SOP for Specimen Signatures

1.0 OBJECTIVE: 

To lay down the procedures for getting the specimen signature of all employee to check the authenticity and integrity of the dully filled and signed documents.

2.0 SCOPE: 

This SOP applies to all the employees of all department at [Company Name].

3.0 RESPONSIBILITY: 

All HODs : To ensure compliance

4.0 PROCEDURE:

4.1 Whenever a new appointed person joins the organization, his / her specimen signature shall be taken by Head HRA or his designee as per annexure – I. This includes the details like employee number, employee name and department and shall be maintained in the Q.A. Department.

4.2 Each individual department shall also have the master specimen signature list which shall be as per annexure – II .

4.3 The master specimen signature list shall be updated once in a three month or need based.

4.4 The format shall contain the minimum details like name of the person, employee number, and date with initial and full signature.

4.5 The significance of maintaining the signature log is to counter check the authenticity of the signature done in the documents while verifying the documents.

5.0 ANNEXURE(S) :

Annexure – I Specimen Signature control register

Annexure – II Specimen Signature control log

Annexure – I SPECIMEN SIGNATURE CONTROL REGISTER

Sr. No.

Employee No.

Name

Department 

Specimen Signature

Full Full Initial