How to fill out a work book sample. A sample of filling out a work book when applying for a job. How to fill out a work book correctly: nuances in examples
Often, mistakes made by personnel officers long ago surface when issuing pension claims along with a workbook.
Since the pension fund cannot accept an incorrectly drawn up and completed document, it does everything so that the employee can correct the mistakes, and the pensioner will be forced to run around his former places of work restoring the correctness of the filling.
That is why special attention should be paid not only to how to correctly enter data into the work book, but also filling out the title page.
Unfortunately, many employees do not know how to ideally fill out the first page of the work book and cannot see the error when they receive the work book.
That is why our article will be useful for both employees and employers.
Our task is to learn how to correctly fill in all the columns of the work book, and if this is not possible, do everything to find errors in filling. You will also find here filling example title page. So, let's start in order and talk about the spelling of the name, surname and patronymic.
Intelligence
After reading this article, the design of the title page of the work book will not be difficult. Of course, all information must be properly formatted.
Entries are made only black or blue pen.
The title page can be filled out on the computer, but without experience in such filling it is better not to experiment.
Also, with regard to the rules for filling out labor, it must first of all be filled out carefully. Try to avoid mistakes, underlining and other shortcomings. Your entry should be clear to everyone, so write neatly and legibly.
Follow this rule when filling out all sheets work book. On this, the basic information about filling smoothly flows into the specification of each line.
How to fill out the title page of a work book? (sample filling) 
Full Name
The first page of the work book contains information about the employee. The surname, name and patronymic of the citizen must be recorded as much as possible neat and correct. The fact is that a mistake made in this information can be the result of sad consequences, up to before change of work book.
Full name must be written separately so that each entry has its own line.
Try not to make spelling mistakes. Fill each of the components of the name with the same paste.
If there are many letters in one of the written words, write them as small as possible. Also workbook. includes word wrap from one line to another.
An example of filling out the first sheet (page) of a work book (Last name, First name, Patronymic) 
Education
If you write information about education, be sure to keep the employee's diploma in front of you so as not to make mistakes.
Exist three degrees of education, upon which employment is possible, this is higher, that is, postgraduate, secondary, that is, graduation from school, as well as secondary special, after a technical school or college.
You write one of these words on a specially designated line.
Sample filling out the first page of a work book (education) 
Date of Birth
As for the date of birth, then first of all you must fill it out on the basis of a passport citizen, and not from his words.
The question often arises, should the date of birth in the work book be entered in words or numbers?
Date of birth should be written in numbers, not in letters (see sample). Unfortunately, any other form of notation is considered incorrect.
Write each number correctly. There is nothing wrong with being wrong. An error can always be corrected by crossing out one number or by transferring the entry to the other side of the spread of the title page.
Sample filling out the first page of a work book (date of birth)
Employee's signature
Who signs the work book? After the work book is filled out, signed by the employee.
It must be clear and repeat the signature in the passport.
If the employee changes his surname over time, then the signature with the old surname is crossed out with a thin strip, and a new signature is put next to it.
As a rule, the signature in the work book of the employee is put on top seal of the organization.
Profession, specialty
If we talk about the specialty, then there is a huge range of opinions about what really needs to be written in the work book in the profession, specialty column. Someone thinks that you need to write a specialty that you mastered at the institute, someone will try to enter the desired specialty into the labor field.
In fact, everything is extremely simple - the specialty for which this moment an employee works under an employment contract.
Date of completion
The date of filling out the work book on the title page should not be fictitious. That is, if you filled out the labor a week later than promised, then you cannot put the desired wrong number. For this, both employees of the personnel department and the employer can be attracted to administrative responsibility.
The date of completion is written in the same format as the date of birth.
As for the place of setting the date, it should be in the area of the seal, to the right or to the left of it, but in no case should it affect other records, thereby overlapping them.
Date of filling out the work book and date of employment must match. It is at the time of hiring that an employee of the personnel department starts a labor one, which means that, in accordance with the law, he must simultaneously enter information about the employee and about hiring him.
Of course, such trifles are not always paid attention to by various inspection bodies, but still sometimes use links to the filling rules work books Because he who is forewarned is forearmed.
When can I use the letter "ё" in writing a full name?
Many are concerned about the question of whether it is possible to use the letter "ё" in writing a name or surname.
Focus on worker's passport.
If this letter is written in the passport, then you can safely put it.
If “e” is written in the passport, then you should not deviate from the passport data. Everything is extremely simple.
Conclusion
The work book is a very important document that requires a reverent attitude towards itself.
Try to be accurate in filling out work books, because when you fill out the pages of a work book, you become a kind of representative of your organization and it is by your record that they will judge not only the employee, but also your company. Therefore, follow the law and think about the employee who gave you the labor to fill out. He trusts you not just a document, he trusts you with his work history.
Useful video
For more information on how to fill out a work book - the first sheet, see the video below.
In case of changes in the official activities of the employee, appropriate entries must be made in the document confirming the length of service. The rules for filling out a work book by an employer are established in the Labor Code of the Russian Federation, and for 2015-2016 the samples remained unchanged.
Proper filling of the work book: why is it needed and who makes the entries?
A work book is a document containing all information about professional activity worker. Upon reaching the legal age, it is used to draw up and calculate a pension. The employer, on the other hand, needs books of subordinates to calculate various payments, so it is very important to fill out everything correctly.
