How to properly certify a copy of the work book for your employee “currently working”

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Published: 06/18/2018

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The traditional document confirming a person’s work activity is a work book. In a number of life situations, it may be necessary to confirm the fact of work and position held at the present time or during a certain period. An extract from the book serves as adequate evidence in the vast majority of cases.

• What is an extract from the work book?
• Legal regulation
• Procedure for issuing an extract

Basic Rules

The basis for issuing a copy is the application submitted by the employee. But this rule applies more to large and medium-sized enterprises with a large number of employees. In small businesses and entrepreneurs, a copy may be issued upon the oral request of the applicant. But so that you are not delayed in issuing such a document, I recommend that you always draw up an application for its issuance.

It is necessary to copy all pages on which entries were made. Copies must be made from the very first sheet, which contains information about the owner of the book. And the last copy will be a sheet with a mark from the last place of work.

Copies can be certified in 2 ways:

1. Certify each sheet separately . Then you need to confirm “Correct” on each of them or write “Copy is correct.” The applicant is also required to write his position, last name, sign and affix the organization’s seal. In addition, it is necessary to date the certification of photocopies.
2. Fasten all the sheets together with firmware and attach additional paper on which the number of sheets will be indicated . There is also an inscription on it stating that “Copy is correct” or “Correct.” It is necessary to indicate the position of the person filling out, his full name and put a stamp. Don’t forget to also put the date on which the copies were made.

After the main certification, a phrase must be written on the copy stating that the person continues to work. Be sure to indicate that it is currently working.

The following have the right to sign:

• HR department employees;
• accountant;
• director;
• entrepreneur.

If the organization has a seal, it must be affixed. If it is absent, you must make the entry “ Believe without a seal .”

A copy must be issued no later than three days after receiving a request from an employee.

How to copy a document correctly

Only a copy certified in compliance with all rules will have legal force.

As we have already said, the validity period of such a photocopy is a month, but the validity period of a copy of a work book for a bank can be either extended or reduced, depending on your preferences.

So, a shorter period may be written on the photocopy form, for example, a personnel department employee sets the date from which date to which date the document is legally valid.

If he wants to increase it, then he writes again the period from which to which the photocopy is valid and also makes a signature that, if necessary, a new photocopy can be issued.

Of course, all these entries are made on the very last sheet of the photocopy.

When applying to a banking organization to obtain a loan, a citizen must provide a package of required documents. One of such documents is a copy of the work book. In the case where this document is in hand, providing an official copy does not cause any difficulties.

To do this, you should contact a notary office and pay the cost of the service. In order to have the form certified by a notary, you must have a document confirming the identity of the owner of the work book. After following all the established rules, the notary will prepare all the necessary copies and certify them according to the established procedure. The duration of this procedure is about thirty minutes.

If you have an official place of employment, this procedure becomes a little more complicated, since the document is stored in the personnel department. In this situation, you should contact the company management or HR staff. To do this, you need to draw up an appropriate application, where you need to indicate that a copy of the work book is required by a bank or other government agency.

A work book is the main document confirming the official employment and work experience of a citizen

Each sheet of the photocopy must contain the following notes:

1. The phrase “The copy is correct.”
2. Company stamp.
3. A sample of the signature and decoding of the full name of the personnel employee who issued the copy.
4. Certification date.

The absence of any of the details mentioned above will render the issued copy invalid. It should be emphasized that the last sheet should contain the entry “Working to date.” After this, the page is certified according to the above procedure.

Having officially gotten a job, the employee always hands over the original of his work record book to the employer. Since this document is confirmation of a person’s work activity throughout his entire life, organizations that need to present them with a copy of this document set high requirements for its certification.

A work book is a document that confirms a person’s work in a particular organization. In addition to the fact that it preserves the employee’s length of service, a work book may also be needed to apply for a loan from a bank. But? Everyone who is going to apply for a loan should know this. A copy of the work book for the bank, how to properly certify

Where to make a copy

To obtain a copy of this document, the employee should contact the organization's human resources department or the responsible official. As a rule, the period for its provision is from one to three days.

Very often situations arise when it is necessary to provide a work book. This could be a loan from a bank or various subsidies from the relevant authorities. But according to the provisions of the Labor Code of the Russian Federation, the employer does not have the right to issue the original work book to the employee until the latter is dismissed. Therefore, a copy or extract of the work record book is prepared for provision at the place of request.

1. To obtain a copy or extract, you must submit an application addressed to the head of the enterprise, and, if there is a personnel department, to his head. This practice exists in large organizations with a large number of employees. For an employee of a small structure, it is enough to confine himself to a verbal message about the need to obtain a copy of the work book. According to clause 7 of the Government of the Russian Federation Decree No. 225 of April 16, 2003. the relevant official issues such a document no later than 3 days from the date of submission of the application.
2. A complete copy of the work record is not always required. It is often sufficient to provide information relating to individual periods included in the work experience. Then the HR employee makes a copy only of the first page containing personal data and of the pages relating to the required period. It is not necessary to make copies using a photocopier. You can type identical text on your computer. This method is preferable if the entries in the book are made in illegible handwriting or it is impossible to make a high-quality photocopy.
3. A copy of the work book will have legal force if it is properly certified. The inscription “Copy is correct” is applied to each page, which is confirmed by the signature of an authorized person and seal. In this case, the surname and initials of the certifying person must be indicated. A photocopy of the work book sheet with the last entry is marked with the phrase “Works to date” and is certified in the same way as other pages. The seal impression should be located directly on the signature and partially on the text, but not on the empty field of the form. Otherwise, the copy may be considered invalid.

