How to fill out the first page of a work book. Registration of a work book when applying for a job: general provisions

Every employer is obliged to provide its employees with correctly completed work books. To do this, the employee must work for more than five days, and it does not matter whether this employee is full-time, seasonal or temporary. 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 a blank form if he does not have a work book and, in his presence, fill out this form after a week of work. We will tell you how to do this in this article.

Normative base

The work book is intended to reflect the work experience of each citizen.

In addition, it must be presented to the Pension Fund for granting a pension.

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

1. Rules of conduct (Resolution of the Government of the Russian Federation No. 225 of April 16, 2003).
2. Instructions (Order of the Ministry of Labor No. 69 of October 10, 2003).

The employer stores work records from the moment of entry into service until the day the employee is dismissed. If, when terminating an employment contract, the entry about this is made incorrectly, then this fact may deprive the person of the opportunity to find a job in the future.

It must be remembered that the first work enterprise for a person is responsible for filling out the first sheet of this document.

Who is responsible for filling, maintaining and storing

Let us remind you that the employer bears the responsibility for maintaining, storing and filling out the work book. An order or order given by the employer gives every reason to appoint a certain authorized person to whom all responsibility and authority for storing, maintaining, issuing and recording work books will be delegated.

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

Directions and orders on the appointment by management of a personnel service employee during inspections are mandatory checked by employees of the State Labor Inspectorate of Russia.

Registration of a work book: general rules and procedures

You need to start drawing up a work book from the title page. It indicates the employee’s passport details, education and specialty in accordance with the submitted documents, the date of completion and signatures of the parties - the HR department employee and the employee himself. The organization's seal is also placed on the title page.

After this stage, information about the actual hiring is indicated. Entries must 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 necessary to reflect information about the company on the appropriate page. After this, you need to indicate the entry number and its date of entry.

Then indicate the name, number and date of the document that serves as the basis for creating this record.

The next step is to enter information about the employee’s titles and awards, confirmed by a decree, order, diploma or some other document. In addition to all this, it is worth noting for what merits and by whom exactly the employee was awarded.

It must be remembered that entries about cash bonuses are not made in the work book.

Example of filling out a work book: information about the employee

The employee information form is as follows:

1. Last name, first name and patronymic in full, without any abbreviations.
   The employee’s date of birth must also not be abbreviated. The employee’s personal data must be reflected on the basis of the passport.
2. Employee education.
   A record of this factor should be filled out only if there are documents that can confirm it - a certificate, diploma or certificate.
3. If you have correctly completed documents that confirm incomplete education, it is also possible to make an appropriate entry based on them.
4. Profession and specialty must be recorded only as reflected in the relevant document, without any changes.
   Typically this may refer to advanced training courses.

After this entry has been made, the employee must familiarize himself with it, check it for errors, and certify it with his signature, which will express agreement with the accuracy of the data. After this, the company seal is placed on the page under the entry.

How to fill out a book regarding work information

In the job information section, you must write down the full name of the organization and its abbreviation, if available. After this, the record number and date of hire are written.

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

The date and number of this document must be reflected!

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

To do this, you need to indicate the entry number, its date, then you need to make a note about the appointment of the employee as a part-time worker. Next, you need to 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 must be regulated by the relevant document, the data on which is entered last.

How to fill out a document in different cases: samples

First

The new employment form is filled out in accordance with the information specified above.

To issue a duplicate, there must be certain circumstances, which include the loss of the book, rendering this document unusable, in other words, loss of the work book’s marketability. Also, a duplicate can be issued if a dismissal record is invalidated, an employee is reinstated when a contract of acquittal is issued, or an employee loses a work book during an 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,” and be sure to indicate the series and number of the duplicate.

The duplicate must contain information about the employee’s general and continuous experience before arriving at this organization for service. This must be confirmed with relevant documents.

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

In this case, there is no need to write about employers, enterprises and periods of work for them.

If, before joining a certain organization, an employee already had work experience, then when preparing a duplicate, information about continuous work experience must be included, with this fact confirmed by relevant documents.

