The procedure for filling out work books is a sample. Dismissal record in the work book: samples and wording

When and in what order the work book should be issued upon dismissal is an important issue for employers, and employees are no less interested in it. After all, this document accompanies a person throughout his working life. And the employer during cooperation is responsible for the safety, timely delivery of it to the owner. And, according to par. 4, p. 35 of the Rules for maintaining and storing work books, making forms of work books and providing employers with them, approved. By Decree of the Government of the Russian Federation of 04.16.2003 N 225, compensates for damage:

“In the event of a delay in issuing a work book to an employee through the fault of the employer, entering into the work book of an incorrect or not in accordance with federal law wording of the reason for dismissing an employee, the employer is obliged to reimburse the employee for the wages he did not receive during the entire delay. (termination of the employment contract) in this case, the day of issue of the work book is considered. An order (order) of the employer is issued about the new day of dismissal of the employee, and an entry is made in the work book. A previously made entry on the day of dismissal is invalidated in the manner prescribed by these Rules. "

When should they return a work book after dismissal according to the Labor Code of the Russian Federation?

The law clearly states when a work book is issued upon dismissal of an employee. According to the general rule, enshrined in Part 4 of Art. 84.1 of the Labor Code of the Russian Federation:

"On the day of termination of the employment contract, the employer is obliged to issue the employee with a work book and make payments with him in accordance with Article 140 of this Code") and par. 3 p. 35 of the Rules for maintaining and storing work books, making forms of work books and providing employers with them, approved. Decree of the Government of the Russian Federation of 04.16.2003 N 225 ("The employer is obliged to give the employee on the day of dismissal (the last day of work) his work book with a record of the dismissal made in it."

Receiving the document in his hands, the employee gives a written receipt for its issuance, this is recorded in the employee's personal card, the journal of the movement of work books, and is also certified by his signature.

Making an entry in the work book about dismissal occurs before it is handed over. Also, on the last day of the employment contract, upon written request, all work-related certificates or copies of documents, extracts are issued.

Does the employer have reasons to delay the issuance of labor?

The employer has no legal grounds for not delivering work on time, on the last day of work. For example, the fact that an employee did not complete all cases, did not return overalls or did not turn in a work sheet is not a good reason for this. Even if you have to compensate material damage for damaged or lost property, you cannot be delayed in issuing labor.

Detention of the issue of labor is justified only in such cases:

• The actual last working day does not coincide with the official date of termination of employment, if the dismissal is justified by the reasons prescribed in:

1. pp. "a" clause 6, part 1 of Art. 81 ("a) truancy, that is, absence from the workplace without good reason during the whole working day (shift), regardless of its (her) duration, as well as in the case of absence from the workplace without good reason for more than four hours in a row during working day (shift) ");

2. Clause 4, Part 1, Art. 83 of the Labor Code of the Russian Federation (“4) conviction of the employee to a punishment that excludes the continuation of the previous work, in accordance with the court verdict that came into force).

• A pregnant woman is fired, but the employment contract is not terminated until the end of pregnancy (part 2 of article 261 of the Labor Code of the Russian Federation):

“In the event of the expiration of a fixed-term employment contract during a woman’s pregnancy, the employer is obliged, upon her written application and upon providing a medical certificate confirming the state of pregnancy, to extend the term of the employment contract until the end of pregnancy, and if she is granted maternity leave in the prescribed manner, up to the end of such a vacation ").

In what cases is the employee himself responsible for the fact that he was not given a work book on the day of dismissal?

Among the objective reasons why the personnel department can delay the issuance of a work book through the fault of the employee, there are two:

1. The employee is absent on the last day of work;
2. The employee refuses to receive his work book. In this case, a responsible act is drawn up and signed by witnesses.

But even these factors do not relieve the employer from responsibility for issuing the document, and a clear algorithm for subsequent actions is provided. The employer draws up a written requirement to personally appear for the document or give permission to send the work book by mail. The notification is sent by registered mail and from that moment on, responsibility for the delay in issuing a document is removed from the employer, which is confirmed by article 84.1 of the Labor Code of the Russian Federation:

"From the date of sending the specified notification, the employer is released from liability for the delay in issuing a work book."

In some cases, the employee declares that he did not receive this request, or an empty envelope, postcard, etc. was sent by mail. For the employer, in order to prove that he did everything according to the law and did not delay the work book through his own fault, it is advisable to make an inventory of the enclosure in the envelope at the time of sending it. It is certified by the employees of the post office and will help the employer in case of accusations by the employee to defend his position in court.

Can a work book be issued to someone other than the employee himself?

If for some reason you cannot pick up the work book on your own, you have the right to ask someone from your relatives or friends to do this. To do this, you need a power of attorney to receive a work book upon dismissal, while it is necessary to notarize it.