Sample certification of completed sheets of work book

A work book is a document that records the history of a person’s work activity. It is considered one of the mandatory documents when hiring if the employee has previously had official work experience. There are cases when an employer must make a copy of the work record of an employee who is currently working for him. Such a copy must be certified. How to properly certify it and what samples to focus on?

The copy is certified by an employee of the personnel service, and in its absence, by the person responsible for maintaining and storing work books, for example, the chief accountant. Small organizations often have neither a personnel officer nor an accountant on staff, and their duties are performed by the general director. In this case, he has the right to independently certify copies of his work record book.

At the bottom of each page of the copy there is a note “the copy is correct”, as well as the surname, initials, position of the responsible person, his signature and date of certification, and the seal of the organization is affixed. For example: “The copy is correct. HR Department Inspector I. A. Ivanova. 06/05/2016. Signature".

The last page, in addition to what is listed, must contain the phrase “currently in use.”

The inscription and seal should be placed on half of the copy of the spread, the second half should be on the blank part of the sheet.

The copied pages are numbered and stapled. At the place of stitching, a small piece of paper is glued, where the total number of sheets is noted and the entry “total laced and numbered” is written.

A copy of the book can be made in the form of simple sheets or stapled and stitched in accordance with all office work requirements. As a rule, the decision on how the document will look can be made by the employee himself.

Rules:

• Each sheet must bear the certification “Copy is correct.” Next to it there should be a date, the signature of the person in charge and a seal (of the entire enterprise, accounting or human resources department).
• Copies are made from all sheets of the book where there are entries, not excluding the title page and inserts in the work sheet.
• The last page of the copy should contain the phrase “Currently employed in the same position” or indicating the new position if the employee has been transferred.
• Copy sheets can be stapled or sewn. In the latter case, the document is numbered, and on the back the number of pages in it is indicated, the date, signature, seal and o.
• Work pages can be photocopied or printed. The only requirement is high print quality and normal document readability. If any parts of the duplicate are illegible or erased, this may render it invalid.
• The seal affixed to the pages of the copy should not be placed on an empty field of the document - it should partially cover the signature and certification. Violation of these points will lead to the copy being considered invalid.

• A complete copy of the work record is not always required. It is often sufficient to provide information relating to individual periods included in the work experience. Then the HR employee makes a copy only of the first page containing personal data and of the pages relating to the required period. It is not necessary to make copies using a photocopier. You can type identical text on your computer. This method is preferable if the entries in the book are made in illegible handwriting or it is impossible to make a high-quality photocopy.
• A limited number of employees have the right to certify copies of work records. This is usually the head of the enterprise or the head of the personnel department. In small companies, if there is no HR department, the document can be certified by the chief accountant. If a copy of the work record book is required by a pensioner or a person who is not currently working, you can contact the personnel department at your last place of work, whose specialists are required to prepare the document in the proper way.
• Only the last page of the copied work book can be certified. To do this, all prepared sheets must be sewn together, and the thread must be brought to the last sheet and glued with a small form on which the number of pages to be certified is indicated and the signature of an authorized person is affixed. The seal imprint should be located on the signature, partially on the form with information and on the last sheet of the work book to which it is affixed.

New rules

Some adjustments have been made to the legislation, which are important to know when preparing a copy. They began to operate on July 1 of this year. Now all employers are required to adhere to the new methodology for certifying books.

The main difference is that now it is additionally required to make a note about where exactly the original work document is stored. Typically, the storage location is indicated in the safe of the personnel department or accounting department of the enterprise.

If such a signature is not made, the copy will be considered invalid and will have to be reissued.

You can learn more about this in the following video.

Need for a copy

An employee may need such a document in various situations. The most common ones are:

1. As confirmation of a person’s job availability for a credit institution when making a loan request.
2. To confirm the information specified in the application form, for example, to obtain certain documents.
3. To determine the duration of the total length of service , as well as the consistency of work in the last place. This information is often necessary for credit institutions.
4. To determine the reasons for dismissals from previous places . Such information may be important to a new employer if a person is trying to find additional work.
5. To confirm employment when applying for benefits and allowances.

Common mistakes

Each official must know how to correctly fill out this document. But the employee himself should also know this information in order to detect errors in time and ask them to correct them in a timely manner. The most common inaccuracies and errors are:

1. The stamp “Copy is correct” is not indicated on all sheets , provided that they are not stitched and numbered.
2. Not all sheets bear the signature of the certifier , also provided that all sheets are not stitched and numbered.
3. There is no inscription on the last sheet stating that the person is still working.
4. The position of the person who certified the copy is missing.
5. The employee who issued the document does not have the authority to do this. Persons other than those listed above may not make copies.
6. The imprint of the organization's seal is only on a blank sheet of paper and does not affect the copy itself. The seal must be placed in such a way that it touches the photocopied book.
7. There is no link and no place to store the book itself.

Pay attention to these common mistakes when issuing a book and be careful when filling it out.

Possible shortcomings

How to properly certify a work book is important to understand not only for specialists, but also for the workers themselves. After all, the provided copies may contain errors, which should be known in advance. The most common of them are:

• The signature of the director or department manager is not affixed to all sheets. The reason is usually hidden in the inattention of an authorized employee who is in a hurry and does not look at the back of the document.
• Absence in some places. This also happens when notarizing a document, when the pages stick together during stitching.
• The sheets were signed by a specialist who did not have the authority to do so. Particular attention should be paid to this, since not all personnel department employees can issue copies of documents.
• There is no inscription that the person is listed on the staff of the enterprise at the time of issue.
• There is no record to identify the location of the document from which the copy was made.
• The stamp or seal does not affect the image on the paper and is located entirely on a clean area.

