Letter of authority for a company stamp: what to include

A letter of authority confirms that your organisation has asked for a stamp or seal to be made. We need one for every stamp and seal we produce. It protects you from anyone making a stamp in your name.

What the letter must include

Your organisation's official letterhead.
The date.
The name and ID number of the person placing the order.
The exact wording of the stamp or seal, line by line.
The Trodat model, if you know it.
The signature, name and title of a director, partner, head of institution or other authorised officer.
The organisation's stamp, if it already has one.

Supporting documents

ID for the person ordering and anyone collecting.
Certificate of incorporation or registration, if the stamp shows a registration number.
ZIMRA registration, if it shows a BP or VAT number.
Appointment letter for a Commissioner of Oaths stamp.
Current practising certificate for legal practitioners.
A separate signed request for signature stamps, from the person whose signature it is.

Sample letter of authority

Copy this onto your letterhead and change the details in brackets.

[Date] Sustainiverse Grab & Go 216 Herbert Chitepo Avenue Harare RE: AUTHORITY TO MANUFACTURE A COMPANY STAMP [Organisation name] authorises [Full name], ID number [ID number], to order and collect the following stamp on our behalf. Model: [e.g. Trodat Printy 4913] Wording: Line 1: [e.g. ORGANISATION NAME] Line 2: [e.g. Street address] Line 3: [e.g. City] Line 4: [e.g. Tel: number] Yours faithfully, [Signature] [Name], [Title, e.g. Director] [Organisation stamp, if available]

We do not make stamps or seals for government departments, courts, banks or police without written authority from that institution. Documents that look incomplete or altered are declined, and suspicious orders are reported to law enforcement.

Questions

Who can sign a letter of authority for a stamp?

A director, partner, head of institution or other officer authorised to act for the organisation.

Can I send the letter on WhatsApp?

Yes. Send a clear photo or PDF of the signed letter and IDs on WhatsApp to +263 77 2 286 187. Bring the originals when you collect.

Why do I need a letter of authority to make a stamp?

A stamp carries your organisation's authority. The letter proves the organisation asked for it, which stops anyone else making a stamp in your name.

Can one letter cover several stamps?

Yes. One letter can list all the stamps in a bulk order, with the wording for each.

Ready to order?

Design your stamp online and see it before we make it, or send us your list on WhatsApp for a same-day quote.

Open the stamp studio WhatsApp +263 77 2 286 187

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