Without a properly executed power of attorney, the document is issued to relatives only. For this, a death certificate of the employee is provided, a document confirming the identity of the person who takes the work book, and a document confirming his relationship with the deceased person. Copies of these documents are certified by the personnel department and attached to a personal file, a corresponding entry is made in the book of accounting for the movement of work books.

A sample of filling out a work book upon dismissal in 2019

A sample of the correct record of dismissal in the work book in 2019 will help guide you in filling out the documents.

When registering a resignation record, 4 columns are filled in:

1. The first column in the item "Job Information" is the ordinal number of the record. The numbering is continuous and does not depend on each new employer.
2. The date of dismissal, which is spelled out in the order (in Arabic numerals in the format of day, month, year, for example, 06/06/2016).
3. Grounds for dismissal, indicating the relevant article.
4. The word "Order" with the date and number of the dismissal order.

All records made during work in one organization are certified by a seal, under which the employee himself signs the signature (clause 35 of the Rules for maintaining and storing work books:

"Upon dismissal of an employee (termination of an employment contract), all entries made in his work book during the time of work with this employer are certified by the signature of the employer or the person responsible for maintaining work books, the employer's seal and the signature of the employee himself."

The sample of entry in the work book about, for another reason, will differ only in the third paragraph. It will indicate pp. "A" p. 6 h. 1 art. 81 Labor Code:

“The employment contract may be terminated by the employer in the following cases: a) absenteeism, that is, absence from the workplace without good reason during the whole working day (shift), regardless of its (her) duration, as well as in case of absence from the workplace without valid reasons. reasons for more than four hours in a row during the working day (shift); "

Is it possible to correct an entry in the work record of dismissal or other entries?

Any inaccurate, incorrect entry in the work book can be corrected. This is done at the place of work where it was entered. If or restructured, changes are made by the successor organization. If it is absent, then this is done by the current employer based on historical data.

It is also permissible for a new employer to correct the entries based on an official document from the organization that made a mistake.

The new entry must correspond to the corrected one, if necessary, confirmed by other documents.

Testimony cannot be the reason for making corrective entries in the work book. The exceptions are cases when there is a court decision regarding the record, or the employer has lost his work books due to emergency situations, for example, fire, natural disaster, riots, man-made disasters.

The most common reason for making changes to the employment is to change personal data. Such a need may be caused by a change of surname. The procedure for changing the personal data in the work book is set out in clause 2.3 of the Instructions for filling out work books, approved by the Decree of the Ministry of Labor of the Russian Federation dated October 10, 2003 No. 69 "On approval of the instructions for filling out work books".

Data on the change of surname, name, patronymic, education, specialty, etc. must be supported by an appropriate document, indicating its number, date.

Changes in personal data are made on the title page, that is, on the first page of the labor. The previous entry is neatly crossed out, while remaining easily readable, new information is written above it. The documents confirming the correction are indicated on the cover (inside its side), certified by the seal of the organization, the signature of the employer.

If the information on the first page supplements the previous entry, you do not need to cross out anything. This applies, for example, to education data.

Entries directly on the pages of the work book are strictly prohibited to cross out or erase. They are corrected by invalidation and correct entries. The new line indicates the number of the record that is being corrected, they write that it is not valid. It is followed by a new number from a new line with valid information.

If there are already others after the record to be corrected, it is also necessary to write about its invalidity with the indication of the number, and in the record itself indicate a link to the new one confirming its invalidity.

Maintaining work books is a responsible business that requires qualifications and deep knowledge. If you have any controversial issues, you can seek the help of a qualified lawyer and avoid mistakes in your work.

Each employer is obliged to provide its employees with competently completed work books. For this, the employee must work for more than five days, and it does not matter if this employee is a full-time, seasonal or temporary employee. The only exceptions to this rule are those workers with whom the employer has a civil contract.

At the beginning of an employee's career, it is necessary to take an empty form if he does not have a work book and, in his presence, fill out this form after a week worked. How to do this - we will tell you in this article.

Normative base

The work book is intended to display the length of service of each citizen.

In addition, it must be presented to the FIU for the appointment of a pension.

To fill it out, you must be guided by the following regulatory documents:

1. Rules of conduct (Decree of the Government of the Russian Federation No. 225 dated 04.16.2003).
2. Instruction (order of the Ministry of Labor No. 69 dated 10.10.2003).

The employer stores work books from the moment of entering the service until the day when the employee is dismissed. If, upon termination of an employment contract, a record of this was drawn up incorrectly, then this fact may deprive a person of the opportunity to find a job in the future.