Knowing all the nuances of preparing a copy, you can get a valid document in one go, which will not need to be redone in the future. Therefore, you should pay attention to them immediately after handing over the finished result, regardless of whether it was issued by a notary or the personnel service.

Issuing a book

In some cases, employees may request that the original book be given to them in their hands. According to labor legislation, namely according to Art. 62, a book can only be issued for presentation to Social Security. And the employee is obliged to return it to his supervisor no later than 3 days from the date of receipt from this body. In the application for issuance, the employee must indicate for what purpose the original booklet was required and, if possible, attach a supporting document.

In all other cases, only a copy or an extract from the book is issued. If this rule is violated, a fine of up to 5 thousand rubles may be imposed on an official, and for an organization its amount will be 30-50 thousand rubles.

If the book is lost by an employee or employer, the latter will be required to issue a duplicate. He is given 15 days to do this. At the same time, he will be able to enter into the duplicate only that information that will be documented. That is, the employee will have to submit a written request to the Pension Fund or archive in order to obtain information about his employment in other organizations.

To avoid this, it is necessary to responsibly store the original books of your employees. And also the employees themselves must understand their responsibility if they receive the original in their hands.

Do I need to copy blank pages of a work book | Your Lawyer

Hello, in this article we will try to answer the question “Is it necessary to copy blank pages of a work book?” You can also consult with lawyers online for free directly on the website.

At the bottom of each page of the copy there is a note “the copy is correct”, as well as the surname, initials, position of the responsible person, his signature and date of certification, and the seal of the organization is affixed. For example: “The copy is correct. HR Department Inspector I. A. Ivanova. 06/05/2016. Signature".

A copy of the work record book can be certified at a notary office. Then it will have an unlimited validity period, but until new data is entered into the document.

One of the documents required to apply for a loan from a bank for urgent needs is a copy of the work record book certified by the employer, which confirms that the client has a permanent place of work.

If you work in a small company where there is no HR department, a copy of the employment record must be certified by the person who maintains personalized records of employees. In small companies, this may be done by the chief accountant.

How long is a copy of a work book valid for a bank?

He crossed out the incorrect entry and entered the correct data. On the inside of the cover he made a certification inscription: “information about the date of birth has been changed on the basis of the passport...” and put the seal of the enterprise. What to do in this case? During the initial registration, incorrect information about education and specialty was entered.

If such inaccuracies are made in the work record, this will not be a serious violation, since any information in the book has a serial number. But the cases are very diverse. An example is the registration of information about work and awards, where the following entry is written under the information in the third column if more lines are occupied in the fourth column than in the previous one.

The entry made is also certified by a seal on each page. The stamp is placed, capturing the text, not in a blank area of ​​the sheet, which makes it impossible to add any unreliable text. Any seal can be affixed: HR department, office, etc. – this is not a fundamental question.

Where and how to obtain a copy (extract) of a work book with its certification - instructions A work book is a legally important document. While the citizen is working, it should be kept by a specialist in the human resources department, or by the immediate supervisor of the organization.

The work book itself is stored in the employer's personnel department. Therefore, you won’t be able to just go and make a copy of it.

If you run out of sheets in your work book

Or, on each page of the copy there is a signature, a certification mark (an inscription or stamp “the copy is correct) and the seal of the organization.

On the last page, in addition, an entry is made “working to date,” after which the position and deciphering of the signature of the person who issued the copy is indicated.

4 Instead of certifying each page separately, you can also certify the work book “in bulk.”

The only thing that can distinguish this copy from others is its expiration date for the bank. Banks set these deadlines themselves, including very short ones (a week). It is useless to argue with them; they are not obliged to explain their requirements, as well as the reasons for refusing a loan. In addition to a copy of the work record, they may require an extract from the work record book and a copy of the employment contract.

It happens that a HR specialist puts a stamp in the wrong place, and the citizen receives a refusal because of this. To avoid embarrassing situations and to avoid having to redo documents, the extract should be certified correctly. Please review the received copy carefully. It should contain the following information at the end of the document:

1. Record number.
2. Suggestion: “Works until now.”
3. Specialist position.
4. Initials of the official.
5. Certification date.

Where is a copy of the work record required?

How to make changes in a work book if there are two lines between entries? If the data is recorded by one organization and there is no seal between them, then missing two or more lines is a big mistake.

The employer with whom the employee has an employment contract does not have the right to refuse to issue this document. Moreover, a copy must be made no later than within 3 days from the date of registration of the application. I recently had an interview. They asked me to leave a copy of my work record. I left it. Now I’m suffering - why? Why do personnel officers collect copies of candidates’ work records?

A photocopy of the work document is certified in accordance with the existing Rules. How to certify a copy of a work record book? Why might a copy be needed? Where to assure?

The employer puts his signature on each such certified sheet, makes a transcript of it, indicates his position and puts the seal of the organization.

In addition to confirming the veracity of the information provided by the future borrower, the bank needs this to:

• establishing the degree of solvency of the proposed client;
• determining his main stable source of income;
• insurance for possible recovery of the loan amount at the borrower’s place of work in the event of non-repayment.

The validity period of a certified copy of a work record book is not established by law. It is determined by the institutions that requested such a copy, and usually does not exceed one month.

The most common among them are:

• concluding a loan agreement with a bank;
• interview when looking for a new job;
• obtaining a passport or visa to enter a foreign country;
• registration of subsidies and benefits with social welfare authorities, etc.

