Entry in the work book about dismissal at one's own request sample. How to correctly fill out a work book when dismissing an employee

Information about the employee’s work experience must be indicated in his work record, which is created upon first employment, and then notes about work with each employer in the future are made in it. He provides it to the HR department upon registration, and upon termination, the HR officer gives him this document with a mark. An entry in the work book about voluntary dismissal in 2018 is made in the same content as before.

This document is currently the primary document, which reflects information about a person’s work at enterprises in order to confirm his length of service to determine pension benefits.

Due to the importance of this register, the basic rules and requirements for its completion are determined by legislative norms - the Labor Code of the Russian Federation and relevant regulations:

• Current acts determine that work records must be included in the labor record if the employee has worked at the enterprise for more than five days, provided that work is his main place. An employee has the right to ask his employer to include a part-time job in his employment record.
• Marks on the work record are made with a black, blue or purple pen.
• Each entry entered into the register must be numbered and have its own serial number. The number must be indicated using Arabic numerals. In each cell, the day of two digits, the month of two digits, and the year of four are indicated after it.
• The first page of the employment document must contain the employee’s personal data, which is subject to mandatory verification with information from his identity document. This must be done to verify the authenticity of the work permit.
• The same page must contain the seal of the company that first issued this document for the employee. Without it, the labor contract may be declared invalid.
• In this register, each employment entry must be closed with a dismissal note if the employee has already terminated the employment contract. If such a situation arises in the labor force, then the employee cannot be hired at his main place; he must either go to the previous employer and close the record, or get a part-time job.
• When an employee is subject to disciplinary action, the corresponding marks are not entered into the register in question, with the exception of dismissal.
• All employment records must comply with orders for hiring or dismissal. Abbreviations are not allowed in them.
• A personnel specialist can, in accordance with the established procedure, enter into the work record establishing continuous length of service or excluding periods that are not included in it.

Important! It is not allowed to cross out entries in the work report, with the exception of the page with personal data. Corrections should be made using corrective marks.

Based on what documents is an entry made in the work book?

The Labor Code of the Russian Federation and the instructions for entering data into work books establish that all entries made in this register must be made on the basis of written orders from management, as well as submitted supporting documents.

On the basis of which basic records are made:

• The initial registration of employment is carried out on the basis of a passport, as well as a document on education.
• The appointment is made on the basis of the document issued with the obligatory indication of its details.
• An entry in the work book about the end of the employment relationship needs to be made only if it has been published.
• Information about the transfer is entered on the basis of the issued order for its transfer.
• The work record must contain a record of military service; it is compiled on the basis of a military ID.
• If an employee has undergone retraining or upgrading, information about such an event is indicated in the employment record on the basis of the submitted education document.

Attention! In the process of carrying out its activities, the company may be renamed; this information must also be reflected in the employee’s employment document, but without assigning a serial number to the mark. The basis is the administration's order to carry out the renaming.

How to make a note when leaving at your own request

An example of an entry in a work book about voluntary dismissal in 2019

If dismissal is made at will, the following line is written in the document: “The employment contract is terminated at the initiative of the employee, paragraph 3 of Article 77 of the Labor Code of the Russian Federation.”

Important! When registering an employment document when leaving the company at your own request, make reference to Art. 80 of the Labor Code is not allowed, only under Article 77, paragraph 3.

An example of a labor record if an employee goes on vacation with subsequent dismissal

Vacation followed by voluntary dismissal is one of the special cases of simple voluntary dismissal. Registration follows the same rules. The main feature here is that the date of dismissal and the date of execution of the order will differ.

Attention! Information that the employee was on vacation before terminating the contract is not included in the labor record.

Basic errors when filling out

All mistakes that personnel officers make when making an entry can be divided into general and related to the preparation of the entry:

• Making an entry using green, red or other colored paste. To make notes on your work record, you can use a gel or ballpoint pen in black, chenille or purple;
• Abbreviations of any nature cannot be made - Labor Code instead of “Labor Code”, etc. instead of “order”, etc.

