How to properly certify work books from July 1, 2021

Why do you need a copy?

You will have to confirm your employment when contacting social support services when applying for subsidies and benefits or the Pension Fund.
Banks ask for confirmation in order to decide whether to issue a loan or mortgage. A sample certified copy of the work record book confirms the length of work and the fact of employment. If you are employed, a certified copy will be made by an employee of the HR department or another person authorized by order of the enterprise, for example, a lawyer or accountant. In their absence - the leader. A copy is provided within three days without charge. For the unemployed, the authenticity will be confirmed by a notary (for money).

Sample of how to certify a copy of a work record book from July 1, 2018

Now let's return to the updated GOST. According to its rules, the personnel officer must not only write the word “True” and support it with his full name, position and signature. You should also provide a link to the location of the original.

That is, a sample certification of a copy of a work book 2021 should contain the following phrase (this is an example with the name of the organization):

The original document is located in Svetly Put LLC in a safe, inv. No. 8.

Finally, it is necessary to put the current date and company seal. All other requirements known to the personnel officer are still in effect.

Where is the certification procedure stated?

In 2021, the new GOST R 7.0.97-2016 is being applied, which establishes the rules for drawing up documents and a sample of how to certify a copy of a work book in 2021. The procedure for certifying a copy of a work document is quite simple.

Step 1. Make copies of all completed sheets.

Step 2. Put the entry “correct” on each one, indicate the full name of the person who made the entry and the date.

Here is an example of how to certify a work book “Currently working.”

This is what a sample copy of a work record book, certified by the employer, looks like to provide to a third-party organization:

Where can I assure

If we talk about places where you can certify a copy of a work record book, then the place of application will directly depend on whether a particular person is currently working or not:

if an employee who needs to be provided with a certified copy of a work record book is currently officially employed, then he just needs to contact the personnel department of his organization or that employee who is equivalent to personnel officers . Within three days from the date of application, such an employee will be obliged to provide him with a duly certified copy;
if a person is not officially employed, and his work record book is in his hands, certification can be carried out by a notary , who will not only put his signatures and seals on the document, but also set a mark indicating when the certification was carried out.

Regardless of who exactly certified the copies of documents, they will have equal legal force and are accepted by the organizations that request them without any restrictions or disputes.

If one or another institution refuses to accept a certified copy, then this refusal cannot be considered legal.

What did GOST R 7.0.97-2016 change?

Let's turn to GOST R 7.0.97-2016. The main difference is that the specifics of the assurance will depend on the purpose. There are two of them: for internal circulation or for third-party organizations.

Let's consider the first option. The instructions on how to certify a work book according to the new rules for internal circulation have not changed. The copy still contains:

"right";
specialist data;
date of.

If a scanned copy is needed for a third-party organization, the new rules for certifying a copy of a work book are distinguished by the presence of an additional phrase indicating the location where the original document is stored. For example, the phrase sounds like this: “The original is stored in the personnel department of MUDO DYUSSH Allure.” If we were not talking about a work book, then according to the rules it would be necessary to indicate the number of the file in which the original copy is stored.

IMPORTANT!

Do not forget to affix the seal of the organization, which confirms the authenticity of the official’s signature (clause 5.24 of GOST R 7.0.97-2016).

Since since 2015, joint-stock companies and LLCs are not required to have a seal, it is not necessary to put one on a scanned copy. If there is a seal, then certain requirements are imposed on its location (according to the new GOST):

it is necessary to certify only with the seal of the organization;
it should not overlap the signature of the certifying person;
should not capture the signature of the certifier;
can enter the job title if there is not enough space;
must be placed in a specially designated place marked MP - “Print Place” (clause 5.24 of GOST R 7.0.97-2016).

Is the new GOST mandatory for use?

The new GOST for document preparation, like most other standards, is in the nature of recommendations. Of course, you can ignore it altogether and technically you won’t break anything.

However, in such cases, standards exist so that all organizations are guided by them and document flow is carried out according to uniform rules.

Therefore, it is better to adhere to the new rules, especially when a copy of the work book is made to provide it “outside”. This will also be a certain sign of respect for the employees of this organization.

The new standard becomes mandatory for an organization only in one case - if the rules of the GOST, which comes into force on July 1, 2021, are directly enshrined as mandatory by an internal order or management order. Then personnel workers cannot certify a copy of the work record book except according to new rules that will come into force in the coming days.

Ways to certify a copy of a work record book

There are two options for making a sample certification of a work book from 2021:

at the employer;
at the notary.

Those who work apply to the HR department, where the original is kept. An accountant also has the right to issue a photocopy if his area of responsibility is maintaining personnel document flow. This often happens in small organizations where there is no HR department. A scan of the work book will be issued within three days after submitting the application. They have no right to refuse.

If a person is temporarily unemployed, then he should contact a notary. You will need to present your passport and the work book itself. The notary himself will photocopy the necessary pages, affix stamps and signatures on them.

Rules for certification of work records

The work book contains information about the citizen’s official places of work, as well as the periods of employment. The document has legal force. While working in an organization, the book is kept in the personnel department. In this case, certification is carried out by a personnel employee upon a corresponding application from the employee. A correctly executed duplicate is issued to the employee within three days from the date of submission of the application.

If a citizen is not on the staff of the enterprise, the book is in his possession. In this case, the duplicate must be made by a notary.

How to make a copy correctly

The procedure for certification is as follows:

The organization's personnel officer makes photocopies of the pages on which there are records and staples them.
On the pages of the photocopy, Fr. The inscription can be put with a pen or a stamp of the organization. If a document is stapled, one mark on the authenticity of the entire document is allowed.
Information about the employee who certified the document is recorded (position and full name).
The date, signature and transcript of the personnel officer’s signature are entered.
On the last page a note is made: “The employee is currently working.”
All pages must be bound and numbered.

ATTENTION! When certifying documents, the company can use its own seal or the stamp of the HR department.

How to make an extract from employment

An extract from the work book is a scan of the required pages. Its registration in the organization is carried out by a personnel officer, secretary or accountant. To receive an extract, you need to submit an application in free form addressed to the manager. A copy is issued within three days from the date of receipt of the application.

IMPORTANT! The right of employees to receive an extract is secured by the Labor Code of the Russian Federation. Refusal to provide a duplicate is unlawful.

The statement can be compiled manually. In this case, an A4 sheet or company letterhead is used. The following information must be displayed:

document's name;
name of the organization where the scan was made;
Full name and position of the responsible employee;
personal information about the owner of the book (full name, position);
number and start date of its maintenance;
a note indicating that the employee is currently employed by the company;
signature of the responsible employee.

A sample of a certified statement is presented below:

Copy validity period

A copy of the book certified by the employer does not have a set validity period. However, organizations require duplicates that were issued no earlier than a month ago. When changes are made to an existing document, its duplicate becomes invalid.

The procedure for certifying a copy of a work record book in 2020

You should start creating a copy of the work record from the very first sheet of the book, which contains information about its owner. After this, you can proceed to the pages with records, and the last step should be a sheet of records from the employer himself, issuing a copy.

Then the copy must be certified in a manner that complies with the requirements. Today, there are 2 options for such assurance:

The employer can certify each work sheet separately;
or, certify the entire document by stapled and numbered all copies of pages.

In most cases, due to the obvious convenience and speed, the second method is used, because it is much easier for the employer to put one stamp than to certify each sheet separately. The certification procedure itself is extremely simple - the employer writes on the copy “Copy is correct” or “Correct” (both of the above wording can be used at their own discretion). In this case, the position of the certifier, his full name and signature must be indicated.

The next step is to affix the seal of the employing organization (of course, if it is used). In cases where the company does not use a seal, the certifier must write the following: “Believe without a seal.” All that remains is to write down the date and check the correctness of all the pages on which the certification record should be. Also, we remind you that this entry must be present on each turn of the sheet of the copy of the book if the employer made a double-sided copy!

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The certification process described above is similar for a copy of the work document, which is stitched into one document, except that in this case, the certifying employee must indicate the number of pages in the copy, numbering them.

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Also, on one of the pages, the real employer is obliged to record that the employee who is given a copy of the book continues to work at his company.

In 2021, the following persons have the authority to certify and issue copies of work records:

head of the company;
accountant;
HR employee;
entrepreneur.

If a copy of the document is certified by the signature of any other person, it will be considered invalid!

General introductory information

Every employer knows that the work books of his employees must be kept by him, and he himself is responsible for their safety. At the same time, according to the information established in Article 62 of the Labor Code of the Russian Federation, the employer can provide the original work book at the employee’s request only if the document is required by Social Insurance employees, who, in turn, are obliged to return the work book to the employer no later than 3 days after it receipt.

Thus, in all other cases, the employer issues an extract from the book or a copy of this document. If the book is lost or damaged, the employer issues the employee a duplicate with the corresponding entry and all the information contained in the irretrievably lost original.

Of course, sometimes it is quite difficult to restore records made by other employers, because to enter such information you need to have documents confirming them and all that remains is to record the total length of service.

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Failure to comply with the rules for storing documents established by current legislation - the organization and the employer, in particular, may face a fine, the amount of which currently amounts to:

no more than 5,000 Russian rubles - for the employer;
from 30,000 to 50,000 Russian rubles – for the organization.

Therefore, according to the requirements of the legislator, for the proper storage of documents of its employees, the employer must have a safe .

Common mistakes when certifying a book

The entrepreneur and the head of the organization, first of all, need to familiarize themselves with the new rules for certifying copies of other authorized employees! But this does not mean at all that the employee receiving a copy of the document should not check the relevance of the data and compliance of the copy with the norms and requirements of the legislator. After all, in case of an error, it is the employee who will have to re-apply to the authority requiring a copy!

Therefore, when you receive a copy, do not be lazy to check it for the most common errors from this list:

The signature of the person being certified is not affixed to all pages. This paragraph applies only to cases where an unbound copy is certified.
Not every sheet is stamped. Sometimes, in a hurry, the employee certifying a copy of the work report misses several or one sheet. As you might have guessed, this point also applies to unbound copies.
The person who certified the copy does not have the authority to perform these actions. This is a rare but serious mistake that leads to the invalidity of the document! Therefore, be sure to check exactly whose signature is present on the page/pages of the copy.
There is no record on the page or pages of the copy that the employee continues to work for the organization.
There is no information about the storage location of the original work book.
The employer's seal is affixed so that it does not touch the copy.

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Why does an employee need a copy of the employment document and how to get it?

There are cases when certain authorities ask for a work record. For example, a bank needs it when applying for a loan. Many government agencies require a citizen to present a document confirming their employment in order to provide public services. In such situations, the head of the enterprise is obliged to provide a certified copy of the work book.

So, to get a copy, you need to submit an application to the head of the organization or the head of the human resources department. In a small enterprise, you can ask the manager for the issue orally. The law allows a maximum period of three days for an organization to complete this procedure. An employer who refuses to comply with a request may receive a warning or a fine from regulatory authorities.

How to correctly write a letter of resignation at your own request?

It is impossible to refuse to issue it to an employee; it is provided absolutely free of charge. The employee does not have the right to demand the purpose of providing a copy.