It must be remembered that the first working enterprise for a person is responsible for completing the first sheet of this document.

Who is responsible for filling, maintaining and storing

Recall that the range of responsibility for maintaining, storing and filling out a work book is borne by the employer. The order or order given by the employer gives every reason to appoint a certain authorized person to whom all responsibility and authority for the storage, maintenance, issuance and registration of work books will be delegated.

And the same person who will have the right to sign has the ability to certify all the necessary records. All these persons bear full responsibility for labor, which is regulated by the legislation of the Russian Federation.

Orders and orders for the appointment by the management of an employee of the personnel service during inspections are mandatory checked by employees of the State Labor Inspectorate of Russia.

Registration of a work book: general rules and procedure

It is necessary to start drawing up a work book from the title page. It indicates the passport data of the employee, education and specialty in accordance with the submitted documents, the date of filling out and the signatures of the parties - the employee of the personnel department and the employee himself. The seal of the organization is also placed on the title page.

After this stage, information about the actual hiring is indicated. Entries should be made in one color - either blue or black, purple is also allowed.

Entries are made in full format, abbreviations are not allowed.

It is imperative to reflect the information about the company on the appropriate page. After that, you need to indicate the number of the record, its date of affixing.

Then the name, number and date of the document is indicated, which serves as the basis for creating this record.

The next step is to enter information about the ranks and awards of the employee, confirmed by an order, order, diploma or some other document. In addition to all this, it is worth noting for what merits and by whom the employee was awarded.

It must be remembered that no entries are made in the work book about cash bonuses.

An example of filling out a work book: information about an employee

The form for filling out information about the employee is as follows:

1. Fully recorded surname, name and patronymic, without any abbreviations.
   The employee's date of birth should also not be abbreviated. The employee's personal data should be reflected on the basis of the passport.
2. Employee education.
   A record about this factor should be filled in only if there are those documents that can confirm it - a certificate, diploma or certificate.
3. If you have correctly completed documents that confirm incomplete education, on their basis it is also possible to make an appropriate entry.
4. The profession and specialty should be recorded only in the way reflected in the corresponding document, without any changes.
   This can usually be the case for continuing education courses.

After this record has been made, the employee must familiarize himself with it, check it for errors, and certify it with his signature, which will agree with the accuracy of the data. After that, the company stamp is put on the page under the record.

How to draw up a book in terms of information about work

In the section of information about the work, it is necessary to register the name of the organization in full and its abbreviation, if any. After that, the entry number and the date of hiring are written.

Next, a record of hiring is made, the structural unit and the full name of the position held must be prescribed. Also, after that, you need to enter information about the document that served as the basis for admission to the position.

The date and number of this document must be reflected necessarily!

In the event that an employee performs certain part-time duties, if desired, you can make entries about this fact. But this is possible only if there is a document that can confirm this activity.

To do this, you need to indicate the number of the entry, its date, then you need to make a note about the appointment of the employee as a part-time worker. Next, you must indicate the name of the structural unit, the name of the profession or position, and, of course, information about qualifications.

The fulfillment of these duties should be regulated by an appropriate document, the data on which are entered last.

How to fill out a document in different cases: samples

For the first time

The new labor is filled in in accordance with the information specified above.

To issue a duplicate, there must be certain circumstances, which include the loss of the book, making this document unusable, in other words, the loss of the presentation of the work book. Also, a duplicate can be issued when the dismissal record is invalidated, the employee is reinstated when an acquittal agreement is issued, or the employee loses his work book in case of emergency.

Duplicate

How to issue a duplicate? In the upper right corner of the title page of the book, you must write "Duplicate".

If you have a previous work book on its title page, you must sign the following: "A duplicate has been issued in exchange", while it is necessary to indicate the series and number of the duplicate.

The duplicate must contain information about the general and continuous seniority of the employee before arriving at this organization for service. This must be confirmed by the relevant documents.

Next, you need to write down information about the activities and incentives that were entered in the book during the service at previous jobs. The total work experience should be recorded in a summary form, that is, it is necessary to indicate the total number of years, months and days of the activity.

At the same time, there is no need to write about employers, enterprises and the periods of work with them.

If, before joining a certain organization, the employee already had work experience, then when making a duplicate, information on continuous work experience must be entered, when this fact is confirmed by the relevant documents.

Then there is a list of continuous experience for periods of time, indicating all enterprises where the employee was on the staff and performed his professional activities.

How to issue a duplicate of the work book is described in the video.

Copy

A copy of the labor document must be certified by an employee of the personnel department. It is necessary to make copies of those pages of the work book that have any records.

The copy quality must be satisfactory. It is not worth printing a scan, and you do not need to change the scale on a copier.

