How to write a job application - sample 2021 - 2021

Information for the document

The list of documents required to submit when applying for a job is determined by Article 65 of the Labor Code of the Russian Federation. The application is not included in this list - directors of companies and organizations have the right to determine for themselves the need for its preparation. It is mandatory to submit only when applying for a state or municipal service (Article 26 No. 79-FZ, as well as Article 16 No. 25-FZ).

Features of document preparation

1. Completed application form
2. Job Application Form
3. Application procedure
4. Application retention periods

Job Application Form

The application is made in writing in one copy. Its strict sample has not been established - depending on the personnel policy practiced by the employer, the recommended form may be used, or the application may be written by hand.

Important! The standard application form includes information both about the person applying for the job and directly about the employer.

The application is written to the general director of the organization hiring a new employee. When indicating his name, it is possible to write initials. But the applicant must indicate his full name, along with his passport details, place of registration and place of actual residence (if they differ).

The job application itself must be written in the body of the application. The name of the organization and the position for which the applicant is applying is indicated here. If the enterprise has several divisions, the necessary one is noted.

Important! Specifying the operating mode will avoid possible disputes in the future.

It would not be superfluous to reflect the conditions under which a person is hired - for a permanent position, during maternity leave, part-time work, etc.

The name and position of the head of the personnel service is indicated under the date and signature. If there is only one personnel officer at the enterprise, it should be him.

Application procedure

The application is submitted to the HR department along with a package of accompanying documents in accordance with Article 65 of the Labor Code of the Russian Federation.

Documents required for submission to the HR department:

• passport (original and copy);
• TIN (original and copy);
• education document;
• work book (if any);
• military ID (original and copy);
• marriage registration certificate.

Important! As for hiring the general director, he does not write an application. This procedure is regulated by Chapter 43 of the Labor Code of the Russian Federation.

The legislation provides for the right of employers to demand the presentation of other documents not included in this list. This may be a certificate of a completed medical examination, a work permit if the person applying for a job is a foreign national, etc.

After a candidate for a vacant position is approved, an order for his employment is issued. The number and date of adoption of this order are written by the head of the personnel department under the text of the application.

Application retention periods

Storage periods depend on whether the person was hired or not. So, if an applicant is refused admission to a vacant position, his application with accompanying documents is stored in the personnel department for three calendar years. If the person was hired, this period is 75 years (Order of the Ministry of Culture of Russia No. 558 of August 25, 2010).

Important! Job applications written by members of the executive and control bodies of the enterprise, as well as persons with an academic degree, are stored indefinitely.

The petition is filed in the employee’s personal file. After he resigns (retires), the case is transferred to the archives for storage.

Procedure and rules for applying for a job according to the Labor Code of the Russian Federation

When hiring new people, a certain sequence of actions is followed. They relate to the collection of documentation requested from citizens and its study, the issuance of an order for employment, the execution and signing of an employment contract.

Acceptance of necessary documents from the employee

In addition to the package of documents described above, the applicant submits an application for employment. It is worth mentioning right away that according to the law it is not necessary to write it. In the Labor Code of the Russian Federation (Article 65), the application is not mentioned in the list of documents required for employment. However, in some cases (for example, when entering the civil service), it is drawn up and submitted along with the main documentation. The employer accepts the necessary package of documents for authentication. Photocopies are made of some of them (passports, SNILS, TIN) or data is copied (military ID), and the originals are returned to the owner (except for the work book).

After checking the documents, the employer decides whether to hire a potential employee or refuse to employ him.

As for the job application, it is drawn up arbitrarily, since there is no established template. However, its content must meet certain requirements (a sample form is here). It is issued in the name of the first person of the organization.

The text of the application contains the following data:

• Full name of the potential employee;
• the name of the structural unit (if any) and the position (profession) in which the citizen plans to work;
• salary for the position held according to the staffing table;
• the date from which the citizen plans to begin his activities with this employer;
• information about familiarization with internal labor regulations;
• date of writing.

A job application is written in free form, but sometimes large organizations develop their own unified forms

Familiarization of the employee with internal documents

A citizen who has begun to fulfill his duties receives a number of local regulations for review.

Local regulations are internal documents of an organization or company adopted by management that contain rules of conduct for employees.

List of local regulations that an employee must study:

• internal labor regulations (sample here);
• job description;
• labor protection instructions;
• regulations on the structural unit in which the employee will perform his job duties;
• regulations on certification;
• provisions on trade secrets;
• wage regulations;
• schedule;
• shift schedule;
• rules for storing and using employee personal data.

