An entry in a work book should be considered invalid - sample

18.06.2019

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6 min.

Even experienced HR or accounting employees make careless mistakes when filling out documents, and as a result, the entry in the employment record is invalid. No one is immune from the notorious human factor. Inspectors sometimes hastily indicate the wrong order number or date when dismissing an employee. It should be noted that the work book does not tolerate erroneous entries. The law provides for such cases, so the personnel officer must be able to remove them correctly. The article talks about how to do this in accordance with regulations.

When are changes made to the work book?

A limited number of people can make entries in the work book and correct them. Usually, in an organization, by order of the manager, a responsible person is appointed who is assigned these functions.

The list of positions that can be appointed by order has not been established. Therefore, the manager himself has the right to appoint and vest such powers.

Typically this is a HR or accounting specialist. In the case of an organization with a very small staff, the manager can make entries in the work book himself.

Errors are most often discovered during internal audits of personnel documents and then corrections are made by the responsible person. But situations are also common when a citizen discovers an inaccuracy after he has received the work book in his hands. Let's look at typical cases and what to do.

1. The owner of the work record book discovered an error in the information on the title page.

On the title page, according to the Instructions for filling out the book, it is possible to make only the following changes:

• related to changes in personal data (full name, date of birth). In this case, the original information is crossed out with one line, new information is written next to it, and a record is made on the inside of the cover about the document on the basis of which the changes were made. It is certified by the position of the responsible employee, the signature and seal of the organization;
• about education and specialty. In this case, the previous data is not crossed out, but the new entry is entered next to it. This addition does not require certification.

If a work book is being drawn up for the first time and an error is made on the title page, then such a form will be considered damaged and must be replaced.

1. The owner of the work record book discovered an error in information about work or awards.

In this case, you should proceed as follows:

• submit an application to the organization that made the error in the entry with a request to make corrections;
• request from the organization where the citizen worked and whose employee made an incorrect entry in the book for clarifying documents (copies of orders, employment contracts, etc.). With these documents, apply for changes to the employer for whom you currently work;
• request copies of orders, employment contracts, extracts, etc. in the city archive, if the organization has already been liquidated and the documents have been deposited in the archive.

Information updated and current as of December 2021

1. How and when you need to make corrections to your labor report in 2021
2. Rules for corrections and error options
3. The entry is incorrect
4. The text of the entry was entered by another employer
5. Correction of an error by the employer who made the entry after the dismissal of the employee
6. Incorrect dates indicated
7. Incorrect order details
8. Errors in employee award data
9. Replacing incorrect information on the title page of the work book
10. Correcting errors in the work book insert
11. Invalid entry
12. Wrong entry
13. Entries that cannot be corrected in the labor report

An invalid entry in the work book, the rules for filling which we have repeatedly discussed in articles in the section on labor law in the Russian Federation, is a fairly common problem, the absence of a solution to which often leads to difficult situations for employees (for example, difficulties when finding a new job) and for employers (appropriate legal consequences may be applied to them for an uncorrected error made by them).

Today, the permanent author and practicing lawyer Oleg Ustinov will tell you how to make an entry in the work book about the invalidity of the entry and how to carry out the correct procedure for each type of error.

Stay with us!

Invalidity of an entry in labor reasons and legal consequences

The most common mistakes that HR officers make when filling out employment data relate to the wording in the position (staffing unit) specified in the employment agreement. The reason here is elementary inattention, because often the position in everyday life is called by an abbreviated name, but according to the staffing table it comes with a different name. Such an entry in the labor record may lead to inconsistencies with the staffing table with all the ensuing consequences.

This is also important for the employee, because the lack of a definition can reduce the status of a leading employee to an ordinary employee, which can affect future employment and salary

A mistake in a position can have negative consequences for both the employer and the employee.

If there are errors in the wording of the article when dismissing an employee, the same scheme applies, only here the employee suffers to a greater extent. After all, during a further job search, the next employer carefully evaluates the reason for leaving the previous job. There is only one way out - write a statement and demand correction.