After the last record, a record must be made on the copy of the page, which contains its serial number, the inscription "works to the present." It is also necessary to indicate the date of certification of the copy, surname, initials and position of the certifying person and to put a stamp under the record.

Below the page of the copy, you need to make an entry "copy is correct", sign the name, initials and position of the certifier, the time of certification and signature. Such a record must accompany each page of the copy of the work book.

For individual entrepreneurs

Individual entrepreneurs are required to complete all operations to fill labor. For this, when registering this status, it is required to create a seal for this type of employer so that the activities of the enterprise are official.

Drivers must provide the employer with the following documents for issuing a work book:

1. Passport.
2. SNILS.
3. Labor book.
4. Military ID.
5. Driver's license.
6. Education documents.

For the driver

It is important for drivers to have passed a medical examination in order to identify contraindications to work. All this information is not reflected in the work book.

In general, for drivers, everything is filled in exactly the same way as for other positions.

For citizens of the Republic of Belarus

For citizens of the Republic of Belarus from 2016, you can also get work books. All data that is entered into this document about the employee is made on the basis of valid documents of a citizen.

It is imperative to indicate the nationality of the employee and make a note when filling in the employee's personal data on citizenship.

on our website.

A sample manager's memo can be found. Samples of execution of a memorandum for an employee, on bonuses, especially in the preparation of documents in the Republic of Belarus and in Ukraine.

How to open grocery store.

How to make corrections

Cadres are people too, and just like everyone else, they tend to make mistakes. It must be remembered that if an error is noticed during the initial filling, then this document must be destroyed immediately, without making any changes.

Then you need to draw up an act of destruction and fill out a new form. If an error is discovered when filling out the data by the second and subsequent employers, then you will have to go to court to recognize that you belong to the labor force.

This applies to errors in the name, surname and patronymic of the employee, as well as other personal data.

There are situations when a person makes notes about incomplete higher education, and then receives it, finishes. Accordingly, you need to change the data on education.

Based on the received document, you just need to create the following record on the assignment of qualifications to the employee.

Features of Record Cancellation

If an error was made in the information about the employee, it is necessary to cross out the old records and sign the new ones on the basis of the relevant documents.

Note that strikethroughs are not allowed in the information about the work.

It is necessary to proceed as follows - after the last entry in the corresponding section, make a record on recognizing the erroneous entry as invalid and make the correct entry under the new serial number.

If an error in the record is found with a new responsible employee for making entries in work books, then the personnel officer makes a record of the invalidity of the previous one, then writes it correctly, signs the date of correction and the order. In this case, the record of the cancellation of an incorrect one should be numbered with the next number in order.

There are two options when recognizing the dismissal of an employee.

The first is that a new entry is made in the employment record for hiring, as well as an entry that the information on dismissal is invalid.

In the second case, the old record should also be invalidated, but the personnel officer makes a record of the dismissal with a new reason.

Learn how to make entries in the work book about work from the video.

In contact with

In case of changes in the official activities of an employee, appropriate entries are necessarily made in the document confirming the length of service. The rules for filling out the work book by the employer are established in the Labor Code of the Russian Federation, and for 2015-2016 the samples remained unchanged.

Correct filling of the work book: what is it for and who makes the entries?

A work book is a document containing all information about the professional activity of an employee. Upon reaching the legal age, it is used for registration and pension accrual. The employer needs the books of subordinates to calculate various payments, so it is very important to fill out everything correctly.

Regardless of what actions are taken in relation to an employee, a specialist in the personnel department, accounting, or the director himself makes changes in the firm of an individual entrepreneur or in an enterprise. The rules for filling out a work book in 2015-2016 and samples for individual entrepreneurs and legal entities are the same.

It is worth noting that an individual entrepreneur or LLC represented by a director should not start this document for themselves: in Art. 66 of the Labor Code of the Russian Federation established that only employees can have a book, because the experience of an entrepreneur is counted from the moment of registration with the Tax Office and thanks to cash receipts to the Pension Fund.

The book must be drawn up no later than a week from the first day of employment, and only if the employee has worked for 5 days or more, and this is his main job. If he only plans to combine, then the entries are made at his request and on the basis of a document that is an official confirmation of his activities in another company.

What should be reflected in the book:

• Information about the admission to work.
• Receiving a transfer to another company or other position.
• Change of full name in connection with certain events.
• Service in the ranks of the Army of the Russian Federation, the Ministry of Emergency Situations, the Ministry of Internal Affairs, the Federal Drug Control Service and other government agencies.
• Further education or receiving awards.