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

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

Copy

A copy of the employment record must be certified by a HR employee. It is necessary to make copies from those pages of the work book that have any entries.

The quality of copies must be satisfactory. There is no need to print the scan, and there is no need to change the scale on the copier.

After the last entry, a note must be made on the copy of the page that contains its serial number and the inscription “working to this day.” It is also necessary to indicate the date of certification of the copy, the surname, initials and position of the certifier and put a stamp under the record.

Below the page of the copy you need to make a note “the copy is correct”, sign the surname, 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 carry out all operations to fill out labor documents. It is for this purpose that when registering this status, it is necessary 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 to obtain a work book:

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

For the driver

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

In general, everything for drivers 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, since 2016 it is also possible to create work books. All data that is entered into this document about the employee is made on the basis of valid documents of the citizen.

It is necessary to indicate the nationality of the employee and make a note when filling out the employee’s personal data on citizenship.

possible on our website.

A sample memo to a manager can be found. Samples of drawing up a memo for an employee, about bonuses, features of drawing up documents in the Republic of Belarus and Ukraine.

How to open a grocery store.

How to make corrections

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

Then you need to draw up a destruction act and fill out a new form. If an error is discovered when filling out the data by the second and subsequent employer, you will have to go to court to recognize that the work belongs to you.

This applies to errors in the employee’s first name, last name and patronymic, as well as other personal data.

There are situations when a person makes a record of incomplete higher education, and then receives it and completes it. Accordingly, you need to change your education data.

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

Features of cancellation of an entry

If an error was made in information about an employee, you must cross out the old entries and sign new ones based on the relevant documents.

Please note that strikethroughs are not allowed in job information.

You need to do the following - after the last entry in the appropriate section, make an entry declaring the erroneous entry invalid and make the correct entry under the new serial number.

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

If an employee's dismissal is invalidated, there are two options.

First, a new entry is made in the employment record about the hiring, as well as an entry that the information about the dismissal is invalid.

In the second case, the old entry should also be declared invalid, but the personnel employee makes a note of dismissal with a new reason.

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

In contact with

She is assigned the following functions:

it reflects information about a person’s length of service and experience from the moment of his first employment until retirement;

allows you to find out why a person left his previous job;

contains information about the availability of awards for conscientious work

Only a HR specialist can make entries in it. The title page is completed in the presence of the owner of the document. To confirm the correctness of the entered data, he puts his signature.

So, to get this document, you need to get a job.

At what age can you get a job?

In any case, a form must be created for the employee.

To receive it, you need to write an application to issue a work book for the first time, sample: “In connection with the conclusion of an employment contract for the first time, in accordance with Part 4 of Article 65 of the Labor Code of the Russian Federation, I ask you to issue me a work book.”

How to get a book form?

Each organization must purchase at its own expense forms that are issued to employees upon initial employment. An entry about employment must be made in the document no later than five working days after the person goes to work and begins his duties.

Where are the labor registration rules established?

You can learn how to correctly draw up a work book from the legislative acts of the Russian Federation regulating this issue. Let's list them:

What documents are needed to complete the form?

For initial registration, the following documents must be submitted to the HR department of the enterprise:

Passport or birth certificate;

A diploma of education or a certificate from an educational institution, if the person is a student.

This data is indicated on the title page of the document.

How to apply for a work book for the first time, sample

How should the form be formatted?

The requirements for drawing up a work book are as follows: the form can only be filled out in blue or black ink. Arabic numbers are used when filling out. Abbreviations are not allowed. And any information is entered only on the basis of an official order.

What information is included on the title page?

The title page contains the following information:

Date of Birth;

Education;

Speciality;

Date of completion.

At the bottom of the title page is the company seal and the signature of the HR department employee. As a sign of familiarization with the records, the employee also puts his signature in the space provided for this. On the next page, according to the rules for filling out forms, an entry is made confirming the fact of employment.

In what order are entries about work entered into the document?

