Based on the work record book, a citizen can count on a statutory pension , which the state undertakes to pay when the employee reaches retirement age.
Of course, the work book is a very important document, but it acquires particular importance due to the fact that it can contribute to the citizen receiving certain benefits, both guaranteed by the state and private legal entities.
Surely, many of the readers have thought about or taken out loans, sums of money or a mortgage in their name. The main condition for issuing such loans is the presence of a regular income. And if a certificate of income can be obtained from any organization, and it is not so difficult to falsify, then the entries in the employee’s work book cannot be falsified.
Precisely in order to establish the fact that the employee legally carries out his labor activity, a number of creditors require the provision of, if not the original work report, then at least a copy of it, but always properly certified.
We will tell you how to properly certify a labor document in our article.
general information
As we know, the work book can be in two positions depending on whether you perform a labor function or not.
So, it may be in the personnel department of your direct employer if you hold a specific position, or it may be in your hands if you are unemployed for a specific period.
One way or another, the methods of certifying the work book directly depend on where the work book is located. If you keep the document in your possession, you need to go to a notary’s office and get a service to certify a copy of the work book.
If you work, then the personnel department employees or the employer himself should help you with certification . They can deny you this function only on the basis of a serious reason. In this case, the refusal must be stated in writing and reasoned in accordance with the law.
Issuing a book
In some cases, employees may request that the original book be given to them in their hands. According to labor legislation, namely according to Art. 62, a book can only be issued for presentation to Social Security. And the employee is obliged to return it to his supervisor no later than 3 days from the date of receipt from this body. In the application for issuance, the employee must indicate for what purpose the original booklet was required and, if possible, attach a supporting document.
In all other cases, only a copy or an extract from the book is issued. If this rule is violated, a fine of up to 5 thousand rubles may be imposed on an official, and for an organization its amount will be 30-50 thousand rubles.
If the book is lost by an employee or employer, the latter will be required to issue a duplicate. He is given 15 days to do this. At the same time, he will be able to enter into the duplicate only that information that will be documented. That is, the employee will have to submit a written request to the Pension Fund or archive in order to obtain information about his employment in other organizations.
To avoid this, it is necessary to responsibly store the original books of your employees. And also the employees themselves must understand their responsibility if they receive the original in their hands.
How to certify a work record book by an employer?
Let's consider a situation in which it is necessary to certify a copy of the work record book for a working person. As we remember from the previous paragraph, his work book is located in the organization’s personnel department or directly with the employer, so it is necessary to go directly to the holder of the work book.
However, before demanding certified copies, you need to prepare in some way, and in the next paragraph we will tell you how to do this, following the steps of this procedure, which will help you achieve a positive result.
First of all, you need to fill out an application . Usually it is drawn up in any form, but some organizations have rules for writing statements established in the charter. Therefore, check this information in advance with a HR employee or your employer.
The application is drawn up on a blank white sheet of A4 format. In the upper right corner you write information about who this application is intended for, leave the name of the organization, as well as the surname, first and patronymic of the employer, and also indicate your information and contact phone number.
In the middle of the line you write the word “statement” and only then write the reasons why you needed a certified copy.
It is good if you have a document that confirms the need for you to have a certified copy. This could be a mortgage agreement. If there is no such document, try to state as clearly and clearly as possible the reason why you needed copies.
If possible, attach documents to your application. Be sure to include a date and signature at the end.
You must submit applications directly to the HR department or employer . Remember that the above persons have three days to review the application , after which they will give you a reasoned response.
If the application you submitted is approved, a stamp is placed on it, and it is safely sent to your personal file.
Sample application for issuing a copy of a work book:
The personnel officer or employer takes copies of all pages, or rather spreads, of your work book and fastens them together by stitching or stapler.
Each page of the copy is stamped so that it covers the printed document, but does not cover the records. The seal should be applied generally for the organization, and not for packages.
Also, next to each seal, the personnel officer or employer puts the date, his signature, and also indicates the initials and position of the person filling out this copy .
On the last sheet , if the employee is still performing a job function, information is written that the employee is still working in a certain position. A stamp and signature are also affixed.
The employee’s signature is also placed on the last page. In addition to the above requirements, each page of the bound copies must have a signature stating that this copy is correct . This entry is also made by the HR employee or employer.
Who has the right to certify a copy of the work book?
In an organization, HR department employees and employers have access to work books. It is these people who are entrusted by law with the obligation to certify copies of work books for employees.
But the employee himself cannot certify his employment history .
Example of certification of a work record:
Can the chief accountant do this?