Regardless of what actions are performed in relation to an employee, a specialist in the personnel department, accounting department, or the director himself makes changes in a company with an individual entrepreneur or at an enterprise. Rules for filling out a work book in 2015-2016 and samples for individual entrepreneurs and legal entities are the same.
It is worth noting that an individual entrepreneur or LLC represented by a director should not start this document for themselves: in Art. 66 of the Labor Code of the Russian Federation, it is established that only employees can have a book, tk. the experience of an entrepreneur is counted from the moment of registration with the Tax Office and thanks to cash receipts to the Pension Fund.
The book must be issued no later than a week from the first day of employment, and only if the employee has worked for 5 days or more, and this is his main job. If he plans only to combine, then the entries are made at his request and on the basis of a document that is an official confirmation of his activities in another company.
What should be included in the book:
- Information about hiring.
- Receiving a transfer to another company or to another position.
- Change of full name in connection with certain events.
- Passing service in the ranks of the Army of the Russian Federation, the Ministry of Emergency Situations, the Ministry of Internal Affairs, the Federal Drug Control Service and other government agencies.
- Upgrading qualifications or receiving awards.
Decree of the Government of the Russian Federation of 16.04. 2005 No. 225 established individual rules for making changes to books:
- Any entries are made in black or blue ink in great detail, abbreviations are not allowed. Information is assigned a specific serial number according to section.
- Passport details of the employee are indicated exclusively on the title page.
- Further changes in the process of activity must be reflected no later than seven days from the date of issuance of the Director's Order. If the employee quits, then the information is entered on the same day, taking into account the text of the Order, and also referring to the article of the Labor Code of the Russian Federation.
You cannot indicate in the document data on regular bonuses, which are usually paid every month.
Employment book: a sample of filling out when applying for a job
The title page must be completed first and upon presentation of the passport.
According to the model, filling out the title page of the work book is very simple. To do this, you need to enter certain data:
- Full Name. They can be viewed in a passport or other identity document.
- Date of birth is indicated by numbers: for example, 10/02/1990.
- Education. To confirm its presence, a diploma, certificate, or a certificate of incomplete education is provided if the employee is still a student.
- Speciality. This refers to a profession obtained in an educational institution.
- Date of completion. It can be indicated both in full in numbers, and separately for a month - in words.
- Signatures: they are put by the employed specialist and the employee who draws up the book.
- In conclusion, the specialist of the company or the individual entrepreneur himself puts a seal.
Extract from the labor: a sample of filling out a book
The column "Information about the work" - this is the extract. Most often, employees ask to make a photocopy of several pages from it, and the following information is indicated in it:
- Date and number of entry in digits.
- Information about hiring, dismissal, etc. For example: Mercury LLC, accepted into the planning department for the position of an economist.
- What is the reason for such an entry: they usually serve as the publication of the Order of the head. Example: Order No. 762 of 10/11/2015.
Filling out the work book upon dismissal: sample 2015-2016
If the specialist decided to quit, then this is also recorded on the lines following immediately after the previous information:
- As before, the number is indicated in order, and the date of the last working day is indicated in Arabic numerals.
- Reasons for dismissal: for example, if he leaves at his own request, you must refer to paragraph 3 of Art. 77 of the Labor Code of the Russian Federation.
Seal of the organization: it must be put by the director or specialist of the company authorized to use it. It is also necessary to put your signatures to the one who filled out, and to the resigning himself.
Filling out work books when transferring to another position in examples
In a very necessary document for a specialist, adjustments are also written when he was transferred to another position:
- Mandatory entry number in sequence.
- Date of official transfer in simple numbers.
- In the third column, designated as “Information ...”, data are entered where the transfer was made and to what specific position.
- Reasons for transfer. This is where order details are entered.
Entering information about awards
Information about the awards received is displayed in a number of cases: when an employee was thanked, a one-time bonus was issued, he was presented to the rank, awarded a valuable gift or diploma.
How to fill in the following data:
- The record is assigned a serial number, followed by the date of its entry.
- Under the line with the name of the company and the title of the position, a record with the following content is entered: “thank you for developing an effective economic plan for the enterprise.”
- Next, the Order and information about it are indicated: date and number.
Instructions for filling out work books when changing a surname
If the employee got married or there were other reasons for changing the surname, then all information is entered on the basis of the passport or other official documents she brought.
How is the adjustment done:
- On the title page, the former surname is crossed out with a solid line, and the new one is entered in the same place in the free space.
- Reasons are indicated on the inside of the cover. Example: the surname was changed to the surname Nesterenko on the basis of the Marriage Certificate dated 10.10.2015 No. I-PK
Duplicate work book: sample filling in 2015-2016
In case of loss or loss of his book, the employee has the full right to apply with a written application to the employer or to personnel department from the last place of employment on the issuance of a duplicate, it is issued within 15 days. If the company is to blame for the loss, then all responsibilities for restoration fall on it. To be able to make a duplicate, the following documents are required:
- Orders or their copies certified by management on hiring, dismissal, promotion, transfer.
- Certificates from the State Archive in case the former enterprise was liquidated.
- Employment contracts and certificates of length of service from old jobs.
- Pay slips.
- Personal accounts of a specialist in the company, where it is necessary to confirm his work activities.
- When the seniority was restored in court, an appropriate decision is needed.
