Company stamp - is it really necessary?

Service Business

There is a widespread belief among entrepreneurs that a company stamp is necessary to run a business. It is known that it is useful for issuing documents, signing applications and declarations. However, is having a stamp regulated by law or is it merely a requirement by officials?

Company stamp and the obligation to have it

According to the law, there are no regulations that require entrepreneurs to have a company seal. Thus, a person running a business can choose by himself whether he needs a company stamp and it pays to invest or not. Public institutions may not require any citizen more than is legally required.

Although legal regulations do not formally require a company seal, the procedures of the Tax Office and banks usually make it necessary to produce a seal in the processes of company registration or filing a declaration. In some cases, it is possible to enforce that officials waive the requirement of a seal on official documents by asking them to provide a legal basis imposing the obligation on entrepreneurs to have a seal. After checking the legal status, they often change their minds. Many official forms bear the inscription "entrepreneur's signature and seal", however, according to legal interpretation, the confirmation of a person's declaration is a signature, not a seal.

Then the taxpayer may be asked to write a declaration that he or she does not have a company seal, but in practice it is enough to just provide a short explanation "I do not have a stamp" in the field where the word "Signature and stamp" is displayed and sign with the name, surname and personal signature.

The situation is different in the case of institutions that are not administrative bodies - banks, insurance companies. Banks often require a company seal from entrepreneurs when setting up a company account. Only legal regulations cannot be taken into account then, as financial institutions can define their own requirements in the regulations. In practice, in most cases, when contacting banks, you must have a stamp with business data.

What data should the company stamp contain?

Taxpayers who decide to have it, can determine what information to include on it. Only in accordance with the Act on public statistics, entities subject to entry in the register of national economy entities (i.e. having a REGON number) are required to provide this number in company seals. In addition, the company stamp may contain:

  • full company name,
  • HQ adress,
  • number nip,
  • contact telephone number, fax, e-mail address, company website address.

Having a seal is certainly useful in the day-to-day running of a business. The stamped stamp makes invoices and other documents more reliable, and there is no need to enter all the data manually. It can also perform an advertising function. Despite the lack of a legal obligation for entrepreneurs to have a stamp, it is worth investing in it, because it is very convenient and the cost of producing it is not high.