Another option, when a previously made entry is declared invalid, is the restoration of the employee’s labor rights by the court or the Labor Inspectorate.

When an employee is reinstated at the enterprise by a court decision, an entry about this is made in the work book.

The most difficult option is when, when registering the transfer of a specialist to another position, the personnel officer enters a work record and certifies it with the manager’s visa and the company’s seal. This is a gross violation of the rules for drawing up an employment document, since the signature of management and the company’s stamp can only be placed on the document upon dismissal of an employee. In fact, such a record is not considered a record, and accordingly, it is impossible to invalidate it. This text cannot be corrected. In this case, you need to change the work permit, drawing up a duplicate with the correction of this error.

When an error creeps into the title page of the work book, where information about the employee is indicated, the consequences can be the most serious. A discrepancy between the personal data in the work book and other documents may make it invalid, since its ownership will be in question. If the error is not corrected, such a document may not be accepted by the Pension Fund as confirmation of work experience. This can happen if the title page contains:

Typos or errors

This is especially important when registering your full name.

Oh, here a mistake in one letter, an omission of a letter, and even the letter “e” instead of “e” can play a key role. Cross-outs or corrections without reference to the relevant documents of title. Correcting data by covering it with correctors or erasing it with an eraser. A note on the issue of a work book by an individual. According to current regulations, an employer who is an individual. person (not an entrepreneur), does not have the right to issue employment documents, nor to record in them the fact of working for him. Other information that does not correspond to current documents.

The ownership of a work book with incorrect personal data can be established in court, but this will require some effort.

How and when you need to make corrections to your labor report in 2021

Corrections that an employer can make to the work books of its employees can be divided into 2 categories:

1. The first of these includes corrections that need to be made when adding or changing the personal data indicated on the title page of the document.
2. The second group includes corrections that the employer is obliged to make if he discovers an error in the sections “Information about awards”, as well as “Information about work”.

Expert opinion

Gusev Pavel Petrovich

Lawyer with 8 years of experience. Specialization: family law. Has experience in defense in court.

At the same time, it is worth highlighting as a separate group of grounds for corrections the employer’s discovery of an error in filling out the cover page of the work report. However, in this case, the employer must fill out a new form, and not correct the error!

According to the current legislation of the Russian Federation as of 2021, corrections are made in the following ways:

• Crossing out one line that does not interfere with the legibility of the record, followed by putting the correct information next to it.
• Recognition of data recorded in a document as invalid - by making an entry about it.

It is worth noting that the first of the above methods is used exclusively on the title page, and crossing out other sections on other pages is a gross legislative error and entails corresponding consequences (we will talk about them a little later).

Job details

All entries that will be taken into account when calculating work experience must be recorded in the worker’s work book in accordance with the labor legislation in force at the time the entry was made. You should know how to make an entry in the work book about an erroneous entry in the part where information about the work is indicated. It is strictly forbidden to cover up or cross out incorrect information. The erroneous entry must be invalidated, and then the correct data must be entered.

How to correct an erroneously entered entry in a work book correctly

• in column 1 “Record No.” the next sequential number is entered}
• in column 2 “Date” the date of recording is written}
• in column 3 “Information about hiring ...” it is written that the entry (the number is indicated) is invalid, and the correct information is entered}
• in column 4 “Name, date and number of the document...” the number and date of the order that served as the basis for entering erroneous information is entered.

Records of dismissal or transfer are similarly corrected if these actions are recognized as illegal by the Rostrudinspectorate, the court or the employer.

To legally restore continuous work experience, in the column “Information on employment ...”, the relevant information on the restoration of continuous work experience is entered, indicating the period, and in the column “Name, date and document number ...” the document that is the basis for the entry is indicated, most often this is an order or instruction.

