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There is a ``company registered seal'' as a HANKO necessary for establishing a company. In addition to the time of company establishment, a company seal is used for important contracts to indicate the intention of the representative.
However, it is not possible to use a registered seal on documents that are issued every day, such as receipts. Frequent use increases the risk of theft and counterfeiting. Therefore, it is important to prepare multiple corporate HANKO for each role and use them differently for each purpose.
This article introduces the types and roles of HANKO required for company establishment. We also explain precautions to take when using it and what to do if you lose it, so please refer to it.
HANKO required for company establishment
There are four types of HANKO that should be prepared when establishing a company: a registered company seal (representative seal/office seal), bank seal, company seal, and rubber stamp. Strictly speaking, there is no problem with the procedure as long as you have a company seal, but the more frequently you use it, the greater the risk of forgery or misuse. In order to diversify risks and improve operational efficiency, it is recommended to use them differently depending on the role.
Company seal (representative seal, position seal)
A company seal is the most important HANKO required for establishing a company. It is also called a ``representative seal'' because it publicly indicates the decisions and decisions of a company representative, and a ``round seal'' to distinguish it from other HANKO due to the shape of the seal. HANKO are used in important corporate situations such as business contracts between corporations, real estate transactions, and stock certificate transactions, so they must be managed carefully to prevent forgery and abuse. In addition, in order to use the created HANKO as a valid company seal, it must be registered with the Legal Affairs Bureau. There are no specific regulations for registration, but it is stipulated that the size must fit within a square with a side of 1 cm or more and 3 cm or less.
bank seal
A bank seal is a corporate HANKO that is submitted to a financial institution for use when opening a bank account or concluding financial transactions. There is no practical problem in using a company seal as a bank seal, but if it is lost or stolen, there is a high risk that it will be misused. The advantage of separating HANKO is that you can efficiently proceed with your work by dividing them by purpose, but it also has the meaning of diversifying risk. As for management, make sure to store them in separate locations.
Company seal (square seal)
A company seal is a corporate HANKO used to stamp documents used in daily business such as invoices, receipts, and estimates. It has the meaning of an official document issued by a company, and is sometimes called a ``square seal'' because of the shape of the seal. A company seal acts like a personal seal, so there are cases where copies are made and used by the person in charge at each branch or department. Although it is used more frequently and is less important than the company seal, it represents an official document issued by the company, so it must be managed carefully.
rubber stamp
Rubber stamps, also known as address stamps, are rubber HANKO that are engraved with company information such as address, company name, and TEL . It can be used for a wide variety of purposes, not only for recording company information, but also as an acceptance stamp to indicate things such as ``Quotation included'' and ``Handle with care'', as well as communication regarding documents such as ``Urgent'' and ``Paid''. This is a convenient HANKO that can be used to stamp materials that are difficult to print, bound materials, and sealed envelopes. There is no difference in handwriting no matter who presses it, and it is possible to proceed with work more quickly and neatly than writing by hand.
Steps to register your company’s registered seal with the Legal Affairs Bureau
We will explain how to register your company's registered seal with the Legal Affairs Bureau.
Reasons for registering a company seal
In order for a HANKO to be valid as a company seal, it must be registered with the Legal Affairs Bureau. In other words, if a HANKO that has not been registered with the Legal Affairs Bureau is used in a contract between corporations, the contract may not be legally concluded. In order to publicly and objectively prove that the stamped seal is the company's intention, it is necessary to register the HANKO you created with the Legal Affairs Bureau. Normally, a company's registered seal is registered with the Legal Affairs Bureau at the same time as the incorporation.
prepare a HANKO
The first step is to prepare a HANKO to be registered at the Legal Affairs Bureau. The important thing to keep in mind when preparing a HANKO is its size. The Legal Affairs Bureau stipulates that HANKO that can be registered as company seals must fit in a square with sides of 1 cm or more and 3 cm or less. There are no other regulations, so be sure to pay attention to the size. Generally, the company name, trade name, and job title are engraved inside a round frame with a diameter of 18 mm or 21 mm. In addition, the shape of the HANKO is a dotted circle type that is easy to hold, and the font of the stamp is often a slightly distorted seal font.
