Based on the work record book, a citizen can count on a statutory pension , which the state undertakes to pay when the employee reaches retirement age.
Of course, the work book is a very important document, but it acquires particular importance due to the fact that it can contribute to the citizen receiving certain benefits, both guaranteed by the state and private legal entities.
Surely, many of the readers have thought about or taken out loans, sums of money or a mortgage in their name. The main condition for issuing such loans is the presence of a regular income. And if a certificate of income can be obtained from any organization, and it is not so difficult to falsify, then the entries in the employee’s work book cannot be falsified.
Precisely in order to establish the fact that the employee legally carries out his labor activity, a number of creditors require the provision of, if not the original work report, then at least a copy of it, but always properly certified.
We will tell you how to properly certify a labor document in our article.
general information
As we know, the work book can be in two positions depending on whether you perform a labor function or not.
So, it may be in the personnel department of your direct employer if you hold a specific position, or it may be in your hands if you are unemployed for a specific period.
One way or another, the methods of certifying the work book directly depend on where the work book is located. If you keep the document in your possession, you need to go to a notary’s office and get a service to certify a copy of the work book.
If you work, then the personnel department employees or the employer himself should help you with certification .
They can deny you this function only on the basis of a serious reason. In this case, the refusal must be stated in writing and reasoned in accordance with the law.
When do you need to certify labor documents?
It is necessary to request from the employer a complete copy of the Labor Code or a fragmentary extract from it in the following cases:
- The potential borrower confirms the fact of employment and a level of income sufficient to obtain a loan from a bank or purchase an expensive product (real estate, car, consumer electronics) in installments.
- A citizen applies to the Pension Fund or social protection authorities for accrual or recalculation of a pension or payment of benefits.
- The taxpayer submits an application to the tax office to obtain a deduction or for another purpose, confirming his main employment.
- A citizen applies for a foreign visa, the issuance of which requires confirmation of official employment and solvency.
- The employee wants to change his place of employment or find a part-time job, and the document is needed to post a resume or apply for a vacancy.
There are also exotic cases. Thus, the bride’s incredulous parents once demanded that the groom prove his employment in a prestigious company by showing them official papers from the HR department. The groom was not at a loss, brought a certified copy of the TC, and the newlyweds got married.
For whatever purpose an employee of a company or individual entrepreneur approaches an employer, the latter, according to Article 62 of the Labor Code of the Russian Federation, does not have the right to refuse. However, the rules for certifying a work record allow HR officers three whole working days for this simple operation.
How to certify a work record book by an employer?
Let's consider a situation in which it is necessary to certify a copy of the work record book for a working person. As we remember from the previous paragraph, his work book is located in the organization’s personnel department or directly with the employer, so it is necessary to go directly to the holder of the work book.
However, before demanding certified copies, you need to prepare in some way, and in the next paragraph we will tell you how to do this, following the steps of this procedure, which will help you achieve a positive result.
First of all, you need to fill out an application . Usually it is drawn up in any form, but some organizations have rules for writing statements established in the charter. Therefore, check this information in advance with a HR employee or your employer.
The application is drawn up on a blank white sheet of A4 format. In the upper right corner you write information about who this application is intended for, leave the name of the organization, as well as the surname, first and patronymic of the employer, and also indicate your information and contact phone number.
In the middle of the line you write the word “statement” and only then write the reasons why you needed a certified copy.
It is good if you have a document that confirms the need for you to have a certified copy. This could be a mortgage agreement. If there is no such document, try to state as clearly and clearly as possible the reason why you needed copies.
If possible, attach documents to your application. Be sure to include a date and signature at the end.
You must submit applications directly to the HR department or employer . Remember that the above persons have three days to review the application , after which they will give you a reasoned response.
If the application you submitted is approved, a stamp is placed on it, and it is safely sent to your personal file.
Sample application for issuing a copy of a work book:
The personnel officer or employer takes copies of all pages, or rather spreads, of your work book and fastens them together by stitching or stapler.
Each page of the copy is stamped so that it covers the printed document, but does not cover the records. The seal should be applied generally for the organization, and not for packages.
Also, next to each seal, the personnel officer or employer puts the date, his signature, and also indicates the initials and position of the person filling out this copy .
On the last sheet , if the employee is still performing a job function, information is written that the employee is still working in a certain position. A stamp and signature are also affixed.
The employee’s signature is also placed on the last page. In addition to the above requirements, each page of the bound copies must have a signature stating that this copy is correct . This entry is also made by the HR employee or employer.
Who has the right to certify a copy of the work book?
In an organization, HR department employees and employers have access to work books. It is these people who are entrusted by law with the obligation to certify copies of work books for employees.
But the employee himself cannot certify his employment history .
Example of certification of a work record:
Can the chief accountant do this?
If the organization does not have personnel officers and their function of maintaining and storing work books is carried out by an accountant, then he also has the right to certify copies of the work book.