Quickly detected error in records

If an incorrect entry in the work book was quickly identified, and the employee continues to work at the same enterprise, then correcting the error will not be difficult for a HR specialist: another entry is made, declaring the previous entry invalid, after which the correct information is entered.

An error in the work record discovered after dismissal

If an error in the data was discovered immediately after the dismissal, it must be borne in mind that the dismissal of the employee is documented, the entries for this organization in the work book are completed with a seal and all signatures. If you make an entry without indicating the organization, this will lead to the emergence of controversial issues in the future, because there will be no clarity about the authorship of the entry.

The correct fix would be:

1. Enter the name of the organization as a heading, put down the number and current date in order.
2. Invalidate the entry with its number and enter the correct version of the entry.
3. Close the records as if you were dismissing with the seal of the organization and the signatures of the HR department employee and the employee.

If the former employer refuses to correct erroneous entries, the employee has the legal right to have the error in the work book corrected in court.

An error discovered after a while

But there are cases when the error is discovered several years later, and the employee has long since gotten another job. In this case, corrections are made on a general basis: the next serial number is inserted, information about the invalidation of the entry is entered, indicating the number under which it is entered in the work book, and the correct information is recorded. In this case, the date is given as a calendar date, and not the number under which the erroneous entry was made. Column 4 contains information about the relevant order with the obligatory indication of the name of the employer.

Erroneous record discrediting reputation

If information about dismissal or transfer is entered into the work book, which is subsequently recognized as erroneous, the owner of the work book has the right, by writing an application at the place of last work, to receive a new work book. All entries in the old book are transferred to it, except for the one that is recognized as erroneous. The new book is a duplicate of the old one, about which the entry “Duplicate” is made on the first page (upper right corner). On the title page of the old book with an erroneous entry, you should write “A duplicate has been issued instead.” It is mandatory to indicate the series and number of the new work book issued to replace the old one.

Rules for corrections and error options

The Rules of Maintenance and Instructions for filling out work books are required reading for every employer - they include a list of specific instructions on how to correct an entry in the work book in 2021. We suggest considering the main types of error correction below.

The entry is incorrect

If errors are detected in the record, the employer, in accordance with current legislation, can correct it only by recognizing the record as incorrect. This rule applies to information contained in the sections on employee awards and work.

You can invalidate an entry in one of the following ways:

• The employer puts a corresponding mark that such and such (the entry number must be indicated) entry is invalid, after which he is obliged to enter the correct data. Simply put, this correction is done in two lines that have different sequence numbers.
• One of the entries acknowledges the invalidity of the information and explains the reason. For example, you can write “entry No. 4523 is invalid because the employee was reinstated.”

Invalid entry in the work book
It is worth noting that in cases where the entry about invalidity is a separate line, the employer does not put anything in column 4 (grounds)! We also note that all records, according to the requirements of the legislator, must be numbered in chronic order.

The text of the entry was entered by another employer

In cases where an error in the work book was made by a former employer, corrections can also be made by the current employing organization. But, only on the condition that this employer has on hand all the necessary relevant documentation for such a correction.

For example, if an employee has an error in the grounds for dismissal from a previous job, you will need a copy of the order with the correct data, as well as a covering letter, in the content of which the former employer must describe the previous situation.

If an employee requires a work permit in order to correct a mistake by contacting his former boss with this document, the issuance of the book must be formalized accordingly (the current employer draws up a corresponding receipt for receipt of the work permit). Otherwise, if the employee loses the document, responsibility falls on the organization that issued the work book!

Correction of an error by the employer who made the entry after the dismissal of the employee

If the found error is corrected by the former employer, he must indicate the full name of his organization, and then recognize the invalidity of the entry, and then enter new information. In addition, the work record includes the signature of the person who is responsible for maintaining and storing employee work books and the organization’s seal.

You will not find this procedure in the legislation, but in 99% of cases the process must comply with the listed points!

