Familiarization sheet with local regulations

Familiarization with the order against signature

In order for the manager’s order to have legal force for execution, employees must be familiar with it.
In some cases, familiarization must be confirmed by the signatures of employees who are involved in this document. Today in the article we will figure out how you can collect signatures for an order, how to draw up a familiarization sheet, and what documents you need to familiarize workers with for signature. From this article you will learn:

• For which documents is it necessary to familiarize yourself with signature;
• what orders should be familiarized to workers against signature;
• How does one get acquainted with the promotion order?

According to the labor legislation of the Russian Federation, there are categories of orders, familiarization of employees with which is mandatory. If employees are not familiarized with them on time, then such documents may lose their validity, and in some cases the company may face a fine.

For example, if an employee received a penalty, but was not familiarized with the manager’s order within five days, the penalty cannot be imposed.

There are three types of orders:

• on the main activity (published by the manager and serves to ensure the main and operational activities of the company);
• by personnel (reflects all aspects of the labor relationship between employee and employer);
• on administrative and economic issues (concerning issues such as the operation of the building, transport, security issues, etc.).

The general rule is that all persons involved in the document must be familiar with it upon signature. Let's figure out who is involved in the orders.

The subjects of orders for personnel are the employees whose names appear in the order, and the subjects of orders for the main activities are their executors, that is, those employees who are entrusted with the execution of the order. For violation of the regulations for the storage and execution of these types of documents, the responsible person may be held administratively liable in the form of a warning or a fine.

The obligation to familiarize employees with the order is dictated by common sense - you cannot demand that people follow instructions if they are not familiar with them. However, in some cases, orders are important primarily for accounting than for the employee. For example, during military training, the manager signs a document on release from work for the period of military training, but it is also clear that the employee will not be able to be present in two places at the same time.

Sample welcome letter to colleagues from a new employee

This final chapter will focus on how to introduce yourself via email when you've just started your new position. Here we will tell you not only how to introduce yourself to your colleagues, but also to your boss and the teams with whom you will intersect as part of your work.

introduction

Dear(my)… (Alexander Petrovich; Members of the Board of Directors). This is the most formal way to introduce yourself. Good to use with your boss, executives, or other people to whom you want to present yourself formally and professionally.

Hello/Hello... (Maxim; Marketing Department). It's less formal. You will notice that in the examples given here, this form of greeting is used when you are addressing a person by name. You can also use this in cases where you will be addressing a team or group of people you may not have met in person.

Explain who you are and what position you were hired for.

My name is Valentin, I just joined the company as a new sales representative.

My name is Irina, as you may have heard, I will be serving as Senior Director of Marketing effective September 20th.

Let them know why you are writing

I would like to take a moment to introduce myself to you via email.

I am sending this email to introduce myself to you and provide my contact information if you need to contact me for any reason.

Add how much you look forward to meeting them in person and working with them in the future

I truly look forward to meeting you in person and am very excited about the projects we will be working on together in the future.

I am excited to join your team and look forward to meeting everyone in person.

I hope to meet you soon and look forward to a fruitful collaboration.

Invite them to contact you personally if they wish

Please feel free to visit me anytime if you have any questions or would just like to meet in person.

If I can be of any assistance to you, please don't hesitate to contact me.

Ways to formally end an email

Sincerely; Best wishes; All the best

Putting everything together, you should end up with something like this:

Dear Sergey Leonidovich

My name is Elena Mayakovskaya and I have just been hired as a new paralegal. I am sending this email to introduce myself to you and provide my contact information if you need to contact me for any reason. My email address is [email protected] and my extension number is 17. I truly look forward to meeting you in person and am very excited about the projects we will be working on together in the future.

Sincerely,

Elena Mayakovskaya

Hello Marketing Department,

My name is Irina Varna, and as you may have heard, I will be serving as Senior Director of Marketing effective September 20th. I would like to take a moment to introduce myself to you via email. I am excited to join this team and look forward to meeting everyone in person. Please feel free to stop by my office any time after the 20th if you have any questions or would just like to meet in person.

Sincerely,

Irina Varna

What orders need to be familiarized with signature?

There are at least two documentary reasons for familiarizing workers with orders.