• Using incorrect wording of the reason for dismissal. The entry must be made in exactly the same way as the reason is indicated in the Labor Code or other federal law. At the same time, the Rules for Maintaining Books use the concepts of “Dismissal” and “Termination of an employment contract” as identical;
• The personnel officer does not certify the dismissal record. After making the entry, the responsible employee must enter his signature and decipher it. The stamp is affixed if available;
• The employee does not sign for information. After the dismissed person has read the entry made, he needs to confirm this with a signature. Rostrud recommends that the dismissed person put his mark under the signature of the personnel officer.

At what point should an employee be issued a work book?

The Labor Code establishes that a fully completed employment record with a notice of dismissal included must be issued to the employee on the day of his dismissal. The law establishes that in normal situations such a day is the employee’s final day in his position.

However, this rule does not apply if the employee takes leave with dismissal after it. In such a situation, while on vacation the employee is still actually employed by the enterprise. However, in this case, he needs to issue the paycheck and work report on the final day of his actual stay in the company - this is the last day before going on vacation.

Attention! If the employee is in his place on his last day, by law the responsible person is obliged to hand over the book to him and receive a signature for this action. Delay in delivery is not permitted for any reason.

What if an employee refuses to pick up the book?

If an employee was in his place on his final day at work and was notified of the need to receive a work permit, but for some reason refuses to come and do this, it is necessary to invite a commission and record this in an act.

It must reflect that, in the presence of witnesses, the employee was asked to pick up the document and sign for its receipt, but he refused to do so. If a reason was given, it is also recorded in the act.

After this, a notification is sent to the employee at his postal address. In this document, the employer must invite his former employee to come to the personnel department and receive the work permit in hand, or give permission to send it by mail.

From the date of sending such a notice, the company is relieved of any liability for failure to issue a work permit.

The fact that a notification has been sent can be confirmed in the following ways:

• Register the document in the journal of outgoing letters and store a copy of it in the archive;
• Receive a receipt from the courier confirming acceptance of the document for shipment;
• Notification of delivery of the postal item by which the message was sent.

Important! Sending by labor mail is possible only with the written consent of the employee. If he does not give such consent or ignores the notification, the work record must be kept in the company at all times.

Responsibility for delay in issuing work permits

The legislation not only does not allow the administration to retain a worker after dismissal under any pretext, but also establishes punishment for such an action:

• The Labor Code determines that in the event of a delay in issuing a work permit, the company bears financial responsibility due to the fact that by its actions it deprives a citizen of the opportunity to work. In this case, for the entire period of time when the employee did not have a document in his hands and could not get a new job, the old employer is obliged to give him the average salary for each day. In this case, the new day of dismissal becomes the day when the book was handed over, and the previous entry is cancelled.
• According to the Civil Code, an employee may demand compensation for moral damage through the court. When determining the amount of payment, the degree of guilt of the offender, the degree of moral and physical suffering, etc. are taken into account.
• According to the Code of Administrative Offenses, the following penalties are imposed for delay in issuing a work permit:
  • For an official - from 1 to 5 thousand rubles;
  • For an entrepreneur 0 from 1 to 5 thousand rubles, or termination of work for up to 90 days;
  • For a company - from 30 to 50 thousand rubles, or termination of work for up to 90 days.

At the moment, the work book is the main document on employment. At the same time, there are certain rules noted in the Labor Code of the Russian Federation, according to which the work book must be kept - in case of violation, the organization may face a serious fine. To avoid this, let's look at what entries are made in the work book about dismissal.

Several features and important points of filling out labor forms

Everything about maintaining labor records, in particular about the correctness of records of dismissal, is written down in Resolution 225. According to it, absolutely all employers (excluding individuals) must maintain such books. Employers usually include not only legal entities, but also individual entrepreneurs and farms. An important point - according to Article 66 of the Labor Code of the Russian Federation, work books must also be kept for all employees who have worked in a position for more than 5 working days.

But for external part-time work, you don’t have to carry out work - here everything depends on the desire of the employee himself. But if you have already started registering a part-time employee, then you should definitely formalize his dismissal.

The procedure for filling out the labor form

Before we tell you how to make an entry in the work book about dismissal, you should briefly talk about the general rules for maintaining this document.

