Receive Signed Official Royal Warrant
2.1 Check subjects, dates and names in the signed Warrant against the copy of the draft Warrant and also check that they have made any corrections that have been pointed out to them.
2.2 Once you are happy that the Royal Warrant is OK, give it over to the SO1 on Chancery and ask her/him to arrange with Typists to have the Gift typed up.
2.3 If there is a plan then this will be supplied – give to chancery support along with the signed gift.
2.4 SO1 support will contact the Keeper's secretary and ask for a signing date, allowing time for typing, quality check and printing of extract, etc. 1-2 weeks depending on resource.
2.5 When the Gift comes back from Typists the SO1s will quality check. Once everything ok the typist will send a word document to the CAJR team (usually via the CAJR manager. This will get printed off on Chancery paper – see print instructions below.
2.6 It then gets taken up to the Secretariat. The Keeper's secretary will bring it back once it has been signed by relevant signatory. It is useful to put a ‘sign here’ sticker on to prevent the document being signed in wrong place.
2.7 The CAJR manager will receive a word document from the typist. Save this to appropriate folder in the CAJR Fileshare and rename appropriately with Typist name.
2.8 Open the template in the CAJR Fileshare that has the same pages as you require. The most common number of pages are 3 and 4 pages.
2.8.1 This template needs to be protected but in the meantime try not to overwrite, save as bond as soon as you open.
2.9 In the CAJR Fileshare - 'File', 'Save as' and 'Rename' a new version. e.g. "Gift_XX_Denrom_Invest_Bond".
2.10 Arrange the window (both in ‘print layout’ view) so you can view both documents. ('Window', 'Arrange all')
2.10.1 Check print layout is correct.
2.11 Copy and paste over the text from the typist version to the Bond version i.e. preamble, page numbers and backing, text, signatory.
2.11.1 When copying the actual text, make sure you only copy and paste a page at a time and make sure you only copy the text and not the section breaks (which are directly after the page no.)
2.11.2 You may notice that depending on how many lines you are pasting in that you may have to either add or delete paragraph marks, to allow for the page no at the bottom right to re-appear, if it gets pushed down to the next page, bring it back up. The page number should always appear on the last line available.
2.11.3 spacing – There should only be one double space between ‘Page second’ and the new paragraph.
2.12 Once you are content everything has been copied over correctly you can, close the typist copy, save the Bond copy and then File, Save as and rename to a Keeper&TL version. i.e. Gift XX company Keeper&TL.
2.13 On this new Keeper and TL Copy we will now delete the information that is not required; the preamble, page numbers and typed signature.
2.13.1 Because you are deleting the preamble you will need to replace the missing line with paragraph marks.