A work book is a document containing records of a person's place of employment, position held and working period.
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The notice of dismissal is made on the last working day. The text is certified by the signature of an official - an employee of the personnel service or a manager and sealed with the seal of the enterprise.
Normative base
The appointment of work book entries is a confirmation of the length of service for further employment and the presentation of personal data to the territorial body of the PFR when assigning a pension.
When filling out a work book, the responsible person is guided by regulatory documents:
- Labor Code of the Russian Federation, references to articles of which are included in the text upon dismissal.
- Instruction (Order of the Ministry of Labor of the Russian Federation No. 69 dated 10.10.2003).
- Rules of conduct (Decree of the Government of the Russian Federation No. 225 dated April 16, 2003), (hereinafter referred to as the Rules).
You can view the documents here:
Employment records are kept by the employer from the date of employment until the day of dismissal.
A record drawn up incorrectly at can deprive the dismissed employee of the opportunity to find a job.
The injured person has the right to challenge the record within three months with a claim for compensation for downtime and moral damage.
If a newly hired employee does not have a work book, the document is provided by the employer for a fee equal to the amount spent on its acquisition.
The enterprise of the first place of employment is responsible for filling out the title page of the document.
Filling out a work book upon dismissal (2015-2016)
The record of the dismissal of a person is carried out on the basis of an order of the T-8 form, issued at the enterprise and signed by the head.
The right to make an entry has a responsible person authorized on the basis of job description or order.
There is a standard scheme for filling out a document when terminating a contract:
- Column 1 - chronological number.
- Column 2 - the day, month and year of the entry (may differ from the date of the order).
- Column 3 - text part with a link to the article of the Labor Code of the Russian Federation.
- Column 4 - the basis for dismissal - the order of the enterprise indicating the date and number.
Personnel employees use the 2020 sample of filling out a work book upon dismissal, drawn up in accordance with the Rules.
Order and rules
When filling out a work book, the following general rules are observed:
- The entry is made on the free line of the book.
- When filling out, dark ink is used.
- Each new entry is followed by a serial number. The exception is cases of making recovery entries.
- When specifying document dates, Arabic numerals are used. Days and months have a two-digit format, years have a four-digit format.
An erroneous entry is subject to correction in the form of introducing a new text.
Sample entry and wording
When an employee is dismissed, an exact indication of the article of the Labor Code of the Russian Federation is required, on the basis of which the contract is terminated.
The text of the wording depends on the reason or grounds for dismissal.
Sample of the most common text: "Fired for own will, paragraph 3 of the first part of Art. 77 of the Labor Code of the Russian Federation.
Example:
An example of a record upon dismissal of one's own free will The correct indication of the article of the Labor Code of the Russian Federation when making an entry in the work book about dismissal is of great importance for the accompanying document flow.
Signatures
When filling out the book, signatures are put only after the final record of the employer, indicating the dismissal.
The list of persons who certify with signatures is specified in clause 35 of the Rules.
Signatures are put under the text, without skipping lines:
- personnel worker filling out the book and responsible for its maintenance or the head - the representative of the employer.
- The employee with whom the contract is terminated. Signatures officials deciphered with the indication of the surname and initials, for example, - “Individual entrepreneur Nikitin A.A.”
How is the seal applied?
When entering data into the book on the employment of an employee, his movements, the records are not certified by signatures and seals.
Only the entry made by the employer upon dismissal of the employee is certified by the seal of the employer. The imprint is placed in a free space, partially overlapping the text part of the entry in the place where the positions of responsible persons are indicated. The text under the imprint should be easy to read.
The stamp data must correspond exactly to the employer.
If the company is reorganized, it will be necessary to make a record of the adjustments made to the company data before dismissal.
Approximate wording of the text: “LLC Romashka has been renamed LLC Tsvetochnik since October 15, 2020.”
An example of such an entry:
Sample entry in the work book during the reorganization of the enterprise How to mark that the employee is familiar?
The procedure for familiarizing a person is as follows:
- Presentation of the order of the enterprise on hiring, moving, dismissal.
- Confirmation of familiarization with the signature entered in the order and personal card.
- Entering a signature in the work book on the last working day.
For review, under the data of the responsible person, an entry is made: “Employee Petrov K.M.: (signature)”.
It is not required to supplement the signature with the wording “acquainted”, but the introduction of auxiliary text is not a violation of the order of maintaining the document.
Making corrections
Erroneous entries identified after they have been made must be corrected.
The existence of corrections does not affect the validity of the work book.
If the employer makes a corrective correct entry upon dismissal, the seal is made again.
When is a record change required?
When filling out a work book, it may be necessary to make corrections in cases where:
- Wrong title page text. The entry is crossed out, the correct text is entered next to it and the reason for the changes indicated on the cover of the book.
- Wrong business name."The company name is incorrect. Correct name: Izmeritel LLC.
- Wrong wording of the text- human error.
- Inappropriate article when it is changed in the order of contestation.
How to fix?
Only the text of incorrect content is subject to correction.
An incorrectly entered incorrect entry is not crossed out and remains in its original form. Below the responsible person indicates: "The entry for No. 15 is considered invalid."
Examples of correction entries:
Sample correction in the work book when entering the wrong name of the organization 
An example of correcting a record when entering information incorrectly If an incorrect text entry is made, the correction is made with an indication of the serial number.
Is it possible to do after dismissal?
