Personal sheet for personnel records. Form and sample filling

Who fills out the personal personnel registration form?

The filling out is carried out personally by the employee for whom it is registered, directly upon employment. The completed form is attached to his personal file, where it is stored throughout the entire period of work. After dismissal, this document, together with other personnel documents that have lost their relevance, is transferred to the organization’s archives.

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Alteration

If some changes have occurred in an employee’s life, he is obliged to inform the employer about them. In due time, he will make all the necessary amendments to the personal personnel record sheet.

The employee must also provide all necessary documentation. This will be the basis for making changes to this form.

Employees must provide all information in a timely manner:

• the HR department adds a special column to the form “I undertake to promptly report all changes in the data specified in the personal personnel record sheet”;
• failure to comply with this condition may entail various types of punishment;
• all preventive measures must be specified in the local legal acts of the company;
• the maximum that an employee can face for such an offense is disciplinary action.

Thus, the use of a personal personnel record sheet is necessary to simplify work with personnel at the enterprise.

However, it has its own nuances:

• an employee may provide false information; • an employee may refuse to fill out some fields or the entire form; • some of the information indicated in the sheet is practically unverifiable.

All these nuances are due to the presence of questions that the employer wished to add to the questionnaire. Using a standard list will help solve this problem, but will narrow the range of information received.

Rules for drawing up a personal sheet

Today, a personal personnel record sheet is not a strictly mandatory document for legal entities and individual entrepreneurs-employers. However, it belongs to the category of in-demand documents, and is mainly used when applying for jobs in large commercial structures.

As for government agencies, the presence of this document is strictly mandatory for them.

The personal sheet does not have a unified, generally applicable template, so it may have different content and structure. However, there are sections that are always included in the standard form of the document. In particular, this applies to information about the employee’s personal data:

• date of his birth,
• residence addresses,
• passport series and numbers,
• information about marital status.

Also, almost always, your personal statement requires you to indicate your education and work experience. All other paragraphs can be changed depending on the needs and the employer’s understanding of this document.

Another important aspect is that when filling out a personal sheet, the employee must attach his photograph to it, which is then pasted into it.

The personal personnel record sheet is drawn up strictly in writing by hand, in a single copy and certified by the signature of the employee, who thus indicates that he has entered truthful information about himself into it.

How to fill out and make changes to a personal personnel record sheet in 2022?

Any changes in personal data, obtaining education, changing a passport, or changing an employee’s family status should be the reason for him to contact the personnel service. Based on the submitted documents, the personnel officer enters the relevant data into the personal card.

Sample of filling out a personal personnel registration form

1. A 4x6 cm photograph of the employee must be pasted into the document form (in the upper right or left corner). For this purpose, the boundaries of the paste can be defined.
2. The citizen’s personal information is sequentially entered in accordance with the identity document:

• Full name,
• Date and place of birth.

Nationality is not a mandatory requirement to fill out, so the employer does not have the right to require it. A citizen can indicate it at will.

1. The “Education” line contains information about the most significant assigned status. For example, after graduating from a university, a citizen receives a diploma of higher education; in this line he will enter “higher.”

Next, information about the education received is listed, with information about the educational institution, years of admission and graduation, specialty and number of the diploma (certificate) of the education that is the most significant. Thus, the citizen confirms the existence of the education indicated in the corresponding line.

1. Proficiency in foreign languages ​​is filled out at the request of the employee, specifying the level of proficiency in them.
2. If an academic degree or academic title has been awarded, and there are also scientific works, they should be indicated. Such information is important for some positions for which a citizen is applying. All specified information must have documentary evidence.
3. The following is a table about work experience; data is entered in reverse chronological order in accordance with the work book.
4. The table on staying abroad can be filled out at the discretion of the citizen. Some government agencies require such information.
5. If there are awards of government status, they are listed indicating the date of award and name.
6. Information about military registration is necessary for personnel service, so those liable for military service must fill it out.
7. Marital status with details of close relatives are filled in as of the time the card is issued.
8. The address of registration and place of residence, as well as the details of the citizen’s passport, must be indicated.
9. The document ends with the date of its preparation and the personal signature of the person completing it.

When applying for a job, an employee has the right to refuse to fill out a personal form if he goes to work for a non-state structure. However, government agencies in this case will be forced to prevent such an employee from performing official functions.