The shift schedule is one of the local regulations of the organization, with which the employee can be familiarized

Labor legislation does not regulate the procedure for familiarizing employees with internal documentation. The employer has the right to use any method for this purpose, but the employee must sign after such a procedure.

Do not forget that failure to familiarize employees with the internal documents of the organization is illegal and entails administrative liability for the employer.

Table: ways to familiarize employees with internal documentation

How to draw up an employment contract correctly

An employment contract is a document that fixes the rights and obligations of the employee and the employer.

The employment contract comes into force after it is signed by the employee and the employer. The citizen begins to perform his duties on the date specified in the employment contract. If the day is not specified, then this occurs after the contract has entered into force.

In order to correctly draw up such an important document, it would be useful to refer to the law. In Art. 57 of the Labor Code of the Russian Federation names information and conditions that in any case should be reflected in the text of the employment contract:

• Full name of the applicant and the name of his place of employment;
• information about identification documents of the employee and the employer (if he is an individual);
• TIN (for employers, with the exception of individual employers who are not individual entrepreneurs);
• information about the representative of the employer who signed this document, as well as the basis by which he is vested with such powers;
• place and date of conclusion of the employment contract.

Table: contents of the employment contract

If an employee’s responsibilities include working in hazardous conditions, the employment contract specifies the amount of compensation for such a risk.

Preparation of an employment order

An order or instruction for employment is issued after the organization has received an application from the applicant about his desire to find a job and after the signing of an employment contract between him and the employer. The order is drawn up by the employee who is entrusted with such responsibility. As a rule, this is an employee of the HR department.

An employment order is an internal document on the basis of which an employed person’s registration card is drawn up, a special entry is made in the work book and a personal account is opened.

The order must contain the following information:

1. Name of the document (“Order”).
2. Effective date of the document.
3. Full name of the organization.
4. Place of order.
5. The position for which the employee was hired.
6. The amount of the official salary.
7. Full name of the employee and his signature.
8. Manager's signature.
9. Date of hiring, end of employment (if the contract is fixed-term).

The employment order is drawn up by the HR department and signed by the main person of the organization

The order is prepared and signed within three days from the date when the employed person began work. The hired employee studies the contents of the order and confirms his agreement with it by signing.

Registration of a work book

When an employee is hired, the entries required by law are made in his work book. If this is the citizen’s first employment, the work book is opened in the same organization. In this case, fill out the title page first.

A work book is an official document containing records of a citizen’s employment.

When applying for a job, a citizen presents his work book to the personnel department, where it is stored until the end of his activities in this organization

The title page of the work must contain the following information:

1. Full name of the employee (in full and without abbreviations) based on an identification document.
2. Date of birth. It is written in Arabic numerals in the order: day, month and year. The day and month values ​​are written in two-digit format, and the year is indicated in four-digit format.
3. Information about education. It is entered on the basis of documents confirming this information (diploma, certificate, etc.). If education is not completed, information is entered on the basis of a student card valid at the time of enrollment or a certificate from an educational institution.
4. Information about the profession and specialty (also based on supporting documents).

The employee checks whether the data has been entered correctly and then signs. The employee preparing the work book signs the first page of the document. The signature is sealed with the seal of the personnel department.

All information indicated in the labor contract must be documented

The following is entered in the work book:

• serial number of the record;
• name of company;
• record of the employee’s enrollment on the staff;
• records of transfers, assignment of ranks, etc.;
• record of dismissal;
• signature of the employer's representative and seal of the organization.

An employee of the HR department makes a record of the employment of a new employee in the work book. It is made on a separate line, where the following must be indicated: serial number, date, entry “accepted for the position...” and grounds - employment contract and order (with numbers and dates).

The obligation to make entries in the work book relates to the powers of the employer or personnel department employee

General requirements for filling out a work book:

• the ink used to enter information must be black or blue;
• dates are written in Arabic numerals;
• Errors, corrections in data and reductions are not allowed;
• the information duplicates the order for promotion (award, transfer) issued by management; the document number is written next to the entry.

If an error was made when entering data into the work record, you should proceed as follows:

• indicate the next serial number of the record;
• enter that the entry under the corresponding number is invalid and here, under this number, enter the correct information.

Registration of an employee’s personal file

Most organizations may not keep personal files of employees. At least in the legislative norms there is no indication that such a procedure is mandatory. However, this rule does not apply to civil servants.

Personal files are opened for the purpose of:

• organizing data about each employee;
• protecting this data;
• quickly search for information about an employed person.

A personal file is a set of cover (title page) and documents of a hired worker, which contain comprehensive information about him and his work activities.