Decree of the Government of the Russian Federation of 04.16. 2005 №225 set individual rules for making changes to the books:

• Any entries are made in black or blue ink in great detail, abbreviations are not allowed. The information is assigned a specific serial number according to the section.
• The employee's passport details are indicated exclusively on the title page.
• Further changes in the process of activity must be reflected no later than seven days from the date of the issuance of the Director's Order. If the employee leaves, then the information is entered on the same day, taking into account the text of the Order, and also referring to the article of the Labor Code of the Russian Federation.

You cannot indicate in the document data on regular premiums, which are usually paid every month.

Employment book: sample filling when applying for a job

The title page must be completed first and upon presentation of the passport.

It is very easy to fill out the title page of a work book using a model. To do this, you need to enter certain data:

• Full Name. They can be viewed in a passport or other identity document.
• Date of birth is indicated by numbers: for example, 02.10.1990.
• Education. To confirm its presence, a diploma, certificate, or a certificate of incomplete training is provided if the employee is still a student.
• Specialty. This refers to a profession obtained in an educational institution.
• Date of completion. It can be indicated both in full numbers, and separately the month - in words.
• Signatures: they are put by the employed specialist and the employee who prepares the book.
• In conclusion, a specialist of the company or the individual entrepreneur himself puts a seal.

Extract from labor: a sample of filling out a book

The column "Information about the work" - this is the extract. Most often, employees are asked to make a photocopy of several pages from it, and the following information is indicated in it:

• Date and number of entry in numbers.
• Information about admission, dismissal, etc. For example: LLC "Mercury", accepted to the planning department as an economist.
• What is the reason for such an entry: they are usually served by the publication of the Order of the head. Example: Order No. 762 dated 10/11/2015.

Completing the work book upon dismissal: sample 2015-2016

If the specialist has decided to quit, then this is also recorded on the lines immediately following the previous information:

• As before, the number is indicated in order, and the date of the last working day is indicated in Arabic numerals.
• Reasons for dismissal: for example, if he leaves at his own request, you must refer to paragraph 3 of Art. 77 of the Labor Code of the Russian Federation.

Organization seal: it must be affixed by a director or a company specialist authorized to use it. It is also necessary to put your signatures on the one who filled in, and the resigner himself.

Filling out work books when transferring to another position in examples

Corrections are prescribed in a document that is very necessary for a specialist even when he was transferred to another position:

• Mandatory record number in sequence.
• Date of official translation in simple numbers.
• In the third column, designated as "Information ...", the data is entered where the transfer was made and to which specific position.
• Reasons for translation. The order data is entered here.

Entering information about awards

Information about the received awards is displayed in a number of cases: when a gratitude was announced to an employee, a one-time bonus was issued, he was presented for a title, awarded a valuable gift or diploma.

How such data is filled in:

• The record is assigned a serial number, then the date of its entry is indicated.
• Under the line with the name of the company and the title of the position, there is a record of approximately the following content: “gratitude was announced for the development of an effective economic plan for the enterprise”.
• Further, the Order and information about it are indicated: date and number.

Instructions for filling out work books when changing a surname

If the employee got married or there were other reasons for changing her surname, then all information is entered on the basis of the passport she brought or other official documents.

How the adjustment works:

• On the title page, the old surname is crossed out with a solid line, and a new one is entered in the same empty space.
• The inside of the cover indicates the bases. Example: the surname was changed to the surname of Nesterenko on the basis of the Marriage Certificate dated 10.10.2015 No. I-PK

Labor book duplicate: sample filling in 2015-2016

In case of loss or loss of his book, an employee has the full right to apply with a written application to the employer or to the personnel department from the last place of employment to issue a duplicate, it is drawn up within 15 days. If the company is to blame for the loss, then all the responsibility for restoration falls on it. To make a duplicate, the following documents are required:

• Orders or copies of them certified by the management of employment, dismissal, promotion, transfer.
• Inquiries from the State Archives in case the former enterprise was liquidated.
• Employment contracts and certificates of length of service from old places of work.
• Salary statements.
• Personal accounts of a specialist in the company, where it is necessary to confirm his work activity.
• When the seniority was restored in court, an appropriate decision is needed.

Filling out the labor book by an individual entrepreneur or legal entity: a visual example

In order to be well guided in the correct design of such an important document, it is recommended to watch a video in which everything is described in detail:

One of the most important documents for a Russian is his work record book. It is necessary not only for the duration of a working career.

After retirement, payments are calculated based on the entries made in it. Therefore, it is so important to thoroughly know all the nuances regarding correct and clear filling.

Normative base

It is also determined there that the work book is filled in in Russian, with the exception of special cases when double filling is allowed for residents of republics that have their own national language.

The algorithm for filling out the form is indicated in a special one.

Who is responsible for maintaining, accounting and storing?