The correct execution of a work book looks like this: the first column contains the entry number in order, the second - the date. The following is information about acceptance to a specific position. The fourth column records the reasons for making the entry. For example, an order for employment.

It is a strict reporting form, so after filling it is registered in. It indicates the number and series of the document and information about the employee. The form is kept in the HR department until the employee is dismissed.

Express your opinion about the article or ask the experts a question to get an answer

One of the main documents of an employee, indicating his work activity, is the employment contract, which is issued to him at his first place of work. In the future, when registering, they make an entry in the work book about hiring, and a note about termination. It is handed over to the personnel service upon admission, and received upon dismissal upon signature.

Since this form is considered one of the main documents today, it is very important to understand how to correctly make an entry in the work book.

The information contained in it is necessary for calculating pensions, confirming length of service when calculating sick leave, etc.

Therefore, the basic rules for registering labor documents are established by the provisions of the Labor Code of the Russian Federation and Resolutions of government agencies.

According to these standards, the personnel officer or responsible specialist must mark the employee’s entry to work at the business entity without fail if he performed labor functions for more than five days. If the company is his main employer.

If an employee is hired part-time, then an entry in the work book needs to be made only at the request of the employee himself. Moreover, an entry in the part-time work book is made on the basis of a certificate from the second place by the personnel inspector of the main employer.

The general rules for filling out a work book are as follows:

• All marks are made by hand by the HR specialist using a black, blue or purple pen.
• All notes entered into labor records are subject to mandatory numbering, which is carried out in ascending order. Numbers must not be repeated. Only Arabic numerals are used. Separate cells are provided for recording the date. First, the date is indicated in the cell with two digits, then in the next month - two digits are put in, and the year - four digits are put in.
• The first sheet of the work report should reflect the employee’s personal data, which is entered in strict accordance with the document presented by him, which is an identity card (passport). In the future, at a new place of work, the personnel inspector will check the authenticity of the employment record using this information, comparing it with a passport or other identification.
• The first page of the employment contract must be certified by the signature of the personnel inspector who first opened it, as well as the seal of the business entity that issued this document. Their absence may lead to the document being declared invalid.
• The entry in the work book about hiring must be closed with a corresponding notice of dismissal. If a new employee comes to work, and he has an open appointment, but there is no dismissal, then before hiring him he must be sent to his previous place of work so that the person in charge there makes the appropriate mark. You cannot open a new one without this, or immediately warn the employee that this job will be considered a part-time job.
• It is impossible to make entries in the labor record about bringing an employee to disciplinary sanctions for labor offenses committed by him. The only exception is punishment in the form of dismissal.
• All notes included in the work report are made on the basis of relevant instructions from management. When entering data, they should be reflected in full, without any reduction. This is prohibited by law.
• It is allowed to note in the labor record information about continuous length of service or information about the non-inclusion of certain periods in the length of service for calculating a pension.
• No corrections or cross-outs are permitted in this document. Corrections are only possible on the first page with personal data, for example, when changing your last name.
• Corrective entries can be made using separate new entries.

On the basis of what documents is an employment entry made?

A personnel specialist can make an appointment mark only on the basis of an issued order from the company’s management, which he acts as. His details must be indicated in the appropriate labor column.

If an employee goes to work for an entrepreneur, then the basis in this case for making a note about employment is the agreement concluded with him.

When hiring on a part-time basis, a record of this is made by the personnel inspector for the main job on the basis of a certificate submitted by the employee from his second place of work.

Sometimes, when a previously lost book is being restored, all entries that previously existed in the previous one are made by the inspector at the last place of work based on certified certificates from previous places of work submitted by the employee.

Attention! Other documents, for example, cannot be considered as a basis for making an entry in the labor record.

In what case can an employee work without being recorded in the work book?

The instructions require making a record of the employee's employment with the main employer if he has worked for the company for five or more days. When the period of work in the company is less than the established period, you do not need to make records of hiring.

Notes on employment are not made in the labor office if the employee is hired part-time. Such entries are included in this form only if the employee submits a corresponding application.