Many employers draw up personal files of employed people, as this makes it possible to timely correct and supplement information about the employee

Requirements for registering a personal file:

• the cover indicates basic information about the employee (full name, date of establishment of personal file) and the name of the organization;
• personal files located in the public folder are placed in alphabetical order;
• control must be exercised over the number of pages in the personal file (there should not be more than 250).

The personal file contains:

1. Documentation presented by the citizen at the time of hiring.
2. Documents that appear during the work of employees:
   a copy of the liability agreement (for employees who have obligations to compensate for damage);
3. job description;
4. additional agreement to the employment contract;
5. certificates of the results of periodic medical examinations;
6. non-disclosure agreement of confidential information (if the employee has access to such information);
7. certification sheets;
8. reports, explanatory and service notes.
9. Documents on termination of employment:
   employee resignation letter;
10. a copy of the order on dismissal from office.

Personal card

An employee’s personal card allows you to combine, in a simplified version, all the data relating to a new employee.

An employee’s personal card is a mandatory document drawn up upon hiring

As a rule, this document is drawn up in a unified form:

• T-2 - for employees of most individual entrepreneurs and LLCs;
• T-2 GS (MS) – for state and municipal employees;
• T-4 - for scientific and scientific-pedagogical employees.

An employer can issue a personal card personally “for himself”. However, one should be guided by the requirements imposed by law. The card is printed on cardboard and stored in the organization for 75 years.

Registration as an employer

Individual entrepreneurs and heads of organizations are required to register as employers if they plan to employ citizens. The management of the organization and individual entrepreneurs who have hired employees apply to the Social Insurance Fund (SIF) for this purpose. From 2021, you only need to register with the Social Insurance Fund, since the Pension Fund learns about the status of the employer from the tax authority.

In the reporting that the entrepreneur-employer will submit to the Pension Fund for his employees, he must indicate the insurance registration number that the Pension Fund assigned to him upon registration as an individual entrepreneur.

Employers (individual entrepreneurs and LLCs) must register with the Social Insurance Fund within 10 days from the date of concluding an employment contract with an employee.

Documents that an individual entrepreneur will need to register as an employer:

• application for registration as an employer in the Social Insurance Fund;
• passport;
• certificate of state registration of individual entrepreneurs;
• TIN;
• extract from the Unified State Register of Individual Entrepreneurs;
• SNILS;
• license (for certain types of activities);
• an employment or civil law contract with an employee (you may need the employee’s passport, his SNILS, INN, work book);
• power of attorney, certified by a notary (if another person submits documents for the individual entrepreneur).

An individual entrepreneur is registered as an employer only with the Social Insurance Fund

Documents required by LLC when registering as an employer:

• applications for registration as an employer;
• passport;
• certificate of state registration of LLC;
• certificate of registration with the Federal Tax Service;
• extract from the Unified State Register of Legal Entities;
• statistics codes from Rosstat;
• license (if any);
• copies of employment contracts with employees and their work records;
• power of attorney, certified by a notary (if a proxy submits documents for the general director).

Features of applying for a job as a general director

Legal requirements for employment apply to everyone without exception, regardless of what position a particular employee holds. However, hiring a general director has its own specific features. First, a number of activities are carried out that are related to the selection of an applicant for a leadership position and his appointment, and then the necessary package of documents is presented for registration by the general director.

The employment contract with the general director is concluded for the period provided for by the organization’s charter.

Table: documents required by a potential CEO for employment

Registration procedure

When hiring a general director, a hiring order is issued in form No. T-1. He must sign this order both on behalf of the organization’s manager and on behalf of the employee.

When creating an order for the employment of a general director, either a unified form of the document or a form independently developed by the organization can be used

The following details are entered in the work book:

• or an order for employment in form No. T-1;
• or decisions on election as general director.

After employment, the general director fills out a form according to form P14001. This document records personal data, address of residence or registration, after which the form is sealed. It is submitted to the registration authorities to make changes to the Unified State Register of Legal Entities.

To register an employee as a general director, fill out form P14001

Design features for remote work

If the nature of your work activity allows you to work remotely, the employer and employees often take advantage of this. Hiring a remote employee must be formalized in accordance with applicable legal regulations. When working remotely, documentation is exchanged via the Internet, but first the employer and employee must obtain electronic digital signatures (EDS). EDS certifies electronic documents.

The sequence of actions for obtaining an electronic signature by an employee of an organization:

1. Contacting a center offering digital signature services.
2. Payment for the service.
3. Filling out the application form for obtaining an electronic signature.
4. If the application is approved, obtain a digital signature.
5. Setting up a computer when using digital signature for the first time (you must visit your personal account on the service website and follow the instructions).

