Professional services & property
HR & Office Stamp Maker
Design the stamps a human resources team and front office use: RECEIVED for applications, CONFIDENTIAL for personnel files, authorized-signatory and designation stamps, COPY, date stamps and approval blocks.
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HR and office administration run on forms, and stamps keep them in order. Job applications that arrive by post or at reception are stamped RECEIVED with the date, so a closing date can be applied fairly. Personnel files and salary documents are marked CONFIDENTIAL, leave and overtime forms pick up an approval stamp, and onboarding folders carry a checklist showing which documents have been seen. In many countries, experience letters and salary confirmations also carry a designation stamp under the manager's signature.
This office stamp maker opens a round designation stamp in the editor above, with the company name around the edge and a name and job title in the center. Swap in your own details, then compare it with a rectangular 'For company' signatory block from the templates below. The online stamp maker keeps every version you save, which helps when a new manager needs the same stamp with a different name. Layouts for the mail tray are among the received stamp templates.
One decision belongs to management rather than to design. In parts of Asia and the Gulf, the company's registered stamp on a contract or official letter carries legal weight, and its form, registration and custody follow local company rules. Departmental stamps such as RECEIVED or CONFIDENTIAL are not that stamp, so keep them visibly different, and make the registered stamp only to the specification your company rules or registrar set.
Stamps an HR and office team uses
Some show who approved or signed something; others record when a document arrived or how it must be handled.
Application received
RECEIVED · 23 OCT 2026 · HUMAN RESOURCES · Ref. ______
For CVs, application forms and resignation letters delivered by hand or post. The date shows whether an application met the deadline and when a notice period began.
Confidential personnel
CONFIDENTIAL · PERSONNEL FILE · HR USE ONLY
On file covers, salary reviews and disciplinary records. It tells staff how to handle the document, alongside your data protection policy and locked storage.
Authorized signatory block
For NORTHGATE SUPPLIES PVT. LTD. · ______ · Authorised Signatory
Placed under a signature on letters, purchase orders and contracts. Whoever signs above it must hold that authority, usually through a board resolution or a delegation of authority.
Designation stamp
PRIYA NAIR · Head of Human Resources
A name-and-title stamp under a signature on experience letters, salary certificates and offer letters, so readers know who signed when the signature is hard to read.
Leave and approval stamp
APPROVED · Leave from ______ to ______ · Line manager ______ · HR ______
For paper leave, overtime and expense forms. Two signature lines keep the line manager's approval separate from HR's check of the balance.
Onboarding checklist
NEW HIRE FILE · ID seen ☐ · Contract signed ☐ · Tax form ☐ · Bank details ☐ · IT access ☐ · Checked by ______
A grid stamp for the inside of a new employee's folder. It records what was done, but it does not replace the records that right-to-work or Form I-9 rules require.
Copy and issue marks
COPY · ISSUED TO EMPLOYEE ON ______ · ORIGINAL ON FILE
Separates the copy handed to an employee from the signed original kept in the personnel file.
Office templates to start from
Pick a layout to replace the design in the editor. Company names, cities and roles in these samples are invented, so replace each one with your organization's details.
Circle stamp · 38 mm
Professional Stamp for Business Use
Round stamp with the company name around the edge and the signatory's name and designation in the center, placed beside a manager's signature.
Rectangle stamp · 56x20 mm
Two-Line Director Authorization Stamp
Two-line 'For company' block with the role underneath and a gap to sign between, the usual authorized-signatory format on letters and purchase orders.
Rectangle stamp · 47x18 mm
Stamp for Office Use
Slim name stamp with a company line above a name and role; make one per signatory and place it under the handwritten signature.
Rectangle stamp · 47x18 mm
Text Received Stamp
Single-word RECEIVED frame for the application tray; add HR or the department name in small type below it.
Rectangle stamp · 47x18 mm
Received Date Stamp
RECEIVED with the date in the middle, for logging when forms and resignation letters arrive; update the date for each batch.
Rectangle stamp · 47x18 mm
Editable Signature Stamp
Compact sign-and-date block with a company name, handy for initialing onboarding forms and internal approvals; replace the sample company.
How to make HR and office stamps
- 1
Confirm names and authority
Copy the company's legal name exactly as registered, including Ltd, LLC or Pvt. Ltd. For signatory and designation stamps, check the job title in the HR system and confirm the person holds signing authority.
- 2
Choose a shape for each job
A long rectangle fits under a signature line, a round stamp carries the company identity, and a small rectangle works for RECEIVED and date stamps. Set the true plate size before editing text.
- 3
Leave room to sign and tick
In a 'For company' block, leave 8–10 mm between the company line and the role for the signature. Make checkbox squares at least 3–4 mm so a tick fits inside.
- 4
Proof with a signature, then export
Print at 100%, sign above the block as the manager would and scan the page. If the signature covers the text, move the lines apart. Export a PNG for HR approval and an SVG for the vendor.
Size, ink and file format
- Size
- Signatory blocks are usually 50–60 mm wide and 18–25 mm tall. RECEIVED and date stamps work at about 45 × 18 mm, and round company stamps at 38–42 mm.
- Ink color
- Blue makes an original letter easy to tell from a photocopy, which is why many offices use it for signatory stamps. Black is better for anything that will be scanned or faxed.
- Smallest text
- Names and job titles should stay at 8 pt or more. In a bilingual stamp, keep the secondary language at no less than about two-thirds the size of the main text.
- Files
- Circulate a PNG for approval and give the vendor an SVG. The PNG and SVG stamp downloads are explained on the pricing page.
- Custody and records
- Keep signatory and company stamps locked away and log who holds each one. When someone changes role or leaves, retire their designation stamp the same day.
HR and office stamp questions
What is an authorized signatory stamp?
It is a block placed under a signature to show that the person signed for the company rather than personally. The usual wording is 'For [Company name]' above the signature space and 'Authorised Signatory' or a job title below it. It is common in India, the Gulf and much of Africa, where documents without it are sometimes queried.
Does a company stamp make a contract valid?
It depends on the country. In England and Wales a company can sign contracts without any seal, while in China and some other countries the registered company chop is how a company commits itself. Gulf businesses often stamp contracts as standard practice. Check the rules where the contract is made, and never let a stamp stand in for authority to sign.
Should HR stamp every page of an employment contract?
Where stamping contracts is customary, many offices stamp or initial each page, and some place the stamp across the edges of the pages so a page cannot be swapped later. Where signatures alone are normal, initials on each page do the same job. Follow your company's practice and apply it the same way to every contract.
Can I add a stamp image to offer letters sent as PDF?
For letters and internal forms, a stamp image can work like a letterhead element. It is not a signature, though. For a contract the employee must accept, use an e-signature tool that records who signed and when, and check whether local employment rules require a handwritten signature for any document.
How many stamps does a small office need?
Five usually cover the daily work: a RECEIVED dater for the mail tray, a company name and address stamp, a signatory or designation stamp for each person who signs letters, a COPY stamp and a CONFIDENTIAL stamp. Add an approval block or onboarding grid only if those forms are still handled on paper.