1. Requirement of the Labor Code of the Russian Federation (order on hiring - Article 68 of the Labor Code of the Russian Federation, on dismissal - Article 84.1 of the Labor Code of the Russian Federation, on punishment - Article 193 of the Labor Code of the Russian Federation);
2. The familiarization visa is included in the unified form of the order itself (this applies to orders such as hiring, transfer to another job, dismissal, promotion, business trip, granting leave.).

In addition, orders often lead to changes in work activities, so employees must not only familiarize themselves with the innovations, but also sign their consent to the new order. All signatures must be kept in folders with the relevant documents.

Familiarization with the order itself can be done either in the order itself, or on a separate sheet, which is called “sheet of familiarization with the order.” Information about the name and date of the order, the full name of the employee, a signature and date of signing must be entered into the order familiarization sheet, and the positions of the employees may be indicated.

Article 22 of the Labor Code of the Russian Federation describes the responsibilities of the employer, and among them there is a clause “to familiarize employees, upon signature, with the adopted local regulations directly related to their work activities.” Consequently, all orders for personnel must be signed, including orders for bonuses, business trips, and fines. For the accrual of any one-time bonus, the basis is an order from the manager, drawn up according to unified forms No. T-11 and No. T-11a or according to a form developed in the institution. The unified forms already contain special lines in advance where the employee who has read it must put his signature. Consequently, in a similar way it is necessary to sign orders drawn up on free-form forms.

What are regulations

Regulatory acts include any documents that are developed at an enterprise and that are aimed at organizing relations between an employer and a subordinate, forming a work process, creating internal and external connections, etc.

In particular, the following are considered regulatory acts:

• orders and instructions from management;
• inner order rules;
• occupational health and safety rules;
• other similar documents.

It should be noted that regulations may be temporary or permanent, but they are always strictly valid only in the company in which they are issued and issued on behalf of the director or administration of the company.

All internal regulations must be developed strictly in accordance with the legislation of the Russian Federation and take into account the interests of both the employer and his subordinates.

Familiarization with the promotion order

Most often, questions arise about the need for signatures under orders on employee incentives. According to the instructions given in Resolution of the State Statistics Committee of the Russian Federation No. 1, such orders are signed by the head of the organization and announced to the employee against signature. This involves including each employee to be awarded a bonus in the order and familiarizing each employee with the bonus order against signature. Familiarization in some cases is necessary only to inform employees of decisions on bonuses and the amount of incentives.

If a bonus is given to each employee for a certain period of time, for example, monthly, that is, if the incentive is of a massive and regular nature, is made on a general standard basis and in standard amounts specified in local regulations, then it is not necessary to collect additional signatures from employees. It is enough to indicate the regularity and amount of bonus payments in the local act.

But at the same time, the employee must be familiar with the local regulatory act, which is referenced in the employment contract (Article 57 of the Labor Code of the Russian Federation (Labor Code of the Russian Federation)).

Is it possible to fire an employee for refusing to sign a job description?

In modern Russian practice, there have been situations when, when entering job descriptions at an enterprise, some employees refused to sign them, which is why they simply quit on the initiative of management. The employer referred to the legislation of the Russian Federation.

In particular, one of the norms of the Labor Code states that he has the right to dismiss an employee due to his refusal to work “in connection with a change in the terms of the employment contract determined by the parties.” During court proceedings, it turned out that refusal to sign a job description does not fall under this article .

Thus, no one has the right to dismiss for this, and even if such a precedent occurs, the court will reinstate the employee to his position without unnecessary delay.

Who needs to be notified of the order?

First of all, you need to familiarize yourself with the order to its main characters: the workers who receive some task in the document. For example, if in an order Ivanov receives one task, Petrov another, and Sidorov is entrusted with control over the execution of the order, then all three need to be familiarized with the document.

The executors of the task can be indicated in a general way in the document, for example: “Heads of structural units must submit information by 09/01/2018.” Then all heads of structural units, without exception, must be included in the list of familiarization with the order.

The order can also be intended for an indefinite number of persons. For example, if a document approves a local regulatory act (LNA) that concerns everyone, all employees need to be familiarized with it. In such cases, someone from the administrative sector, for example, you, as a secretary, is tasked with familiarizing workers with this order. Then only you will sign on the document under the words “I have read the order,” and then you need to create a sheet of familiarization with the order and either approach each of your colleagues personally, or act through the heads of departments.

In any case, if there is a task in the document, then it must have an executor and a deadline: not just “Bring the order to the heads of departments as regards them”, but “Secretary Kuznetsova P.A. bring the order to the heads of departments as regards them” concerning until 01.09.2018.”

