Specimen Signatures

1.0 OBJECTIVE

To lay down a procedure for recording the specimen signatures of all the employees.

2.0 SCOPE

This procedure is applicable to all employees present in various departments present in company Name

3.0 RESPONSIBILITY

3.1 For Recording Signatures: Executive or above -Quality Assurance

3.2 Authorization: Head-Quality Assurance

 4.0 PROCEDURE

4.1 Specimen signatures shall be collected from all the employees to verify the authenticity of the signatures in the documents signed by the employees as per Annexure-1.

4.2  Quality Assurance department shall collect and maintain the records.

4.3  For all existing employees and new employees the name and designation shall be hand-written. Update the list for new employee in the respective department list.

4.4  The specimen signatures shall be recorded as full signatures and short signatures against “Signature” and “Sign” columns respectively.

4.5  For any person who practices single signature, the same signature shall be recorded in both the columns.

4.6  In case of re-designation of the employee the record for specimen signature shall be updated with specific remark and date.

4.7  In case of transfer of employee from one department to other department, the specimen signatures of such employee shall be removed(strike off) from the old department and write in the new department and once again take the signatures in the respective department list.

4.8  In case employee resigns, the record for specimen signature shall be updated with specific remark and date.

5.0  ABBREVIATIONS

5.1 SOP- Standard Operating Procedure

6.0 ANNEXURE

6.1 Annexure -1: Specimen signatures