The Labor Code of the Russian Federation establishes that in the case of part-time work, it is mandatory to conclude an employment contract, and not to record it in the work book. Those. In theory, at the request of the employee, such a record of part-time employment and dismissal can be made under the record of employment at the main place of work..

A copy of the work record is needed for various purposes. The procedure for certification of a document on work experience is established at the legislative level. From July 2021, a new standard will come into force to guide the certification of labor.

Government Decree No. 225 of 2003 instructs the personnel employee on the procedure for handling work books. According to Art. 7 of this legal act, an extract from the book must be issued no later than three days after the employee applies for it. You need to get it certified within this time frame. In order to receive the paper, the employee must write an application addressed to the employer.

Labor Code of the Russian Federation). When accepting it for subsequent maintenance and storage, you need to check that the last thing in it is a note about dismissal from the previous place of work. Its absence means that the employee is still working under an employment contract with the previous employer or that the employer simply did not make the appropriate mark.

In other cases this is not necessary. Conclusion A copy of the work record may be required by various organizations.

To read, register and get full access to all materials in the “Typical Situations” section for 1 month.

Why can you request a copy of the work record?

According to the law, the work book is kept by the employer; an application for a certified copy must be submitted to the HR department. According to Article 62 of the Labor Code, organizations are given 3 days to fulfill this obligation.

If there are no more sheets of information about work in the work book, the personnel officer begins recording in the wrong place, namely in the information about awards. This is not true; Pasting sheets into the back of the work book is also considered illegal; Old work books are used, blank forms are pasted in as inserts - this is also considered a mistake.

To correct incorrect entries, it is necessary to invalidate the work entries in the “Information about the award” section and transfer them to a newly designed insert in the “Information about the work” section (see sample below). Thus, we can say that you can do one of the above methods, which is most suitable for your situation.

Is it necessary to certify each sheet of the work book?

From July 1, 2021, GOST R 7.0.97-2016 comes into force. From now on, when certifying a document on work experience, you should indicate the storage location of the original book. In this case, the text and seal should be located half on the imprint of the taken copy of the work book, and the other half on the free part of the sheet.

Source: https://u-maker.ru/strakhovoe-pravo/943-nuzhno-li-kopirovat-pustye-stranicy-trudovoy-knizhki.html

Recommendations

I advise all people who are officially employed:

1. Keep a certified copy of the document at home . In this case, you need to request it every time you make a new entry in the book. This way, you can check that it is filled out correctly at any time. And also in case of damage or loss, you will have a document confirming that there were such entries in the book. Then you can very quickly restore your book by receiving a duplicate of it, which will contain all the same entries that are indicated in the certified copy.
2. When receiving a copy in your hands, be sure to check that it is filled out correctly . Pay special attention to the common mistakes that are made when preparing such copies.

All officials are required to know how to correctly draw up such documents, so they are required to be interested in all innovations in labor legislation.

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Related publications

In some cases, citizens may need a copy of their work record. Such a document can be accepted in some departments and institutions only if it is properly executed. How to properly make a copy of a work book? For how long does it have legal force? The answers to these and other questions are in our material.

Where can I get a copy certified?

How can I get a copy of my work record book so that there are no complaints about it from employees of different departments and banking institutions? A citizen can do this in two ways:

• by contacting the organization in which he currently works;
• by contacting a notary (this option is used if a person does not work anywhere officially, or the organization has been liquidated and the book is in his hands).

Authorized employees have the right to certify copies, incl. manager, chief accountant, personnel department employees. Work books of citizens working for an individual entrepreneur must be certified by the individual entrepreneur himself.

How to make a copy of a work book? The responsibility to prepare copies of work records is usually assigned to the personnel service. The same department is also responsible for their management.

Are blank pages certified in the work book?

The entire set is certified. Based on existing judicial practice regarding copies of documents, page-by-page certification is more appropriate.
Important aspects of creating copies include the mandatory indication of the date of manufacture. When certifying a copy of a document, a specialist must take into account the following design features:

1. Make copies of all pages of the document.
   Perhaps you currently hold the position of an ordinary worker, but previously worked in management/administrative positions. This may affect the provision of credit.
2. It is worth making a copy in the same size as the size of a real, real book. Don't zoom in.
3. If you have made a scan, it is not recommended to print the picture, as the size may change.
4. All details must be indicated, stamped and signed.
5. The extract also indicates the applicant's job.
   It is enough to write “Currently working/currently in position...”.

Please note that this statement is valid for only 1 month. If suddenly the employee quit during this period and got a new job, then the copy will be invalid.

Small organization Small organizations do not have the opportunity to maintain an entire structural unit that would deal with personnel issues - these responsibilities are usually delegated to either the manager’s secretary or an accountant.

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While the citizen is working, it should be kept by a specialist in the human resources department, or by the immediate manager of the organization.

If the citizen is not on the staff of the organization or is not employed, then the document can and should be in hand.

Certification methods directly depend on where the book is stored:

1. In the first case, the document is certified by the employer or the head of the personnel department.
2. Under the second condition, certification takes place in a notary office.

As a rule, if you are denied certification, request a written explanation stating the reason for the refusal.

In general, in practice, what happens is that the citizen is not refused, and without any problems, a copy of the book is issued - and then certified.

Registration of a document extract is carried out in several stages:

1. Personal contact with the organization.
   In a notary office, it is enough to verbally announce your request, but when contacting the personnel department or your immediate supervisor, you will need to write a statement.