The employee's familiarization with the document is completed in a similar manner to the “visa” details. The familiarization visa contains the words “We have been familiarized with the order”, the employee’s position, his personal signature, initials, surname and date of familiarization.

Why do you need a job title at all?

It would be wrong to say that familiarization with the job description is necessary only so that the employer, having received the desired signature, can one day easily reprimand or reprimand the employee.

A job description is the main document regulating the labor function of an employee. It contains:

• information about the unit and its place in the structure of the organization, as well as the subordination structure within the unit;
• information about the location of the employee’s workplace;
• responsibilities and rights of the employee.

In fact, without studying the job description, the employee will not be fully aware of his duties and rights, and therefore, a priori, will not be able to properly perform the function assigned to him by the employment contract.

How to draw up a review sheet for an order?

There is no standard unified form for the order familiarization sheet. The sheet is drawn up by the secretary in any form or according to a template accepted in the company’s office work.

To avoid problems in court or the labor inspectorate, we recommend that you adhere to the standard structure of the document.

The “head” of the sheet contains:

• name of company;
• name of the business paper (sheet for familiarization with the order);
• information about the order, its number and date of signing.

The main part of the sheet is drawn up in the form of a table with the following columns:

• employee number in order;
• Full name of the employee;
• employee's position;
• date of familiarization with the order;
• employee signature.

If necessary, add information to the table about the structural unit to which the employee belongs and notes.

If there are many employees mentioned in the order, then use several sheets to register their information and signatures. Number the sheets and fasten them with a stapler or strong thread.

Sample of a completed order familiarization sheet

How to design a sheet?

The employee familiarization sheet with the order is drawn up either on the organization’s letterhead or on a blank A4 sheet. The sheet is compiled in one copy. Print out the document form or write it by hand. The main condition for the legitimacy of the sheet is the presence of authentic employee signatures.

If the local regulatory act of the organization does not stipulate the procedure for certifying documents with a seal or stamp, then a seal impression is not needed. Let us remind you that starting from 2021, legal entities have the right not to use seals and stamps to endorse documentation.

After collecting all the signatures and completing the sheet, register it in the company’s internal documentation logbook.

Conclusion

The order familiarization sheet confirms that the employee mentioned in the order is familiar with its contents and is ready to carry it out. In the event of labor disputes, the familiarization sheet will serve as evidence in court or the labor inspectorate. The form of the sheet is free, but contains a number of mandatory elements: the name of the enterprise, information about the order, names and signatures of employees mentioned in the order.

Find out how, with the help of one simple document, you can avoid a GIT fine and prove that the employee was informed of the order on time.

We have prepared the perfect sample for you:

Sheet for employees to familiarize themselves with the organization’s local documentDocument from an expert

Recommendations for familiarization

Due to the fact that the company’s management needs to provide a wide range of documents for future employees to study, it is recommended to initially create a list of such documents in writing. This will help you not forget anything.

At the same time, the list should indicate whether all employees are required to comply with a specific act or only those who occupy certain positions. In addition, you can make other notes in such an act.

In order to facilitate the familiarization procedure, you can use a special sheet for each individual act. This act reflects the fact of reading the document, about which the citizen signs. In addition, the employee’s last name and initials and the date the text was read are reflected.

It is possible to formulate such an act in a free format. It is necessary to file such a sheet for each individual act with which you want to introduce a person. You also need to take into account that when employing a citizen, you will need to familiarize yourself with many acts, so experts talk about the need to give additional time to the person and not rush him.

When will you need a review sheet for the order?

Orders are written instructions that confirm the decisions made by the employer. With the help of administrative documents, they regulate a variety of aspects of labor relations, from transfers and appointments to positions, to the provision of annual leaves and maternity leave, business trips, salary revisions and more.

The law requires that staff be familiarized with all regulatory documents that are directly related to their work activities. This applies to all legal entities and individual entrepreneurs who employ hired labor.

The Labor Code of the Russian Federation obliges employees to familiarize themselves with the following:

• with orders for employment;
• with orders of dismissal;
• with orders to impose disciplinary sanctions.

