The conclusion of any transaction requires documentaryconfirmation. In addition to drawing up the necessary documents, it is often required to transfer official papers from one natural or legal person to another. Such a transfer is a legal procedure and requires the necessary written form. Documentary evidence of the event is the act of transfer of documents, compiled in a certain form and signed by all participants.
Such an act is legally justified only under the conditiondrafting in accordance with the rules of clerical work and the availability of all necessary signatures. There is no single bank or unified form for all cases, since the situations that require the transfer of documents are very diverse. Therefore, the form of this document in each specific situation is different.
In general, the document consists of threemandatory parts. The first part, immediately after the name "Act of acceptance of documents" (a sample, as a rule, its own for each type of document), the date and place of preparation, contains details of the transmitting and receiving parties. For individuals, this is the name and passport data, for organizations - the full name and data of the representatives. If the documents are transferred between different divisions of the same organization, the names of the structural divisions (sending and receiving), as well as the names of the representatives, must be indicated.
In the second part, the act of transmission contains the actuallist of documents transmitted with indication of serial numbers and registration data reflected in accounting documents. The most convenient way to make such a list is in the form of a table.
The last part of the act must indicatethe number of copies made and signed by the parties. For representatives of organizations next to the signature, you must specify the position and the decryption of signatures. The act must also be certified by the seal of the organization.
In the case of the transfer of particularly important documents actthe transfer is made by a special commission created by order of the head. In this case, the signatures, names and positions of all members of the commission are mandatory.
The return of documents is possible only on a special application of the established sample with the transfer of the documents sent. If part of the documents is lost, this should also be reflected in the application.
In what cases should an act be drawn uptransfer? In personnel documents the transfer of documents from one employee to another is made in cases of going on leave, dismissal, transfer to another department. In addition, this act is drawn up upon delivery of documents to the archive for storage or at destruction. All necessary information about the movement of documents is reflected in a special journal or folder. The act of sending and receiving documents must contain a complete list of them regardless of the number of sheets or volumes.
For legally literate and correctcompiled the act of transfer of the personnel service of the organization should have a list of necessary regulatory documents. Mandatory documents of the personnel service include payroll regulations, internal regulations, employment contract, staffing table, personnel orders, vacation schedules, personal cards of employees and their employment records, statements of employees for leave and dismissal, and a number of others.
Especially responsible process - reception and transmissionemployment books, in the case of loss of which the recovery process is associated with considerable difficulties. Also the most important document is the book of records of labor books, containing the signatures of both employees and laid-off workers. The transfer of employment records is recommended to be carried out in the form of a separate appendix to the act indicating the series and number of each book, including unclaimed ones.
In some cases, the transfer of copies of documents is provided, mainly it refers to secret or title documents or documents of strict accountability.
In case of loss of certain documents andthe occurrence of disagreements on this matter the act of acceptance is the main legal basis for the resolution of disputes. Therefore, its proper design is so important, it is better if it is produced by a specialist with experience in working with documents.
