How to correctly enter the changed surname of an employee in the work book

Reasons for changing personal data

The circumstances for the change are established by the legislator. Citizens of the Russian Federation over the age of 14 years old can change their data on their own if there are good reasons (parents under 14 years old). The specifics of actions upon change are regulated by Federal Law No. 143-FZ of November 15, 1997. The reasons for the change are:

1. Own wish. Most often due to difficult or dissonant pronunciation or religious views.
2. Marriage. The surname is corrected if there are marriage papers.
3. Divorce. Replacement - when providing divorce papers.

IMPORTANT!
Remember that the work book cannot be replaced when changing your last name!

Errors when making entries and their correction

Inaccuracies and errors may be made by an employee of the personnel department when previous information is adjusted to new ones. Incorrect entries must be corrected. This is done as indicated in the Instructions.

If the book of labor notes is drawn up for the first time and a mistake is made, the document is destroyed and a duplicate is created. The purchase of a new form occurs at the expense of the enterprise and the employee who made the mistake. Difficulties arise if all the necessary information for several years of employment has already been entered into the document.

The Instructions spell out the entire procedure for correcting inaccuracies, but there is no mention of the main sheet. The document only says that changes in basic data occur in accordance with the employee’s personal papers.

Advice! But the mistake needs to be corrected. Therefore, it is necessary to insert the insert and make a note “instead of the erroneous one”, put the signature of the responsible employee, then the head of the personnel department, then the head of the organization. The changes must be sealed with the main seal of the employer.

Responsibility for storing and correctly filling out workbooks lies with the management of the company. It is it that appoints an official specifically to perform the specified function. Such persons bear disciplinary sanctions for violations in the preparation of work books.

On the basis of what documents do they change the data in the work book?

The list of documents that allow you to record a change of name in the work book is established by Resolution of the Ministry of Labor No. 69 of October 10, 2003. Clause 2.3 of the instructions approved by him defines the list of supporting documents:

• passport;
• birth certificate;
• marriage certificate or divorce certificate;
• documents confirming the change (indicating the number and date).

The presence of these papers will allow the HR specialist to enter information into the employee’s work book.

General design rules

There may be several reasons for changing personal data, but the most popular reason is marriage with the adoption of the spouse's surname.
In case of divorce, a similar procedure is provided with the return of previous information. It is necessary to report a change of surname as soon as you receive a new civil passport, since the company submits monthly and quarterly reports on the number of employees to government agencies and makes the corresponding tax and insurance deductions. If the employer does not make timely adjustments to personal documentation, problems may arise with confirmation of length of service and the right to pension accruals.

When changing the surname, the employer is obliged to make changes to the personal file, work book, and issue the appropriate internal personnel orders. If for some reason the employee did not have time to notify about the changes, and the documents were not reissued at the enterprise, the subsequent employer has the right to correct the situation based on the documents presented.

The list of papers involved in re-registration of labor is determined based on the specific situation.

The change procedure is regulated by clause 26 of the RF PP No. 225 of April 16, 2003.

How to write a statement about the need to correct your full name.

The employer makes an entry about the change of name in the work book (in the case of maintaining a work book, part 2 of article 2 of the Federal Law of December 16, 2019 No. 439-FZ). To complete the registration, the organization requests the employee to submit a written application requesting changes to the records. No approved sample available. The format of the appeal is arbitrary.

The application includes the following information:

1. Name of the employing institution, position and full name. leader.
2. Position and full name the employee who applied.
3. Date the request was submitted.
4. In the middle of the next line is the word “statement.”
5. The text of the request is set out below.
6. After the text, the employee signs and deciphers it.

The application for change must be accompanied by supporting documents.

Remarriage

If the employee marries a second time, the procedure for making changes to the work book information is repeated in full.

No matter how many times an employee gets married, each time she writes a statement asking to change her personal data, the head of the organization issues an order, and her data is changed.

If there is not enough space on the first page of the cover to record the basis for the change, entries are made on the third page of the cover on a general basis.

An employee who has changed her last name due to marriage is advised to check the correct spelling of her new last name, so that later she does not have to prove that this work book belongs to her in court.

How to fill out an order for corrections in a work book

Having received an employee’s appeal, the employer issues a local administrative act, which makes it possible to make an entry in the employment record when changing the surname and approve the need to adjust personnel documents. The form of the order is not established by law; it is issued arbitrarily.

All employees mentioned in it are familiarized with the order.

If you have to return to your previous surname during a divorce

There are no special differences in the process of making a new entry in the work book after marriage or after divorce. All that needs to be done is to include in the package of documents a certificate confirming the fact of dissolution of the marriage.

As for the order of changing data, it looks like this:

1. The HR employee carefully crosses out the previous name.
2. Enters a new one.
3. On the back cover there is a note that the surname has been changed based on the divorce certificate. Next, the details and date of issue of the document are indicated.
4. This record is signed and sealed by an authorized employee.

How to make changes to a work book

Making an entry is regulated by the Ministry of Labor Resolution No. 69 of October 10, 2003. The entry is made on the 1st (title) page.

Employer actions:

1. The existing entry with the previous information is crossed out with one line with a blue pen.
2. New information is entered next to the one crossed out. This is done above the entry, next to it, under the entry - the moment is not normatively regulated. The basis documents for the adjustment are indicated on the inside cover. The strict formulation of how to change the last name in the work book has not been approved. The option is “Last name has been changed based on...”. The employer indicates the number of the basis certificate and its date.
3. The recording is certified by the employer or a person authorized by him (with a transcript), indicating the date.
4. The employer puts the seal of the institution or the seal of the personnel service (if any). The seal should not overlap the entries made.

All inscriptions are made legibly, without abbreviations.

This is what a completed example of changing a surname in a work book looks like:

An employee changes his last name: how to formalize changes in personnel documents

The employee got married and changed her last name. In this case, is it enough to issue an order that from such and such a date Lukyanova be considered Shestakova in connection with the registration of marriage?

Is it necessary to conclude an additional agreement to the employment contract with the employee in connection with the change of surname?
Is there a fine for incorrectly drawing up an additional agreement? How to make corrections to the work book? What other documents need to reflect the change in surname?” We will answer all questions in order. According to Art. 3 of the Federal Law “On Personal Data” dated July 27, 2006 No. 152-FZ

“personal data - any information relating to an individual identified or determined on the basis of such information (subject of personal data), including his last name, first name, patronymic, year, month, date and place of birth, address, family, social, property position, education, profession, income, other information.”