Law and documentation

Vygintas Šliauteris
lektorius
v.sliauteris@vvf.viko.lt
General provisions of
Document
preparation
 Key criteria for success in writing
business documents :
• Easy to read
• Well structured
• Clear meaning
• Concise
• Reliable information, capable of being
substantiated
• Conforms with expected standards of
presentation
Every document must meet formal standards.
The most important features of document
language:
• brevity,
• precision,
• clarity.

Documents must be written in accordance

with norms of standard Lithuanian and legal
terminology.
Documents are printed on one side (except where
provided by official rules) of the sheet.
Paper sizes: A4 (210 x 297 mm), A5 (148 x 210 mm)
ir A4 L (210 x 297mm), A5 L (148 x 210 mm).
Margins: left - 30 mm: right – no less than 10 mm;
top – 20 mm; bottom - no less than 20 mm.
If document is printed on multiple pages, arabic
numerals (without dots and dashes) are put on
second and subsequent pages, in the middle of top
margin.
Document requisites (parts):
• Lithuanian state or municipal coat of arms or
trade mark;
• document drafters's ( author’s) name;
• institution data;
• addressee;
• heading of the document;
• date of the document;
• document registration number;
• place of document writing;
• text of the document;
• signature;
• document approval mark;
• special mark;
• annex mark;
• received document registration mark;
• received document reference mark;
• resolution;
• document coordination mark;
• viza;
• awareness mark;
• reference to the originator of document;
• document search reference;
• authenticity mark.
 Requisite layouts :
• Centered-longitudinal method - requisite beginning and
end are equally distant from left and right margins of the
document ;
• Corner–flag method - every requisite of the document
starts or is equally distant from the left margin.
• Every requisite must be placed in set place, separated
from others by at least one line spacing.
• If document consists of multiple pages, requisites must
not be arranged in a way, that to a separate sheet
transfers only signature and requisites that must be
placed after signature.
1.Lithuanian state or municipal coat of arms or trade mark
are placed using centered-longitudinal method on top
margin.
2. Drafters's name is written in capital bold letters , below
(or on the top if there is no coat of arms or trade mark) .
• When there are multiple drafters, their names are
written one below other, separated by one line spacing.
• Name should include the organizational relationship
( example).
UNIVERSITY OF APPLIED SCIENCES
FACULTY OF BUSINESS MANAGEMENT
• When the document is drawn by head of the institution
or other officer, include the full name of his office.
3. Drafter’s data consists from contact information
(telephone number, email address) code of a legal person,
register which stores and safeguards the data on the given
legal person, the payer’s code, if legal person has to pay
value-added tax.
• Data should be written in smaller than other requisites
letters and is placed in the row or column below the
drafter’s name.
4. Addressee information is placed below the data and by
corner–flag method.
• If document is sent to several addressees, they are arranged one
below other and separated by a comma, or one line interval.
• If a copy of the document is sent to another addressee , this is
indicated on a separate line before this addressee name.
• 5. Heading of the document consists of the type
of document (order, decision, certificate,
protocol, or other ) and title.
• Document name is written in capital bold letters
and placed using centered-longitudinal method.
RECORD OF THE CAUCILE PROCEEDINGS
6. Date of the document is written in arabic
numerals, or in a mixed groups and is placed below
the title using centered-longitudinal method.

2011-12-05. or 2011 m. december 5 d.

7. Document registration number consists of a
register identification mark and serial number of
the document register.
• File index of the institution documentation plan
can be added in brackets

Nr. V1-159 (1.15) (V1 - identification mark,159 is

serial number and 1.15 - file index)
• Number is written next to the date of a
document on the right side and together with
the date, using centered-longitudinal method.
8. Place of document writing is placed only in documents
in which there is no drafter’s data requisite.
• Place is written below date and number, using
centered-longitudinal method, without one-line
interval.
9. Text of the document is divided in to chapters, sections,
subsections, points and their paragraphs and point
subsections.
• First lines of the paragraphs of text should uniformly
start not further than 22 mm from the left margin of
the document.
• Chapters and sections are numbered in
roman numbers.
• Subsections are not numbered.
• Names of chapters, sections and subsections
are written in capital bold letters, in centered-
longitudinal manner and separated from the
text by at least one line interval.
10. Requisite of the signature is placed under the
document text.
It consists of:
• persons signing the document office name,
• signature,
• name and surname.
Position title is written from the left margin, on the
right side of the line, the signature is placed in the
middle.
(chief accountant ) (signature) (Name and surname)

Stamp it is placed in such a way, that it would touch the

office name of the person signing.
11. Document approval mark is placed on the
document’s right side, above the document
heading, using corner–flag method.
• APPROVED
• Minister of Justice
• of the Republic of Lithuania
• Order 1R-3 of 3 January 2008

• APPROVING
• Director general
• (signature)
• (Name and surname)

12. Special mark is written at the beginning of the

document, on the top right margin in bold letters.
• Project, Copie, Excerpt, Translation.
13. Annex mark consists of a document, to which
belongs annex, and the name and the word “annex".
mark is placed on the annexe’s of the document right
side, using corner–flag method.
14. Received document registration mark consists of
the name of the institution (may be abbreviated), the
word,, Received “, the date on which document
received and the registration number.
Mark is placed at the beginning of the document, on
right side, using corner–flag method.
16. Resolution, the document is placed in space between
the document drafter’s name and the heading of the text,
without touching the other requisites.
• Jonui Pavardaičiui
• Please draw up a written response
• until 2015-06-12
• (signature)
• (Date)
17. Document coordination mark is composed of the
word “COORDINATED“ the institution’s, with which the
document is coordinated, the head office name, signature,
name and surname, date.
Mark is placed below signature, on the left, using corner–
flag method.
18. Visa consists from signature, name (first name) and last
name of visa sighing person, date, if necessary – office name.
19. Awareness mark is placed below signature and visa
requsites, using corner–flag method.
20. Reference to the originator's consists of name ( first letter
of the name and surname) of the person who prepared the
document his contact information. Reference is placed at the
end of document, on the left side above the lower margin.
21. Document search reference is placed at the end of
document, above the lower margin on the right side .
22. Authenticity mark is used where it is necessary to testify
authenticity of the document or copy. Mark is placed on free
space at the end a document.
 MOST COMMON ORGANIZATION'S DOCUMENT
TYPES:

• protocols,
• letters,
• certification,
• applications and requests,
• regulations,
• official (business) reports.