How to make a copy of a work book sample. How a copy of a work book is certified: GOST procedure and common mistakes
In the era of the heyday of bureaucracy, without documentation it will not be possible to conclude a deal, buy goods or get a loan from a bank, so questions of how to certify a work book marked “currently working”, where to find a sample, are becoming increasingly relevant. Many able-bodied people in the country are involved in work activities. A piece of paper that guarantees compliance with an employee’s rights is a work book.
If a citizen is employed for the first time, it is registered by the employer - a person from the HR department or a manager. In order for an employee to obtain a work book, he must work in the organization for at least 5 days. If the work is the main one for him, and the registration is carried out in accordance with the Labor Code of the Russian Federation, then this book is opened for the employee.
During the working period, information about hiring, dismissal, and incentive forms will be entered into it. At the request of the employee, personal information about the person can be placed in it. Main meaning The document is that it reflects work experience, which affects the possibility of receiving social benefits, the assignment of a pension and the approval of bank loan products.
In large organizations, the HR department is responsible for all documents related to hiring. Specialists are required to keep all documents and present them upon request of the employee. They certify any document.
In smaller companies, small LLCs and individual entrepreneurs, these responsibilities are taken on by the deputy director for human resources or an accountant. This is the same person who conducted the interview and completed the paperwork.
The work book itself is not issued to the employee (exceptions are if it was requested from the office of the Pension Fund and Social Insurance Funds, if the employee resigns). In other cases, an unscrupulous employee receiving his book in his hands may end up with him getting a job in another place under the labor code, which is prohibited by law. Only part-time work is permitted on a contractual basis.
If a citizen does not work anywhere, but has already accumulated experience, then the document is kept at his home. How to properly certify a copy of a work record book will be explained at the notary office.
Registration at work
Employees have the right to receive a copy of the employment document upon application without further explanation. Procedure for submitting a request:
- an application is drawn up in free form addressed to the manager or employee responsible for storing personnel documentation;
- the application indicates the full name and position of the employee, the request itself is to provide a copy of the original work record book, certified by the employer, date and signature;
- the employee who accepted the application is obliged to prepare the required paperwork for the employee three days in advance - this is the maximum period allowed;
- The owner of the work is not obliged to pay for the photocopy itself.
The employer may ask the employee to indicate in a written statement the reason why he needed a certified copy of the work record book. But, as stated in the law, he is not required to provide this information.
Obtaining a certified copy from a notary
If a citizen has a work document on a shelf at home (he is not officially employed at the moment), then a notary will act as a certifier.
To apply for this service from him, you must come to the office with a ready-made photocopy of the book and a passport or other identification document. They will tell you in more detail how to certify a work record book and what a photocopy should look like.
The process lasts up to an hour. Perhaps a copy with a signature and stamps will be handed out immediately. A copy of the work document, which is certified by a notary, is valid exactly until new information is added to the original work document.
You should not contact a notary office with the question of how to certify a work book marked “currently working,” even if there is a sample. Only an employee in the organization can put such a signature, but not an outside lawyer. The notary can only mark “true copy” on each photocopied page of the document.
Document type
In order for photocopies of important documents to be considered valid, they must meet a number of requirements. This is relevant in a situation where an employee requests a reprint of a work book for a bank. If it is not made according to the rules, he will not be able to issue a banking product.
- For each spread of the worksheet, you must allocate a separate blank sheet of A4 format.
- The data from the book must be photocopied with high quality, without stains or gaps, all information (especially the dates of employment and the note that he is still working today) must be clearly printed.
- After all the sheets have been copied, on the last one, where information about employment is indicated, a person from the personnel department or director puts the mark “currently working”, an autograph and the seal of the enterprise or personnel department, if any.
- Under this is placed another seal (“the copy is correct”), then – the signature of the certifier, the transcript, his seal or the seal of the organization.
Important! If copies of all entries in the employment document are required, then the employee of the organization places seals and his autograph on each page. Only the phrase that the person is currently registered in the office is placed on the last page. An incorrectly executed copy is a good reason to refuse a citizen to issue a consumer or any other loan from a bank.
