Office Date Stamps That Keep Work Moving

 

If its not written on there or illegible or each of your three copies have different dates you can run into issues with a hand written date. By using an office date stamp you can avoid these situations. Office date stamps are great for showing when something was received, dated, paid or can even show your next course of action.

Office date stamps can be very helpful when working with invoices, letters, applications, PO's, clients or any documents you need to keep track of. Not only can they save you time from writing things down they can also help your office look more organized. There are many factors to consider when picking out the right office date stamp for your needs.

Using an Office Date Stamp

By adding a date to a document you are creating a timeline. You can show your account payable department when an invoice was received. When an administrator receives a document they can know when it was received and can route it to its proper destination. You can use date stamps when accepting customers information to know how long their request has been pending.

If your documents go through multiple employees you will want to use a office date stamp. You can help eliminate questions such as "when did this come in?" or "has this been handled?". It can also be helpful when looking through file folders for auditing purposes.

You can use office date stamps to stamp your incoming mail, show when invoices were paid, when applications were accepted, documents that have been looked at, show when checks were deposited and so much more. Date stamps wont solve all of your problems but they can definitely help you organize your office better.

Picking Your Office Date Stamp

What type of information do you want your date stamp to display? There are many types of office date stamps some just show the current date. Others will show the date with words such as RECEIVED, PAID, FAXED, ENTERED or COMPLETED. Make sure you know what type of stamp you want before you buy a small date stamp that will require you to have another stamp or hand write information.

Date Stamps

If you only need to display a date then a date stamp is what you need. They can be used to show when documents came into your mail room or show your accountants what day the documents were filed.

With a date stamp you can use it for anything that requires you to put a date on a document. The down side is you may not know what action took place on the document when viewing your file.

Message & Date Stamps

If you want your office date stamp to have a message on it you can order one with a stock message. You will have a static word or sentence with your adjustable date. Message & Date Stamps are good if you only use your stamp for one purpose. Some messages that can be helpful are RECEIVED and PAID.

Another factor you should consider is what you will be putting your stamp on. Make sure you have enough room on your document to fit your stamp. A large impression is nice but may not work if you're using small checks or invoices.

Self Inking Stamps

Most office date stamps are self inking. They allow the user to stamp as many times as they want and not worry about getting the stamp inked. Self inking is the best way to have your office date stamp inked for everyday use.

Many office employees will use one date stamp. Having a self inking stamp will allow your employee to grab it and stamp when needed. Whether you buy a stamp from Trodat or Ideal they will all need refill ink and ink pads at some point.

Know Your Date Bands

Make sure you know what your date stamp date bands look like. You will want your date stamp to be able to change easily and will need to have a wide range of years. Make sure your date band can change quickly at the start of your day.

You also want to make sure your date stamp will last longer than this year. There is no reason to buy a new office date stamp every couple years. Make sure you have a wide range of years to choose from.

Do you want your office date stamp to show your date numerically or with your month. It will depend on what you want but you want to make sure you stay consistent. If you want your month to be spelled out or abbreviated do that for all of your stamps.

What Color Should My Date Stamp Be?

Black is the most popular color for office date stamps. It will look more professional on your documents. Blue is also a good color to use if you want your date to stand out from your other black writing. Red can be used to show when something needs to be done by. But if your document is already full of red information it may seem too intense.

When you get your date stamp make sure it is dark enough to see. But not too dark that it covers your writing. Different types of paper can cause your ink to spread. Test out your office date stamp on paper your office uses.

If your date is hard to read you may want to buy some refill ink for your date stamp. Once you refill your ink if your still having trouble maybe its time for a new ink pad.

Establish a Routine

To help with your office date stamp you will want to establish a routine. Maybe the person that opens the mail first thing in the morning can change the date and stamp all your documents. Have your office date stamp ready and go each day.

If your office processes documents after hours or you may be closed on a holiday you will want to decide how your office will handle this situation. There is no right or wrong answer to this just know what works best for your office. Make sure all employees are aware of the procedure.

You will want to keep your office date stamp somewhere close by. You can leave it in a mail room, at your accounts payable desk or front office.

Order a Custom Date Stamp

If you want your office date stamp to have a specific layout you can always order a custom stamp. You can have any type of information added to your date stamp. Maybe you want your department name on your date stamp or have your next course of action listed. There are many things you can do when ordering a custom date stamp from Creative Rubber Stamps.

Tips To Care For Your Date Stamp

Your office date stamp is going to last a long time if you take care of it. Keep your date stamp on a flat surface away from dust and heat. Do not play with your date stamp by opening it and closing it when not in use.

Always make sure you use the proper refill ink for your date stamp. Do not use any other colors or types of ink as it can ruin your date stamp. Fill your date stamp with ink and let it absorb. Once you're done you can use it again. If your buying a new ink pad make sure you use the correct size for your date stamp.