Why do you need a copy of the work book, what may you need

Procedure for issuing a copy

The legislation of the Russian Federation in the field of labor interactions requires that the employer keep the work record and provide the employee with a copy of the work record if necessary.

An employee can receive a work book in his hands only in two cases:

When severing relations with the company.
At the request of the Pension Fund for mandatory social security.

The system of laws of the Russian Federation does not provide for other reasons to issue a work book. And if the employer gives the book to the employee, he will break the law, for which he may be punished by the supervisory structure in the field of labor organization.

Therefore, if necessary, they issue a copy of the work book for a bank or any other organization, and leave the original at the enterprise.

Also see “Is the employer obligated to give the employee an original work record book to apply for a pension?”

If the need arises, the employer is obliged to issue a copy of the work book both for the bank and for other needs upon a written application from the employee.

Here are the conditions for providing a copy:

registration is carried out without charging a fee to the employee;
a copy must be made and issued to the employee no later than 3 working days ;
if where a copy of the work book is needed, certification is required, the copy must have the signature of a personnel officer or other official, as well as the seal of the organization.

A copy can be provided both in electronic form (scans of sheets) and in the form of paper photocopies. Moreover, they copy every page of the book and existing inserts, including blank sheets.

If a citizen is not currently working, he can make a copy himself and bring it along with the original to the organization that requires a copy of the work book. There, the copy is certified by an employee of this organization, stamped, and the original is returned to the owner.

Also see “Sample application for issuing a copy of a work record book.”

How to properly make a copy of a work book

Having found out the validity period, a person often wonders how to properly make a copy of the work book. There are several important aspects here, including the procedure for directly making a copy and affixing the necessary signatures and seals. But first things first.

Who should certify the document?

Not every employee can certify documents in an organization. He must have special powers for this. A person interested in how to properly make a copy of a work book must first find out whose responsibilities this procedure includes.

If a person works at an enterprise, then the certification of his work record can be carried out by:

employer;
HR specialist;
Chief Accountant.

If a citizen has already retired or is not employed at the time of receiving a copy, then he can apply for it:

to your last employer;
to the employment service;
to the notary.

Writing an application

Writing an application to receive a copy of the work record book is not practiced at all enterprises. If the organization has a small staff, then this is not at all necessary. How is a copy of a work book made in a large enterprise? Only after the employee writes an application. It is drawn up in the name of the head of the organization or the head of the personnel department.

Decree of the Government of the Russian Federation No. 225 of April 16, 2003 obliges the responsible official to issue a copy of the employee’s work record book within 3 days after he has submitted a corresponding written application.

How to make a copy correctly

The employee only needs a copy of the document, so the question of how to make a copy of the work record correctly is one of the most common. There are not many requirements for the photocopy itself.

All pages must be copied, including sheets with employee data and job information. You need to make a copy on A4 landscape sheets, and each spread should be located on a separate sheet. Under no circumstances may a document be copied on both sides.

Sometimes an employee does not need a copy of the entire work book, but only individual pages where information about work during specific periods is recorded. In this case, you do not need to copy all the sheets; only those containing the necessary information and the very first sheet with personal information are enough.

It is not necessary to make a copy using a photocopier if information about your work activity is required. Data from the work book can be transferred to a computer, printed and certified. Before choosing this method, you should check with the organization where the document will be submitted, how to make a copy of the work book, and whether it is possible to submit an extract.

We certify the labor document correctly

If questions about how to make a copy of a work record book have been resolved, then the procedure for its certification remains unclear. This is a very important point, because if something is done incorrectly, the document will not be accepted for consideration, and the person will have to apply again for a copy. That is why it is necessary to find out how to correctly prepare a copy of the work book; the sample will become a clear example for correct understanding.

The copy must contain the following details:

organization seal;
the inscription “Copy is correct”;
date of registration;
position and signature of the person who certified the document.

Certified copies of all sheets of the work book should look like this:

The last page looks a little different:

The seal and mark indicating the certification of the copy must appear on the work book, or more precisely, on its borders on the copy. The stamp must be affixed directly to the witness's signature. If the print is located exclusively on the empty space of the sheet, then such a document may be considered invalid by the receiving organization. That is why it is so important to know how to prepare a copy of a work book, including the smallest details.