• In column No. 1 in the “Work Information” section we enter the serial number of the entry. That is why the first record is assigned the first number, and so on. If the last entry was number seven, then the next one is number eight, etc.
• In column No. 2 we indicate the date of dismissal. It must fully correspond to the date in the order. Indicate in the following format - day: month: year (10.09.2016).
• In column No. 3 we indicate the basis for dismissal, not forgetting to indicate the clause of the article of the Labor Code of the Russian Federation. You can indicate the following wording: “Was dismissed according to...”, “The employment contract was terminated according to the article...”.

It is important to note that the grounds for dismissal must be formulated exactly as written in the Labor Code of the Russian Federation. For example, “At the initiative of the employee.”

Which articles of the Labor Code should I refer to?

Here you should also focus on Resolution No. 225, some paragraphs of which are devoted to the direct dismissal of company employees. Let's look at this question in more detail:

Let's take a closer look at how to formulate information and record data in a work book.

Table No. 1. Upon termination of an employment contract at the initiative of the employee

Table 2. Upon termination of an employment contract at the initiative of the employer

Table 3. Upon termination of an employment contract due to circumstances beyond the control of the parties

Several important nuances when making entries in the work book

When registering a dismissal in the work book, the following definitions should be entered in full:

• Part.
• Article.
• Order.
• Russian Federation
• Labor Code.

And if you made a mistake in the wording or mixed up the details, you cannot cross out what you wrote. You need to do the following:

1. An order is issued which must invalidate the entry.
2. The next number in the work book is to enter information about the invalid entry, specifying the order number.
3. A new entry is made.

Any entries in the work book are recorded on the basis of any document - this could be an employee’s statement, an order or an order from the employer. In this case, the word “Order,” as we have already said, must be written down in full. HR officers are also prohibited from making other reductions. For example, if “p. 1 tsp. 1 tbsp. 77 Labor Code of the Russian Federation." Such a record will become the basis for receiving a fine. You also need to select a pen: a gel, ballpoint, or fountain pen is suitable; the ink can be black, purple or blue.

What to do if the employee decides to cancel the document? If the employer has already issued an order for his dismissal and the corresponding entry appears in the employment record, it is necessary to issue a new order to cancel the previous document.

Based on it, a new entry will be made in the labor record:

• In column No. 1 we put a serial number.
• In column No. 2 we enter the date of entry.
• In column No. 3 we write that “The entry behind “number...” is invalid.” After that we write down the current record.
• In column No. 4, enter the order number again.

Why can a labor entry be declared invalid?

Labor records may be invalidated if:

• The grounds for dismissal of an employee were incorrectly indicated (for example, instead of Article 83 of the Labor Code of the Russian Federation, Article 80 of the Labor Code of the Russian Federation was indicated, which is not a basis for dismissal at will).
• The details of the order are indicated incorrectly - most often this happens due to the inattention of the employee filling out the document.
• Errors when entering dates. This includes both errors caused by inattention (for example, the wrong year was entered - not 2017, but 2016), but also factual errors (when the date of dismissal does not correspond to the date specified in the order)
• Blots and errors in entries, including grammatical ones.

Therefore, it is advisable for all employees who are involved in drawing up the document to immediately check the accuracy of the entered information immediately after writing it and only then sign it. If errors are discovered later, it will be more difficult to make adjustments.

Conclusion:

• Work books are kept by all legal entities, individual entrepreneurs, and farms.
• All grounds for dismissal must be written down exactly with the wording of the articles that are described in the Labor Code.
• Do not cross out or correct entries in your work report under any circumstances.
• If problems and inaccuracies are discovered when maintaining work records, this may lead to fines of up to 5,000 rubles for an official and up to 5,000 rubles for a legal entity.

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Dismissal at the initiative of an employee (at his own request) is traditionally the most common basis for terminating an employment contract. Despite the apparent simplicity of the registration, specialists often have questions about how to correctly reflect this entry in the employee’s work book. Let's look at situations in which mistakes are made in order to avoid them.

