian of the seal, and the highest person in charge of the escrow department shall be aware of the relevant regulations and will fully perform the regulatory duties. If there is a situation of inadequate custody during the escrow period, the temporary custodian and its supreme person in charge shall bear the corresponding legal liabilities and economic losses.

Seal Custodian: ______________ Temporary Seal Custodian: _______________

Date: _____ ___ Date: _____ ___

Seal Return Receipt Form

Due to the ____________________, the temporary custody of the ______________ seal disappears, and the seal shall be returned to the seal manager by the temporary seal custodian from ____ o'clock on the ___ day of the ______ year, and the responsibility for its custody and use shall be _________ the responsibility of the seal manager.

Temporary Seal Custodian: ______________ Seal Manager: _______________

Date: _____ ___ Date: _____ ___

Seal manager resignation handover order

Full name of the seal
Seal use
Date of collection	Handover date
Seal pattern	Original custodian
Custody of the transfer of duties
Handover overseer
Authorized custodianship	The highest person in charge of the authorized custody department
Retention period	From ___ on ___ ___ of _____ to ___ of ___ of _____ ___ of ___ ___
The person in charge of the legal department approves the opinion	□ agree □ reject □ other comments (if any) Signature: Date:
Approval opinions of executive directors	□ agree □ reject □ other comments (if any) Signature: Date:

Remark:

1. The departing personnel shall hand over the seal to the successor seal custodian, and the behavior of both parties to the seal handover shall comply with the provisions of the company's "Seal Management System".

2. The departing personnel shall hand over all the seal filing materials during the management period to the successor seal custodian, and confirm in writing that there is no other seal except for the above-mentioned seal materials; If there is any omission of the use of the seal and the economic loss suffered by the company, no matter when the company discovers it, the custodian of the departure seal shall be liable for the full compensation for the aforementioned loss.

3. After the approval and signature of the authorized seal authorizer, the responsibility for the custody and use of the seal shall be ________ the responsibility of the seal recipient from ____ o'clock on ___ ___ day of ________________

Letter of commitment for resignation and handover

I promise that during my tenure as the custodian of the _________________ seal, I will strictly abide by the company's "Seal Management System" and keep the seal information completely during my employment, and promise that there will be no illegal use of seals. If there is any loss caused by my illegal use of seals, I am willing to bear the corresponding economic losses and legal responsibilities. (Transcription of this paragraph)

Custodian: Date:

Handover: ______________ Recipient: _______________

______________Month__ _________________

Seal deactivation application form

Apply to the department	applicant
The top head of the department	Date of application
Full name of the seal
Seal use
Reason for deactivation of the seal
Seal Handling Opinions	□ Temporary Deactivation □ permanently deactivated and destroyed □ permanently deactivate and engrave a new seal (transfer to seal engraving application) Applicant: Date:
Impressions	Review by the legal officer	□ agree □ veto Sign: Date:
The person in charge of the legal department approves the opinion	□ agree □ reject □ other comments (if any) Signature: Date:
Approval opinions of executive directors	□ agree □ reject □ other comments (if any) Signature: Date:
Destruction Department	Destroy people
The top head of the department	Moment of destruction
remark

Remark:

1. The destroyer shall keep the destruction certificate (including but not limited to the picture of the seal after destruction, the record of the destruction site, etc.).

2. Once the application for seal destruction is approved, the executor of the destruction shall execute the destruction in a timely and punctual manner, and the seal shall not be destroyed in time due to artificial delay; The executor of the destruction shall not use the seal for his own use before the seal is destroyed, and once discovered, he will be punished according to the severity of the circumstances. If the circumstances are serious or the corresponding losses are caused, the executor of the destruction shall bear the corresponding economic losses and legal liabilities.

Seal Submission Destruction Application

Apply for destruction of the department	applicant
The top head of the department	Date of application
Full name of the seal
Seal use
Stamp style	Date of activation
Reasons for applying for destruction
Printing transaction processing measures
The person in charge of the legal department approves the opinion	□ agree □ veto The date of approval of destruction is: before ____ o'clock on ___ day of ___ month, ______ year Signature: Date:
Approval opinions of executive directors	□ agree □ reject □ other comments (if any) Signature: Date:
Destroy the executor	The moment of actual destruction
remark

Remark:

1. The person who destroys the seal shall keep the proof of destruction (including but not limited to the pictures of the seal after destruction, the records of the destruction site, etc.).

2. Once the application for seal destruction is approved, the executor of the destruction shall execute the destruction in a timely and punctual manner, and the seal shall not be destroyed in time due to artificial delay; The executor of the destruction shall not use the seal for his own use before the seal is destroyed, and once discovered, he will be punished according to the severity of the circumstances. If the circumstances are serious or the corresponding losses are caused, the executor of the destruction shall bear the corresponding economic losses and legal liabilities.

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