The last page of the work book, or more precisely, a copy of it, must contain information that the person is currently working in the organization. If he was fired, then a corresponding note is made and the date is set when his work activity was terminated.

Alternative certification options

It is not necessary to certify a copy of every page. You can do it differently. In this case, you need to act in the following sequence:

number all photocopied sheets in the required order (as they appear in the work sheet);
sew the sheets together, bringing the thread behind the last sheet;
tie a thread behind the last sheet and stick a form, indicating the number of pages on it and putting a signature certifying the copies;
enter the date of execution of the document;
The seal must be placed so that it fits onto the certification form.

There is another alternative that is suitable for the unemployed - contact a notary. This method will require financial costs from the owner of the work book, while personnel service employees do this for free and within a strictly limited time frame.

Where a copy is needed

It is definitely impossible to answer the question why a copy of the work record is needed. Here are a few moments when this document will certainly be requested:

during interviews during new employment attempts;
in banking structures when making decisions on lending;
when applying for a visa to travel to another country or a foreign passport;
when trying to apply for a benefit or subsidy in the structures of social security authorities.

In practice, the question most often arises about the rules for preparing a copy of a work record book for a loan. There is no single rule here, so banks, credit and microfinance organizations request a sample copy of a work book for this purpose with different requirements for it.

Typically, banks require copies of only completed pages with the signature of the certifying personnel officer and a stamp on each sheet. The fact is that the sheets of the book are numbered, so it will not be possible to hide unprofitable entries: the attempt will be immediately opened when analyzing the order of the sheets.

The copy is usually made on only one side of the sheet, but you can place 2 spreads on the sheet at once. The main thing is that the size of each spread is at least 100% of the original.

If the last entry is placed at the bottom of the spread, then you need to copy the next (empty) spread. This way, the commission for analyzing the documents will be freed from suspicions that there are other entries in the book that have not been presented for study.

The last page is certified with the HR officer’s signature and seal twice:

for the first time, a note is made in blue ink on the copy that the employee is currently working;
the second time – the page as a whole (same as the previous ones).

Also see “What changes in the design of work books from July 1, 2018.”

Common mistakes when preparing a copy of a work document

Correctly certifying a copy of a work record book is not at all difficult. But even here, inaccuracies are allowed. The most frequently accepted:

making marks not on all sheets, provided that they are not stitched;
execution of a copy by an employee who does not have such right;
placing a seal impression outside the copy;
lack of indication of storage location;
Incorrect stitching of copy pages.

The employee who requested the document, after issuing it, must ensure that it is completed correctly.

Start of working career

A person receives the document in question when he gets a job for the first time. In most cases, he will be 18 years old or older at this time. However, in accordance with the law, you can start your working career earlier.

At 14 years of age, the mandatory conditions of employment are as follows:

Written consent of at least one parent.
It is necessary that work activity does not interfere with studies.

At the age of 15 you can get a job without parental consent. However, it is important that the work be classified as easy.

From the age of 16, a citizen has the right to enter into an employment contract at his own discretion.

Sometimes your working career can begin much later. This situation often occurs among graduates of educational institutions.

When filling out for the first time, you must present a passport and a document confirming your education. A new book can be issued not only at the beginning of a career, but also after loss. Registration occurs in accordance with legal requirements, and not at the request of the employee. Therefore, there is no need to write a statement for this purpose.

Where do you need a work book besides work?

If the document is drawn up for a working citizen, then on the last sheet immediately below the last entry a note is made: “Continues to work to the present time in the same position.” It is separately certified by the official’s signature and seal. Depending on the location of the request, a duplicate work permit may have different validity periods:

when applying for a visa - three months from the date of issue;
Pension Fund, social security authorities, banks - one month.

However, a number of financial organizations limit this period to 14, or 3–5 days. A document drawn up by a notary does not have a restrictive period - unless, after its issuance, new records about the citizen’s work appear in the original.