In some cases, an employee may require a copy of a duplicate rather than a work record book. This document has the same legal force as a book and is issued in several cases - if the original:
- fell into disrepair;
- was lost;
- contains information for the previous working period that later turned out to be unreliable or was canceled.
The duplicate is not a copy, but all information about the owner and information about the current experience are also entered into it. The law allows a copy of this document to be certified.
Duration of work for copies certified at work or by a notary
Russian legislation does not provide for a strict “expiration date” for a copy of a document. The certification rules are such that the duration of validity is chosen by the employer or the organization that requested this document. The enterprise can make any decision about how long after receiving a copy it can be used for its intended purpose. Whereas a bank, as an example, may request a document without leaving the cash desk.
If a copy of the work book, as an ideal example, was drawn up by a notary, then its validity is unlimited.
In what cases will a copy of the book be invalid?
When applying for social benefits or issuing a loan from a bank, the party accepting documents from the applicant most often makes claims based on the condition of the copy of the work report. You need to immediately find out how to certify a copy of a work record book so that there are no unpleasant surprises:
- all seals should cover part of the text, and not be located to the side;
- there should be no extraneous signatures or notes in the document;
- In order to correctly certify the received document, you need to familiarize yourself with the requirements of the requested party (sometimes all pages are needed).
There are two forms for submitting a certified copy - a separate photocopy on a sheet or bound pages. In the second case, photocopies are folded like a regular book and hemmed with white thread. On the last sheet there is a stamp stating that the document is certified, the seal of the organization, the signature and transcript of the employee responsible for this.
To obtain a bank loan, a foreign passport, apply for subsidies from the state and other purposes, a citizen needs to confirm his existing experience. To easily cope with this task, it is useful to know how to certify a copy of a work record book. The procedure depends on the fact that the citizen is currently employed. If he is officially employed, you need to contact the personnel officers of the employer’s company; if not, go with the document to a notary.
Why might an employee need a certified document?
Why do you need a copy of the work book (LC)? From a legal point of view, this is an absolute analogue of the original, which is kept by the hiring company throughout the entire period of employment of the specialist. A certified copy can be presented to any authority that requires confirmation of the employee’s length of service.
Most often, a copy is requested for the following purposes:
- obtaining a bank loan;
- obtaining a foreign passport;
- adoption of a child;
- registration of subsidies from the state;
- registration of old age pension;
- part-time employment, etc.
How long is a copy of a work document valid? The duplicate received from the hiring company has legal force for one month. If a citizen does not present it to the concerned authority within the specified period, he will have to request a new copy. The short “shelf life” has a logical explanation: within 30 days, a specialist can break off relations with the current employer and get a new job.
The procedure for certification of a document by the employer
According to the provisions of the current legislation, the work book of working citizens must be kept in the personnel department of the employing company or with the director of the company. To confirm the length of service to third-party organizations (for example, a bank), the employee must receive a copy, the legal significance of which is confirmed by an authorized official.
How is a copy of the book certified by the employer prepared? The procedure includes the following steps:
- The employee submits an application for the need to submit a document. It is written in the name of the head of the personnel department, and if there is no such department in the company structure, in the name of the head of the company. Practice shows that small companies do not require a written request; it is enough to verbally state your request.
- An authorized employee makes a copy of the employee's labor code. If not all information is required, but information for a certain period, the first page containing the name of the specialist and the necessary sheets is copied. Another option is to type the data from the document on your computer and print it. It is chosen if the document is filled out illegibly and the text is difficult to read.
- A certified copy of the TC is made from the finished printout. A stamp “Copy is correct”, a visa of the representative of the employing company, his full name, and a seal are affixed page by page legal entity. The print should not be placed in an area without text. Ideally, it should capture both seniority information and signature.
Representatives of the employing company, after receiving an application from a specialist for a copy of the work report, are obliged to fulfill his request within three days (according to Cabinet Resolution No. 225). In practice, the time required to prepare a document is reduced to several hours: the procedure does not require much time. The employee has the right not to give explanations and not to say why he needed the document.
