A solicitor, a bank, a landlord asks for your company's seal, and you've no idea what that means, never mind whether you own one. Most first-time directors never hear the term until they need it, and using the wrong one can hold up a deal. Once you know the basics, it's simple.

What is a company seal?

A company seal, sometimes called a common seal, is an embossing tool, not an ink stamp. It presses your company's name and number into paper as its signature on official documents. It's small enough to keep in a drawer, but it carries real legal weight, so it shouldn't be treated as a novelty item once your company is registered.

Is a company seal a legal requirement in Ireland?

Yes. Under the Companies Act 2014, every Irish company must have a common seal (Section 43), used only with directors' authority and signed by a director, countersigned by the secretary. You'll need it for minutes, share transfers and contracts. If you trade abroad, the same Act allows a second seal for that country.

One useful variation: where a company has a "registered person", often relevant if it's run from outside Ireland, Section 43 lets that person affix and sign the seal, countersigned by the secretary or a director, so you don't need to be on hand yourself every time.

What documents typically need a company seal?

Not every document your company signs needs the seal. It tends to come out for higher-stakes paperwork where a solicitor, bank or the Companies Registration Office (CRO) wants extra certainty that the company, not just an individual, has authorised it.

Deeds, including property leases, licences and guarantees.
Share certificates issued when shares are allotted or transferred.
Contracts intended to take effect as deeds, such as certain loan or security agreements.
Documents for use outside Ireland, where the second seal under Section 44 applies.

Get it wrong and the other party can query whether the document is valid, meaning you reseal it and lose time you didn't need to lose. If you're not sure whether something needs the seal or just a signature, ask whoever requested it or check with your company secretary.

Company seal vs company stamp

It's easy to confuse the two:

	Company stamp	Company seal
What it does	Prints ink onto paper	Embosses an indentation
Typical use	Invoices, letters, correspondence	Deeds, contracts, share certificates
Legal status	No legal status	Required under the Companies Act 2014

Use the wrong one and you'll redo the paperwork. A smart company stamp is fine for invoices and letters, but it won't satisfy a solicitor asking for a sealed document.

Where should you keep your company seal?

There's no rule in the Companies Act 2014 dictating exactly where a seal must live, but most Irish companies settle on the same answer: somewhere secure, with restricted access, and a clear record of who used it.

Many companies keep it at the registered office, in a locked drawer or small safe.
The company secretary usually holds it, since they're already involved in countersigning.
If your accountant or company secretarial provider holds it for you, ask how quickly you can get access when a deal needs signing.

Losing track of it isn't a compliance breach in itself, but it's a real problem the moment a bank or solicitor needs a document sealed urgently.

How to use a company seal

Confirm the document actually needs a seal rather than just a signature.
Check the company's constitution for any extra conditions, most simply follow the Companies Act 2014 default rules.
Position the document in the seal's jaws and press firmly for a clear impression.
Sign as a director, then have the secretary or a second director countersign.
Note the date and document in a register, particularly for share certificates and deeds.

Does your company need a second seal for use abroad?

If your company regularly signs deeds or contracts outside Ireland, carrying the original seal back and forth isn't practical. Section 44 of the Companies Act 2014 allows a company, if its constitution permits, to have an official seal for use in a specific place abroad. It must resemble the common seal but also state the name of that place.

A document sealed abroad this way binds the company exactly as if the common seal had been used, and the company can authorise an agent in that country to affix it. That's particularly relevant if you're running operations from outside Ireland, or have a branch overseas that regularly signs local contracts.

When do you need to replace it?

You'll need a new seal if your registered name or company type changes. A name change needs a special resolution under the Companies Act 2014 (Section 30), approved by the Registrar and effective once the CRO issues a new certificate of incorporation. The CRO issues that certificate, but doesn't issue or approve the seal itself, that stays your responsibility as a director. An out-of-date seal can invalidate documents, and so can a worn one that no longer leaves a clean impression, so replace both promptly.

Can you use a digital or electronic company seal?

Not for the purposes the Companies Act 2014 has in mind. The seal in Section 43 is a physical embossing tool, with no legally recognised digital equivalent for deeds, share certificates or other sealed documents. Search for a "digital company seal stamp" and you'll usually find two different things: online ordering of a physical seal, genuinely convenient and how most Irish companies now buy one, or stamp-image software with no legal standing as a seal.

Electronic signatures are a separate matter, and Ireland does recognise them: the Electronic Commerce Act 2000 gives an electronic signature the same standing as a handwritten one, provided the recipient consents. That covers plenty of everyday documents. But where a document specifically calls for the company's seal, banks and solicitors still expect the physical embossed impression, so don't assume a scanned signature will do instead.

Order a company seal in Ireland

Ordering a seal can feel like one more task on your list. It's usually sorted within a week, and you won't think about it again until your details change.

Kinore can arrange one wherever you're based, from our Dublin office on Baggot Street Lower to our Cork City base. Our company secretarial team, part of a senior-led practice with dedicated client management, handles this daily: we confirm your registered details against the CRO record, place the order, and it arrives ready to use. If you're setting up a new company, order it alongside your incorporation paperwork so it's ready for your first share certificates and contracts.

FAQs

Does every Irish company need a company seal? Yes, every company must have one under the Companies Act 2014, though not every document requires it.

Who signs off on using the seal? A director, plus the company secretary or another authorised director.

Can I order a seal through Kinore? Yes, as part of our company secretarial services, we can help you order and manage one quickly.

Do sole traders need a company seal? No. The requirement applies to registered companies, not sole traders, so it doesn't come into it until you incorporate.

What if our company seal is lost? Order a replacement as soon as you notice it's missing, there's no separate legal process, just a new seal and a note in your register if you keep one.

Need a company seal, or unsure whether yours still complies with the Companies Act 2014? Talk to Kinore on 01 905 9364, email hello@kinore.com, or book a discovery call.

The information provided in this article is for general guidance and informational purposes only. It does not constitute professional accounting, tax, or financial advice, and should not be relied upon as a substitute for advice tailored to your specific circumstances. While we take care to ensure the content is accurate and up to date at the time of publication, legislation, tax rates, thresholds, and compliance requirements in Ireland can change.

What Is A Company Seal Used For?