Who certifies the work book of the general director?
If we are talking about certification of the work book of the immediate general director, then this is done either by the founder of a specific organization, or by an employee of the personnel department of the head office of the enterprise .
How is a copy of the work book of a maternity leave certified?
If there is a need to certify the work record of an employee who is on maternity leave, then she can safely contact the employer or a member of the HR department.
Despite the maternity leave, such an employee is a full-time employee, and his employment record is contained in the organization’s personal file.
Therefore, the certification of copies of labor documents for women on maternity leave follows the same procedure as for ordinary workers.
You can find out how to get a copy of the work record book certified by the employer for the bank here.
Common mistakes
- The “Copy” stamp is not placed on all sheets, but only on certain ones (for example, the first and last);
- All sheets, except the one containing the last entry, do not bear a certification inscription with a seal imprint;
- The last sheet of the copy does not bear the inscription “Currently in use”;
- When certified, only a signature is affixed, without indicating the position and personal data of the responsible employee;
- The employee who certifies the copy does not have the necessary authority to do so (does not have the right to sign);
- From July 1, 2021, it will be a mistake not to provide a link to the storage location of the original document;
- The seal imprint on all sheets is affixed to the “white” part of the sheet. It needs to capture part of the copy.
- The stamp “Copy is correct” is not indicated on all sheets, provided that they are not stitched or numbered.
- Not all sheets bear the signature of the certifier, also provided that all sheets are not stitched and numbered.
- There is no inscription on the last sheet stating that the person is still working.
- The position of the person who certified the copy is missing.
- The employee who issued the document does not have the authority to do this. Persons other than those listed above may not make copies.
- 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.
- 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.
Certification of the last page of the work book
The last page of the work book should contain some entries that are not on other pages of the work book.
Firstly, on the last page, if a citizen is still performing a labor function in the same position, a mention of this is made. If a citizen is transferred to another position or resigns, this also needs to be mentioned.
It is also worth mentioning that the last page must contain the employee’s signature.
It is placed if the employee has read the certified copy and believes that everything was done correctly and in accordance with the law.
Errors when preparing a document
The following error is often encountered: the organization's seal captures the text or signature of the personnel officer (and it becomes difficult to read what is written in the copy) or is not in the place where it should be (fields marked by MP). The seal impression must be located according to the rules.
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 copy the necessary pages again and certify them properly.
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Do I need to flash a copy of my work book? Link to main publication
Record “currently working”
How to write (register) an entry in a work book that still works today? There are several ways to leave a record that an employee is still performing a job function. Every HR employee or employer is used to leaving their own record, but, by the way, these records are not always correct.
If you want to leave a more official entry, then this option will suit you: “He is currently working in such and such a position.”
If you want to leave a shorter justification, then write: “Working at the present time.”
If the employee is transferred, then leave information from which position to which, based on the information in the order or in the work book.
Sample (photo) of an entry in a work book “currently working”:
Recommendations
I advise all people who are officially employed:
- 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.
- 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.
How to certify a work book if you are not working or have a work record in hand?
If the work book is in your hands, such a method as certification of the work record in the organization will not suit you; you need to contact a notary.
With the help of a notary
You do not need to fill out any application to contact a notary. You make copies of the work yourself and take them to the notary’s office.
There, the notary gets acquainted with your documents, namely your passport and the original work document, and then affixes stamps and his signatures on each page of the copy of the work document.
On the last page they are left with a note stating that the copy is correct, and they also put initials and contact details of the notary chamber.
After reading the entry, you leave the date and signature on the last page.
Need for a copy
An employee may need such a document in various situations. The most common ones are:
- As confirmation of a person’s job availability for a credit institution when making a loan request.
- To confirm the information specified in the application form, for example to obtain certain documents.
- 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.
- 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.
- To confirm employment when applying for benefits and allowances.
Previously, a certified work record was required to obtain a foreign passport. This document is not currently required, but some departments may occasionally require it. Be aware that this is illegal, since all government agencies are required to act according to strictly established regulations, which must include a list of required documents.
Sometimes a copy of your employment record may be required when applying for a visa to enter another state. Since it is important for them to know that something connects you with your country, and you must also have a constant source of income.
Finishing touches
In order for a copy of the work book to have the proper appearance, its pages need to be stitched.
This is done by sewing the folded sheets together along the right edge. Usually several punctures are made on the sheets, from three to four, and the papers are stitched through them.
The ends of the thread should not be cut. They are taken out of the holes onto the last page and sealed with a small piece of white paper so that only the white tails remain sticking out. The date when the copy was sewn is written on the paper, and then a stamp is placed, which would partially affect the paper and partially the sheet.
This concludes our consideration of the issue of issuing a copy of the work book. Remember our simple rules and feel free to put them into practice, and then this procedure will seem quick and easy to you.