Incorrect dates indicated

If the essence of the error is the incorrect date of transfer, hiring, dismissal, etc., the error is corrected in the same order. The entry is simply declared invalid, after which the correct revision is made to the labor record.

Making an entry in the work book about the invalidity of the hiring date

Incorrect order details

Inaccurate or incorrect order details are classified by the legislator as an error, and their correction occurs in the general manner.

Errors in employee award data

Errors found in the “Information about awards” section are similar to the types described above - they cannot be entered using strikethroughs! Therefore, if they are identified, the employer is obliged to invalidate the entry and then enter the correct data or cancel the entry with the obligatory indication of the grounds for cancellation (for example, entry number No. 2321 was declared invalid due to an error in it in the order for awarding the employee's full name ).

Replacing incorrect information on the title page of the work book

Sometimes it happens that an employee’s personal data changes, which, of course, is not an error, although it requires prompt correction. To do this, the employer must:

1. Cross out the irrelevant entry with one straight line (so that it remains readable), and then write down the correct relevant information next to or slightly above.
2. Make an appropriate entry about this on the cover of the document, indicating the documents that served as the basis for such correction.

Similar to the method described above, the incorrect date of birth is also changed.

If an employee changes his last name after marriage, his passport still serves as the legal basis for making the change. The thing is that information is entered into the employment record on the basis of the employee’s main identification document, but a marriage certificate is not one!

A separate point worth highlighting is the specifics of correcting/adding data on your specialty or education. So, if an employee receives a second specialty or another education, the employer simply puts the new data separated by a comma, since obtaining a higher education does not “remove” the previously received secondary education.

Correcting errors in the work book insert

Most of the corrections and changes are made to the insert in the same way as for the work book. Moreover, if the data is changed on the title page of the main document, this procedure should be duplicated in the insert/inserts!

Sometimes the information reflected in the TC must be subject to changes. Sometimes an employee’s passport details, degree of education, and profession change. In addition, personnel officers sometimes make mistakes themselves when filling out the document. Let's figure out what to do in such situations.

What to do if you made a mistake when filling out the work form?

If an incorrect entry or information that does not correspond to reality is found in an employment document, it must be corrected where the inaccurate entry was created, or at a new workplace, be sure to have an official document from the employer who made the inaccuracy.

If a company disappears where a mistake was made when filling out the Labor Code, the corrective entry must be entered in the new workplace. When there is no such company, the enterprise where the employee currently works should be responsible for correcting the information in the Labor Code. The basis for creating corrections should be extracts from the necessary archival documents.

Correcting an entry made

Correction of the information contained on the title of the work book can be done following the instructions and rules governing its completion. In this case, you need to carefully cross out the error with a horizontal line and write the correct option next to it. After this, the entry in the work book can be considered invalid.

Completion of a perfect record

You can cancel a completed entry for various reasons. This is especially true in situations where a company employee, upon joining the job, had one higher education that was different from his job, but over a certain period of time he graduated from another educational institution and received the corresponding profession. This means that the HR department employee must ask himself how to properly cancel an entry in the work book made earlier. In this case, you don’t have to cross out the entry, but simply add the information that appears, separated by commas.

Invalidity of entry

It happens that after making any entry in the work book, in particular, information about the position, date of employment, dismissal date, awards to the employee for special merits, etc., it is discovered that the entry is incorrect. A logical question arises: how to write in the work book that the entry is invalid?

You cannot cross out anything in these sections, nor can you falsify information or cover it up with a corrective agent. An entry stating that an entry in the work book is considered invalid must be made in a strictly defined manner.

This procedure should be completed by repeating the number and date of the order in column 4, on the basis of which the work book was filled out incorrectly. If this order was drawn up with an error, it should be cancelled. After this, enter the details of the canceled order in column 4.