Only organizations and private entrepreneurs can draw up and fill out work books according to the rules of the current legislation of the Russian Federation.

After starting work, the work book is transferred to the personnel department of the employing enterprise, and during the entire time a private person works at this enterprise, it is his employees who are responsible for storing the form, filling it out on time.

Upon dismissal, the work book is handed over to the employee, and, thus, he is responsible for the document until he gets a job at a new job.

At the same time, he must sign in the accounting book of the enterprise.

He is not entitled to fill out the pages of the form on his own.

The personnel department in a large company is responsible for keeping records of workers' work books. In a smaller enterprise, such powers may be vested in an accountant, secretary or other official officially authorized to do so by order.

Who fills in if there is no HR officer?

If the company does not have a personnel department or a person specially authorized to carry out such actions, the registration, filling out and the necessary correction of data in the work book is carried out directly by the director of the organization or an officially authorized person with the necessary qualifications.

When does it open?

The work book is obligatory opened at the time of the first official job.

In this case, an application should be written to the employer asking for a form to be completed in the name of the new employee.

The first filling of a new book is made within one week after submitting an application in any form.

It should be carried out only in the presence of the person for whom the document is drawn up, since at this moment all the basic personal information is entered, and they must be drawn up correctly.

A sample of filling out a work book in 2019

Now let's take a look at the main points for filling out a work book.

Instructions and basic rules

The registration of the work book is carried out according to the special instructions of the Ministry of Labor. It will be useful to familiarize yourself with its main provisions in order not to make mistakes, as well as to make sure that the form is maintained in accordance with all the rules.

When filling out the work for the first time, the following data must be transferred to the title page:

• Full name of the employee, as they are recorded in the presented ID.
• Full date of birth.
• Education data
• If a person has a specialist diploma, then, on the basis of this document, information about the profession and specialty is entered.

Labor service serves as the most complete and relevant reflection of the employee's working path, therefore, all significant changes in his work and social life should be recorded on the pages of the form.

The following points are necessarily reflected:

• the fact of admission of an employee to the staff, indicating the exact name of the position currently held;
• the fact of transfer to another position, demotion or reinstatement in the previous position;
• transfer to another enterprise;
• violation of the rules of the enterprise, the established working regime;
• bonus for special services;
• change of surname and first name;
• additional education, courses;
• changes in the name of the employer's organization;
• the fact of dismissal with an indication of the reason.

The columns of the work book are filled in in a strict order:

1. Each column, with the exception of the section "Information about the employer", is assigned a serial number.
2. In accordance with the order for making changes, the date is put in the format day / month / year.
3. The information is entered directly.
4. Indicate the number and details, the date of issue of the order to amend the employee's form.

Which pen should I fill?

According to paragraph 1.1 of the instructions, entries are made in black, blue, purple ink.

Under no circumstances is ink of other colors permitted.

Can I fill out a work book with a gel pen? Yes. When filling out pages, it is permissible to use a ballpoint, fountain pen, as well as a gel pen.

All other writing materials are not suitable for the registration of the form and will damage it.

Numbering

The numbering of information in the work book, according to the established rules, is carried out strictly in chronological order and nothing else.

Can I write in block letters?

Filling the columns with data is carried out in capital letters. There is one exception, namely: when affixing the signature of an employee on the title page, you can indicate your full surname and do it in block letters, in order to avoid possible questions and confusion.

This must be done carefully, without mistakes and blots.

The entry is made without abbreviations, all words must be indicated clearly and legibly. The information required for entering must be indicated in the appropriate columns according to the filling rules, certified by the signature of the person making the changes and the seal of the HR department, or the seal of the enterprise.

Founding documents

These are documents that serve as the basis for making additions and changes to the work book.

These include:

• personal documents of the employee (identity card, certificate of marriage / divorce, education);
• internal work documents (orders for employment, dismissal, promotion, transfer, etc.).

Title page

The title of the work book should be filled out with great care. If there are any mistakes and corrections, this page is considered invalid, the book must be written off and replaced.

The first page contains the following information:

• FULL NAME. completely, as indicated in the passport;
• date of birth, day and year are written in Arabic numerals, month - in words;
• on the basis of a document on completed or continuing education, its level is recorded;
• the exact name of the profession and specialty is entered, also based on information from the education documents;
• at the very end of the sheet, the date is put in the above format and the personal signature of the owner of the work book, confirming the accuracy of all the specified data;
• the signature of the person in charge, the seal of the organization or the personnel department is mandatory.

Recruitment

Dismissal

When an employee is dismissed, the reason for the dismissal is indicated in column 3, the details of the order are recorded, on the basis of which the action was carried out.

Records made during work in the organization must be certified by the signature and seal of the manager before the labor document is issued to the employee.