Dismissal at the initiative of the employee

• « dismissed at his own request, Labor Code of the Russian Federation";
• “dismissed at the initiative of the employee, Labor Code of the Russian Federation”;
• “the employment contract was terminated at one’s own request, according to the Labor Code of the Russian Federation”;
• “the employment contract was terminated at the initiative of the employee, the Labor Code of the Russian Federation”;
• “the employment contract was terminated at one’s own request, according to the Labor Code of the Russian Federation”;
• « the employment contract was terminated at the initiative of the employee, the Labor Code of the Russian Federation.”

In addition, any of these formulations can be supplemented with an indication of the reasons for providing the employee with benefits and advantages.

A record of dismissal is made in the “Information about work” section of the work book or an insert in it.

Then all records made in this organization are certified by the signature of the person responsible for maintaining work books and the seal of the organization.

The employee himself, the owner of the work book, signs below (clause 35 of the Rules for maintaining and storing work books, producing work book forms and providing them to employers, approved by Decree of the Government of the Russian Federation of April 16, 2003 N 225).

Proper HR record keeping is a real science. In order to avoid mistakes leading to administrative penalties, HR department specialists must follow the standards established in Russian labor legislation with 100% accuracy. Including those articles that stipulate the rules for maintaining documents regarding the hiring and dismissal of employees.

Labor Code to help

In order to dismiss an employee in full compliance with the law, among other procedures, it is necessary to make a correct entry in his personal work book. However, you do not need to figure out on your own how to formulate this or that reason for dismissal; you should remember that the wording for all possible reasons for this is clearly stated in the Labor Code of the Russian Federation. When making an entry, it is necessary to indicate the number of the article, part, and also paragraph of the Federal Law - this is precisely the norm established in the article.

Why do you need a work book and what information does it contain?

Before starting a more detailed conversation about records for reasons for dismissal, let’s consider why a work book is needed in the first place. As the law explains, a work book is an important document that allows you to calculate your total work experience, for example, for calculating a pension; contains information about education, and also informs employers about the merits of the new employee in previous places of work and the reasons for dismissal from there. The following must also be included in the work book:

• dates and reasons for the employee’s transfer from one position to another;
• information about hiring and dismissal;
• information about obtaining additional professions;
• messages about completed advanced training and retraining courses;
• part-time data;
• information about awards and achievements, etc.

If an employee has changed his last name or his name has changed while working for the company, this must also be noted in the work book.

Now let’s take a closer look at the most common reasons for dismissals and the rules for entering information about this into the work book.

Caring on your own - how to reflect it in your labor report

Oddly enough, it is precisely leaving work on a person’s personal initiative that most often raises doubts among novice personnel officers: what to refer to, what entry to make in the employment record in this case? Due to the fact that the Labor Code contains several articles suitable for this situation, there are several options:

1. first option: rely on . Then you should write something like the following: “In accordance with clause 3, part 1, art. 77 of the Labor Code of the Russian Federation, the employment contract was terminated at the initiative of the employee.” This recording is not satisfactory;
2. can be formulated a little differently: “In accordance with clause 3, part 1. Art. 77 of the Labor Code of the Russian Federation, dismissed at his own request.” This possibility is indicated in (the Instructions were specially developed and approved by the Russian Ministry of Labor).

In cases where an employee leaves a position on his own initiative due to reasons that allow him to receive some benefits, subsidies and other advantages, the personnel specialist must clearly indicate these reasons.

Among others, this may include child care if necessary until the age of 14, a certificate confirming the transfer of a spouse to work in other regions, etc. If you have any questions regarding this point, you can read the article in more detail - a detailed explanation is given there.

Regardless of the reason that served as the basis for parting with work at one’s own request, after entering this fact into the work book, it is necessary to put the signature of the personnel officer, the signature of the employee with the inscription “acquainted”, as well as the seal of the enterprise.

What to write in the labor report if an employee is transferred

As the main personnel document regulating the relationship between employer and employees states, in cases where an employee is transferred from one place of work to another, the basis for the transfer plays an important role. A transferred person can be:

• of one's own free will;
• by order of management, but only with consent.