According to this principle, corrections are made to all incorrect or inaccurate information, in particular, about employment, transfer to another department, dismissal, as well as various types of awards received by the employee during the period of his employment with each employer. An entry that is recognized as such by a decision of the court, the Rostrudinspectorate or the employer itself is also invalid. This is especially true in cases of dismissal or transfer of an employee.

https://youtube.com/watch?v=UgjGFi6_h8A

How to change entries

Making changes to the work book when an error is made.

As has already become clear, changes to the Labor Code can be made if inaccurate information is discovered. This also arises in cases of changes in personal information about the worker, information about his profession, or degree of education.

To change an entry, you should follow the procedure. After the most recent entry in the book, it is necessary to enter the entry number in the first column in order, in the second column to record the date the entry was changed, and then in column 3 to display information about the reflection of the incorrectness or inaccuracy of the previous entry.

A valid entry is then written. In this case, in the fourth column it is necessary to indicate the name of the document, on the basis of which the correct entry is reflected in the TC.

A similar procedure applies to many situations regarding the invalidation of information about:

1. Transfer to a new position on a permanent basis.
2. Dismissal.
3. Unlawful dismissal.

All information is entered on the basis of issued orders from the employer.

This information can be entered no later than a week from the date the order is issued. The exception here would be dismissal - this entry must be written on the day of dismissal.

The records must comply with the orders according to which they were registered in the employee’s Labor Code.

Abbreviations in the Labor Code at the time of reflecting new information are prohibited. Corrections are made exclusively in Russian.

There are exceptions - a work book may contain information recorded in two languages, and the second may be the language of the republic that is part of the Russian Federation and has established its own state language. There are no special rules for maintaining a work book in a second language, but it seems that information in this format should be entered immediately after the first one, which was written in Russian.

The employer must inform the employee of any changes made to the Labor Code. The guarantee of familiarization will also be the personal signature of the employee in a special card in form No. T-2. This entry must be duplicated there.

Grounds for invalidating entries

The reason may be the inattention of an HR employee or inaccuracy in documents. But incorrect entries do not only appear as a result of technical errors. The error may be more significant - for example, if the employee was unfairly dismissed and then reinstated in the workplace by court.

Expert opinion

Labor Lawyer Olga Smirnova

All corrections to the work book must be made in accordance with the rules established by the Government of the Russian Federation and the Ministry of Labor of Russia in Resolution No. 69 of October 10, 2003 “On approval of instructions for filling out work books,” as well as the Labor Code of the Russian Federation and the Decree of the Government of the Russian Federation of April 16, 2003 Year No. 225 “On work books.”

Actions for specific errors

The procedure for changing incorrect information in a work book is generally standard for most situations, but there are cases in which there are nuances in registering changes in the work book. There are no fundamental differences from the basic situation, but it is necessary to strictly adhere to the order that was assigned by law for each specific situation.

Incorrect date

Correction of the record must occur according to the rules.

If the date of an event that occurred is incorrectly reflected - hiring, dismissal - HR specialists have two options for the development of events on how to make a change.

The first option is to make a note about the invalidity of the information under a certain serial number and immediately need to write down the correct date right there. The second option is to enter information twice: in the first entry indicate the incorrect data, and in the second indicate the correct date.

Both options have the same result, therefore. Each personnel officer chooses here the option that is more convenient for him.

Open Joint Stock Company "Territory"

Recruited to the investigative department as an assistant.

Order No. 38-L dated November 8, 2014

Entry number 7 is invalid.

Invalid entry

A timely detection of an error in filling out a work report will significantly facilitate the transfer to another job.

To recognize the information as incorrect, the only option is to merge the two records. This type of correction must be made at the employee’s place of work where this entry was made.

Expert opinion

Gusev Pavel Petrovich

Lawyer with 8 years of experience. Specialization: family law. Has experience in defense in court.

To correct it, you need to make a new entry with a note that the entry under a certain number is invalid and then make a correction appropriate to the situation.

If there is no possibility of correcting the entry at the previous place of work, such information can be corrected with the help of the successor employer, but the basis for the authority to change the information in the Labor Code must be provided in the document of the employer, as a result of whose activities the inaccuracies in the book were recorded.