Completed example of a personal sheet in 2022:

An example of filling out a personal sheet for personnel records

First, a photograph of the employee is pasted onto the document, on the right or left (it doesn’t matter). Then his personal data is entered: last name, first name, patronymic (in full), date of birth, nationality (if desired, you can not indicate) and place of birth. Then the official and actual home address (if they differ), telephone number and information from the passport (series, number, when and by whom it was issued) are entered here. Just below you need to indicate your marital status.

The second part of the document contains information about the next of kin.

If for some reason the employee does not want to fill out this part of the sheet, it can be left blank, but the next line about military duty must be filled out.

Next are two tables about education and work experience. If we are talking about education, here you need to enter information about the maximum level achieved. That is, if this is a school, then indicate information about it; if you have a secondary specialized or higher education, then you no longer need to indicate the school; it is enough to provide information about the last completed educational institution.

As for previous experience, data must be entered here, starting from the last place of work and in descending order.

The next part refers to additional knowledge as well as professional achievements. Only information that is supported by documentary evidence should be included here. As for staying abroad, this section is not mandatory and can be left blank.

In conclusion, we should list the awards that were previously received in the field of professional activity. If there are none, the line can be left blank and proceed to the final stage: indicating the date of filling out the personal sheet and signature.

Personal card, personal file, questionnaire - differences

Do not confuse a personal personnel record sheet and a personal card in form No. T-2. The personal card is filled out by a personnel service employee and is a mandatory document for all positions and organizations. Actually, information from the personal sheet, as well as from the employee’s original documents, is the information base that is entered into the personal card.

When applying for a job, a candidate for a position may fill out any questionnaires. They can be used as a tool in HR work and analyzed when making the final choice, but it has nothing to do with HR forms.

Finally, a personal file is a document that is also not mandatory for all categories of employees. The case folder itself may include all of the above.

Is it possible to refuse to fill out a personnel registration form?

An employee of non-state enterprises and organizations has every right to refuse to fill out this document and no one can force him to complete this procedure. But when deciding to refuse, you should remember that such actions can lead to undesirable consequences, for example, the employee will be “taken for granted” from the first day.

If we are talking about an organization that is required to use personnel records sheets in its personnel accounting policy, then a refusal to fill out a document can be equated to a refusal to begin official duties.

Why fill out

A distinctive feature from the questionnaire is that it is filled out by the applicant before being hired, and a personal personnel record sheet is filled out after being hired.

IMPORTANT!

For budgetary organizations, the mandatory application is confirmed by various local regulations, depending on the field of activity. For example, letter N 03-51/64, dated December 20, 2000, “On Methodological Recommendations for Working with Documents in General Education Institutions” indicates that such paper is mandatory for employees of general education institutions.

Personal personnel record sheet

Is it possible to pick it up after dismissal?

Since this document is part of the company’s personnel documentation, a citizen has no right to take it away even after dismissal. But in some cases, he can contact the employer with a written statement containing a request to provide him with a certified copy of the sheet.

Nowadays, envelopes are often deprived of one of the most widespread and convenient delivery methods for notifications, sheets and other information. Regardless of the rapid development of electronic mail, mobile communications, Internet technology, then the sheets in postal envelopes will become more expensive.

Abi mandrivka was successful and the sheet melodiously knew your addressee, it was important to sign the postal envelope correctly.

There are a number of awkward rules for filling an envelope: • The address of the recipient of the sheet must be indicated in the lower right corner. Your address and the address of the sender - at the top left corner of the envelope. When writing the address of the sender and recipient on the envelope, you need to align the text to the left. • In order for the list to know your addressee, information about the sender and the owner must be written in legible handwriting. • When filling the envelope, it is not possible to allow spelling errors and apply inscriptions, stickers or signs that do not indicate the address of the sender or owner. • When writing an address on an envelope, you cannot quickly read the name of the street and towns, otherwise the sheet may not reach the recipient. • The envelope will be filled with Ukrainian or Russian language (if sent within Ukraine). If the envelope is sent abroad in a distant foreign country, then you need to write the address in English or in your country of origin. Let's assume the address is written in Latin. • You can fill the data on the envelope with any ink, red, yellow or green.