   This requirement is especially often made by large companies with a small number of employees.

2. Determining the pages that need to be certified.
   Confirmation may not be required from the entire document, but only from a few pages.

   It is worth checking which periods of work experience are required for confirmation.

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It must be placed in a specially designated place.

The general scheme for certification of a work record is as follows:

Please adhere to this when registering.

Please note that:

1. The seals seemed to record a copy located on an A4 sheet.
2. Stamps were placed on every page.
3. Certification inscriptions are located at the bottom, on each page where there is a copy.

Validity period of a certified copy of a work record book – how much does it cost to have a copy of a work record certified by a notary?

A correctly executed copy will be legally valid for 1 month - of course, if no amendments have been made to the document during this period.

Relevance is lost immediately after new entries appear in the document, for example, due to dismissal/downsizing/employment.

The cost of this service in notary offices varies, depending on the region and city in which you live.

Is it necessary to certify each page of a copy of the work book?

Attention

How to certify a copy of a work book correctly

When certifying a copy of a document, a specialist must take into account the following design features:

1. Make copies of all pages of the document.
   Perhaps you currently hold the position of an ordinary worker, but previously worked in management/administrative positions. This may affect the provision of credit.
2. It is worth making a copy in the same size as the size of a real, real book. Don't zoom in.
3. If you have made a scan, it is not recommended to print the picture, as the size may change.
4. All details must be indicated, stamped and signed.
5. The extract also indicates the applicant's job. It is enough to write “Currently working/currently in position...”.

Please note that this statement is valid for only 1 month.

If suddenly the employee quit during this period and got a new job, then the copy will be invalid.

What matters to the bank is the borrower’s career path, continuity of length of service, positions in which he worked and is working, facts of work in certain organizations and employment at the present (as of the date of loan issuance) moment.

A significant role in this is played by information about the client’s persistence in labor relations, the source of which is his work record.

Thus, persons who change their place of work too often (who have recently had many entries about employment and dismissal in their work book) cannot always be recognized as reliable clients.

The situation is similar with persons whose work books contain records of dismissal on the so-called guilty grounds provided for in Art. 81 of the Labor Code of the Russian Federation (for systematic violations of labor discipline, absenteeism, showing up at work while drunk, committing theft at the place of work, etc.).

Such clients are often denied a loan, and the reasons may not be explained.

How to obtain a copy of a work book for a bank?

Each bank has its own rules regarding the documents presented. Preliminary study of them will allow the client to minimize the risk of non-issuance of a loan.

Therefore, the future borrower first of all needs to know what requirements the chosen bank has for a copy of the work record book.

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Responsible for production

The obligation to provide a copy is assigned to the employee authorized to conduct personnel records in the organization.

As a rule, this is the head of the personnel department, or a single person personnel officer.

If the organization is small and does not have full-time personnel in its structure, then the manager himself performs this function or delegates this responsibility to an accountant.

In cases where at the time of certification the individual is not employed and the work book is in his hands, you should contact a notary to make a certified copy.

Step-by-step instruction

The process of making such a copy is extremely simple:

1. A copy is made of all completed pages of the work book, starting from the first page with personal data and ending with the page with a mark on the last place of work;
2. A certification inscription is applied to the copy containing the date of production of the copy, position, signature and transcript of the signature of the authorized employee.

It is they, upon your written request, who are obliged to provide the requested copy of your work record book, having previously certified it, within a period not exceeding 3 days.

How to certify a copy of a work record book

Wherever work experience appears in the document flow. The most common situations when a copy of a work document is needed include situations such as:

• loan processing;
• receiving government subsidies;
• registration of pension payments;
• adoption procedure;
• obtaining a foreign passport, etc.

Based on a copy of the employment record, the period of employment is confirmed. But in some cases, an additional employer may need to review employment records when applying for a part-time job. Some positions are strictly prohibited from being combined.

Legal grounds Certification of a work record is a fairly common process. Every personnel officer encounters this more than once during his or her career.

In order to avoid unnecessary hassle, every literate person should know where and how to make a certified copy of the work record book.

The requirements for the “Date” detail are contained in paragraph 3.11: it is written in Arabic numerals in the sequence day-month-year, separated by dots.

• The sheets are numbered, stapled and the made copy is given to the employee.

A copy of the work record book certified by the employer - sample: The validity period of the copy is not defined by law and depends on the purpose for which the copy is intended. Different organizations may set their own deadlines. In practice, a copy is required for submission to a bank, migration service, social security authorities, court, etc.

In the case of issuing a loan to a citizen, the bank’s goal is to ensure his solvency and the “expiration date” can be reduced even to 2 weeks, but, as a rule, it is one month. There is no time limit for submission to court.

How to properly certify a copy of a work book: sample, nuances and errors

This is necessary in order to accurately calculate the validity period of the copy. Any new entry invalidates the copy, even if the validity period has not yet expired.

The number of spreads copied onto one A4 sheet is not regulated anywhere. But the presence of more than one spread on a sheet may lead to the fact that the copy will not be accepted and re-issue will be required. They can be found at the bank’s office or on its website on the Internet.

