Joint Order of Two Peer-Level Companies
On matters of mutual interest and within the competence of two or more peer-level companies, joint letters and administrative documents may be issued — including a joint order on key operational issues of two companies at the same level (hereinafter referred to as the joint order), which is the focus of this article.
The key areas of company operations typically include:
- management activities;
- financial and economic activities;
- marketing activities;
- production activities;
- accounting and control activities;
- innovation activities.
The joint order is prepared on blank A4 sheets (210 mm × 297 mm), not on company letterhead, as specified in the regulatory framework. Specifically, paragraph 8, chapter 2, section II of the Rules for Document Management and Archival Storage in Government Bodies, Local Authorities, Enterprises, Institutions, and Organizations, approved by the Order of the Ministry of Justice of Ukraine dated June 18, 2015, No. 1000/5, states:
“8. Some internal documents (employee applications, memos, certificates, etc.) and documents issued on behalf of multiple institutions are not prepared on letterhead.
Joint administrative documents and letters are prepared on blank sheets of paper with the names of the institutions listed at the same level, and the document type title centered. The date is placed on the left, and the registration number on the right. Emblems, logos, and trademarks are not reproduced.”
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STRUCTURE OF A JOINT ORDER
A joint order may include the following elements in accordance with the National Standard of Ukraine “Unified System of Organizational and Administrative Documentation. Requirements for Document Formatting” (DSTU 4163:2020):
- full names of the companies issuing the joint order;
- company codes according to the Unified State Register of Enterprises and Organizations of Ukraine (EDRPOU);
- document type title;
- document date;
- document registration index;
- place of document creation;
- access restriction mark (only for orders containing confidential information);
- document title;
- document text;
- signatures;
- official seals;
- document visas;
- approval stamp (if required);
- note on the availability of a paper or electronic copy.
FEATURES OF CONTENT AND PLACEMENT OF ELEMENTS
The names of the companies in a joint order must be written in full, exactly as stated in their charters. These names are placed at the top of the order, aligned at the same level in two columns.
The EDRPOU code (Unified State Register of Enterprises and Organizations of Ukraine) for each company is placed directly below its name.
The document type — ORDER — is printed in uppercase, bold font, centered relative to the text. According to paragraph 7.2 of DSTU 4163:2020, this element may be printed using a spaced font size of 14–16 points.
Only one date is indicated in the joint order — the date of the last signature by one of the company directors. The date may be written in either word-numeric or numeric format, for example: May 16, 2025 or 16.05.2025. This element is printed below and to the left of the document type title, without indentation from the left margin.
The joint registration index includes the registration numbers assigned to the order by each company. These are separated by a forward slash in the order the document was signed by the respective company heads, for example: No. 123/324. This element is printed below and to the right of the document type title.
The place of issuance must correspond to the name of the locality where the document was actually created. If the companies are located in different cities, both names may be indicated using a forward slash, for example: Kyiv/Dnipro. This element is centered below the document type title.
The access restriction mark (e.g., “For official use only,” “Confidential,” “Top secret”) is added if necessary, in accordance with legal regulations governing the handling of restricted information. This element is placed in the upper right corner of the document.
The subject of the joint order is briefly stated in the heading, which begins with the preposition “On” and is formed using a verbal noun (e.g., “On approval…”, “On creation…”) or a noun (e.g., “On results…”, “On outcomes…”). If the heading exceeds 150 characters (5 lines), it may be extended to the right margin and centered above the text.
The body of the order consists of two parts — the introductory and the directive. The introductory part is printed with an indent and ends without a period. It states the basis, justification, or purpose of issuing the order. The directive part begins with the word WE ORDER, printed in uppercase without quotation marks or indentation, followed by a colon. The actions to be taken are then listed with an indent. The directive part is divided into numbered paragraphs and subparagraphs using Arabic numerals. Each paragraph must specify the executors (departments or individuals), the specific tasks, and deadlines. Executors may also be referred to generally, e.g., “heads of structural units.” Vague instructions such as “accelerate,” “improve,” “enhance,” or “pay attention to” are not permitted. If the joint order cancels a previous one, a paragraph must state: “To declare invalid…”
If the joint order includes attachments (regulations, instructions, rules, procedures, etc.), they are formatted on separate sheets and referenced in the relevant paragraphs as “attached” or “(attached)”. The element “Note on attachments” is not added separately after the text.
Attachments must be numbered. In the upper right corner of the first page of each attachment, a note is made referencing the order, its date, and registration number.
The joint order is signed by the heads of the respective companies. Signatures are placed at the same level in two columns and certified with the companies’ official round seals (if available).
The order is approved (visaed) in each company by responsible officials (e.g., deputy directors, legal advisors) and persons mentioned in the text.
If significant changes are made during the approval process, the draft must be revised, reprinted, and re-approved.
Visas are placed only on the first copy of the order, which is filed. This element is placed below the “Signature” element on the front or back of the last page.
If the joint order affects the interests of other companies, institutions, or organizations, it must be pre-approved by them. In such cases, an approval stamp is added to the order or a separate approval sheet is attached. If there are disagreements, comments are added to the draft or outlined in a cover letter.
Enforcement and Amendments
The joint order enters into force upon signing and registration, unless otherwise specified in the text.
It may be canceled, amended, or supplemented only by a new order.
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