Downsizing

Upon dismissal due to staff reduction, an employee's reduction is recorded in the labor form on the basis of an order with the details of this document.

Reinstatement

If an employee challenges the decision to dismiss him in court, then, upon passing a favorable verdict, he must be reinstated in his last position immediately.

Refusal to execute a court decision leads to administrative liability.

In this case, an entry is made in the work book, on the basis of which the record of dismissal should be considered invalid. The details of the writ of execution are indicated as the document-basis.

Death of an employee

In the event of the death of an employee, the head of the company issues a decree to terminate the employment contract on the basis of the fact of death.

After that, a detailed entry is made in the labor book based on the documents:

• The deceased's identity card (passport).
• Death certificate.
• Statutory documents of the enterprise.
• Documents provided by the HR department.
• Accounting.

Penalties and reprimands

Records about disciplinary action cannot be entered in the labor book by law. It is possible to record the termination of employment in the form, indicating the reason, which may be a disciplinary violation.

Changes and fixes

How do you make changes and corrections to outdated information? Let's figure it out.

When changing the surname and assigning qualifications

If there is a change in the surname, name, qualifications of an employee, then, in accordance with clause 2.3 of the Instructions, the changes are made as follows: the existing entry is crossed out with one line, new information is inserted over it.

Its authenticity is confirmed by the name and number of the document on the basis of which the change was made (for example, a marriage certificate). The corrective is certified by the signature of the employee and the seal of the enterprise.

Renaming an organization

Although the change in the name of the employer's organization does not in any way affect the change in the working conditions of the employee, according to paragraph 2.2 of the Instruction, this information must be entered in the work book.

This is done as follows:

• the first and second columns of the record remain blank;
• in the third column, information on the change in the name of the organization is entered, where the previous and present name is indicated in full and abbreviated form;
• the fourth column contains the date and details of the document on the basis of which it is made.

Record is invalid

If you need to correct an entry made in the "job details" section, remember that you cannot cross it out.

After the entry containing the error, the next entry in numbering is made, the date of entry is put down, and in column 3 it is written: "entry No. ... to be considered invalid", followed by a corrected, correct entry.

Column 4 is filled in with two options:

• a footnote is given again to the number and date of the order that became the basis for the invalid entry;
• indicate the number and date of the order issued for the purpose of making changes.

How to make a missed

If, for some reason, a record of the changes made was not made in the work book in a timely manner, the employee can apply to the employer by submitting an official document confirming the event that has occurred, which must be recorded.

When this entry is made, the actual date of the event is indicated. The rest of the TC is filled in according to the standard sample.

If the employer refuses to make changes retroactively, you should file a complaint with the labor inspectorate.

Oral statements cannot be used as a basis for retroactive recording.

Filled in retroactively

What are the risks of retroactive recording? For the employee, this can have negative consequences, since it affects his seniority and, accordingly, the accrual of pension later may not be in his favor. Such situations should be avoided whenever possible.

Insert filling procedure

When filling out all blank pages in the TC, the subsequent data is entered on an insert form, which is additionally paid by the employee:

• The insert is completed by the employer.
• The date is stamped on the title.
• Up-to-date information concerning the worker is added.
• The entry is certified by the personal signature of the person who filled it in and the seal.

The legislation does not establish the maximum permissible number of inserts for one labor book.

Usually the form is sewn under the cover at the end of the completed book.

Remember that:

• damage to the cover itself is unacceptable;
• correction of errors is unacceptable, all records must be drawn up according to the rules for maintaining the TC;
• without the labor book itself, the insert has no legal force;
• when making changes to the form, they are entered on all pages, including the pasted-in forms.

Date of data entry

It is affixed to the stamp at the top of the insert. It can also be affixed without a stamp. The place of date in the document is not strictly specified.

Making a duplicate

If the book is lost or damaged (when it becomes impossible to read the records on the pages) it is necessary.

If the loss or damage occurred at the time when the TC was in the hands of the employee, then to restore the document, you should contact the last employer.

To do this, an application is submitted in the prescribed form, which is considered within 15 working days. Additionally, you may need to submit all available information about previous jobs: certificates of enrollment, dismissal, career movements, orders.

In the new work book, the word "Duplicate" is put on the title page at the top, then the title is filled in according to the standard model.

On the first spread, the general work experience is affixed, then the specified information about the places of work based on the submitted certificates.

In the event that damage or loss of labor occurred through the fault of the current employer, he is responsible for collecting information and restoring information regarding the employee's labor history.

Nuances

Like every other document, the labor book has its own design and filling nuances. Let's consider the main ones.

Are records made by an individual entrepreneur for themselves and employees?