Attention! It is also possible not to make an entry in the work book about hiring if the employee works on the basis of. In some cases, it is beneficial for both employees and the employer to enter into it.

At what point is an entry made in the work book?

The Labor Code establishes that the employer must issue a work report for each employee who has worked for him for more than five days. If a job opening for this employee is opened for the first time, then this must be done within a week from the date of admission.

Thus, if the person responsible for maintaining labor records did not make an appointment record within the first five days, and the employee during the same time decided to dismiss, then the absence of an appointment record will not constitute a violation of the established standards.

On the other hand, if a record was nevertheless made, then this will also not be considered a violation, since according to the Labor Rules, all information about hiring and dismissal must be entered into the document. Therefore, if an employee decides to quit, he will generally need to make a notice of dismissal.

How to correctly make an entry in a work book about employment 2019 sample

Sample letter for hiring director of LLC

There are several features when making a mark on the labor director’s form. Its basis can be not only an order of acceptance, but also a decision of the owners, minutes of a meeting of founders, a decision of the sole owner, etc.

Also, the wording of the entry must exactly match the line in the specified document. As a result, it can be formulated not only as “Hired,” but also, for example, “Elected to a position,” etc.

Application for main job

Typically, an employee’s entry note must include information about the department, position, and order details.

Entrepreneurs are also responsible for maintaining the records of their employees and making timely entries in them. But he is not obliged to draw up orders and instructions, so he can make a note about the receipt on the basis of the concluded employment agreement.

Recruitment by transfer order sample

An entry in the employment record stating that the employee was hired by way of transfer can only be made if the notice of dismissal from his previous place states that he left by way of transfer. It should also contain a link to the required article of the Labor Code of the Russian Federation.

The formatting of the entry, in general, does not differ from the standard case, with the exception of the mention of transfer from another place.

When registering a part-time employee

When an employee comes to work part-time, his employment record is kept by the main employer. The personnel officer from the main company can make a note about part-time work in it upon presentation of a certificate or extract from the order from the second organization.

Hiring an employee during vacation

When an employee is registered for the period of vacation of another, or for another reason that implies the conclusion of an employment agreement for a certain period, the entry in the work book about employment is made according to standard rules. According to the position of Rostrud, there should be no mention in the labor contract that the employee was hired under a fixed-term contract.

Responsibility for incorrectly filling out the book

Current legislation implies several types of liability for errors in maintaining work records.

But in each case, the punishment falls on the responsible official, or on the organization itself:

• Disciplinary responsibility. It can be imposed on an employee for dishonest performance of his duties. At the same time, the enterprise must have an order or other document that assigns responsibilities for maintaining books to a specific employee, and he must be familiar with it. The application of punishment and its degree are determined solely by the company administration. This, first of all, should depend on the severity of the offense.
• Material liability. It arises due to the infliction of losses by the responsible person on the employee due to an incorrect entry in the work record. If by mistake an entry was made with incorrect wording, and this deprived the citizen of the opportunity to work, then the responsible person is obliged to independently compensate him for downtime based on average earnings.
• Criminal liability. This type of liability is imposed quite rarely. It can occur, in particular, for making an initially false entry, or making corrections to a document for personal gain. In this case, the perpetrator may be subject to various penalties, including imprisonment for up to two years.

The procedure for filling out a work book is the sequence of actions for making entries in the employee’s main document, which reflects the fact of employment and confirms his work experience. Pension payments are calculated based on the entries in this document, so it is important to correctly enter all entries into this document. The employer is responsible for errors made when entering data. We'll tell you how to fill out a work book and give you a sample of how to fill out a work book for 2019.

What regulations should you follow?

First of all, it is necessary to mention that filling out work books is regulated Article 66 of the Labor Code of the Russian Federation. In addition, two other fundamental documents need to be mentioned.

The sample and rules for filling out a work book have been approved Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69. It details the nuances of entering information into a document and correcting incorrect entries.

In addition to the instructions that answer the question: how to correctly make entries in the work book (2019) - there are also Rules for maintaining and storing work books, approvedDecree of the Government of the Russian Federation dated April 16, 2003 No. 225.