The addresses to which the sheet is sent (addresses of the owner) are listed in the following order: 1. Name of the owner in the name (for physical characteristics - nickname, name after father's name, for legal entities - outside the name of the organization, as well as the settlement, im 'I am the nickname) 2. Name of the street (avenue, alley, etc.), booth number (from the old building, etc.), apartment number or company office number. It is not allowed to write the numbers of the booth and apartment through drib 3. Name of the locality (town, settlement, village, etc.) 4. Name of the district in the region (location) 5. Name of the region 6. Postal code (Obov'yazkovo) 7. Country of destination ( for international postal shipments). The name of the region may not be written if the sheet is sent within the region. The same procedure applies to the address of the sender.

In order to either send a plain sheet of paper to an envelope or a postal card in Ukraine or beyond the cordon, it is necessary, having pasted a postage stamp, to place the envelope with the sheet or card with your hand at any postal station in our country.

The minimum tariff for sending a sheet/card through Ukraine is 2.40 UAH (without maximum permissible limit), abroad by land transport – 0.60 USD. USA (without VAT) at the NBU rate on the day of delivery (you need to stick a number of postage stamps to indicate the tariff).

In order to send a registered postal service, which can be confirmed, please contact one of the nearest branches of Ukrposhta, hand-delivered throughout the country.

Filling out a personal HR registration form

A personal personnel record sheet is an accounting document that is an integral part of a personal file and is used to quickly make personnel decisions. In the article you can learn the important nuances of its preparation, as well as. ConsultantPlus FREE for 3 days Get access

The document, which is essentially a questionnaire, contains information about the employee’s professional activities, education, and family information.

This questionnaire does not have a unified form. Each organization has the right to compile it in its own way.

The paper is filled out once by hand by the employee. It reflects information supported by:

• passport;
• military ID;
• diploma of education;
• other personal documentation.

All lines must be filled in completely; monosyllabic answers are not acceptable. An addition to the personal personnel record sheet is filled out when some data changes.

An employee may refuse to complete or sign a document because it is not mandatory.

Let's take a closer look at how to fill out a personal personnel record sheet.

The second part contains information about the closest relatives, who are traditionally considered to be father, mother, siblings and half-brothers and sisters, children, grandparents (husbands and wives, uncles, aunts and nephews are not close relatives) - Article 14 of the Family Code of the Russian Federation.

Important! The employee may not answer the question about immediate relatives, but information about military service must be provided.

In the “Work performed since the beginning of employment” section, you need to fill out information starting from your last place of work, in reverse chronological order.

Is it possible to refuse to fill out the form?

If a citizen is employed in a private organization, he has the right to refuse to fill out this document or some of its columns. No one can force a person to fill out a document. But when making a decision to refuse, the employee must take into account that this fact will not have the best effect on the impression that has been formed about him. It’s a completely different matter when it comes to the prosecutor’s office - the personal personnel record sheet is filled out by the employee with his own hand and is located in the first section of his personal file.

Filling rules

The labor legislation of the Russian Federation does not establish a specific form for filling out this document. Based on this, the HR department is involved in the preparation. They also determine the range of questions and lines used in this questionnaire.

It is important that the head of the enterprise is familiar with this document. A fact confirming consent is the presence of his signature in the document itself and the order for its preparation. After this, the company will use this approved form.

Features of maintaining a document:

1. An employee applying for a position has every right to refuse to fill out this questionnaire.
2. However, when applying for a public position, refusal to fill out the form is commensurate with refusal to perform one’s direct duties.
3. In companies where it is optional, there will not be particularly negative consequences for the employee. The only aspect will be the possible negative attitude of management, as well as other employees. This may affect the employee's career in the future.
4. If the information provided by the employee is outdated or no longer relevant, for example, the employee got married, divorced or arrived abroad on a business trip, or changed his last name, he is obliged to inform management about this. It must also make appropriate changes to this document in a timely manner.
5. Also, the head of the company must be familiar with the information specified when filling out this form.

The storage of this form at the enterprise depends on the time it is filled out:

1. If it is issued before January 1, 2003, then the storage period is 75 years.
2. If it is issued after January 1, 2003, then the storage period is 50 years.
3. If it was drawn up by a citizen applying for a managerial position, then this document is stored indefinitely.