Typically, banks’ requirements for issuing a copy of a work book are as follows:

• It is enough to copy the sheets of the work book with existing entries, and not empty ones (consistent numbering of entries in it will not allow you to remove unprofitable ones);
• on one A4 sheet place one or two spreads of the document at a scale of at least 100%;
• the reverse side of the sheet is not used;
• if the entry about the last employment is at the end of the work book spread, then you should make a copy of the next blank sheet (so that the credit commission has no doubt about the presence of subsequent entries);
• each sheet of the photocopy must be certified by the signature of an official (indicating his position) and the seal of the organization;
• a photocopy of the work book after the last entry on employment should contain the inscription in blue pen: “So-and-so is currently working in the position. Record number, current date." This inscription must be certified by the signature of an official (indicating the position);
• the last page of the copy of the work book, like all other sheets, must also be certified by the signature of the official and the seal of the organization. That is, on the last page there must be two certifications and two seals: firstly, a record that the employee is currently working, and secondly, a certification of the page as a whole.

In general, this is what a copy of a work book for a loan looks like.

Important

Please review the received copy carefully. It should contain the following information at the end of the document:

1. Record number.
2. Suggestion: “Works until now.”
3. Specialist position.
4. Initials of the official.
5. Certification date.

Important: the seal of the institution or company you work for must be on it. How to properly certify a work book A copy with proper certification of the work book must be provided to the employee within three days from the moment the employer receives a written form of the appropriate nature. The process of creating a copy itself is not difficult.

A copy is made of all completed pages.

Source: https://pravoru55.ru/zaveryayutsya-li-pustye-stranitsy-v-trudovoj-knizhke

Sequence of employee actions

To receive a copy of your work report, an employee must complete a number of actions:

• contact the HR department;
• write an application requesting a copy of the document; it is usually written to the manager or head of the personnel department;
• expect the issuance of a certified document within the time established by law. According to clause 7 of the “Rules for maintaining work books” (approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225), a copy must be issued within 3 days from the date the employee submits the application.

The organization's management does not have the right to refuse an employee a copy under any circumstances.

Validity period for a copy of the document

The duration of validity of a copy of the work permit depends on the requirements of the organization requesting it. So, in many credit institutions, social agencies, etc. it is required to submit a copy no older than 1 month from the date of its certification. In other structures, this period may be longer - it is better to clarify this in advance.

If new entries are added to the work book after copying it, the copy automatically becomes invalid regardless of how much time has passed from the date of certification, and it should no longer be submitted anywhere.

How to make a copy of a work book correctly

A copy is created using technical means (copier) from the pages of the original. It consists of A4 size sheets stitched or not stapled together with a copy of one spread of the book on each sheet.

HR department employees must approach this process responsibly, since an incorrectly completed copy will not be accepted at the institution where the employee of the organization plans to apply.

How a copy of a work record is made by an employer:

• it is necessary to make photocopies of all pages on which there are entries (including inserts and the title page), if necessary, a copy is also made of the pages about awards;
• The print quality must be good, it is unacceptable to change the scale on the copier, double-sided copying is not allowed;
• copy sheets should be numbered;
• if the copied pages are not stitched together, each of them must indicate: the inscription “Correct”, the position of the person who certified the copy, the handwritten signature of the certifier, his initials and surname, the date of certification; when stitching pages of a copy, such an entry is made only on the last sheet, and on its back a paper sticker is made indicating the number of numbered and stitched sheets (the inscription is also certified by a signature and seal);
• on the last page of the copy of the work the inscription “Working to date” is also written;
• the seal should be located on part of the text, and not in an empty space on the page.

Please note that as of July 1, 2018, the new GOST R 7.0.97-2016 came into force, adding a new requirement to the procedure for making a certification mark (clause 5.26). Now, if a copy is made for submission to another organization, the standard certification inscription must be supplemented with a phrase about the location of storage of the original document. Here's what it might look like in an example:

How to copy a document correctly

A document such as a work book contains all the basic information that is directly related to the employee’s work activities.
Since this information is considered the basis for calculating length of service and pension, there are strict requirements for registration and entry. The same applies to storage. The employer must have the book – in the organization where the employee is currently working. It can only be handed over upon dismissal. Therefore, if there is a need to provide any data, the question arises - how to properly make a copy of the work book?

Also see “Where is a copy of the work record required?”

This task is the responsibility of the employer, since this document is stored with him. Employees themselves cannot personally make copies, therefore all questions about how to obtain a copy of a work record relate only to the employer. Typically, this type of application involves using a photocopier to get everything you need.

There are no clear regulations on how to make a copy of a work record book. Therefore, if an employee has submitted a corresponding application, you should copy the necessary pages and also supplement them with a certifying signature.

According to the law, the work book is kept by the employer; an application for a certified copy must be submitted to the HR department. According to Article 62 of the Labor Code, organizations are given 3 days to fulfill this obligation. When making a copy, you must follow certain rules:

1. A copy can only be made from the original work book using a photocopier.
2. It is advisable to place a copy of each spread on a separate A4 sheet.
3. First, the title page with the employee’s data is copied, then the remaining sheets in the exact sequence. If there is an insert, you must copy it too. There is no need to make copies of blank sheets.
4. Finally, copy the sheet with the place of work at the moment. If an entry is made on the last line of a spread, you must make a copy of the next empty spread.

Sometimes it is necessary to issue an extract from the work book. In this case, pages are copied only for a certain period specified by the employee in the application.

There are several important points on how to properly certify a work book:

• Copies are taken from all pages of the document and fastened together: with a stapler or stitched with thread.
• The basic rules for how to certify a work book are shown in paragraph 3.26 of GOST R 6.30-2003. On each page of the photocopy there is a round seal;
• the phrase “the copy is correct”;
• date, position, signature and transcript of the person responsible for preparing the document.

How to correctly certify a copy of a work book; a sample cannot be found in regulations, but there are standard rules for document preparation.

The legislation does not provide for penalties for incorrectly certified papers. But, you need to adhere to the basic rules, as a copy of the work book is certified. An incorrectly executed copy is considered an invalid document.