Who is responsible for the correct design

The filling instructions contain the following rules for making entries:

• dates are entered in Arabic numerals in the format “05/17/2019”;
• use a fountain pen, helium pen or ballpoint pen in black, blue or purple;
• do not use abbreviations;
• do not cross out entries when correcting them (does not apply to the title page), under the incorrect entry they write “entry number __ is invalid”, and enter the correct one below;
• FULL NAME. write in full, without replacing with initials, date of birth - based on the passport;
• information about profession and education also based on relevant documents;
• The employee's signature must certify the information.

Sample of filling out a work book 2019

The work book form was approved by Decree of the Government of the Russian Federation dated April 16, 2003 No. 225.

The samples will show how to fill out a work book (2019) section by section and what the title page should look like.

The document contains three parts:

• title part - basic information about the employee;
• information about work - information about hiring, transfer and dismissal;
• information about awards.

Let's look at how to fill out each part of the book correctly.

Filling out the title page

The title page must be prepared with particular care. Any blots or inaccuracies render the book form unusable.

This labor page should contain the following information:

• FULL NAME. owner;
• date of his birth;
• education (secondary, specialized secondary, higher);
• name of the profession, as in the diploma;
• date of opening of the book;
• signature of the person filling out the form;
• seal of the organization (if any).

This page is filled out only according to the documents provided by the employee. This must be a passport, SNILS, education document (usually a diploma), marriage certificate (divorce).

The title page of the work book (2019) looks like this:

Section "Job Information"

Each page of this section consists of 4 columns:

1. Serial number of the current record.
2. Date of hiring, firing, awards and other events.
3. Information about the organization, job title and department. The facts of hiring, dismissal, and transfers to another position are also recorded here.
4. Confirmation of the entry made - the name, date and number of the order according to which the entry was made.

Information in this section must be included within 7 days from the date of issuance of the order on hiring, transfer to another position, awards, incentives, and so on.

The reorganization of the enterprise is also reflected in this section of the work book. These records will help explain the different seals for hiring and firing.

There is no need to talk about how important it is to correctly fill out the work book (2019) - after all, the size of the employee’s future pension and other social benefits may depend on this

When transferring

The transition from one position to another is also reflected in this section of the work book.

There are two types of translations:

• internal - an employee changes positions while in the same organization;
• external - the employer changes. In this case, the previous employment contract is terminated and a new one is concluded.

When making an internal transfer, in the third column of the book, write “transferred to position...” and indicate the new position and the name of the department, if it has changed.

When transferring externally, the number and date of the order for dismissal from one organization and the number and date of the order for employment in another organization are indicated. In both cases, you must indicate the employee's position.

When working part-time

Information about part-time work can also be entered here. An entry in the book is also made on the basis of documents provided from another organization. That is, the employee brings a certificate to the main place of work, which must contain:

• full and abbreviated name of the organization;
• name of the employee's position;
• date of hire;
• organization details.

Along with the certificate, the employee submits an application written in free form and a certified copy of the order of another organization that he has been hired. If these documents are completed correctly, the head of the enterprise, which is considered the main job, issues an order to make an additional entry in the work book. The wording can be seen by opening our sample on how to correctly fill out a work book when combining.

Upon dismissal

This section of the book is filled out in the same way upon dismissal.

The third column indicates the grounds for dismissal, and the fourth column contains the details of the order on the basis of which the employment contract was terminated.

These entries in the work book must be certified by a seal (if any) and the signature of an employee of the HR department. If the enterprise does not have a personnel department or one responsible for preparing and maintaining work books, then all this must be carried out by the head of the organization.

Section "Information about awards"

Another section of the work book that must be completed is the section on awards. This includes information about the following events:

• presentation of state awards (as well as honorary titles);
• awarding diplomas, certificates, medals, orders, insignia;
• labor incentives prescribed in the Labor Code of the Russian Federation or in the internal regulations of the organization.