An individual entrepreneur can enter data into a work book on himself if he is registered as entity and received the appropriate status of the head of the organization.

This gives him the right to also make entries in the TC of his employees.

If an individual entrepreneur combines his activities with work at another enterprise, then in that company a form is kept for him as for an ordinary employee, which does not relieve the entrepreneur from the obligation to pay tax on private business.

When filling out the TC, instead of the name of the organization, "IP" is put down, then the full name of the employer is indicated.

What data is entered by a civil servant?

When entering the civil service, the work book is filled out in the usual manner, only instead of the name of the organization in column number 3, the structural unit of the state authority is indicated.

The title of the new employee's position is indicated in accordance with the register of positions in the state civil service.

Can I make notes myself?

According to the law, an individual does not have the right to make any changes and make new entries on his own. However, there is an exception.

If the employee was awarded by a third-party or higher organization and received an order to enter a statement about this in the TC, but a record of this fact was not made before he quit his last job, he has the right to make this record himself, guided by a sample.

Do you have to have a hologram?

A hologram is an additional means of protecting a document from counterfeiting. It is not necessary to paste it into the TC, but the employer can add this element to the form.

A clear place for pasting a hologram is not specified by the Legislation, however, most often it is entered on the title of a work book.

Is it possible to enter data without printing?

No, the seal of the HR department must certify the entry made.

In 2019, the question has become topical: do you need a company seal? It's not obligatory. It can be affixed in the event that there are no personnel officers in the organization. Then the record is certified by the personal seal of the director or the official organization.

The company must make the necessary entries in their work books when new people are hired. If the person being accepted has already worked somewhere before, then upon admission, along with the documents established by law, he transfers his labor to the personnel department. It is mainly used as a form confirming his experience, the existing work experience of the employee, both for calculating a pension, and when calculating various benefits.

At the moment, the labor form is submitted to the personnel service, which is responsible for the safety of this document. It is subject to mandatory registration in the register of the movement of these documents as SRF.

When filling it out, you need to use such regulations as instructions for filling out a work book, which was approved by the Ministry of Labor, and its requirements are mandatory for everyone.

An entry in the work book is allowed only to the person in charge on the basis of the issued orders of the management, the details of which are also entered in the corresponding columns of this document. As a general rule, upon the expiration of five days, the employee who entered the work according to the corresponding information is entered.

Registration of information at the time of admission is not prohibited, but often leads to their subsequent cancellation, for example, when a new employee does not go to work.

Attention! When employment in an organization occurs for the first time or an employee cannot find his employment, the personnel department is obliged to issue him a new form, and the employee compensates for the cost of this document.

It is filled in manually with pens, and all numbers must be Arabic.

The home page is drawn up at the enterprise at the first admission on the basis of certification documents, certificates and diplomas. Further, when changing this data, you can, according to the new documents, make changes here.

Each entry of information into the labor book is numbered so that you can immediately determine the subsequent record number.

Work without a work book

It is allowed to hire a person without an existing work book only if he enters the organization or has worked for less than the period established by the Labor Code of the Russian Federation, that is, five days. If it is not there, then the law determines the employer's obligation to start it. It is the employee's responsibility to restore the old document, and everything happens on the basis of certificates. The employee is not given a new labor sheet.

However, an employee who has entered a secondary job retains the right to make a record of a part-time job.

In all other cases, the company must provide the employee with a new form.

From time to time, legislators have an initiative to completely abolish work books, nevertheless, at present, it remains one of the most important documents in employment.

How to correctly enter labor records when hiring employees

Record in the work book for employment 2017 sample

This is a standard form of information on registration for a job, which should contain information about the position, department (if any), details of the admission document.

Writing in a part-time work book sample

If an employee arranges for a part-time job in another organization, then usually his work book is kept at the main place of business. Record of admission to it can be made by an employee of the personnel department of the main company, according to a certificate from a new place of work or a copy of the order.

How to make an appointment for a job for an individual entrepreneur

Individual entrepreneurs, like organizations, have the obligation to draw up work books of hired workers, making entries in them in a timely manner. However, the entrepreneur is not obliged to form orders, so the reason for the entry may be an employment contract with an employee.

Record in the work book under a fixed-term employment contract sample

Despite the fact that a new employee is issued for a specific period, the employment record in the employment record is carried out according to a standard pattern. It should not contain a mention of the temporary nature of the work - this is the position of Rostrud, which was expressed in an official letter.

Hiring by transfer

Information in the employment record that an employee entered the work in the form of a transfer is issued only if he left his previous place of work by transfer to a new company. That is, the previous entry should be about dismissal with reference to the number of the article of the Labor Code.

The HR officer must complete the hiring record in the form of a transfer. All other information does not differ from the standard format.