Regulations on a Company’s Structural Unit is an organizational document that defines the procedure for establishing the respective structural unit, its tasks, functions, responsibilities and rights, work organization, and interactions with other company units.
A company may consist of production structural units (such as manufacturing departments, workshops, branches, sections, teams, bureaus, laboratories, etc.), as well as functional structural units of the management apparatus (such as directorates, departments, sectors, services, etc.). Additionally, the company has the right to establish branches, representative offices, divisions, and other separate units that do not have the status of a legal entity and operate on behalf of the resident company.
All mentioned units, according to parts two and four of Article 64 of the Commercial Code of Ukraine (rada.gov.ua), operate based on regulations governing their activities. Despite the fact that the Commercial Code will be repealed on August 28, 2025, under the Law of Ukraine “On the Specifics of Regulating the Activities of Legal Entities of Certain Organizational and Legal Forms During the Transitional Period and Associations of Legal Entities” dated January 9, 2025, No. 4196-IX (rada.gov.ua), the relevance of structural unit regulations will remain.
The draft regulation on a structural unit is prepared by its head or another employee of the unit upon the instruction of the company’s management.
The unified format of the regulation and guidelines for its preparation are defined in the Collection of Unified Forms of Organizational and Administrative Documents, developed by the Ukrainian Research Institute of Archival Affairs and Documentation and approved by the Normative and Methodological Commission of the State Archival Service of Ukraine (protocol dated April 8, 2025, No. 1).
We have prepared a template of the regulation for a company’s structural unit.
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Composition of Requisites in the Regulation on a Structural Unit
The regulation includes the following requisites according to the National Standard of Ukraine “State Unified Documentation System. Unified System of Organizational and Administrative Documentation. Requirements for Document Formatting” (DSTU 4163:2020):
– name of the higher-level legal entity (if applicable);
– name of the company;
– approval stamp;
– document type name;
– title of the document text;
– document text;
– signature;
– visa;
– place and year of document preparation (only on the title page, if available).
Title Page of the Regulation on a Structural Unit
Like most organizational documents (instructions, procedures, rules, regulations, etc.), the regulation may include a title page. The following requisites are mandatory on the title page:
– name of the company;
– approval stamp;
– document type name;
– title of the document text;
– place and year of document preparation.
Note: the title page is not mandatory. The decision to include it in the regulation is made by the company’s management.
We have prepared a sample title page for the regulation on a company’s structural unit.
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Features of Formatting Certain Requisites
The regulation is prepared on the company’s general letterhead (with either corner or longitudinal placement of requisites) or on standard A4 paper sheets.
When preparing the regulation, the following should be considered:
- The full name of the company is indicated at the top of the title page (if available) or the first page of the document, in accordance with the company’s charter or internal regulations. Below the full name, a shortened name may be added (in parentheses or without).
- The document type name (“REGULATION”) is printed in uppercase bold letters and combined with the title of the document text, which specifies the full name of the structural unit, corresponding to the company’s structure and staffing. Example: “REGULATION on the Information Technology Department”.
- The approval stamp consists of the following elements: the word “APPROVED” in uppercase letters without quotation marks or punctuation, the name of the document (order, directive, or protocol) that approved the regulation, the date of issuance, and the registration index.
- The date and registration index are not formatted as separate requisites in regulations approved by another document (order, directive, or protocol).
- The text of the regulation consists of sections, which may be divided into subsections, paragraphs, and subparagraphs, numbered with Arabic numerals.
Mandatory sections include:
- General Provisions
- Main Tasks and Functions
- Responsibilities and Rights
- Management
- Work Organization
- Interaction with Other Structural Units
The regulation is signed by the head of the structural unit.
It is endorsed by relevant officials (typically the deputy head of the company responsible for the unit’s activities, and heads of legal, HR, and financial departments).
The procedure for endorsing organizational, administrative, and other types of documents must be clearly defined in the company’s Records Management Instruction.
Retention Period of the Regulation on a Structural Unit
According to paragraph (a) of Article 12 or paragraph (a) of Article 16 and Article 39 of the List of Typical Documents Created During the Activities of State Authorities, Local Self-Government Bodies, and Other Legal Entities Indicating Retention Periods, approved by the Order of the Ministry of Justice of Ukraine dated April 12, 2012, No. 578/5 (rada.gov.ua):
- The regulation of a structural unit in a company that creates documents for the National Archival Fund (NAF) is subject to permanent retention and is filed together with the order on the company’s core activities or another document (directive, protocol) that approved the regulation.
- The regulation of a structural unit in a company that does not create NAF documents is subject to long-term retention — “Until the liquidation of the company,” along with the order (directive) on the company’s core activities or the protocol of the collegial body meeting to which the regulation is attached.