Why do you need a copy of the work permit?

Lenders require a document made before directly applying for a loan, as they want to be sure that the copy contains truly up-to-date information.

Peculiarities of contacting a notary If a person needs a copy of a work record book, and at the same time he is unemployed, then he will have to seek the services of a notary.

To do this, it is important to provide the specialist with a passport, original work book and other documents if necessary.

Certification of such a document is considered a simple and quick process, but you will have to pay the notary a fairly significant amount of money for the services. A correctly certified document is valid indefinitely, and therefore loses legal force only after any changes are made to the original.

What might you need a copy of your work record for?

It is needed to officially confirm the insurance period, despite the fact that now it can be calculated by the Pension Fund of the Russian Federation based on the number of insurance payments made.

Previously, the concept of “continuous work experience” existed, but it has now been abolished, so calculating the amount of a pension will not be difficult even if there were long periods of time between dismissals and subsequent employment. P.

6 of the Decree of the Government of the Russian Federation dated July 24, 2002 No. 555, it is established that the work book is the main document confirming periods of work.

If for some reason the owner cannot provide it when applying for a pension, then instead you can use employment contracts with employers, extracts from orders, certificates, salary slips and other supporting materials.

An extract of all places of work for the last 10 years is allowed in case of employment in a state or municipal organization. These requirements are imposed by many institutions involved in issuing foreign passports. Although in fact they are illegal, the legislation directly prohibits in this particular case from requiring such documents from an officially employed citizen of the Russian Federation.

Previously, the procedure outlined above was regulated by a special legal act - Order of the Ministry of Internal Affairs No. 310 dated May 26, 1997. This NAP provided for the procedure for obtaining a passport by a person whose age was 18 years or more. At the moment the document is not valid.

Source: https://advocatus54.ru/kuda-nuzhna-trudovaya-knizhka-krome-raboty/

Work record and pension

Some employees, having accumulated significant experience, make a notarized copy of the document. If they work for a small company or an individual entrepreneur, then the employer cannot always provide reliable conditions for storing documents.

When you reach retirement age, the document in question is needed to confirm that you have sufficient experience to receive a pension. There are two types of work books:

A Soviet-style document that has existed since 1973.
New form that came into force in 2003.

Both of these options apply and have the same legal effect.

If entries were made in violation of existing rules, then they may not be taken into account when calculating the pension. Sometimes a document may be lost. In this case, there are two ways to correct the situation:

Restore your work record by contacting the enterprises where the employee previously worked. This is not always possible, because some of them may be closed or have not saved the necessary documents.
Experience can be proven on the basis of other documents. To do this, you can use orders and employment contracts. For this purpose, you can go to court and prove it, for example, using the testimony of witnesses, citing salary slips or other documents.

It is not allowed to use two books at the same time.

Let's sum it up

The original work record book is issued to the employee in 2 cases: upon dismissal and for submission to the Pension Fund of the Russian Federation upon assignment of a pension.
The work book must be issued within 3 working days from the date of receipt of the relevant application from the employee.
An application for the issuance of an original work book is drawn up in writing in free form or according to a sample provided by the employer.
The employee must return the book to the employer within 3 working days from the date of its return by the territorial branch of the Pension Fund.

If you find an error, please select a piece of text and press Ctrl+Enter.

Why do you need to present the original work book?

If the borrower is the holder of a salary card of the bank where the loan is issued, then a copy may not be needed: it all depends on the conditions of the credit institution.

For employment: the owner of the book can take a copy from the HR department to take with it to a potential new place of work. For the manager, this can serve as proof of the presence of the required experience and the absence of negative reasons for dismissal: for drunkenness, theft, etc.
For the pension fund: the insurance period and pension are calculated through it.
To obtain a foreign passport: one of the conditions of the FMS is to provide a copy of the work permit.
To restore the original work document if it is lost. If the loss of the book was due to the fault of the personnel officer or manager, then they should deal with the restoration.

Why do you need a copy of the work record?