If HR representatives do not provide a copy, request a written refusal. It will become the basis for a complaint against the employer to the labor inspectorate.
How to check the correctness of the design?
Once you receive a copy in your hands, make sure that it is made correctly. To do this, study the sample in advance. Remember: if the performer made mistakes, the receiving authority will request a new, correct document.
Please note the following points:
- Who signed the copy
The head of the personnel department, the director of the company and the chief accountant of the enterprise have the right to certify such documents.
- Are the design rules followed?
There are two ways to certify a copy. The first is to stamp it, certify it with the seal and signature of the managers on a page-by-page basis.
The second option is to number and lace the sheets, bring the thread to the last one, and glue it with a form where the number of pages will be indicated. The form bears the visa of the authorized employee and the seal of the legal entity.
- Are the necessary notes available?
The copy must contain the following data set:
- position, surname, first name of the signatory;
- preparation date from which the monthly validity period of the copy of the work book will be counted;
- signature of an official of the employing company;
- position in the company held by a specialist;
- marked “Currently active”.
The relevance of the current copy of the Labor Code is lost as soon as new entries appear in the employee’s personnel document, for example, about a transfer to another position or a change of place of employment.
If a citizen has requested a copy of the Labor Code for a bank, the certification rules remain unchanged, but it is better to request a sample in advance from credit organization: nuances are possible. For example, some financial institutions ask to indicate the location of the original in the duplicate, others do not require all pages, but only information about the last place of employment.
Where can I get a copy for an unemployed person?
If a citizen is temporarily in unemployed status, he can obtain a copy of the work book for a foreign passport or other purposes in two ways:
- Contact a notary
For certification, you must provide the original and a general passport. The notary will check the documents and make a copy; this will take no more than half an hour. The average cost of the service is about 500 rubles.
- Go to the Employment Center
If a specialist is registered with the employment service, he has the right to appear before the employees of the authority to certify his employment status. You must first make copies of the document sheets yourself. The service is provided free of charge.
If the woman who needs a copy is on maternity leave, she needs to contact the employer’s human resources department. The procedure does not differ from the standard one: an application is written, on the basis of which authorized employees prepare the requested document within three days.
Receiving a copy of the Labor Code and other personal data upon request is an inalienable right of the employee, enshrined in Art. 89 Labor Code of the Russian Federation. The necessary document is provided free of charge in a short time. The employer’s refusal to prepare a copy is a gross violation of the employee’s rights, which can be appealed to the labor inspectorate.
On July 1, GOST R 7.0.97-2016 came into force, which introduced new rules for certification of a work record book, and the old GOST R 6.30-2003 became invalid. The new requirements for document verification are not so different from the old ones. However, they need to be understood, since failure to apply the new rules for certifying a copy of the work book will make it invalid.
It is the main document that informs about the employee’s work activity and length of service. The employer undertakes to maintain the work book of his subordinate if he has worked for more than 5 days and for him this place of business is the main source of income.
The document contains information about the employee, his type of activity, what kind of work he performs, transfers to another position and dismissal, reasons for ending the employment contract, as well as information about awards for success in work activities. Information about disciplinary sanctions are not entered into the work book unless the sanction is dismissal itself.
The following information is also entered into the work book at the place of employment:
- about the time of service in the Armed Forces of the Russian Federation and state law enforcement agencies, including fire departments;
- about the period of study in courses and schools for retraining, advanced training and training.
If the contractor carries out its activities under an agreement on remote work, then information about this may not be included in the work book. A remote service agreement will serve as proof of length of service and position. In cases where this document is missing, you can provide the employer with a work book to enter information there.
Acquisition, accounting and storage of work books
The GOZNAK association produces forms for work books. The employer must be provided with such forms, as evidenced by Order No. 117n of the Ministry of Finance of the Russian Federation.
You can buy a legal document form in the stationery department. But before this, you need to make sure that the company has an agreement with GOZNAK, because their forms are considered valid. You should not buy work books in the subway or a newsstand, since they probably do not have permission to sell such documentation.
The accounting of new forms at the enterprise is kept in a special book, for which a qualified personnel employee is responsible.