It is also advisable to familiarize employees with other orders against signature, since the fact of non-familiarization indicates that the order was not brought to the attention of the employee, and, therefore, he has the right not to fulfill the employer’s task. The responsibility to bring to the attention of personnel the contents of important documents is, as a rule, entrusted to the employee responsible for personnel records management: familiarization with orders is an important part of the HR officer’s work.

★ Always confirm the fact of familiarization in writing, indicating the exact date. This is the only way in the event of a conflict or legal dispute, the employer will be able to prove that the employee was actually notified of the decision made and did so within the required time frame. Find out on which documents an employee’s signature is not needed, and where you can’t do without it, from the article in the “Personnel Business” magazine.

The form of familiarization with the order varies. You can provide a special field for the employee’s signature on the order form, create a separate journal, or use a sheet for familiarizing yourself with the order (the form for such cases has not been approved, so each organization has the right to develop its own version).

The last method is the most practical and convenient if the order applies to several employees or an entire structural unit of the company. By leaving his signature on the form, the employee thereby confirms that he is ready to begin to carry out the employer’s order.

★ Familiarization with internal labor regulations and other local regulations is best reflected in a special journal, especially if the enterprise is large - after all, in this case, tens or hundreds of employees become familiar with the regulations and other documents establishing standards of behavior at work. Read more about the procedure for developing and approving local acts in the Personnel Affairs magazine.

Sample speech of the manager when meeting the team

When managers come to a new team and start introducing themselves, sharing their resume and hobbies, it doesn’t always look professional. Your goal is to make a good impression on new employees, and they will follow you.

The point of a speech is to set the tone. People need to understand how you will solve assigned tasks and communicate with the team. You must show what is important to you in achieving the success of the entire team.

Of course, on the first day, none of these people will expect you to develop a business development strategy, since this takes time. But they will look for clues in your words about what kind of leader you strive to be.

For this reason, remind employees that your doors are always open and whatever is said will remain theirs. And don't forget to mention teamwork in your speech, as it is a fundamental key to the success of any team.

Example of a leader's speech:

My name is Sergey, and I am the head of the procurement department in this company. I'm new here, so I hope you'll be open with me when I ask you questions. I'm not going to test your weaknesses or those of your colleagues. It is important for me to hear what and how you do, and how we can improve it. For me now it is important to understand the process of work in this department.

The main principle of our department will be safety. Whether you work in a factory or an office, I would like you all to return home safely at the end of the working day. And these are the questions I will be interested in in the first days, so be open with me in discussing such problems, because this concerns each of us.

The next thing is respect. You can count on me to always treat you with respect. This means not swearing or raising their voice at you. I will expect the same treatment in return, and that this type of respect will be extended to everyone in the company. I am tolerant of laughter and all sorts of conversations, but it must be respectful of everyone.

Third is honesty. This means that we are telling the truth. You can expect me to tell the truth and I will expect the same. Telling the truth is very liberating. Truth has no politics and no taboo topics. If it will make the company perform better, it needs to be talked about openly.

Yes, and the desire to tell the truth is not the same as giving out all the information. You don't have to tell everyone your salary at the first request, or about a future company merger. This means that some information must remain secret.

The last expectation is about teamwork. If you need help, you should ask for it. Everyone here must count on the help of their colleague. You should also help out when you can, especially if it will help others do their jobs better. Of course, this means that you will put in extra efforts and sacrifices.

These efforts will be recognized by those around you and may even ultimately lead to a significant improvement in your situation. Or at the very least, you will be confident that you can count on help when you need it.

These are all my expectations in this team. Please let me know if you have any objections or suggestions.

My door is always open. Thank you for your attention!

Conclusion

Learning how to introduce yourself to new colleagues will help you achieve a long and successful tenure at your new company. After getting to know your colleagues, make sure you maintain relationships with them. Having good relationships at work can benefit you in many ways, such as making your work life easier and increasing your productivity.

If you are interested in achieving leadership positions in your team in the future, then we advise you to read our article “How to become a leader in a team. Practical actions."

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General protocol for familiarization with the order

Personnel are introduced only to orders endorsed by management (and in some cases also pre-agreed with the trade union) orders. The employer can fix the details of the procedure separately - for example, develop a local act or issue an order to familiarize yourself with documents. Be that as it may, the procedure applied should not contradict the norms of labor legislation.

Unacceptable:

1. Let any of the workers mentioned in the order pass through.
2. Falsify signatures.
3. By blackmailing and threatening to force employees who do not agree with the order to sign and comply with it.

