ISSUANCE OF OFFICIAL DOCUMENTS & CERTIFICATIONS

To protect the Company's legal integrity and ensure the accuracy of employee records, the following rules govern the issuance of official documents:

Restricted Delegation of Signing Authority

The authority to sign and issue official company documents—including but not limited to Certificates of Employment (COE), Certificates of Compensation, Recommendations, and any correspondence on Company Letterhead—is strictly centralized.

Authorized Signatories

Only the President/CEO, the General Manager, or the officially designated HR/Admin Lead are authorized to sign these documents.

Prohibition on Unauthorized Issuance

Supervisors, Department Heads, and Rank-and-File staff are strictly prohibited from signing or issuing any document that purports to represent the Company.

Validity Standard

Any document or certification not bearing the signature of an Authorized Signatory shall be deemed invalid, unofficial, and non-binding. The Company will not recognize or verify any document issued in violation of this protocol.

Disciplinary Action

The unauthorized use of the Company’s name, logo, or letterhead, or the misrepresentation of signing authority, constitutes Falsification of Documents and is a ground for immediate disciplinary action, up to and including termination.

The Official Company Stamp

Validation Requirement

For a COE to be considered authentic and binding, it must bear the Official Company Stamp or Dry Seal over the authorized signature.

Custody of the Stamp

The official stamp shall remain in the exclusive custody of the Authorized Personnel. Unauthorized use, replication, or "lending" of the company stamp is a grave disciplinary offense.

Prohibition on Self-Issuance or Unauthorized Drafting

Unauthorized Issuance

Any employee found drafting, signing, or stamping their own COE—or doing so for a colleague without written management approval—will be charged with Falsification of Company Documents.

Penalty

Due to the potential for legal fraud and financial liability, unauthorized issuance or tampering with company stamps is a Grave Offense punishable by Immediate Dismissal on the first offense.

Standard Processing Procedure

• Request Period: Per DOLE Labor Advisory No. 06-20, the Company shall issue the COE within three (3) working days from the date of a valid request.
• Purpose The employee must state the purpose of the request (e.g., Bank Loan, Visa Application, New Employment) to ensure the correct information is included.