Correcting an incorrect entry in a timely manner is a necessity that allows you to harmonize documents related to employment.
The right to make changes after dismissal have:
- Employer previous place employment.
- A new enterprise based on a document submitted from a previous enterprise.
The organization provides an extract from the order, on the basis of which the correct entry is made.
Features of the cancellation of the record
The need to cancel the entry arises in connection with a change in working circumstances - for example, when the employee recalls within the prescribed period, made later than the registration of the work book.
Cancellation of the record can be when changing the date of dismissal.
When canceling the entry, the personnel officer indicates: “The entry for No. 16 was canceled on the basis of order No. 25 of 01/12/2016.”
Frequently asked Questions
When filling out work books, situations may arise with registration that does not comply with the established Rules.
The employee may not be able to check the correct filling and availability of records upon dismissal if the book was received by mail.
What to do if a work book was issued without a corresponding entry?
If missing records are identified, the employee must contact the former place of employment.
If the person is not employed, the personnel body of the enterprise enters the text into the work book.
An intermediate text can be entered by the personnel officer of a new place of employment on the basis of an extract.
Who can cancel or change the entry if the organization is liquidated?
When reorganizing an enterprise that has made an incorrect entry in the work book, the correction is carried out by the successor organization or the new employer.
The incorrect entry of the liquidated individual entrepreneur is corrected by the next employer.
I noticed late that the record of dismissal was omitted. What will we do?
When an employee is dismissed, the text in the labor is sealed with signatures and an order.
If the entry is omitted, you must contact the former place of employment to enter a complete block indicating the name of the enterprise, data on hiring and dismissal.
The record of dismissal made in the work book indicates the basis for termination of the contract.
The final entry of the employer is confirmed by the signature of the responsible person or manager and the seal of the enterprise.
APPLICATIONS AND CALLS ARE ACCEPTED 24/7 and 7 days a week.
MINISTRY OF LABOR AND SOCIAL DEVELOPMENT OF THE RUSSIAN FEDERATION
RESOLUTION
On approval of the Instructions for filling out work books
Document as amended by:
(Official Internet portal of legal information www.pravo.gov.ru, November 16, 2016, N 0001201611160014).
____________________________________________________________________
According to (Collection of Legislation Russian Federation, 2003, N 16, art. 1539) Ministry of Labor and Social Development of the Russian Federation
decides:
1. Approve:
Instructions for filling out work books in accordance with Appendix No. 1;
the form of the income and expense book for accounting for the forms of the work book and the insert in it in accordance with Appendix No. 2;
the form of the book of accounting for the movement of work books and inserts in them in accordance with Appendix N 3.
2. Recognize as not valid on the territory of the Russian Federation:
resolution of the State Labor Committee of June 20, 1974 N 162 "On approval of the Instruction on the procedure for maintaining work books at enterprises, institutions and organizations";
Decree of the USSR State Labor Committee of August 2, 1985 N 252 "On amendments and additions to the Instruction on the procedure for maintaining work books at enterprises, institutions and organizations, approved by the Decree of the State Labor Committee of June 20, 1974 N 162";
Decree of the USSR State Labor Committee of March 31, 1987 N 201 "On the introduction of amendments to the Instruction on the procedure for maintaining work books at enterprises, institutions and organizations";
paragraph 2 of the Decree of the State Committee for Labor of the USSR of August 15, 1990 N 332 "On declaring invalid and amending the decisions of the State Committee for Labor on issues of part-time work";
Decree of the USSR State Labor Committee of October 19, 1990 N 412 "On Amendments to the Instruction on the Procedure for Maintaining Labor Books at Enterprises, Institutions and Organizations, approved by the Resolution of the State Committee of Labor of June 20, 1974 N 162 (as amended by the Resolution of the USSR State Labor Committee of August 2, 1985 N 252)" .
Minister
labor and social development
Russian Federation
A.Pochinok
Registered
at the Ministry of Justice
Russian Federation
November 11, 2003,
registration N 5219
Appendix N 1. Instructions for filling out work books
This Instruction, in accordance with paragraph 13 of the Rules for maintaining and storing work books, making blank work books and providing employers with them (hereinafter referred to as the Rules for maintaining work books), approved by Decree of the Government of the Russian Federation of April 16, 2003 N 225 "On work books", establishes the procedure for filling out work books, inserts in them, duplicates of work books (hereinafter referred to as work books).
1. General Provisions
1.1. Date entries in all sections of work books are made in Arabic numerals (day and month - two-digit, year - four-digit). For example, if an employee was hired on September 5, 2003, an entry is made in the work book: "09/05/2003".
Entries are made neatly, with a fountain or gel pen, rollerball pen (including ballpoint), light-resistant ink (paste, gel) in black, blue or purple and without any abbreviations. For example, it is not allowed to write "pr." instead of "order", "disp." instead of "instruction", "trans." instead of "translated", etc.
1.2. In the sections "Information about the work" and "Information about the award" of the work book, it is not allowed to cross out previously made inaccurate, incorrect or other invalid entries.
For example, if it is necessary to change a specific employment record in the "Employment Details" section, after the corresponding last entry in this section, the subsequent serial number, the date of the entry is indicated, in column 3 the entry is made: "The entry for the number such and such is invalid." After that, the correct entry is made: "Accepted by such and such a profession (position)" and column 4 repeats the date and number of the order (order) or other decision of the employer, the entry from which was incorrectly entered in the work book, or the date and number of the order are indicated ( order) or other decision of the employer, on the basis of which the correct entry is made.