Each official must know how to correctly fill out this document. But the employee himself should also know this information in order to detect errors in time and ask them to correct them in a timely manner. The most common inaccuracies and errors are:

1. The stamp “Copy is correct” is not indicated on all sheets, provided that they are not stitched or numbered.
2. Not all sheets bear the signature of the certifier, also provided that all sheets are not stitched and numbered.
3. There is no inscription on the last sheet stating that the person is still working.
4. The position of the person who certified the copy is missing.
5. The employee who issued the document does not have the authority to do this. Persons other than those listed above may not make copies.
6. The imprint of the organization's seal is only on a blank sheet of paper and does not affect the copy itself. The seal must be placed in such a way that it touches the photocopied book.
7. There is no link and no place to store the book itself.

Pay attention to these common mistakes when issuing a book and be careful when filling it out.

The main document regulating the relationship between employee and employer is the Labor Code of the Russian Federation.

According to Article 56 of the Labor Code of Russia, the mutual obligations of the employee and the employer are fixed in the employment contract. From the moment the said agreement is concluded, its parties have rights and obligations, a general list of which is given in Articles 21 and 22 of the Labor Code of Russia.

In addition to fulfilling the obligations listed in the above-mentioned articles of the Labor Code of the Russian Federation, the employer must maintain work books for its employees. Entries in them, as follows from the content of Article 66 of the Code, must be made after five working days from the date the relevant individual begins to perform official duties.

The Government of the Russian Federation, by its Resolution No. 225 dated April 16, 2003, approved the Rules for maintaining and storing work books, producing work book forms and providing them to employers. These regulations are mandatory for use by employees, as well as organizations and individual entrepreneurs.

In accordance with paragraph 7 of the Rules, each employee may request from his employer a certified copy of the work record book. The same norm establishes the latter’s obligation to satisfy the specified request of an individual within three working days. However, the said act of rulemaking does not contain a sample copy of the work record book certified by the employer.

It should be noted that Article 62 of the Labor Code of Russia provides for a similar right of an employee to receive copies of documents related to the performance of his official duties. The specified individual may request a duly certified extract from the work record book.

It is noteworthy that the provisions of the Labor Code of the Russian Federation also do not answer the question of how to certify a copy of a work record book. The Code also does not contain a sample format for such a document.

In most cases, issuing a copy of the work book in the manner prescribed by Russian regulations is sufficient. However, for specific situations the design algorithm may be slightly different.

For example, in order to answer the question of how to certify a work book for a loan, you must be guided by the requirements of a particular bank, since there is no regulatory procedure for such registration.

Having analyzed such requirements, it can be noted that for most banks, a copy of the work book must contain both general details and a note that the employee continues to work in the organization to the present day.

A condition for the correct certification of a work book is the need to put marks on each sheet regarding the correspondence of the copy to the original. As practice shows, it is impossible to stitch such a document by certifying only the stitching.

This requirement is mandatory for cases of issuing copies of work records. For most other documents, it is permissible to use certification not for each sheet, but only for the stitching.

A labor report is a strict reporting form that is stored in a safe or other important place in the organization. To make a copy, you must first obtain the original. A request for the temporary release of the original work permit can be submitted to:

1. To the director
2. To the chief accountant
3. Head of HR department or HR specialist

The order of your actions:

• Contact one of the above persons
• Write an application to receive a copy of the work report. It is drawn up in compliance with standard requirements; the main part of the document indicates the request for a copy of the work book and the purpose for which it is required. At the same time, the absence of a valid reason for receiving a copy is not a basis for refusing to issue it - the employer is obliged to issue the document in any case.
• Waiting to receive a copy. The employer is given 3 days from the date the employee submits the application to complete this document.

The following error is often encountered: the organization’s seal does not capture the text and signature of the personnel officer, and is located in an “empty” place on the page. The seal impression must be positioned to capture the copy.

It should be especially noted that errors in copies are inappropriate. Also, corrections when writing wording are not allowed. A document executed incorrectly will simply not be accepted from an employee, as it will be considered invalid. If a mistake was made, you need to make a new photocopy of the required page and properly certify it.

Features of making a copy for the bank

How to make a copy of a work record book if the employee’s goal is to obtain a loan from a bank? According to the above rules. In this case, the document records must confirm that the borrower is still working in a certain position. When verifying, the following nuances should be taken into account:

• the copy must be prepared in accordance with all legal requirements, and specific design requirements should be clarified with the banking institution;
• if the last entry in the work book is located at the very bottom of the page, you need to make a photocopy of the blank page following it; this will confirm that the citizen has not been fired or transferred to another position.

What is a work book

A work record is required when applying for a job. The new employee provides it along with his passport, SNILS and other documents. If a person is employed for the first time, the employer issues a work book for him.

Where is the work book stored during work and what data is entered into it?

The work record book is kept by the employer throughout the entire period of a person’s work in the organization. It contains information about the owner and complete information about his work activities throughout his life. It contains information about work, military service, courses, as well as awards.

Watch the video to learn how to make entries in the work book.

What is a copy of a work record and why is it needed?

A copy of the work book is a certified photocopy of all completed pages of the document, including the title page. This is how it differs from an extract, which contains only part of the information from the labor report. A document is sometimes incorrectly certified - in such cases it is considered invalid.

Typically, the need to obtain a copy of a work book appears in the following cases:

• obtaining a work or business visa;
• obtaining a foreign passport;
• providing information about work and length of service to the Pension Fund;
• restoration of a lost work book (if you have a copy of the document on hand, this process is simplified);
• compiling and submitting a resume to potential employers;
• submitting an application for a loan;
• registration of subsidies.