The section of the book is filled out similarly to the previous one:

• Column 1 - serial number of the entry;
• 2 columns - date of award;
• 3 columns - company name, position and type of award;
• 4 columns - details of the order on the basis of which the award took place.

Making corrections

Over time, the data specified in the work book may change. 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 authenticity 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:

1. Columns 1 and 2 remain empty.
2. Column 3 records the change in the name of the organization. In this case, the previous and new names are indicated in full and short form.
3. 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 entered. Column 3 indicates “Record No.... shall be considered invalid.” This should 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.

Liner

After all the blank pages in the work report are filled out, the data will be entered on an insert form, which the employee additionally purchases. The insert is filled out by the employer in the same way as the labor document:

• the employee’s personal information is filled in;
• the date is entered;
• current information regarding the employee is filled in;
• records are certified by the signature and seal of the organization.

The form is sewn at the end of the completed work book. A stamp indicating the issue of the insert indicating its series and number is placed on the title page of the main document.

The number of inserts that an employee may have is not established by law.

Like the labor document, the design of the insert also has its own requirements:

• the cover must be intact;
• error correction is unacceptable;
• the insert has no legal force without the labor itself;
• if changes are made to the work itself, they must be included in each inserted form.

Duplicate work book

A duplicate is issued if the work document is lost or damaged. If at this time the employee had the document, then to restore it he must contact the last employer. In order for a duplicate to be issued, you need to submit a corresponding application, which must be reviewed within no more than 15 days. Additionally, the employee may be asked for documents indicating his previous places of work.

In the new work report, “Duplicate” should be written on the title page at the top. Further filling occurs as standard. All information about previous places of work is filled out based on the documents provided by the employee.

If the loss or damage occurred due to the fault of the employer, then all work to restore the information falls on him.

How to certify a copy

There are often cases when an employee requires a copy of the employment document. To receive it, you need to write an application addressed to the employer. The application form is not established, but it is advisable to adhere to the established rules of execution:

• in the upper right corner of the sheet - data of the manager and employee;
• in the center - the word “Statement”;
• then the text of the petition itself (in our case, the text may be as follows: “On the basis of Article 62 of the Labor Code of the Russian Federation, I ask you to give me a copy of the work book, certified in the prescribed manner”);
• date and signature.

After acceptance of the application, a certified copy of the work report must be prepared and issued within three days.

It is important to remember that on July 1, 2018, the new GOST R 7.0.97-2016 “National Standard of the Russian Federation” came into force. System of standards on information, librarianship and publishing. Organizational and administrative documentation. Requirements for document preparation”, which made minor changes to the procedure for certifying a copy of the work book.

To do everything right, you need to adhere to a certain algorithm:

1. Make copies of all completed sheets. In this case, copies must be single-sided.
2. Number and stitch the sheets. On the back of the last sheet, you need to seal the ends of the threads with a paper sticker, on which you write how many sheets there are.
3. Each copied page must be certified (if not stapled into one file). This must be done by a person who is granted such a right by local regulations. If there is no such person, then the general director must certify the copies.
4. Then the person certifying the document writes “True”, puts down his position, signature with transcript and date. You can put the seal of the organization (if there is one), but the law does not oblige you to do this.
5. You also need to add one more entry regarding the original work report: “The original document is located in (name of organization) in file No. ___ for ___ year” (this is written when the employee needs a copy to provide it to a third-party organization).
6. Sometimes an employee asks to add “Currently working.” This is not prohibited by law (banks usually ask).

Labor legislation obliges the employer - organization or individual entrepreneur to maintain work records
for each employee who has worked for more than five days, if the work for this employer is the main one for the employee (Articles 66 and 309 of the Labor Code of the Russian Federation). All entries in the work book are made in blue, purple or black ink. And without any abbreviations.

The employee presents the work book when concluding an employment contract.
There are two cases when presenting a work book is not necessary:

1. when applying for a part-time job in an organization (Article 283 of the Labor Code of the Russian Federation);
2. when applying for a job for the first time (Article 65 of the Labor Code of the Russian Federation).

How to fill out the very first one - the title page of the book.