In the same manner, an entry on dismissal, transfer to another permanent job in the event that the dismissal or transfer is recognized as unlawful by the employer itself, the control and supervisory authority, the labor dispute resolution body or the court and reinstatement in the previous job or a change in the wording of the reason for dismissal. For example: "The entry for the number such and such is invalid, restored to the previous job." When the wording of the reason for dismissal is changed, an entry is made: "The entry for the number such and such is invalid, dismissed (the new wording is indicated)". In column 4, a reference is made to the order (instruction) or other decision of the employer to reinstate at work or change the wording of the reason for dismissal.
If there is an entry in the work book about dismissal or transfer to another permanent job, subsequently recognized as invalid, a duplicate of the work book is issued upon a written application of the employee without making an entry declared invalid. At the same time, in the upper right corner of the first page of the duplicate work book, an inscription is made: "Duplicate". On the first page (title page) of the previous work book, it is written: "A duplicate was issued instead" indicating its series and number.
2. Filling in information about the employee
2.1. The information about the employee provided for by the Rules for maintaining work books, indicated on the first page (title page) of work books, is filled out in the following way:
surname, name and patronymic are indicated in full, without abbreviation or replacement of the name and patronymic with initials, the date of birth is recorded in full (day, month, year) on the basis of a passport or other identification document (for example, a military ID, foreign passport, driver's license, etc. .);
a record of education (basic general, secondary general, primary vocational, secondary vocational, higher professional and postgraduate professional) is carried out only on the basis of properly certified documents (certificate, certificate, diploma, etc.);
a record of incomplete education of the appropriate level can be made on the basis of the submitted duly certified documents (student card, record book, certificate educational institution etc.);
the profession and/or specialty are indicated on the basis of documents on education, qualifications or the availability of special knowledge (when applying for a job requiring special knowledge or special training) or other properly executed documents.
2.2. After indicating the date of filling out the work book, the employee certifies with his signature on the first page (title page) of the work book that the information entered is correct.
The first page (title page) of the work book is also signed by the person responsible for issuing work books, after which the seal of the organization (stamp of the personnel service) (if any) is affixed, in which the work book was first filled out.
by order of the Ministry of Labor of Russia dated October 31, 2016 N 588n.
2.3. Changes in records in work books about last name, first name, patronymic and date of birth are made on the basis of a passport, birth certificate, marriage, divorce, change of last name, first name, patronymic and other documents and with reference to their number and date.
These changes are made on the first page (title page) of the work book. The former surname or first name, patronymic, date of birth is crossed out with one line and new data is recorded. Links to the relevant documents are made on the inside cover of the work book and are certified by the signature of the employer or a person specially authorized by him and the seal of the organization (or the seal of the personnel service) (if there is a seal).
(Paragraph as amended, put into effect on November 27, 2016 by order of the Ministry of Labor of Russia dated October 31, 2016 N 588n.
2.4. Change (addition) on the first page (title page) of the work book of entries on new education, profession, specialty received is carried out by supplementing existing entries (if they already exist) or filling in the corresponding lines without crossing out previously made entries.
3. Filling in job details
3.1. In column 3 of the section "Information about work" of the work book, the full name of the organization, as well as the abbreviated name of the organization (if any) are indicated in the form of a heading.
Under this heading in column 1 the serial number of the entry being made is put, in column 2 the date of employment is indicated.
Column 3 records the acceptance or appointment in structural subdivision organization indicating its specific name (if the condition of working in a specific structural unit is included in the employment contract as essential), the name of the position (work), specialty, profession, indicating qualifications, and column 4 shall contain the date and number of the order (instruction) or other decision of the employer, according to which the employee was hired. Records about the name of the position (job), specialty, profession, indicating qualifications are made, as a rule, in accordance with the organization's staffing table. If, in accordance with federal laws, the provision of benefits or restrictions is associated with the performance of work in certain positions, specialties or professions, then the name of these positions, specialties or professions and qualification requirements they must comply with the names and requirements provided for by the relevant qualification reference books.
Amendments and additions made in accordance with the established procedure in qualification guides, staffing organizations are brought to the attention of employees, after which appropriate changes and additions are made to their work books on the basis of an order (instruction) or other decision of the employer.
If an employee is assigned a new category (class, category, etc.) during the period of work, then a corresponding entry is made in the prescribed manner.
The establishment of a second and subsequent profession, specialty or other qualification for an employee is noted in the work book indicating the categories, classes or other categories of these professions, specialties or skill levels. For example, a mechanic-repairman was assigned the second profession "Electric and gas welder" with the assignment of the 3rd category. In this case, in the work book: in column 1 of the section "Information about work" the serial number of the entry is put, in column 2 the date of establishment of the second profession is indicated, in column 3 the entry is made: "The second profession "Electric and gas welder" was established with the assignment of the 3rd category" , column 4 indicates the relevant certificate, its number and date.
At the request of the employee, information about part-time work is recorded in the work book at the place of the main job on the basis of a document confirming part-time work. In column 1 of the section "Information about work" of the work book, the serial number of the entry is put, in column 2 the date of employment as a part-time worker is indicated, in column 3 an entry is made about the acceptance or appointment as a part-time worker in the structural unit of the organization indicating its specific name ( if the condition of working in a particular structural unit is included in the employment contract as an essential one), the name of the position, specialty, profession, indicating qualifications, column 4 indicates the name of the document on the basis of which the entry was made with reference to its date and number. In the same order, a record of dismissal from this job is made.