Recruited to the marketing department as a marketing expert.

Order No. 33-L dated November 9, 2013

Entry number 3 is invalid.

Hired in the marketing department as a software engineer.

Incorrect entry of order details

In these situations, the change procedure is also simple - we declare the incorrect entry invalid, with the obligatory indication of its serial number. After this, you can copy the entire entry when adjusting the order details.

For example, you hire an employee for the position of economist. It looked like this in labor:

Open Joint Stock Company "Territory" (JSC "Territory")

Admitted to the statistics department as an economist.

Order No. 43-L dated August 19, 2013

Entry number 4 is invalid.

Accepted into the statistics department as an economist.

Order No. 45-L dated August 17, 2013

This is exactly what correct correction of information in the Labor Code looks like in a situation where incorrect order details are indicated.

Correction of award information

Common mistakes when filling out a work book.

And in this situation it is necessary to act in the same way as previously described. Here it is advisable to make one general entry so as not to get confused with dates and avoid unnecessary mistakes.

Typically, an error in the award data lies in the incorrect nature of the announcement of gratitude, therefore, you must be very careful when making corrections, since this section is the most erroneous among HR workers.

In short, everything looks the same as usual - the previous entry is declared incorrect, then a note is made in the same entry with the corrected data. Eg:

Open Joint Stock Company "Territory" (JSC "Territory")

Awarded a certificate of honor for participation in the preparation of the exhibition “Services-2013”

Order No. 51-K dated September 28, 2013

Entry number 6 is invalid. A letter of gratitude was written for participation in the preparation of the exhibition “Services-2013”

Changing information on the title page

Making mistakes when filling out can lead to serious consequences.

This is the most controversial and problematic part of the work book when it comes to making changes. In general, personnel specialists often argue with each other about the possibility of correcting the title page of the work book. According to the law, correction of information on the title page is possible, but only when situations such as:

1. Initial filling.
2. Error detection during further filling.

If the workplace is the first in an employee’s life, then according to the Labor Code of the Russian Federation, Art. 65 work book must be issued by the employer at his own expense. When an employer writes something incorrectly on the title page when filling out the Labor Code for the first time, the following procedure is necessary:

1. Prepare an act of writing off the form that was damaged.
2. Record accurate information on a new form.

It is worth noting that this scenario can only be used when filling out the book for the first time.

If subsequent employers identify inaccuracies, pension authorities may refuse to count the years worked when calculating length of service. In this situation, only judicial authorities can help, from which the owner of the book must receive a decision on the ownership of the document.

Fixing bugs in the insert

A smudged print is also a filling error.

There are usually two types of errors in inserts - smudged printing and inaccurate information. If the information on the organization's seal is difficult to read, corrections can be made.

There is an interesting point here - the law does not regulate the procedure for entering changed information into the TC insert if the print is poorly readable. This means that corrections can be made in a completely free form.

In the case of false information, everything is standard - the rules and procedure for correcting the document are exactly the same as for other pages. Invalid entries must be declared incorrect and entries must be made with the correct information.

It must be remembered that witness testimony is not a sufficient basis for making corrections to the work book insert.

And it is precisely to prevent such cases that a document from the employer is required.

Some questions about filling out a work book

A new entry is made in the work book within a week from the date of change.
This also applies to orders from the employer. At the same time, if an employee worked in the organization for less than 5 days and quit, the entry does not need to be made. When filling out the columns, abbreviations are not allowed. You can't write "pr." instead of “order”, or “TC” instead of “labor code”. Each word is spelled out in full.

The form that was left with the previous employer will not be an obstacle to hiring an employee. At the request of the employee, a new document is drawn up, but information about previous places of work is not added.

If the entry does not contain an inaccuracy, but is missing completely, it is made in accordance with the Instructions. In this case, the actual date is recorded in column 2. Any date is written in Arabic numerals. The day and month are a two-digit number, the year is a four-digit number.