If on the day of familiarization the employee who is subject to the order is absent from work, for example, is sick, has taken leave at his own expense, or is on a business trip, you should wait for his return and carry out the procedure as usual. In case of refusal to familiarize yourself - and this often happens if we are talking about a decision that is unpleasant for the employee, for example, a reprimand or dismissal - a corresponding act is drawn up, preferably in the presence of witnesses.

Act on the employee’s refusal to sign an order imposing a disciplinary sanction

View sample

★ An employee who, without good reason, refuses to sign and comply with an employer’s order may be subject to disciplinary action. The choice of punishment is determined taking into account the circumstances. As a rule, more stringent measures are applied to persistent violators of discipline than to other employees. But in any case, the arsenal of methods of influence used by the employer is limited by Article 192 of the Labor Code of the Russian Federation. An expert from Sistema Personnel will tell you how to determine the severity of an offense and apply disciplinary action without breaking the law.

Why are house rules needed?

First of all, it should be remembered that according to the current labor legislation, the presence of rules in the organization is mandatory (189 Labor Code of the Russian Federation).

This document establishes the procedure for:

• hiring employees;
• transfer of employees to another position or to another structural unit;
• registration of dismissal of employees by agreement of the parties, or at the initiative of the employer;
• providing employees with vacations;
• distribution of incentives and employee benefits.

In addition, the Rules establish a certain working day schedule:

• working hours;
• duration and time of lunches and rest.

The rules contain a separate section that stipulates liability for violating the norms of this document. Accordingly, in each business entity such Rules must be developed and approved, after which they must be familiarized with them under the signature of employees (

How to draw up a sheet for familiarizing yourself with an order

Since there is no unified form, each employer has the right to develop its own sheet of familiarization with the order against signature (the sample document is in many ways similar to the sheet of familiarization with a local regulatory act, shift schedule or vacation schedule, the only difference is in the name). The wording of familiarization with the order itself can be anything; even one word “acquainted” or a simple table in which there is a corresponding column is enough. The main thing is to provide fields for all the necessary details:

• employee signatures;
• serial numbers entered as personnel become familiar with the order;
• dates of acquaintance;
• information about the employee: last name, first name, patronymic, personnel number and structural unit in which he is registered.

This is what a standard order sheet looks like (sample); subscribers of System Personnel can download the document for free.

View sample from an expert

Before you begin to familiarize yourself with the order against signature, the sample introductory sheet should be titled. Indicate which specific administrative document you are introducing to employees: write its full name, registration number, date of execution and company name. In particularly important cases, some employers additionally issue an order to familiarize employees; the sample is drawn up in free form.

If an additional order for familiarization is issued, the annex to it is usually drawn up in one copy, in the form of a signature sheet in A4 format. But you can attach an introductory sheet to the main order, the contents of which will be brought to the attention of the staff.

★ Neither in the first nor in the second case is such a sheet considered an independent document, therefore it is filed and stored together with the order for the entire period established by the legislator for this type of administrative documentation. For example, orders for hiring and dismissal are stored for at least 75 years, and orders for granting leave, along with all applications, for at least 5 years. The HR System expert will tell you about the rules, conditions and storage periods for different types of personnel documents, including organizational and administrative ones.

Conclusion

The introductory sheet is attached to the administrative or regulatory document, with which the employer is obliged to familiarize the staff. It can be drawn up in the form of a table or list; the legislator does not impose strict requirements on the form and content of the form. The easiest way is to download a familiarization sheet with the order and adapt it to a specific situation, adding all the missing details. Make sure that all employees mentioned in the order have signed and dated the document; keep the completed form along with the order (as an attachment)

The employee refuses to sign the internal regulations

It can happen that an employee refuses to sign the rules in different situations: either before signing an employment contract, or after that. In the first case there will be no problems. Since, if the applicant does not agree with the Rules, then concluding an employment contract with him will not be required. However, if this happened after the contract was signed, then some problems may arise.

If the employee was not familiarized with the Rules in advance, the consequences will primarily be for the manager. In this case, you will need the help of lawyers who will be able to establish what rules and obligations the employee must comply with in accordance with the employment contract he signed. However, all managers should ensure that, even before signing an employment contract, new employees familiarize themselves with the Rules for signature. Current employees should also be made aware of changes and innovations in the Rules if they arise in the future.