Why do you need a copy of a work book for a bank? Most often, a work book is required first of all when applying to a bank for a loan. Usually, the presence of this document is strictly required. Its absence may result in refusal to provide the service. This document is required by the bank for the following purposes:

establishing the main source of income of the client who applied;
determination of solvency - how high the probability of repayment of the loan will be if it is issued;
if for some reason the client decides not to return the funds borrowed from the bank - in order to carry out the collection operation at the client’s place of work.

Also, the work book is one of the confirmations of the veracity of all data provided to the bank. But first of all, this document is necessary to determine solvency.

Certification of a copy of the work report

After creating the copy itself, the most important thing left to do is to correctly certify the work book. To do this, it is necessary to indicate on each page made that the copy is correct, and put the signature of the individual entrepreneur or the head of the personnel service and the seal of the organization.

A one-time certification of the entire copy of the work is also acceptable, but only if all sheets are carefully stitched and numbered.

Where can they ask for a work book?

If the borrower is the holder of a salary card of the bank where the loan is issued, then a copy may not be needed: it all depends on the conditions of the credit institution.

For employment: the owner of the book can take a copy from the HR department to take with it to a potential new place of work. For the manager, this can serve as proof of the presence of the required experience and the absence of negative reasons for dismissal: for drunkenness, theft, etc.
For the pension fund: the insurance period and pension are calculated through it.
To obtain a foreign passport: one of the conditions of the FMS is to provide a copy of the work permit.
To restore the original work document if it is lost.

If the loss of the book was due to the fault of the personnel officer or manager, then they should deal with the restoration.

Often a decision is made immediately on the day it is submitted. Based on the document, an order is issued to provide a copy.

The date of its formation is indicated, as well as a signature.

All sheets are numbered and stapled.

In this case, pension fund employees often require the HR department employee to provide the original work report. You should know that such a requirement is illegal and the personnel officer should refuse.

But, at the same time, he can go to a meeting of the Pension Fund of Russia and give the employee the original against signature. But it should be remembered that according to the requirements of the NAP on the storage of documents of the type in question, in the event of its loss, responsibility falls entirely on the employer.

He will be obliged to restore the document in question as soon as possible. Do I need a copy of my work book for a visa? To process some documents when traveling abroad, it is necessary to provide a copy of my work book - not only for a foreign passport.

To obtain a copy of the work record book, you must submit a corresponding written application to the HR department. You must provide a reason why you need it, but your employer may not refuse to provide you with a copy, even if there is no good reason why the request was made.

Organizations where a copy of the work book is most often provided. Most often, information from the work book is used to obtain bank loans, so it is recommended to indicate exactly this reason. To obtain a foreign passport, a copy of this document is no longer required according to the new rules.

If you want to get an additional job, then it would be prudent to remain silent about it in order to avoid misunderstandings. Enterprises and organizations are ready to provide their employees with copies of the work report even without specifying the reason.

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 bank's credit commission makes a decision on issuing a loan based on an analysis of the probability of debt repayment. 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.

This is precisely why a certified copy is needed.

Then potential employers can easily see the experience of their future employee. Sometimes it happens that an employee or employer has lost his or her employment.

In this case, its restoration is recommended. If there is no copy of the document, this operation takes a lot of time.

If the employee has a certified copy, this can actually be accomplished in only 1 day. Therefore, you should make sure that you have such a document in advance.

Typically, a work permit is needed when applying to a bank for a loan.

You can go to court and point out that the employee received a work book and has been in possession of it illegally for a long time. The court will award the employee an even greater fine for his actions and the employee will not be able to carry out such actions in the future. You can also simply fire an employee for not providing employment documents. Conclusion As you can see, it is not at all difficult to get out of such a situation.

But still, the issuance of work books should be carried out carefully, because there have been more than once cases when employees set up their managers by not returning the documents. Carry out extradition on the basis of the law and then you will be sure that no one will deceive you, but even if they deceive you, you will easily be able to stand up for yourself.

This document is the main proof of the length of service of a citizen of the Russian Federation. When applying for an old-age pension, the Pension Fund may request a copy of the work record from the submitter. This point is regulated by the following regulatory documents:

Art. No. 66 of the Labor Code of the Russian Federation.
Clause 6 of the Rules for calculating the amount of labor pension.
Government Decree No. 555 (24.07.02)

In accordance with these NAPs, Pension Fund employees can request a list of documents from a person, which includes a copy of the work record book.