The specialist at the former place of work must indicate one of these two points, while the personnel officer from the new job no longer needs to write about the reasons for the transfer. It is enough to confine yourself to a brief note that the employee was hired for such and such a position as a transfer.

Important! When making any records of dismissal in work books, you must strictly follow the letter of the law and avoid mistakes. Quite often, HR department specialists, when recording information about dismissal, refer to Article 80 of the Russian Labor Code. But you need to remember that this article does not serve as a basis for dismissal. It only regulates the termination of a previously concluded employment contract between the organization and the employee. If a personnel specialist from a new job finds this error in the employee’s work record, he will ask the person who made it to correct it. Thus, a small mistake can lead to unnecessary troubles and worries.

Dismissal by agreement of the parties

Sometimes, in order to finally part with an unlucky employee, employers resort to a rather neutral note with the wording: “Dismissed by agreement of the parties.” In this case, it is necessary to refer to. It must be said that the Labor Code does not provide for any strict requirements for this kind of dismissals, but it is worth remembering that an agreement is possible only with the mutual voluntary consent of the parties.

In addition, in this case, the employee has the right to so-called “compensation” or, more simply, monetary compensation.

Retirement: correct entry in the work book

Sooner or later, all people leave their workplace due to retirement. Therefore, every personnel officer must know exactly how to make an entry in the labor record in these cases.

To begin with, it should be said that the dismissal of an employee in connection with an upcoming pension is possible only when a certain age is reached and only on the basis of his voluntary desire.

After the employee declares his will in writing and the management of the enterprise signs the order of dismissal from his position in connection with reaching retirement age, an entry can be made in the work book.

In case of dismissal upon retirement, you need to rely on the article. An employee, like a HR specialist, must put a personal autograph on the entry, and then it must be certified with the company’s seal.

Other grounds for dismissal

As the Labor Code of the Russian Federation states, there are three most common types of grounds for separation from an employee: at the request of the employer, general, and due to circumstances beyond the will of the parties.

But, in addition to these grounds for dismissal, there are several additional ones. These include:

• declaring the enterprise bankrupt;
• making a decision by a legal entity to terminate an employment contract.

In these unpleasant cases, in the work book you need to refer to the article, and not to, and introduce wording that corresponds specifically to it.

Thus, before writing to the employment record of an employee about dismissal, it is advisable to check the Labor Code. All possible reasons for dismissal are indicated in it in different articles and described in detail. In order to save yourself and the person being fired from possible problems in the future, it is necessary to avoid mistakes and refer specifically to those articles that correspond to certain circumstances for parting with a former employee.

The relevant entries in the book must be made by a personnel officer or an employee authorized by the head of the organization. At the same time, only a specialist who is responsible for maintaining personal documentation of employees has the right to certify information.

All information must correspond to the text of the dismissal order. Such rules are established in clause 10 of the Labor Rules, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225 (hereinafter referred to as the Rules).

Examples of registration of records in labor records for all occasions

The sequence of entries in the work book about dismissal

Step 1. Enter the serial number in Arabic numerals in the first column

The numbering must be continuous, starting from the first entry and continuing in the insert.

Step 2. Enter the date in Arabic numerals in the second column

All numbers 1 through 9 are indicated with a zero. For example, March 4, 2019 should be entered in this format as “03/04/2019”. The date of termination of employment coincides with the employee’s last day of work. An exception is going on vacation followed by dismissal. In this case, the last day of vacation is indicated in the document (based on the second part of Article 127 of the Labor Code).

Step 3. Indicate in the third column the reasons for termination of the employment relationship with reference to the relevant article of the law

Step 4. Indicate the grounds for dismissal in the fourth column

It is necessary to list the details of the order or instructions of the manager or other document. First, enter the name of the order, and then indicate the date and number.

Recording in the labor record voluntary dismissal "or for other reasons are introduced without abbreviations. All information entered by the personnel officer or other authorized employee is certified. The responsible person indicates his position, signs, and enters a transcript, indicating his last name, first name, and patronymic. In accordance with the Order of the Ministry of Labor of Russia dated October 31, 2016 No. 589n, it is necessary to certify a signature with a seal only if the organization uses it. It is permissible to certify all marks not only with the seal of the company, but also with the HR department.