Why might you need a copy of the employment document?

A document indicating a person’s consistent official employment may be needed not only when applying for employment at his main place of work. The list of reasons for needing to obtain a copy can be quite extensive:

1. Prevention of loss or damage to the original . It is always a good idea to have a copy of such an important document. After all, despite the fact that the employer is responsible for the safety of your work record, unforeseen situations cannot be ruled out when it is damaged or lost, whether due to a human factor or an emergency situation. Restoring data from work records is a rather labor-intensive and time-consuming procedure, so a certified “just in case” copy is insurance against possible troubles.
2. Part-time employment. If the combination of positions is internal, the labor issue is not relevant. After all, the employer, and therefore the personnel service, are the same. But if an employee combines positions in different organizations, then he will need a duplicate of this document to provide it to another employer.
3. Looking for a new job. If a person plans to change his place of employment and is looking for a new job before leaving, then he may need this copy to compile a resume, as well as during interviews.
4. For banking organizations. Banks require this paper in cases where a person is counting on a loan or intends to act as a guarantor when issuing a loan to another person.
5. When applying for a foreign passport. A citizen of the Russian Federation, when filling out an application for a foreign passport, must indicate data on his professional employment as they are formulated in the employment contract. Even if by law it is not necessary to provide a copy for this purpose, having it in front of your eyes in this case will be much more convenient.
6. The social security authorities will ask you to present your work book or a copy of it when assigning a subsidy, allowance or other payments for which work experience matters. An incorrectly certified copy will force you to go through the difficult procedure of waiting in line to see the inspector again.
7. To obtain a visa to certain countries. Some consulates prefer to receive, among other documents for a visa, information about the work experience of the departing citizen.

NOTE! The law does not limit situations in which an institution may require a copy of a person’s employment record. It all depends on the specific situation and goal.

Where to start certifying a copy of a work permit

Let's look at how to properly make a copy of a work book. This document is kept by the employer, so you should contact the HR department or directly to the manager. The employee must submit an application addressed to the director with a request to provide a certified copy of the employment record. It is not necessary to indicate the reasons why the document is required.

If this paper is required by a pensioner or temporarily unemployed person, then you should contact the personnel department at your last place of work. There you will also have to write a statement addressed to the manager.

Issuance of a duplicate work book

If the work book is lost or if it has become unusable, in accordance with the Labor Code of the Russian Federation, the employee should be issued a duplicate. Its registration takes place at the specialist’s current place of work. How to properly duplicate a work book?

• First you need to collect some documents:

1. supporting documents}
2. organization documents}
3. blank work book form}
4. company seal}
5. forms of relevant documents.

• The employee must submit an application addressed to the main person of the company for the issuance of a duplicate, where he must put his signature and date. The director of the organization must review the submitted application, put a resolution on it, certify it with the seal of the organization and sign if he agrees.
• The head of the company issues an order to issue a duplicate.
• The word “duplicate” is written on the title page of the work book, followed by the employee’s last name, first name and patronymic, as well as place and date of birth, education (secondary, specialized secondary, professional or higher). The employee’s total length of service before joining the current place of work must also be indicated here.
• In order, according to the dates of hiring and dismissal, information about previous places of work is entered (name of organization, date of hiring and dismissal, number and date of the document confirming the specialist’s work in a particular company). Each entry is certified by the seal of the organization, the position of the certifier, his initials and surname are indicated, and a signature is placed. The employee must be familiar with each entry by signature.
• If any of the documents presented confirming the place of work contain incomplete or inaccurate information, then such an entry is not included in the duplicate work book.
• A duplicate of the work book is issued within fifteen days from the date of submitting the relevant application in person.

Detailed instructions for certifying a copy of a work record book

There are certain requirements for certification of a copy of the work record book. At the bottom of the page on each sheet should be:

• the inscription “Copy is correct”;
• seal of the organization in which the applicant works;
• Full name, position and signature of the employee authorized to certify a copy of the work report;
• date of certification.

An additional entry “currently working in the position...” is added to the last page. Below, the authorized employee puts his signature with a transcript, indicates his position and puts the date.

All sheets are numbered and stapled. In this form, a certified copy is handed over to the employee.

Common mistakes when certifying a copy of a work document

In some cases, banks and other institutions refuse to accept a copy of the work record book. The reason is the identification of errors during document certification. The most common of them are the following:

• the inscription “Copy is correct” in the copy of the work book is not on all pages, but only on the last one;
• the stamp was placed incorrectly (it should cover part of the signature of the responsible employee and part of the photocopied page of the document);
• incorrect copies were taken from the pages of the work book (each page must be copied onto a separate sheet);
• there is no copy of the title page of the work book;
• there is no transcript of the signature of the responsible employee.

The validity period of a certified copy of a work record book is usually 1 month, but banks often reduce it to 2 weeks. After this time, the copy will have to be completed again.

Don't Make These Mistakes

The most common mistakes that can negate the validity of a certified duplicate or extract from a work record book:

• lack of a copy of the cover page with personal data;
• the presence of the o, signature, date and seal not on all pages of the copy (the absence of any of these elements is enough to lose relevance);
• the bound version does not indicate the number of sheets of copy;
• the seal does not capture the text of the copy, but stands on the empty field below it.

ATTENTION! The copy will become invalid one month after issuance, as well as if additional entries were made to the original during this month. The exception is a notarized copy - its validity is unlimited.