When the director goes on vacation, it is important to assign duties to an employee of the company to ensure the coordination of production activities and its control. He must be competent in the field of management activities. For the legally competent implementation of the event, an order of the director should be drawn up on the assignment of the duties of the director during the vacation. Administrative documentation is necessary, even if the head of a business entity plans to be absent from the workplace for several days. The company must always have a person authorized to sign the documentation.
Responsibilities must be documented
The duties of the head of the company can be assigned to any employee who, in the opinion of the director, has a sufficient level of education and practical managerial skills. Since the transfer of authority is associated with the management activities of the entire business entity, it is imperative that there is confidence in a potential deputy. His responsibilities will include:
- signature of all documentation related to the activities of the legal entity;
- organizing and conducting business meetings;
- communication with company employees;
- control over the activities of a business entity as a whole and its individual separate structural divisions.
Sample letter of assignment
Depending on the staffing of employees, duties are usually assigned to their own deputies or to the heads of structural divisions. The order should be issued in advance, but only in relation to the employee who gave prior written consent to replace the director during his absence.
On the administrative documentation of a business entity
The assignment of duties to another employee for the period of vacation will be lawful only if the procedure is documented.
The signing of an order by the head of the company regulates relations between employees and avoids disputes between them, as well as with representatives of authorized bodies. An order issued on any topic about production activities and relations between employees belongs to the category of administrative documentation. It is created for each individual case. The procedure for its registration is regulated by the rules of office work. They do not allow a document to be signed with the addition of a slash or the preposition "for" before the position of the signatory. It is obligatory to decipher the initials of the head of the company who signed the order. A sample order for the assignment of duties of a director during a vacation will help to competently draw up a document, taking into account all the nuances that ensure legal security.
Order details
Who has the right to draw up a document
The execution of an order is within the competence of any employee of the enterprise who has knowledge of office work. This could be a legal adviser, a human resources officer, a secretary, or an employee holding an engineering position. The order comes into legal force only after its signature by the director. Without the autograph of the head of the business entity, the document is considered invalid.
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The basis for the preparation of the document
Any administrative documentation is drawn up on the basis of an event. This information must be included in the order. In this situation, the basis for drawing up the document is the absence of the director due to his departure on annual leave. As the purpose of drawing up an order, one can indicate the provision of uninterrupted work and the implementation of competent coordination of a business entity. Legal references are required.
Layout of administrative documentation
This provides an opportunity for employers to independently draw up an order in any form, taking into account the nuances and characteristics of the enterprise, as well as their own principles on the procedure for internal document management. Since the position of the director is responsible, in the administrative document on the assignment of duties, it is necessary to provide for all possible nuances related to the implementation of official duties.
General rules for the preparation of documentation at the enterprise
The document must include:
- the name of the business entity where the order is created;
- information on the date of drawing up the document and the date the substitute person entered into the powers of the director;
- registration number, according to internal accounting of similar documentation;
- the place where the document was made;
- the grounds for imposing duties, expressed in reference to the identification of the order on the vacation of the director, drawn up taking into account the vacation schedule for the enterprise;
- list of assigned duties;
- limitation of powers;
- the time period for which the replacement is relevant;
- granting the right to sign;
- information on the need to perform the main official duties of a person during the period of replacement of the director;
- salary.
Nuances and design features
The procedure for issuing internal administrative documentation for an enterprise, as well as its content, is not regulated by legislative requirements. The document can be drawn up in any form. It can be printed on any sheet of paper. It is possible to use letterhead. The order can be written by hand or printed on a printer.