3.2. If the name of the organization changes during the work of the employee, then a separate line in column 3 of the section "Information about work" of the work book is written about this: "Organization such and such was renamed from such and such a date to such and such", and in column 4 it is affixed the basis for renaming is an order (instruction) or other decision of the employer, its date and number.
3.3. In the work books of persons who have served their sentence in the form of correctional labor, an entry on the non-inclusion of the time of work during the period of serving the sentence in the continuous length of service is made as follows. In the section "Information about work" of the work book in column 1, the serial number of the entry is put, in column 2 - the date of the entry; in column 3, an entry is made: "Working time from such and such a date (day, month, year) to such and such a date (day, month, year) is not counted as continuous work experience." Column 4 indicates the basis for making an entry in the work book - an order (instruction) or other decision of the employer (issued in accordance with the verdict (determination) of the court), its date and number.
3.4. When the continuous work experience is restored in accordance with the established procedure, an entry is made in the employee's work book at the last place of work in column 3 of the "Information about work" section: "The continuous work experience was restored from such and such a date, month, year", in column 4 a reference is made to the corresponding name of the document on the basis of which the entry was made, with reference to its date and number.
4. Filling in information about the award
The procedure for entering information about the award is as follows: in column 3 of the section "Information about the award" of the work book, the full name of the organization, as well as the abbreviated name of the organization (if any) are indicated in the form of a heading; below in column 1 is the serial number of the entry (numbering that increases throughout the entire period of the employee's labor activity); column 2 indicates the date of the award; column 3 records who awarded the employee, for what achievements and what award; column 4 indicates the name of the document on the basis of which the entry was made, with reference to its date and number.
5. Filling in information about the dismissal (termination of the employment contract)
5.1. Letter of resignation (termination employment contract) in the work book of the employee is made in the following order: in column 1 the serial number of the entry is put; column 2 indicates the date of dismissal (termination of the employment contract); in column 3, an entry is made about the reason for dismissal (termination of the employment contract); column 4 indicates the name of the document on the basis of which the entry was made - an order (instruction) or other decision of the employer, its date and number.
The date of dismissal (termination of the employment contract) is the last day of work, unless otherwise provided by federal law, the employment contract or an agreement between the employer and the employee.
For example, when an employment contract with an employee is terminated due to a reduction in the staff, October 10, 2003 is determined as the last day of his work. The following entry must be made in the work book of the employee: in column 1 of the section "Information about work" the serial number of the entry is put, in column 2 the date of dismissal is indicated (10.10.2003), in column 3 the entry is made: paragraph 2 ", column 4 indicates the date and number of the order (instruction) or other decision of the employer on dismissal.
5.2. Upon termination of an employment contract on the grounds provided for in Article 77 of the Labor Code of the Russian Federation (with the exception of cases of termination of an employment contract at the initiative of the employer and due to circumstances beyond the control of the parties (paragraphs 4 and 10 of this article), an entry on dismissal is made in the work book ( termination of the employment contract) with reference to the relevant paragraph of this article.
For example: "Fired by agreement of the parties, clause 1" or "Fired of his own free will, clause 3 of Article 77 of the Labor Code of the Russian Federation".
5.3. When terminating an employment contract at the initiative of the employer, an entry is made in the work book about the dismissal (termination of the employment contract) with reference to the relevant paragraph of Article 81 of the Labor Code of the Russian Federation or other grounds for terminating the employment contract at the initiative of the employer, provided for by law.
For example: "Dismissed in connection with the liquidation of the organization, paragraph 1 of Article 81 of the Labor Code of the Russian Federation" or "Dismissed in connection with the termination of access to state secrets, paragraph 12 of Article 81 of the Labor Code of the Russian Federation".
5.4. Upon termination of the employment contract due to circumstances beyond the control of the parties, an entry is made in the work book on the grounds for termination of the employment contract with reference to the relevant paragraph.
For example: "Fired due to non-election to the position, paragraph 3 of Article 83 of the Labor Code of the Russian Federation" or "Employment contract terminated due to the death of the employee, paragraph 6 of Article 83 of the Labor Code of the Russian Federation".
5.5. Upon termination of an employment contract on additional grounds provided for by the Labor Code of the Russian Federation or other federal laws, entries on dismissal (termination of the employment contract) are made in the work book with reference to the relevant article of the Labor Code of the Russian Federation or other federal law.
For example: "Fired due to re-employment during the year gross violation of the charter of an educational institution, paragraph 1 of article 336 of the Labor Code of the Russian Federation "or" Dismissed due to reaching the age limit established for filling a public position public service, paragraph 2 (1) of Article 25 of the Federal Law of July 31, 1995 N 119-FZ "On the Fundamentals of the Civil Service of the Russian Federation" .
5.6. When terminating an employment contract at the initiative of an employee for reasons to which the law relates the provision of certain benefits and benefits, an entry on dismissal (termination of the employment contract) is made in the work book indicating these reasons. For example: "Fired of her own free will in connection with the transfer of her husband to work in another locality, paragraph 3 of Article 77 of the Labor Code of the Russian Federation" or "Fired of her own free will in connection with the need to care for a child under the age of 14, paragraph 3 of the article 77 of the Labor Code of the Russian Federation".