The employee is asked to create a work book if he has another one

In rare cases, an employee asks to issue a new document if he already has a valid book. A few examples of employees who may want to create an additional form:

• a teacher who teaches classes at different universities;
• a doctor who sees patients in both private and public clinics;
• security guard employed at 2 places of work on different shifts

An employee can create several documents, expecting material benefits from different organizations. The law does not clearly prohibit such actions. However, it can be argued that only one copy is legal. Art. 282 of the Labor Code of the Russian Federation provides a clear definition of the concept of “part-time work”. Only one place of work can be the main one.

A citizen is listed as a part-time worker on the basis of an agreement with the organization. The Labor Code also guarantees support for citizens combining work with study, but only at their main place of work. One place of work is also taken into account in relation to benefits for workers in the Far North and hazardous industries. Information about part-time work is entered into the subordinate’s papers. The number of organizations in which a person can work part-time in his free time from his main job is not limited by law.

Registration of a duplicate

The duplicate includes:

• information provided at the last place of employment;
• data on total work experience before joining the staff

If the lost form contained a mark that was declared invalid, it will not be duplicated in the new copy. The total length of service is indicated in summary, without specifying the organizations in which the subordinate was registered and the reasons for dismissal.

A duplicate is issued if the employee’s book is lost or damaged. A duplicate may be issued if the original version contains an erroneous entry about the dismissal or transfer of an employee. In this case, erroneous information is not entered into the duplicate.

Errors related to information about past jobs must be corrected by the organization that made the mistake. If the organization is reorganized, the problem is solved by the successor. In the event of liquidation of the company, the correction is made by the responsible person at the current place of employment.

Information about the probationary period is not included in the list of employment of the subordinate, since the employee is not yet officially working in the company, and the law does not indicate the need to record such data.

When making notes, both the full and abbreviated name of the employer is written down in the document. If an error is made in the name of the organization (even if it concerns only the abbreviated name), a note is made in the documentation with up-to-date information.

According to clause 35 of the Rules, the seal of the organization, as well as the signature of the responsible person, certifies all records of this organization in the form upon dismissal of an employee. The owner of the work book signs each entry. The seal is also placed on the title page. If the stamp is placed upside down, this is not considered a violation. The notice of dismissal is made on the day the employee is dismissed. If a subordinate went on vacation before leaving the organization, the date of the last day of vacation (also the date of the last working day) is entered in column 3. The reason for dismissal must include a reference to the clause and article of the Labor Code of the Russian Federation.

Other information included in the form

Similar to information about work, column 3 of the form includes information about:

• taking advanced training courses, retraining and special training;
• receiving a new rank (category);
• part-time employment;
• the time spent in places of deprivation of liberty is not subject to offset in the total work experience;
• period of military service or service in internal affairs bodies;
• restoration of continuous service

General rules for making changes

The legislation of the Russian Federation protects the rights of workers and stipulates how the interaction of different aspects of the labor process should be structured so that no one’s rights are infringed.

The Labor Code of the Russian Federation stipulates all the nuances, including those related to work books.

According to the law, they are the main paper for an officially employed person, and they must be filled out whenever there is any change in the person’s status or qualifications related to work activity.

Filling out and maintaining work books is strictly stipulated in the relevant Rules and Instructions, which were published back in 2003.

They specify who has the right to fill out documents, provide approximate formulations of how various events should be reflected in the form of records, and also corrected if an error has crept into the filling.

The latter should be examined, since even experienced HR specialists do not always know how to reflect this in the documentation.

Entries in labor records can be changed or canceled by a limited list of people who have the appropriate authority, but no law provides for the listing of such positions.

It is only mentioned that such powers are transferred by internal order, but this is usually done in relation to personnel officers, and in small enterprises this work can be carried out by the head of the company or any other employee, for example an accountant, secretary, administrator and others.