If the organization does not have personnel officers and their function of maintaining and storing work books is carried out by an accountant, then he also has the right to certify copies of the work book.
Who certifies the work book of the general director?
If we are talking about certification of the work book of the immediate general director, then this is done either by the founder of a specific organization, or by an employee of the personnel department of the head office of the enterprise .
How is a copy of the work book of a maternity leave certified?
If there is a need to certify the work record of an employee who is on maternity leave, then she can safely contact the employer or a member of the HR department.
Despite the maternity leave, such an employee is a full-time employee, and his employment record is contained in the organization’s personal file.
Therefore, the certification of copies of labor documents for women on maternity leave follows the same procedure as for ordinary workers.
You can find out how to get a copy of the work record book certified by the employer for the bank here.
Certification rules remain unchanged
The changes coming in 2022 are very local. That is, almost all certification rules, with rare exceptions, remained the same. If an employee has requested a certified copy of the book, the employer must provide it within 3 days. The period is counted from the date the employee sent the application. The corresponding norm is contained in Article 62 of the Labor Code of the Russian Federation. The same article states that the provided copy must be properly certified.
When attesting, you must use these unchanging rules:
- You need to copy all the passages where there is information. This is both the title page and the final employment record page.
- You may not need to copy the compensation section in all cases. This page is usually needed when receiving various titles. For example, the title “Veteran of Labor”. Information about incentives will be useful when applying for a new job.
- Copies of sheets are bound. On the sticker on the back you need to indicate the number of sheets of paper stapled.
- These notes, the signature of the person who made the copy of the book, the date of registration and the seal are affixed on the final page of the book.
The copy can either be stitched together or presented separately. If these are separate sheets, then each of them needs to be certified.
FOR YOUR INFORMATION! Sometimes firms require an indication that the employee continues to work for the current employer. However, this requirement is not approved by Gosstandart. That is, you can freely refuse to fulfill this requirement.
Certification of the last page of the work book
The last page of the work book should contain some entries that are not on other pages of the work book.
Firstly, on the last page, if a citizen is still performing a labor function in the same position, a mention of this is made. If a citizen is transferred to another position or resigns, this also needs to be mentioned.
It is also worth mentioning that the last page must contain the employee’s signature.
It is placed if the employee has read the certified copy and believes that everything was done correctly and in accordance with the law.
Filling out the title page
In fact, the title page of the work book is its face; they look here first of all. This part is completed first.
We lay out the citizen’s documents in front of us and fill in the appropriate spaces with information. There is a stamp - we put it on. We remember the signatures of both sides! What is not clear - see the “Instructions for filling out”. This is what the title page of the work book looks like:
Record “currently working”
How to write (register) an entry in a work book that still works today? There are several ways to leave a record that an employee is still performing a job function. Every HR employee or employer is used to leaving their own record, but, by the way, these records are not always correct.
If you want to leave a more official entry, then this option will suit you: “He is currently working in such and such a position.”
If you want to leave a shorter justification, then write: “Working at the present time.”
If the employee is transferred, then leave information from which position to which, based on the information in the order or in the work book.
Sample (photo) of an entry in a work book “currently working”:
Making corrections
Over time, the data specified in the work book changes. For example, a woman will get married and change her last name, or an employee will receive additional education. How to make changes to the book?
If there is a change in last name, first name, patronymic, then the existing entry is crossed out with one line, and new information is entered on the left. Its accuracy is confirmed by the name and number of the document that was the basis for the changes (for example, a marriage certificate). New data is certified by the signature of the responsible employee who made the correction, a transcript of the signature and the seal of the organization (if any).
When assigning a new classification in education, the existing entry is crossed out with one line, and a new one is written above.
When renaming an organization, corrections are made as follows:
- Columns 1 and 2 remain empty.
- Column 3 records the change in the name of the organization. The previous and new names are indicated in full and short form.
- Column 4 contains the details of the document on the basis of which the name was changed.
If a mistake was made or an incorrect entry was made while filling out the work book, it cannot be crossed out.
After an incorrect entry, the number of the next one in order is placed. In column 2 the date of amendments is indicated. Column 3 indicates “Record No.... shall be considered invalid.” This must be followed by the correct entry.
There are two options for filling out column 4:
- re-indicate the date and number of the order that became the basis for the invalid entry;
- indicate the number and date of the order issued to make the corrections.
How to certify a work book if you are not working or have a work record in hand?
If the work book is in your hands, such a method as certification of the work record in the organization will not suit you; you need to contact a notary.
With the help of a notary
You do not need to fill out any application to contact a notary. You make copies of the work yourself and take them to the notary’s office.