6. Features of filling in information about the dismissal (termination of the employment contract) and admission (appointment) to work in connection with the transfer of the employee to another permanent job to another employer (to another organization) or his transfer to elective work (position)
6.1. Upon dismissal (termination of the employment contract) in connection with the transfer of the employee to another permanent job to another employer (to another organization), column 3 of the section "Information about work" of the work book indicates in what order the transfer is carried out: at the request of the employee or with his consent .
Upon admission to a new place of work in the employee's work book in column 3 of the "Information about work" section, an entry is made, provided for in clause 3.1 of this Instruction, indicating at the same time that the employee was accepted (appointed) in the order of transfer.
6.2. Upon dismissal (termination of the employment contract) in connection with the transfer of the employee to an elective job (position) to another employer (to another organization), an entry is made in the work book: "Dismissed due to the transfer to an elective job (position) in (the name of the organization is indicated) , paragraph 5 of Article 77 of the Labor Code of the Russian Federation ".
At the new place of work, after indicating the full name of the elected body, as well as the abbreviated name of the elected body (if any), in column 3 of the "Information about work" section of the work book, an entry is made about what job (position) the employee was elected to, and in column 4 indicates the decision of the elected body, the date and number of its adoption.
7. Features of filling out a duplicate work book
7.1. A duplicate of the work book is filled in in accordance with sections 1 - 6 of this Instruction.
7.2. If the employee has already worked before joining this organization (to this employer), then when filling out a duplicate work book in the section "Information about work" in column 3, first of all, an entry is made about the total and / or continuous work experience as an employee before entering the this organization (to this employer), confirmed by relevant documents.
The total work experience is recorded in total, that is, the total number of years, months, days of work is indicated without specifying which employer, in what periods of time and in what positions the owner of the work book worked in the past.
After that, the total and / or continuous work experience, confirmed by properly executed documents, is recorded for individual periods of work in the following order: column 2 indicates the date of employment; column 3 contains the name of the organization (employer) where the employee worked, as well as the structural unit and work (position), specialty, profession, indicating the qualification for which the employee was hired.
If the submitted documents confirm that the employee was transferred to another permanent job in the same organization (with the same employer), then a corresponding entry is also made about this.
Then, column 2 indicates the date of dismissal (termination of the employment contract), and column 3 - the reason (reason) for dismissal, if the document submitted by the employee contains such data.
In the event that the documents do not fully contain the above information about work in the past, only the information available in the documents is entered into the duplicate of the work book.
Column 4 indicates the name, date and number of the document on the basis of which the corresponding entries in the duplicate were made. The original documents confirming the length of service, after making copies of them and properly certifying them by the employer or the personnel department, are returned to their owner. The employer is obliged to assist the employee in obtaining documents confirming the length of service of his work prior to employment with this employer.
Appendix N 2
From whom received | Basic | ||||||||||
or who is released | (name- | Quantity | Amount (rub.) | Quantity | Amount (rub.) |
||||||
document, N and date) | inserts (series and number) | work books (series and number) | inserts (series and number) | ||||||||
Appendix N 3. The form of the book of accounting for the movement of work books and inserts in them
Date of employment, filling out a work book or an insert in it | Surname, name and patronymic of the owner | Series and work number | Must- | Name- | Date and N of the order (order- | Receipt of responsible | Received for filling | date of issue | Work receipt- |
|||
deposits- | an employee who has submitted a work book or for whom a work book or an insert in it is filled out | structure | work solutions | filling- | or deposits | upon dismissal | ||||||
Revision of the document, taking into account
changes and additions prepared
JSC "Kodeks"
A work book is a document informing about the areas of human activity. It is on it that attention is focused when applying for a job and applying for a pension.
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Instructions and helpful tips help you make the right notes.
The legislative framework
- Decree of the Government of the Russian Federation N 225 - rules for maintaining and storing work books.
- Decree of the Ministry of Labor of the Russian Federation N 69 - requirements for filling out documents that fix the areas of activity of citizens.
- Labor Code: art. 66 - work book (TK), features; Art. 192 - 193 - responsibility for non-compliance with the procedure for maintaining the Labor Code; Art. 83 - termination of the contract due to circumstances beyond the control of both parties.
- Rostrud letter dated N 656-6-0 - responsibility for the storage of shopping malls.
- Art. 5.27 of the Code of Administrative Offenses - the consequences of non-compliance with the law regarding the maintenance, accounting and storage of books.
You can view the documents here:
Who is responsible for maintaining, recording and storing?
Based on the Rules, the issuance of the TC is the responsibility of the head. By his order, an employee is appointed responsible for their maintenance, accounting and storage.
The job description must be prescribed in the Order. In case of violation of the requirement, the employer is liable.
There are situations when an employee asks to temporarily issue a book in his hands (for example, to provide it to the FIU).
Remember that in the event of a loss, all the blame lies with the authorized person, that is, the HR specialist or manager.
Possible punishment:
- for personnel officer- for violation of Art. 192-193 Labor Code an administrative fine of 1000-5000 rubles is paid;
- for the head– according to Art. 5.27 of the Code of Administrative Offenses, a penalty in the amount of 30,000-50,000 rubles. or stop the company for 3 months.