For incorrect information that was included in the work report, you cannot use strikeouts, blurring, footnotes and other methods that are usual in other cases.

It is allowed to use only the option associated with indicating the invalidity of the entry and adding the correct data.

When an error appears on the first page, it is allowed to cross out the incorrect information and add what corresponds to reality, but on the inside cover it is indicated why the changes occurred and on what basis they were entered into the document.

Entries are always made with a blue or black ballpoint pen, but gel or fountain pen options are quite acceptable, using ink that is resistant to light and moisture.

When using ink, it is important not to blot or stain the paper, and words should be written in full, without using abbreviations.

If this is not done as the rules stipulate, then correction will have to be made again.

Adjustment algorithm

How to make a correction in a work book? “The entry is invalid” is only the initial stage of correcting the entry. Let's consider the general algorithm:

1. In the first column you need to put a number in order, following the one that was in the previous entry.
2. The next column contains the date at which the correction is made.
3. In the third, an entry is made: “The entry behind the number... is invalid.” In the same column you must write the correct data.
4. The fourth column must be filled in with a link to the order, which contains the correct data.

How to correctly enter the phrase: “The entry is considered invalid”? In the work book, a sample is presented below.

If an error is made on the title page, then the correction algorithm is as follows:

1. One line must be taken to cross out the old entry.
2. Write the current information next to the crossed out entry.
3. On the work paper you need to write a link to the document that confirms the changes.
4. The link must be certified by the seal of the organization and the signature of an authorized employee.

The entry for the number is invalid as it was entered incorrectly

• Writes a statement addressed to the director with a request to correct the mistake.
• An order is issued regarding the need to make corrections, and a number is assigned to it.
• The HR employee confirms in writing that the previously specified data is invalid.
• The correct date is entered, the order number is indicated - the basis for making changes.
• The specialist writes his position, surname, initials and signature, and puts a stamp.

• If the entry is made incorrectly during the registration of the new insert, it is subject to destruction, about which a corresponding act is drawn up.
• If the first page of the work book already contains the series and number of the damaged insert, then the series and number of the new form are also affixed.
• If there is an error in any of the entries made in the insert, the procedure for correction is standard. First, the serial number of the new entry is entered, then the date the correction was made and the correct text.
• The specified information must be confirmed by the Order, its series and number must match the Order data in the previous entry.

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General correction rules

Corrections or changes to entries may be required on the title page of the work book or in the work and awards sections. If you need to indicate a different full name or correct the date of birth, this can be done by the employer who currently employs the employee.

If an inaccuracy is found in the entry made at one of the previous places of work, then the employer who made it must correct the error. The current employer also has the right to make a correction, but this will require official paper from the place of work where the incorrect entry was made.

If the company that made an inaccuracy in the employee’s work record no longer exists, questions about correcting errors should be addressed to the successor company or higher authorities. If this is not possible, you can contact the regional archive for help.

The following have the right to make changes and corrections to the work book:

• head of the enterprise. An exception is the case when the manager is an individual entrepreneur, i.e. an individual;
• director. For many enterprises, the director and the head of the company are not the same person;
• accountant. In some cases, the work book is kept in the accounting department (mainly in small enterprises);
• HR department employee. It is in the personnel department that most often the work book remains in storage during the entire period of work of its owner at the given enterprise;
• lawyer – if there is one on the company’s staff.

How to correct an error in a work book (filling sample): correction, cancellation, omission and typo

• the invalid surname or first name, patronymic, as well as the owner’s date of birth are crossed out with a continuous line;
• next to the crossed out erroneous entry, correct information with new information is entered;
• on the inside of the cover page there is a link to a document confirming the accuracy of the adjustments.

1. In the first column the number of the new correct entry is entered.
2. The second column records the current date of making the correct entry.
3. In the third column about. The correct entry is made here.
4. The fourth column records a document prescribing the correction of incorrect information.

Example of correcting a dismissal record