It is important that the seal be round in shape and include the full name of the company and the legal address of its location. This is confirmed by letters from Rostrud dated November 22, 2012 under No. 1450-6-1 and from January 20, 2014 under No. PG/13282-6-1, by the Pension Fund in a letter dated August 16, 2017 under No. 19-19/12397.

A record of dismissal at will or for other reasons must be certified and signed by the employee himself. This means that the employee was familiarized with it, which will protect the employer from possible problems in the future.

Read in the "Personnel System":

What are the general requirements for records?

Filling out the work book upon dismissal is done carefully, using fountain, gel or ballpoint pens. Use black, blue, violet ink. You cannot enter information in ink of a different color. For example, do not use red, green, pink or yellow.

If, when making an entry in a book, the pen runs out of ink, then it is permissible to complete it with another pen using ink of the same type and color. When you can't find similar ink, you need to try to preserve the color. An entry made with different inks is in any case valid if the ink and pen meet all the established requirements.

What nuances to consider when entering information in the third column?

When filling out the third column, HR officers often have questions. Introducing incorrect wording may be contrary to established norms of law. There are three wording options:

• "Fired..."
• “The employment contract has been terminated...”
• “The employment contract has been terminated...”

Article 84.1 of the Labor Code of the Russian Federation mentions a record of dismissal, that is, “the reason for termination of the employment contract.” At the same time, Article 81 of the Labor Code states “termination of labor contract (employment contract) at the initiative of the employer,” and Article 66 of the Labor Code of the Russian Federation directly “dismissal.” The difference between concepts such as “dismissal”, “termination/termination of an employment contract” is explained from the point of view of legal theory. Since the employee is considered a subject of labor relations, he is fired. An object is a contract that can be terminated or terminated. Both of these concepts mean the immediate termination of cooperation, which means that they are equivalent in meaning.

If a dismissal is carried out at one’s own request or for other reasons, an entry in the employment record is made using one of three formulations.

An exception to the established rule is the death of an employee. It is impossible to fire a person who is no longer alive. In accordance with clause 5.4, the Instructions in the book indicate that the employment contract has been terminated.

Registration of dismissal due to the death of an employee

You can download the sample.

How to indicate the grounds for dismissal

Dismissal in the work book, that is, the grounds, is required to be entered in Article 84.1 of the Labor Code of the Russian Federation. At the same time, Article 77 of the Labor Code of the Russian Federation specifies the grounds for termination of labor relations. There are no instructions in the current legislation on how to enter part of the relevant article - in words or in numbers. In the text of the Labor Code, when parts of the relevant articles are mentioned, the numbers are indicated in words. Therefore, when making an entry, you can be guided by this rule and indicate the part number of the corresponding article in words.

Table. Samples of entries in the work book upon dismissal with links to articles of the Labor Code of the Russian Federation

You can download the sample.

What are the features of making an entry upon dismissal on your own?

Employee initiative is the most common reason for dismissal. But personnel officers often have a question about whether to make an entry in the work book with the wording “at their own request” or “at the initiative of the employee.”

In the Instructions, on which you need to rely, the following wording is proposed in paragraph 5.2: “ Resigned voluntarily... " When making the appropriate note about the basis, the personnel officer must refer to the third paragraph of part one of Article 77 of the Labor Code. The wording there is: “ employee initiative " Both proposed options turn out to be correct. Neither the labor inspectorate nor the Pension Fund have any complaints about such formulations.

Recording in the labor record voluntarily dismissed » certified in the generally accepted manner. When making an entry in the dismissal book, be sure to indicate the reason if the employee with whom the employment relationship has been terminated has the right to receive certain benefits or guarantees (taking into account clause 5.6 of the Instructions).

An entry in the work book about dismissal is made in a certain sequence. Filling is carried out carefully using fountain pens, gel pens or ballpoint pens. Use black, blue, violet ink. You cannot enter information in ink of a different color - red, green, pink or yellow. Introducing incorrect wording may be contrary to established norms of law.