Even the presence of a receipt from the employee on the return of the document does not exempt from liability.
What to do to avoid negative consequences:
- independently present the TC to the required authorities;
- provide the employee with a notarized copy of the document.
Rules for filling out work books in 2020
The enterprise is obliged to draw up a Labor Code for each employee who has worked on a permanent basis for more than 5 days.
A similar requirement applies to those who employ seasonal, temporary or socially insured employees.
According to legislative acts, the rules for issuing books in 2020-2016 remained unchanged.
The general order of filling is as follows:
- each entry is numbered with a through type;
- all information entered must be in Russian; if an enterprise from another state operates on the territory of the Russian Federation, duplication of the text in another language is allowed;
- abbreviations cannot be used;
- the date has the format DD.MM.YYYY;
- Arabic numerals are written, “0” is put in front of single ones;
- all information entered is certified by the seal of the organization;
- allowed font colors: blue, purple, black.
How to make an entry in a document?
The instructions for filling out work books in 2020 will help you get an answer to this question.
Title page
It is filled in if the employee is officially employed for the first time.
Contains:
- Full name- indicated in full. Data is taken from a passport, driver's license or military ID. Initials are not allowed.
- date of birth- is prescribed in compliance with the rules discussed above.
- The level of education- information from a diploma or certificate is entered (higher professional, secondary general, etc.).
- Profession, specialty- is indicated on the basis of documents on education.
- Date of filling- the current number is put down. The month is allowed to be written in words or numbers.
Signature of the owner and personnel officer (manager). - Seal- in the work book is affixed to certify the entered data.
Example:
Information about labor activity
A section intended for entering information about the work of an employee. Reception, translation or is noted here.
The page has four columns:
- sequence number of the record;
- date of the change;
- field for recording - the name of the company (including the abbreviated one), position, name of the structural unit are entered;
- number and date of the document that influenced the decision.
The basis document for making an entry is an order certified by the seal of the company and the signature of the employer.
Example:
Achievements and awards
A section intended for marking promotions, conferring new titles, receiving certificates or badges, etc.
All of them are provided for by the Labor Code of the Russian Federation or, but are provided intermittently.
How to complete this page:
- in the first two columns the serial number and date are put;
- column No. 3 indicates the name of the company, position and type of award;
- in the last column - the date and number of the order, on the basis of which the employee is encouraged.
An example is shown in the figure:
Disciplinary sanctions are not written. Exception - .
Reinstatement
There are situations when an employee was and went to court.
If the employer's claim is satisfied, they may be forced to return the employee to the company.
In such a situation, the personnel specialist must cancel the information about the termination of the employment contract.
A sample record is shown in the figure:
Dismissal
Upon dismissal, an entry in the Labor Code must be made in a timely manner and match the number noted in.
Otherwise, the organization may have conflicts with regulatory authorities. This threatens to pay an administrative fine and material compensation to the employee.
To prevent negative consequences, the following entries must be made on the day of dismissal:
- No. 2 - date of termination of the contract (last business day -);
- No. 3 - information about the ongoing event: reasons and references to articles of legislation;
- No. 4 - details of the document on the basis of which the dismissal occurs.
The work book is stamped, signed by the personnel officer (manager) and the former employee.
A sample for 2020-2016 is shown in the figure:
Death of an employee
In the case, the legislation requires that a correct entry be made in the Labor Code - about the termination of the contract due to circumstances independent of the will of the parties (clause 6, article 83 of the Labor Code of the Russian Federation).
The date of death noted in the certificate must be indicated (relatives present). The field for the signature confirming familiarization remains empty.
Sample Fill:
Correction of errors and amendments to the TC
Sometimes an incorrect entry is made in the document, but according to the established rules, strikethroughs are unacceptable.
To do this, in the columns of the table "Information about work" is written:
- No. 1 - serial number of the record;
- No. 2 - the date of the correction;
- No. 3 - information about the recognition of the entry as invalid.
Then valid data is recorded. The last column contains the details of the document on the basis of which the corrections were made.
This is how the erroneous entry is canceled:
Company renaming
An entry must be made in the Labor Code, otherwise the employee may have problems with the Pension Fund in the future when determining the length of service.
Using two different seals is misleading.
To prevent this from happening, the HR specialist puts down:
- in column 3 - the name of the company, information about the renaming, date.
- in column 4 - the basis for the changes to be made (order of the employer, date and number).
Filling example:
Rules for filling out the insert
If the book is over, it is not necessary to start a new one - just insert a special insert.
It is drawn up and filled out according to the principle similar to the design of the shopping mall, only you need to sew it in - this is what the established rules say.
An example is shown below:
Legislation does not regulate the features of sewing. Most enterprises use hard threads, make 4 punctures and attach a sheet at the end of the work book.
The specialist is obliged to indicate in it the series and number of the insert, which must be certified by a seal.
Duplicate shopping mall and its design
may need:
- when ;
- as a result of wear and tear or serious physical damage;
- if there are records canceled by a court decision;
- in the event of an emergency at the enterprise (copies can be mass-produced).
The personnel officer is obliged to issue a new TC to the employee within 15 working days from the date of application. The title page of the finished document must have the inscription "Duplicate".
Example:
S.S. Sidorov lost his work book, so on 07/15/2016 he applied for a duplicate.
The employee received a new document on 08/01/2016:
