Should ISO/QMS policy be signed by the Managing Director or anyone from Top Mgt?

G

gopi8476

#1
In my company “Managing Director” was transferred to entirely different business unit and he is no longer involve in our company activities, but still our company wants to maintain his name& designation in the organization chart due to some internal business requirements & all the existing quality policy & manuals are signed by him. Currently the General Manager takes in-charge of the company and he heads up the entire company.

My question is whether the General Manager is authorized to sign the quality policy, even though organization chart shows “Managing Director” as Top management and “General Manager” is under him.

If the “General Manager” signs the quality policy any non-compliance issue against the ISO 9001/14001 requirement?

Thanks for your help in advance.
 
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somashekar

Staff member
Super Moderator
#2
Re: Should ISO/QMS policy need to sign by the Managing Director or any one from top

In my company “Managing Director” was transferred to entirely different business unit and he is no longer involve in our company activities, but still our company wants to maintain his name& designation in the organization chart due to some internal business requirements & all the existing quality policy & manuals are signed by him. Currently the General Manager takes in-charge of the company and he heads up the entire company.

My question is whether the General Manager is authorized to sign the quality policy, even though organization chart shows “Managing Director” as Top management and “General Manager” is under him.

If the “General Manager” signs the quality policy any non-compliance issue against the ISO 9001/14001 requirement?

Thanks for your help in advance.
Hello Gopi,
Welcome here.
As long as someone is there as the managing director, and the policy is not revised, I suggest you leave it as it is. Same applies to the manual.
If you happen to revise the manual, it is to be brought to the notice of the managing director the changes made and continue to have him approve it.
The policy once established by sign off and agreed upon usually needs no further sign off.
 
S

samsung

#3
Re: Should ISO/QMS policy need to sign by the Managing Director or any one from top

My question is whether the General Manager is authorized to sign the quality policy, even though organization chart shows “Managing Director” as Top management and “General Manager” is under him.

If the “General Manager” signs the quality policy any non-compliance issue against the ISO 9001/14001 requirement?
An unsigned policy will do as well. Unless you have documented somewhere, there's no requirement (stated or implied) for a signature on the policy though it's a time honoured practice to have it signed off by the top authority.

Further it's the MD (Top management) who has to authorize the GM what he's supposed to do or sign off.
 
D

DrM2u

#4
Re: Should ISO/QMS policy need to sign by the Managing Director or any one from top

Hello and welcome, gopi!

I second what Soma has already stated regarding the quality policy as he has proven to be a person of great wisdom many times before. I also want to take this opportunity to ask you to indicate exactly what ISO 9001 and/or 14001 requirement you are refering to in your question:
If the “General Manager” signs the quality policy any non-compliance issue against the ISO 9001/14001 requirement?
Please quote the specific requirement word for word. As I am getting older I have a tendency to forget or overlook things ... :biglaugh:

In the event that you cannot find the specigic ISO requirement then I would suggest that you re-evaluate your internal requirements for suitability and validity. Always challenge the status-quo, conquer and dispell paradigms, rock the boat, etc.
 
Last edited by a moderator:
J

JaneB

#5
All good advice given already.

Don't think there's a problem - sounds like the MD has delegated authority to the GM, so that person now holds the authority to sign off, if you decide formal sign-off is required.
 
G

gopi8476

#6
Re: Should ISO/QMS policy need to sign by the Managing Director or any one from top

Hi All,
Thanks a lot for your responses. I would like to add up few more details.
Recently we revised the quality policy & manuals . Since the MD is no longer in our business activities and our GM signed the policy,manuals. I was concerned eventhough MD had delegated authority to the GM to sign on behalf of him, whether sign off the policy by the GM is correct or not, when the MD is showing as a top management in the organization chart.

In case MD has not delegated authority to GM officially in written letter, How to handle the above situations. Any issues during external audit.

Thanks again for your response.
 

somashekar

Staff member
Super Moderator
#7
Re: Should ISO/QMS policy need to sign by the Managing Director or any one from top

Hi All,
Thanks a lot for your responses. I would like to add up few more details.
Recently we revised the quality policy & manuals . Since the MD is no longer in our business activities and our GM signed the policy,manuals. I was concerned eventhough MD had delegated authority to the GM to sign on behalf of him, whether sign off the policy by the GM is correct or not, when the MD is showing as a top management in the organization chart.

In case MD has not delegated authority to GM officially in written letter, How to handle the above situations. Any issues during external audit.

Thanks again for your response.
Policy: It is the top level guiding documented statement, and even if revised, the direction it sets continues to be as a top management commitment. As your MD still remains the MD and appeares in the Org chart as you mention, I would like this to be his commitment statement (dated and signed if that is your way)

Manual: If MD has authorized your GM to be in control of this document, this makes sense as he is no more into the affairs management and lets the GM handle the QMS in line with meeting the stated quality policy. Even if this is not explicitly said in writing, this could be brought into your management review minutes as an review output. Also the change in the policy is perhaps covered within the management review minutes.

External audit should never be an issue if your internal communication is good enough on this part. See what is said in this clause of the ISO 9001:2008 ...
5.5.3 Internal communication
Top management shall ensure that appropriate communication processes are established within the organization and that communication takes place regarding the effectiveness of the quality management system.
 
Last edited:
S

samsung

#8
Re: Should ISO/QMS policy need to sign by the Managing Director or any one from top

Hi All,
Thanks a lot for your responses. I would like to add up few more details.
Recently we revised the quality policy & manuals . Since the MD is no longer in our business activities and our GM signed the policy,manuals. I was concerned eventhough MD had delegated authority to the GM to sign on behalf of him, whether sign off the policy by the GM is correct or not, when the MD is showing as a top management in the organization chart.

In case MD has not delegated authority to GM officially in written letter, How to handle the above situations. Any issues during external audit.

Thanks again for your response.
You shouldn't worry at all. The standard only mandates the Top management to establish the Quality Policy, no matter who signs it and what the Organization chart may show up.

Just see 5.1 & 5.3 of ISO 9001:2008 to feel secure of the hassle. No auditor should ask you to show him/her the letter of delegation of authority. He (GM) is supposed to be fully authorized unless the top management (MD) himself proves it otherwise.
 
G

gopi8476

#9
Re: Should ISO/QMS policy need to sign by the Managing Director or any one from top

:thanx:Hi All,
Thanks again for your responses. Now i understood.:thanks:
 
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