1. The employee's last name, first name and patronymic are indicated in full.
   The data can be taken from a passport or other identity document. For example, a driver's license, military ID or foreign passport. Do not replace your first and middle names with initials.
2. The date of birth is written in Arabic numerals.
   The date and month are indicated by two-digit codes. And the year is a four-digit code. You should not write the month in words.
3. Education.
   The data in this line is entered on the basis of a certificate, certificate or diploma. Here you can indicate “higher professional”, “secondary general”, “secondary vocational education”, etc. You can also indicate here incomplete education of one level or another.
4. Profession, specialty.
   Data is also indicated based on educational documents.
5. Date of completion.
   Enter the current date on which you are registering the work book. The month can be indicated either in numbers or in words. It won't be a mistake.
6. Signature of the owner of the book.
   The employee must sign this column.
7. Signature of the person responsible for maintaining work records.
   It is set by the person who actually draws up the document. This is usually the head of the HR department. But since personnel work is often performed by an accountant, his signature may also appear here.
8. Place for printing.
   The company seal is affixed. You can also put the seal of the personnel service, if there is one.

All employees who have worked for the company for more than five days must make an entry in the work book.
This only applies to your main place of work.

Recruitment

1. Enter information about the organization in column 3 of the “Work Information” section.
   Enter the full name of the organization here. And also an abbreviated one, if there is one.
2. In the “Record No.” column, enter the serial number.
   Accordingly, if this is the first entry, the column will contain “1”.
3. Date of. Enter the hire date in Arabic numerals.
4. At the same level as the date of admission in column 3, enter a record of employment.
   If you are hiring a person for a specific structural unit, then indicate its name. Here, indicate the name of the employee’s position, according to the staffing table.
5. In column 4, indicate the number and date of the document on the basis of which the employee was accepted into the organization.
   As a rule, this is an order for employment.

Part-time hiring

An entry about part-time work is made in the work book at the request of the employee.
That is, if the employee does not ask you to do so, you do not need to make an entry. There is no violation in this.
But if the employee asked you about this, then enter the data in the same way as your main place of work under the next serial number.
The entry is made by the employer at the main place of work on the basis of a certified copy of the employment order or a certificate from the place of part-time work.

Transfer of an employee to another department or to a new position.

1. Date of.
   Indicate the transfer date in Arabic numerals.
2. In column 3, record the transfer.
   Indicate the department and position in which the employee will now work.
3. In column 4, indicate the number and date of the document on the basis of which the employee was transferred to a new position or to another department.

Dismissal

1. In the “Record No.” column, enter the serial number of the record.
2. Date of.
   The date of dismissal is indicated in Arabic numerals.
   The date of dismissal is considered to be the employee's last working day.
3. Column 3 contains a record of dismissal indicating the reasons.
   A link to the article of the Labor Code on the basis of which the employee was dismissed is also indicated.
   For example, when dismissing at your own request, you need to refer to paragraph 3 of Article 77 of the Labor Code.
   If by agreement of the parties, then the reference will be to paragraph 1 of Article 77 of the Labor Code.
4. Column 4 indicates the number and date of the document on the basis of which the employee was fired.
   This is usually an order to terminate the employment contract.
5. When dismissing an employee, all records made during the employee’s work in the company are certified by the company’s seal and the signature of the manager or other person authorized to do so.
   Ask the employee to sign all records as well.

Suppose an incorrect entry is found in the work book and now it needs to be corrected.
But do not rush to cross out or cover up erroneous data. The rules for filling out work books prohibit this.
The only possible option is to invalidate the entry.
And only after that add a new one.

1. In the “Record No.” column, enter the serial number of the record.
2. Date of. Indicate the date on which you recognize the erroneous entry as invalid.
   That is, the date when you make corrections.
3. In column 3, write “Record No. ___ is invalid.”
4. In column 2, indicate the date of the new, now correct, entry.
5. Enter the correct entry in column 3.
6. In column 4, indicate the number and date of the document on the basis of which you entered the correct data.

Examples of post wording
upon dismissal of employees