Many legal procedures in China happen differently than in the investor’s home jurisdiction. For example, an employee within a Chinese company can sign official documents using the company chop.

This is because in China a stamp is used to “sign” documents. When registering a WFOE, the company receives such a Chinese company stamp, among several others with specific functions. Such stamps are the legal representative stamp, financial stamp and contract stamp. Even though signatures can be used to sign documents, often only the stamp makes a document legally binding.

The big difference

So how does the Chinese company stamp or chop compare to a signature? Due to some simple characteristic differences, there is a large difference in how a legal representative should operate with a stamp.

A signature is generally interconnected to a person while a stamp is a piece of machinery handled by a person. The power lies with the operator of that piece of “machinery”. From the janitor right up to the CEO, all can operate a stamp. This is a crucial detail WFOE and joint venture owners overlook. Many of them leave the Chinese company stamp in the hands of an employee.

When a CEO needs to be abroad for most of the year, it is convenient that documents can be stamped by an employee who is locally present. But while this may seem practical it comes with compliance risk. How much can you trust the employee handling the stamp? He or she may not be responsible for the WFOE and therefore not liable. And in the end, it’s the company’s legal representative who always bears the responsibility.

How to work with a company stamp

So should you keep the stamp under your control? That is a decision only the company’s legal representative can make. As consultants, we strongly advise companies to make sure their stamp is used solely for the purposes you want it to be used. If you do not have full insight, we advise you to check documents regularly.

For brand-new WFOE owners, this is not a surprise, but this detail is one many people tend to forget when starting a business in China. We also strongly advise WFOEs to have a stamp register book where employees sign off when using the stamp. This register should always correspond with the documents signed.

Another important compliance issue regarding the use of stamps comes from the opposite signing party. Sometimes, if an organisation has a foul intent, they sign contracts with fake stamps. A Chinese company stamp should always be chopped in red ink and should be circular. If the chopped seal is illegible, it may become legally invalid.

Furthermore, the name on the chop should always be the Chinese name of the company, not the English one. If you find a blue, English and/or rectangular stamp on your agreement, then something is probably not right.

Finally, you have to confirm that the document is signed by a legally allowed person to stamp or sign such documents within the company.

Checking is normal and needed

Checking a Chinese company stamp on being valid is a costly but common process among local Chinese entrepreneurs. They visit the local authorities where the company is registered to see if a stamp is registered to the company. Some stamps are not registered but are still legal. When a stamp is not registered, you need to compare the stamp to other signed deals by the counterpart.

Many Western firms believe this to be an expensive waste of time. Chinese counter such claims by stating that being cheated is more expensive and an even larger waste of time.

We believe that many of these issues can be prevented. Making sure you are compliant could reduce certain mistakes and increases your chances for success. If you are in need of any assistance with your corporate compliance reach out to Acclime experts today.