Quick answer: A Rubber Stamp on its own doesn't bind your Company — a signature by an authorised person does. Still, a lost stamp can be misused to make forged documents look genuine. Inform your bank, record the loss in a board or partners' resolution, consider a police complaint if you suspect misuse, and order a replacement. Keep stamps locked away and note who has access.
Step 1: Inform your bank
Write to your branch saying the stamp is lost and asking them to be alert to cheques or instructions carrying it. Banks verify signatures, not stamps, but the warning helps if someone tries to misuse it.
Step 2: Record it internally
Note the loss in a board resolution (or partners' resolution for an LLP or firm), with the date and circumstances. This creates a record if a disputed document turns up later.
Step 3: Consider a police complaint
If you suspect theft or misuse, filing a complaint at your local police station creates an official record. For a simple loss with no sign of misuse, many businesses rely on the internal record and bank letter.
Step 4: Order a replacement
Order the same wording so your documents stay consistent. If you're worried about misuse, a small design change — such as a different ink colour or a slightly different layout — helps tell new impressions from old ones. Inform your bank which stamp you will use from now on.
How to keep stamps secure
- Keep stamps in a locked drawer, not on an open desk.
- Limit who can use the Director stamp; give staff the Authorised Signatory stamp only.
- Never send stamped blank paper or blank cheques.
- Replace stamps when a director or employee leaves on bad terms.
Replacement sets: PVT. LTD. stamps · LLP stamps · OPC stamps
Frequently asked questions
Can someone use my lost stamp to sign for my Company?
A stamp alone doesn't bind the Company — the authorised signature does. But a stamp can make a forged signature look more convincing, which is why you should act quickly.
Is a police complaint mandatory for a lost stamp?
No. It's advisable if you suspect theft or misuse.
Should I change the stamp design after a loss?
It can help. A different ink colour or slightly changed layout makes new impressions easy to tell from the old stamp.
Who should keep the Company stamps?
A director or a trusted person in accounts, kept under lock with a note of who uses them.