There, the notary gets acquainted with your documents, namely your passport and the original work document, and then affixes stamps and his signatures on each page of the copy of the work document.
On the last page they are left with a note stating that the copy is correct, and they also put initials and contact details of the notary chamber.
After reading the entry, you leave the date and signature on the last page.
Need for a copy
An employee may need such a document in various situations. The most common ones are:
- As confirmation of a person’s job availability for a credit institution when making a loan request.
- To confirm the information specified in the application form, for example, to obtain certain documents.
- To determine the duration of the total length of service , as well as the consistency of work in the last place. This information is often necessary for credit institutions.
- To determine the reasons for dismissals from previous places . Such information may be important to a new employer if a person is trying to find additional work.
- To confirm employment when applying for benefits and allowances.
Previously, a certified work record was required to obtain a foreign passport. This document is not currently required, but some departments may occasionally require it. Be aware that this is illegal, since all government agencies are required to act according to strictly established regulations, which must include a list of required documents.
Sometimes a copy of your employment record may be required when applying for a visa to enter another state. Since it is important for them to know that something connects you with your country, and you must also have a constant source of income.
Finishing touches
In order for a copy of the work book to have the proper appearance, its pages need to be stitched.
This is done by sewing the folded sheets together along the right edge. Usually several punctures are made on the sheets, from three to four, and the papers are stitched through them.
The ends of the thread should not be cut. They are taken out of the holes onto the last page and sealed with a small piece of white paper so that only the white tails remain sticking out. The date when the copy was sewn is written on the paper, and then a stamp is placed, which would partially affect the paper and partially the sheet.
This concludes our consideration of the issue of issuing a copy of the work book. Remember our simple rules and feel free to put them into practice, and then this procedure will seem quick and easy to you.
Features of certification for a bank
One of the most common cases where a copy is needed is to provide it to a credit institution. Banks motivate their demands by the need to confirm a citizen’s solvency. Typically, they require this information before granting a loan.
What matters to the bank is the borrower’s career path, continuity of length of service, positions in which he worked and is working, facts of work in certain organizations and employment at the present (as of the date of loan issuance) moment.
bank employees will learn all this information . At the same time, it is drawn up according to general rules; no special entries, such as “made for submission to a credit institution”, are made in it.
The only thing that can distinguish this copy from others is its expiration date for the bank. Banks set these deadlines themselves, including very short ones (a week).
It is useless to argue with them; they are not obliged to explain their requirements, as well as the reasons for refusing a loan.
In addition to a copy of the work record, they may require an extract from the work record book and a copy of the employment contract. This is legal, and the employer is obliged to provide all documents within the same time frame - up to three days (62nd and 89th articles of the Labor Code, 7th article of the Rules).
Sample of a certified copy of a work book for a bank - sample:
The procedure for filling out the section “Information about awards”
Let's scroll forward through the work book. Find the section “Information about awards”. The following instructions are:
- In the central section, as in case of employment, we write the name of the organization.
- In the appropriate places we indicate the entry number and the date of award.
- In column 3 we write down who awarded the employee, for what and with what award.
- The last point is to indicate the document - the basis for the award, date and number.
There are subtleties:
- No matter how much we would like to encourage an employee with a beautiful entry, we can do this only with an eye to the order of filling;
- upon dismissal, the information is certified by the responsible person and a seal (if available), below which the employee must sign.
IMPORTANT!
The number of spreads for information about incentives in the new TC form has been reduced to 7 pages.
The award details look like this:
How to fill out a duplicate
The order is:
- We take a blank form.
- On the top of the first page we write “Duplicate”.
- We fill out the title page, having previously checked the relevance of the information.
- Turn the sheet over and open pages 2-3. In the first lines of the third column we write down the employee’s total length of service at the time of employment in your organization.
- Next, according to the general rules, we enter information about all periods of employment of the citizen.
- Similarly, we enter data on awards in the required section.
There are also nuances here:
- We enter data into the duplicate exclusively from correctly certified supporting documents from previous employers laid out in front of us;
- We do not certify the information entered.
How to certify a copy
The order is:
- On the free margin of each sheet we put a stamp “Correct” or “Copy is correct.”
- Next we mark the full name. and the position of the responsible official.
- His signature is affixed here.
- Below is the date.
- All records are affixed with the organization's seal, if available.
- The storage location of the original is indicated in a separate place.
- In some cases, the following phrase is written and certified on the copy after the last entry: “The employee is currently working such and such.”
As you can see, nothing complicated. Look at the instructions for filling out more often, and the correct execution of the work book will not cause difficulties even for beginners!
