Validity period of a certified copy of a work book: how to obtain it, how to notarize it

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Published: 06/20/2018

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A work book is a document containing all the basic information about a citizen’s work activity. The functions of the work book are reduced to reflecting the actual length of service, the reasons for dismissal from each place of work, as well as information about education, qualifications and the presence of labor incentives or penalties.

A work record book is created upon the first official employment of a citizen. All operations for its maintenance and storage are carried out by employees of the personnel department of the employing organization in accordance with legally approved norms and rules.

Copy of the work book: necessity, registration and validity period Requirements for registration of the copy
Copy validity period

Application for a copy: correct preparation and submission procedure

The original work book can be issued to an employee only upon dismissal, as well as when he receives a labor pension - in the latter case, the document is issued for a limited time. In other cases, the issuance of original work books to employees or other persons who do not have the appropriate clearance is prohibited by law.

The procedure for registration and issuance of copies of the work book

In order for your employer to issue all the necessary photocopies of the work record, the employee will need to submit a written application. The employer is obliged to issue it within no more than three days. The employer can issue two different types of document - an extract or a copy.

How to correctly and legally certify photocopies of a work record book

Each of these documents must be properly executed and in accordance with certain rules. That is, the authorized person puts the signature and seal of the organization on the photocopies, his last name, first name and patronymic, and indicates the date of issue of the document. A note is made on each page of the photocopy that the copy is correct.

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An extract is a copy of the required individual pages of the work book. This document is issued if it is necessary to provide information, for example, for a separate period, and the activities for the rest of the time are not important for the institution.

How to certify a labor document?

In order for a copy of a work book to have legal force, the document must be properly executed and comply with certain rules. A copy must be made of all pages of the work book, they must be stapled in the correct order, and each sheet must have the seal of the labor organization that issued the copy. The notary must also affix the same stamps if the copy is made through him.

When receiving an extract or a copy of the work book, you must check that it is correctly completed. Must be present:

Company seal;
Full name, signature and position of the witness;
Clarification with the inscription “the copy is correct”;
Certification date.

The last page of the employment copy should contain information about your current position.

What is the validity period of a certified copy of a work book?

A copy of the work book is a photocopy of all pages of the document, which are certified by the employer and are an official document. The expiration date of a certified work book is often determined by the institutions that require this document. That is, it can be either 14 calendar days or 1 month. This is associated only with the specifics of the requests of these authorities.

How long is a copy of your work record valid?

Typically, a copy of the work book, certified by the employer, has a validity period of one month. If during this period any changes were made to the work book, then the copy of the work book will be invalid and a new copy will need to be issued.

If a person is not working at the time when he needs a copy of his work record, and accordingly, he does not contact the employer, then it can be certified by a notary. But this procedure will cost you financial expenses. If a working person turns to an employer for this service, then this document is certified completely free of charge.

If you are not sure or doubt how long a copy of the work record book is valid, you can clarify the information at the institution that requires it from you.

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How long is a copy good for?

There are no legally established validity periods for a certified copy of a work book, but each institution has the right to set its own deadlines for accepting such documents. Typically, a copy of a work permit is valid for 14 days in all institutions. In some, such as banks and courts, a copy is accepted within a month after certification, and sometimes later.

Thus, it is generally accepted that the validity period of a certified copy of a work book is one month, but if changes are made to the work record, the copy becomes invalid earlier.

Validity period for a copy of a work book in Russia in 2021

I have repeatedly had to get a copy of my book at work. I ordered it for various situations when it was necessary to document my employment. I especially remember the incident with the bank. I wanted to get a loan, and the bank asked me for a copy of the book, as well as a certificate of my income. But since the lending conditions are different in different banks, I decided to contact several banks.

This is important to know: Application for a copy of the work record: sample 2021

The process of choosing the most favorable conditions took me about a month and a half. And when I contacted the chosen bank again, I was informed that my copy was no longer valid and I needed to provide a new one. And in this article I will tell you how long this document is valid.

Copy validity period

In order for the copies to be valid, they must be certified; this can be done by the manager or another authorized person. To do this, on each sheet of the photocopy, the inscription “True” is written on both sides and certified with a signature and full name. It is also necessary to enter the date when the procedure was performed. The validity period of a certified copy is not established by law; each organization determines this time for itself.

The following organizations most often require copies of employment documents:

migration services;
court;
banks;
social protection authorities;
embassies, etc.

Procedure for approving a copy

The main reason for issuing copies of books is that the employer is responsible for them. They must be kept by the organization as long as the employee is employed there. The only case when the original book can be given to an employee is when it is required by Social Security. In all other situations, upon request, only a copy of the original book is issued.

An employee cannot make a copy of the document on his own, since it must be certified in the prescribed manner:

All sheets of the book that contain entries are copied . It is necessary to check not only the sheets with the place of work, but also the pages indicating the person’s awards. It is also important not to forget to photocopy the first sheet, which contains information about the owner of the document.
A record is made that the copy is correct . It can be affixed with a special stamp or simply written in text.
The seal of the organization, signature and position of the employee who certified this document are affixed. If the company does not work with a seal, it is necessary to record “Believe without a seal.” Only the employee who has the authority to do so is required to certify. They are usually vested in accounting staff, human resources departments, managers and entrepreneurs themselves.
The date of certification must be indicated. It is from this that the validity period of the issued copy will be counted.
Information is provided that the employee is still working for the company. This means that he was not fired earlier or on the last day and is on staff as of the specified date.
Since July of this year, it has become mandatory to indicate an additional entry about where the original book is kept. Here you can indicate the employee’s safe or personal file, as well as the department where this document is located.

If the copy is not formatted correctly, it will not be accepted at the destination. Therefore, every employee who has the authority to issue copies must know what requirements are established for the certification procedure. Also, upon receipt of the document, the employees themselves should check that it is correctly formatted so that they do not need to apply for it again.

A copy must be issued based on the employee’s application no later than 3 days. But in small companies you can request such a document orally. There are no strict requirements for completing such an application.

Reasons for registration

Sample certification of all sheets of copies of a document

The basis for the procedure is an application from an employee who needs a document to be submitted to the authority. There are no special requirements for its form, so it is possible to design the paper in any form. In this case, one should take into account the basic norms of office work, which imply reflection in the document:

personal data of the addressee and recipient;
a text part indicating the applicant’s specific request with explanations;
signature and date.

The law defines the right of the head of a business entity to review a document for three days, after which he is obliged to provide what the employee requires free of charge. In practice, the documentary issue is resolved on the same day. Most often, the manager prepares the papers after an oral request from the employee.

Validity

The law does not establish a specific validity period for a copy of the book, so this point causes controversy among many. Each organization requesting a copy must establish its own requirements for it. Depending on the purpose for which it is needed, the validity period of the copy may vary. In most cases it is required:

in credit institutions when submitting a request for a loan or credit;
to the Pension Fund to confirm your work experience;
at the Embassies of different countries to obtain entry permission;
in social authorities for registration of benefits;
in courts to confirm the place of employment.

Expert opinion

Novikov Oleg Tarasovich

Legal consultant with 7 years of experience. Specializes in criminal law. Member of the Bar Association.

Previously, this document was needed to obtain a foreign passport. But now it is not required. You can learn more about this from the video presented.

Banks

Here a copy is required to verify the person's employment in a particular position. Using information from the book, they receive the following information important for determining the solvency of a potential client:

Permanence of employment . The book shows how long a person worked at his last place of work, as well as his total length of service. By analyzing this information, we can conclude how long a person can stay at work and how long he works in a team. There are people who have only changed 1-2 jobs in their entire lives, and there are people who change employers every 3-6 months. Of course, a reliable client will be a person who has not changed his place of work for a long time.
Last date of work . Most banks will not issue loans if a person has just recently gotten a job. This is due to the fact that the first 3 months are often probationary, and during this period the employee can be dismissed under a simplified scheme. Therefore, the standard requirement of credit institutions is employment in the last place for more than 3-6 months.
Job title . The employee's salary mainly depends on it. And, based on average statistical data, bank employees can determine the average earnings of such a person. In addition, a person holding serious leadership positions will inspire more confidence, since only responsible people who have achieved their position through certain merits can work in it.
Place of work . There are many organizations where employees are not paid promised bonuses, salaries are delayed, and staff can easily be laid off. In addition to them, there are reliable large companies that have been operating for a long time. It is easy to check the reliability of an organization by knowing its name and TIN.

Based on the information that banks need from books of potential clients, in most credit institutions the validity period of a copy is set to 1 month. I also faced such a deadline when I was told that my copy was overdue. But in some credit institutions I also saw that the copy was required to be valid for no more than 2 weeks.

Government agencies

In the Pension Fund of Russia and social security, the validity period of a copy is usually set at 3 months. Although you will need a more recent copy of the book to apply for a pension if you decide to continue working at retirement age. Therefore, before submitting documents, it is imperative to check the requirements for this book.

This is important to know: How to fill out a work book correctly: sample 2021

A copy may also be useful to restore a duplicate if your original is lost or damaged. In this case, its validity period will not matter. But the restoration of records on it will be carried out only until the moment when the copy is certified. All other records made in the original after this date will have to be certified by other documents confirming them.

Embassies

Entry for Russian citizens to different countries of the world can be carried out on the basis of agreements with Russia or with a visa. To obtain a visa to enter, you must provide the embassy of that country with a strictly defined list of documents. In most cases, a copy of the book is a mandatory document to confirm that a person has a job. With the help of this copy, embassy staff make sure that the person has a stable income and is attached to his country. Thus, the chances that he will remain illegally in another country are considered minimal.

The validity period of the copy in most embassies is also 1 month. But before submitting documents to obtain a visa, you must clarify all the requirements in advance, as they can be changed at any time.

Features of the income certificate according to the bank form

Quite often, the amount of income in the 2-NDFL certificate is not sufficient to purchase a loan or mortgage. The employer can only indicate the official part of the salary; data on part-time work, for example, is not provided there. To solve this problem, banks offer to fill out another certificate - according to a form developed by the lender.

A salary certificate in the form of a bank contains complete and reliable information about a person’s real (including unofficial) income. The employer is not afraid to indicate the real amount of income, because the bank does not have the right to disclose this data, including to the tax office.

Each bank develops its own certificate form, but they all contain similar fields to 2-NDFL, except that the bank is not at all interested in the amount of taxes withheld. Information about the organization, its details and address are also indicated in the same way. About the employee, fill in the fields for full name, position and length of service.

In a special table, the company’s accountant enters the monthly amount of the employee’s salary, exactly the amount that he receives in his hands. These numbers are then summed up and the total for the specified period is displayed. It should be noted that you should not indicate unrealistic amounts, since the bank can check the average salary level for the same position in the entire region.

You can get a certificate form in the bank form directly from the credit institution itself or download it from its official website.

The validity period of the certificate in the bank form is slightly shorter than the validity period of the personal income tax certificate 2 for a mortgage; as a rule, it is only 10-30 days. This is due to the fact that such a document is unofficial. There is a possibility that the employee will take the certificate and quit. Therefore, all lenders are reducing the time it is relevant.

Recommended article: How to apply online for a mortgage at Sberbank without a down payment

Recommendations

Taking into account the fact that Russian legislation does not establish the exact validity period for a copy of the book, I recommend:

Always check with the agency requesting the copy for expiration dates.
Make it a habit to order a copy of a document every time a new entry is made to it. In this case, it will be easy for you to restore it if you lose it.

Remember that each organization can set its own expiration date for a copy of the book, so it is better to clarify it before submitting documents.

conclusions

The labor document of a working person can be submitted to the authorized bodies for consideration only in photocopied form.

All pages of the document must be copied, each of which must be certified. A mandatory element of the operation is the indication of the date of its execution. It is used to determine the validity period of documents. They are usually set as a monthly period, however, in the case of sensitive issues related to large sums of money, the parameter can be reduced. Restrictions do not apply to certified documents if the procedure was carried out by a notary. Such papers are considered valid until a new entry is made in them.

Legislative innovations

Once the copy of the paper expires, it becomes invalid. To restore its relevance, you need to contact the person who carried out the initial registration. A person can initiate a new procedure or extend the validity period of an already drawn up document.

Requirements of banks for the work activities of clients

Banks need information about the client’s work, first of all, to confirm the veracity of the information provided by the future borrower, and also for:

determining the degree of solvency of the prospective client;
establishing 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.

This is important to know: Work record book for transfer to another position: sample 2021

When making a decision to issue a loan, the bank’s credit commission proceeds from an analysis of the likelihood of debt repayment. An important role in this is played by information about the client’s permanence in labor relations, the source of which is his work book.

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

The situation is the same 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, appearing 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.

A copy of the work book for the bank

According to labor legislation, the work book is kept by the employer and is issued in cases strictly specified by law. Providing a loan to a bank does not apply to them.

If a citizen needs to provide information about his work activity to the bank, he will need a copy of his work book.

The employee has the right to apply for its issuance to the employer by submitting a written application to this effect, and he is obliged to issue a duly certified copy free of charge within three days from the date of application (Article 62 of the Labor Code of the Russian Federation).

In a copy of a work book for a bank, all pages are usually certified (there can be either one or two spreads of the work book on a sheet). After the last employment record, there should be an inscription in blue pen: “Continues to work in the position of such and such. Record number, current date." This inscription must be certified by the signature of an official (indicating the position).

What can a copy be useful for?

A copy of the work permit is periodically required by various organizations, these include:

Banks;
Federal Migration Service;
Embassies;
Social protection;
Courts and others.

This document may be required for:

Obtaining a loan, mortgage, benefits, allowances, subsidies;
Registration of passport and visa;
During the trial;
When adopting children, etc.

Since the work book is the only document recording information about a person’s work activity, this document is required when carrying out certain actions.

How can I get a copy?

The fact is that the HR department employee does not have the right to hand over the original work book to the employee while he is registered and working at this enterprise. But if an employee needs to provide information about his work activities, he can ask the employer to make an extract from the work record or make a certified copy of it.

Expert opinion

Novikov Oleg Tarasovich

Legal consultant with 7 years of experience. Specializes in criminal law. Member of the Bar Association.

To obtain the document, you must visit the HR department and leave a statement there asking for a copy of the document. The employer is obliged to issue it within three days. At the employee’s request, the employer can issue one of two types of document – an extract or a copy.

An extract is a copy of part of the pages of the work book. Such a document may be required to obtain a foreign passport; it requires an indication of places of work for the last 10 years. In general, an extract is required if it is necessary to provide information for a single period, and the activities for the rest of the time are not important for the institution.

Where can I get a copy of the document?

The citizen’s labor registration document is kept in the custody of the manager or in the personnel department of the organization. It is given to the employee exclusively upon dismissal or retirement. If, when applying to some institutions, a work permit is required, the citizen can provide a copy of it. In order to obtain a photocopy of an employment document, a worker must submit an appropriate application to his employer. By law, the employer is given three days during which he is obliged to issue the document to the applicant. Having received the work book, you need to make copies of all completed pages.