The employment contract of a remote employee specifies the following:

• an explanation that this work is remote;
• the address where the employee works;
• duration of working hours during the week;
• a clear definition of the form in which the report on the work done is presented;
• social guarantees that a remote worker receives;
• compensation for expenses for Internet, mobile communications, workplace rental and other expenses (if provided for in the contract);
• employee's job responsibilities;
• responsibility of the parties under this agreement.

Features of student employment

Hiring full-time students begins with drawing up an employment contract. It can be concluded either indefinitely or for a certain period (but not more than five years). As a rule, a fixed-term contract is concluded between the parties.

Features of hiring students:

1. The age of the student must be taken into account. You can enter into labor relations only with those citizens who are over 16 years old.
2. Labor legislation establishes a number of restrictions for minor workers, so not all types of work are available to them.
3. A medical examination is provided at the employer's expense.
4. Persons under 18 years of age cannot be placed on probation.
5. Students can work full or part time. Minor citizens can work no more than 7 hours a day. Those citizens who are already 18 years old have the right to request part-time work at their own request.
6. Part-time students are usually hired on a general basis.

It is worth keeping in mind that students are fully subject to labor laws.

All documentation is completed in the same manner as in the other cases listed above.

STATEMENT

I ask you to hire me at Alfa CJSC for the position of leading specialist

(name of company)

__________software department_______________________________________________

(name of position indicating structural unit)

from March 17, 2011 _______________ at the main place of work (or part-time) _____________________

(date of employment) (conditions of employment)

with working hours: Monday, Tuesday, Wednesday, Thursday, Friday from 9:00 to 18:00.____

(nature of work)

"16" March 2011 Petrova

(date) (signature)

Agreed (position vacant):

Head of HR Department______ 03/16/2011 Tkacheva Tkacheva V.A.

(name of the position of the head of the personnel service) (date) (signature) (last name, initials)

A hiring order has been issued

dated March 17, 2011 No. 18

In case No. 01-06

Tkacheva V.A.

17.03.2011

Download the document “Job Application”

Hiring procedure: what documents are regulated?

When employing new employees, the employer should be guided by the norms of labor legislation. Deviation from them is classified as a violation of the law, entailing administrative or criminal liability.

Table: regulatory documents governing the hiring procedure

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How to fill out an individual entrepreneur’s work book when hiring an employee

An individual entrepreneur is required to enter information into the work book within five days from the date of employment of the employee. If the employment form is not filled out, this is considered a violation of the law. If a person comes to work for the first time and does not have a work form, an individual entrepreneur must issue one himself.

In this case, you must completely fill out the title page. The employee checks the correctness of the data and puts his signature on the title page.

If a person has already worked before and has a work book in his hands, then a new entry is made under the next serial number. The record contains the date of employment, company name, position. Everything is secured with the manager’s signature and seal.

The procedure for drawing up a work book must be carefully considered. This is the main document that is required when calculating a pension. You need to check that the entries are made correctly.

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Documents found on the topic “job application sample 2018”

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Samples of an agreement to hire an employee in an individual entrepreneur - different options

An employment or civil law contract must be concluded with the employee. There are many varieties.

Can an individual entrepreneur hire employees? How many employees are required for an individual entrepreneur, how to formalize labor relations?

We list what employment agreements can be drawn up:

1. Indefinite employment contract without probationary period.

2. Indefinite employment contract with a probationary period.

3. Part-time employment contract.

4. Fixed-term employment contract.

5. Contract.

6. Work agreement.

7. Service agreement.

Depending on the field of activity and the type of service that needs to be performed, another agreement can be concluded with the employee. The main thing is that all important features, obligations and conditions are spelled out in it.

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• An act of acceptance of work performed under a fixed-term employment contract concluded for the duration of a specific job. Form N T-73
• Vacation schedule. Form N T-7
• Payroll register. Form N T-53a
• Travel certificate. Form N T-10

Actions after writing an application

Once the application has been completed, it must be submitted to a HR specialist. He, in turn, will present it to the manager for consideration, and if he is satisfied with the applicant’s candidacy, the application will be signed and stamped. Usually at this stage no unforeseen hiccups occur, since, as a rule, it comes to writing an application only when the applicant successfully passes all the previous levels. Therefore, as a resolution, the boss usually writes “Hire” and indicates the date from which the new subordinate can begin his job duties.

The final stage after completing the application is the issuance of a corresponding order based on it, which also goes to the manager for signature. After signing the order, the employee is assigned an individual personnel number, information about him is entered into his personal card, and the corresponding employment record is indicated in the work book.