But for registration with the Pension Fund and the social department, it is necessary to provide the original work book. I would not like to advertise the topic of disability in the HR department. But they explained to me that they 100% cannot give me the original work book, except for applying for a pension.

When I “hinted” to OK that if I needed the original work book to apply for a disability pension, they told me that they would provide me with the original according to the procedure, but at the same time I must provide an ITU certificate and a rehabilitation program to assess my admission to work.

I am afraid that this will be a direct or indirect reason for dismissal. Please advise how I can get the original work book without providing disability documents? Am I obligated at all to voice this topic? OK? Thank you. #18 IP/Host: 62.181.51. Registration date: 10.20.2010 Messages: 47,004 Re: Issuing a copy of the work book.

The situations in which a citizen may be required to present a copy of his work record are varied.

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.

Let's take a closer look at the first situation, since this is where the most questions arise.

Work books: rules for issuing a work book, problematic and controversial situations

The procedure for issuing work permits

The labor document in our country is the main document of a citizen, which allows you to obtain information about his work experience.

The document has an approved uniform form and is created at the beginning of a citizen’s professional activity.

books: rules for issuing a book, problematic and controversial situations In addition, the legislator has added to the list of cases when the employer is not responsible for the delay in issuing a work permit, namely: 1) in cases where the last day of work does not coincide with the day of registration of termination of employment relations when an employee is dismissed on grounds , provided for by subparagraph “a” of paragraph 6 of part one of Article 81 or paragraph 4 of part one of Article 83 of the Labor Code of the Russian Federation;

A photocopy of his work book remained in the organization’s personnel department.

So, in order to issue or replace this document, it was necessary to submit:

a photocopy of each page with the seal of the organization and the signature of the immediate supervisor;
copy down on a blank sheet of paper all data on places of employment for the last 10 years (this document must be certified by the employer’s personnel service).

A copy of all pages of the work book with seals and signatures is required if the recipient of the passport works in a private organization. An extract of all places of work for the last 10 years is allowed in case of employment in a state or municipal organization.

These requirements are imposed by many institutions involved in issuing foreign passports. Although in fact they are illegal, the legislation directly prohibits in this particular case from requiring such documents from an officially employed citizen of the Russian Federation.

The original is at the discretion of the Onamagistr organization itself Registered: 10.27.2003 Messages: 1145 From: Kaliningrad Added: 10:15, Thu 15 Nov, 2007 Message title: As far as I know, the original is issued, but against signature, there must be a labor record book, where it is noted who when I took my work record.

I took it without any problems when I received my international passport - just in case, I decided to take everything I could with me, so that it would not be in vain, otherwise they have the same thing at the PVS - one thing is not this, then this is not that...

Find out what: Loan deferment during divorce

Flowers**Registered: 01/11/2007 Messages: 42From: Moscow Added: 10:47, Thu Nov 15, 2007 Message title: She, Litat, perhaps you remember, there was a certain document (instructions, or regulations, I don’t remember), in which even had maximum periods for which you can take your work book (original)…

Rules for drawing up a work book

When a young person gets a job for the first time, he is required to provide him with a work book no later than 7 days after the date of entry into work. Those who already have this document must submit it upon admission. An entry for a new job must be made within five days.

The work book consists of three parts:

Basic information about the employee (first spread);
The following pages record various events of working life: employment, transfer, dismissal, promotions and others;
Awards and promotions received by the employee;

There are rules in accordance with which data must be entered. If they are violated, the corresponding entries may be invalidated.

Entries are made in Russian.
You can use black, blue or purple color
It is prohibited to make any abbreviations in the inscriptions. For example, the word “order” must not be abbreviated as “pr.”
Dates are always given in the same format: two digits for the day, two more for the month, then four digits for the year.
All records of an employee’s work activity have their own numbers. In this case, continuous numbering is used.

In what cases is an original work book required?