Register HANKO
Once the production of the company seal is complete, we will register it with the Legal Affairs Bureau. When registering, you need to bring three items: the company's registered seal, the individual's registered seal, and the individual's HANKO certificate (issued within 3 months). Fill in the HANKO information and affix the company's registered seal on the seal impression notification form, fill in the representative information and affix the seal of the person in question, and submit it to the counter together with the person's HANKO certificate. If you are requesting a HANKO registration from a representative, you can register even if you are not the person in question by filling out the representative information and proxy information in the "Power of Attorney" section of the notification form and affixing a registered seal. I am.
Issue a HANKO card
Once you have completed the registration of your company's registered HANKO, you should also apply for a HANKO card to be issued. This is because a HANKO card is required to issue a corporate HANKO certificate. Although a HANKO card is not always necessary to establish a company, you may be required to submit a HANKO certificate along with the company's registered seal when opening a bank account or concluding an important contract, so it may become necessary someday. It is also a coming card. It is a good idea to apply for a card at the same time as registering your company's registered seal.
How to obtain a HANKO certificate
There are four ways to obtain a HANKO certificate: at the Legal Affairs Bureau counter, through a request machine, by mail, and online.
Legal affairs bureau
The general method of obtaining one is to obtain it directly at the counter of the competent legal affairs bureau. Fill in the company information, representative information, and HANKO card number on the HANKO registration certificate application form, and submit the stamps for the fee and the HANKO card together at the counter. Basically, the request is made by the representative of the corporation, but it is possible to make a request on behalf of the company, just as at the time of registration.
Certificate issuing request machine
Some legal affairs bureaus have certificate issuing request machines installed, which can also be used to issue corporate HANKO certificates. There is no need to fill out an application form, so you can obtain the certificate in one go instead of having to go to the counter twice to apply and receive it. The procedure is to insert the HANKO card into the device and enter the representative's date of birth to complete the claim. Purchase revenue stamps for the fee and pay when you receive the certificate at the counter.
HANKO certificates can also be obtained by mail. Fill out the application form for HANKO registration certificate with the required information, revenue stamps for the fee required for the number of copies issued, a return envelope and stamps for shipping, and the corporate HANKO card in an envelope and mail it to the Legal Affairs Bureau. There is no need to go to the counter, but please be careful as missing information will result in a significant loss of time. Since this is a way to send important materials, we recommend sending by registered mail, where you can check the delivery status.
online
The easiest way to obtain a HANKO certificate is to apply online. With online services, once you register for the service, you don't have to fill out an application every time you request information, and since HANKO card number is recorded in your account information, you can apply even if you don't have your card at hand. Register the information specified in the "Deposit Online Application System URL " and pay the fee using online banking.
Latest information on HANKO registration
Until now, it was a legal obligation to register a HANKO when establishing a corporation, but as of February 15, 2021, the obligation to register a HANKO has been removed. . The reason for this is to move online company establishment registration and popularize electronic signatures. However, although it is no longer mandatory, we recommend that you register HANKO. This is because, in reality, electronic signatures are hardly widespread. Many companies and financial institutions still require proof of HANKO when signing important contracts. Currently, a HANKO registration certificate is not required only for online company establishment registration.
Points to note when using company HANKO
Here are some things to keep in mind when handling company HANKO.
Sanmon HANKO are dangerous
Commercially available three-letter HANKO can also be registered as company seals, but we strongly recommend that you do not use them. This is because the risk of counterfeiting and misuse is extremely high. Sanmon-sized HANKO are mass-produced, so it is easy to prepare similar ones. Get an original, hand-carved HANKO so everyone can see the difference.
Stamping a blank power of attorney is dangerous
Avoid stamping a blank power of attorney without filling out the details of the delegation or the name of the agent, as this is risky. This is because there is a risk that the agent may falsify the contents without permission. A company seal officially certifies the intentions and decisions of a company representative.
If you lose your company HANKO
Find out what to do if you lose your company HANKO.
- Company seal: Submit a notification of change of seal to the Legal Affairs Bureau. A new company registered seal, representative's personal seal, and personal HANKO certificate are required.
- HANKO card: Submit a notification of abolition to the Legal Affairs Bureau and request the issuance of a new HANKO card.
- Bank seal: We will notify the bank that we would like to stop transactions using the HANKO that is currently registered. We will go through the registration procedure for a new HANKO again.
- Company seal: We will prepare a new HANKO. There are no set procedures, but if there is a risk of trouble, please contact the relevant authorities.
summary
We explained about the HANKO required for establishing a company. Although HANKO registration has changed from compulsory to voluntary due to legal revisions, it is still a good idea to continue registering HANKO. We hope that this article will be helpful to you regarding the handling of corporate HANKO.