Work books are accountable documents, so they should be stored in safes or metal cabinets to ensure their safety and limit access to unauthorized persons. The employer is responsible for storage, so he can issue work books only upon dismissal.
Some company managers hand over the document to the employee, even if he is currently on staff. But you need to remember that such an action is not considered legal and if the employee loses his work book, the employer will be responsible.
Issuance of a work book upon dismissal
The employer must issue this document to its owner on the day the employment contract expires. If an employee refuses to receive the form or is not at the workplace at all, the head of the organization can send a notice of the need to come to the workplace to get his document or send the work book by mail to the direct owner. This action will insure the employer against future claims for late delivery of the form.
When receiving a document from the HR department, the employee must sign in the account book. Work books, their extracts and duplicates must be kept by the employer until demanded, and if no one has demanded it, the storage period is 75 years.
Loss of work record
When changing workplace, the work book remains in the hands of the owner. It is often under such circumstances that people lose this document.
After losing a work book, you must apply to your previous place of work to issue a new one based on the information included in the employee’s file.
What if the organization ceased its activities or was disbanded? There is only one thing left - at the new place of work, ask the employer to create another work book. This is done on the basis of a statement from the owner indicating the reason for the absence of the document. The head of the enterprise cannot enter information about length of service and previous places of work from the employee’s words, but if there is documentary evidence, this is quite possible. However, as a rule, such actions are not practiced and the first entry in the work book will be the place of work where it was issued.
There is no need to worry about length of service, because all data on previous places of work is available in the Pension Fund, the Compulsory Medical Insurance Fund and the Social Insurance Fund.
Right to copy
The head of the enterprise cannot refuse to provide an employee with a copy (extract) of the work record book.
Based on the employee’s written request, the manager must issue a copy of the document or a certified extract from it no later than 3 days from the date of submission of the application (Article 62 Labor Code RF).
Why do you need a copy or extract?
Certification of the work record may be required for subsequent submission to the requiring authority. For example, to obtain a loan or social benefits, such paper is often needed.
To prepare any documentation, a frequent condition is the provision of information about sources of permanent income. Usually, they make do with a sample certification of the work book, since the original is issued only in exceptional cases.
How and where to make an assurance
A work book is an important legal document. Therefore, if the subject is employed and is on the staff, then the book must be kept in the personnel department or with the immediate manager of the enterprise.
In cases where a person is not on the payroll or is not employed, the document must be in his possession.
Ways to certify a work record:
- An employee of an enterprise who is on the staff must contact their immediate supervisor or the human resources department with an appropriate application for a copy of the form indicating the organization where the duplicate will be sent.
- If the work book is in the hands of the subject, it can only be certified by a notary on a paid basis.
Procedure for certification of work record
- Personal appeal. For a notary's office, an oral request for certification will suffice. The company will need to write an application for a copy or extract of the work record book. This is not a mandatory condition in all organizations, but companies with a large enough staff may put forward such a requirement for certification of the work record.
- Determining the required pages. It is not always necessary to confirm all pages of a document to confirm your work experience or source of income. As a rule, a specialist from the HR department selects the first page, where information about the owner’s identity is located, and additionally several pages with information about work activities. For example, the bank does not need information about awards, but it may be needed if the employee wants to qualify for the title “Veteran of Labor.” You need to decide which pages need certification and which can be left without it.
- Waiting and receiving. As mentioned earlier, within 3 days from the date of submission of the application, the employer issues a certified copy or extract. All that remains is to receive it and provide it to the organization requiring a certified duplicate.
General design rules
The new certification of the work book practically did not change the old procedure for preparing copies. To identify the changes made, you need to study the old certification rules and see what was added and what was removed.
So, to properly certify a work record, you should always take into account the following features:
- Copies of all pages of the work book are taken (with the exception of information about awards), starting with the first, which contains information about the owner, ending with the last with information about the current place of work. This is necessary so that the commission of the organization, which requires a sample certification of the work record, sees the entire work path of the subject (in the future this may influence their decision) and the reasons for leaving previous jobs.
- A copy of the work book can be certified by a specialist from the human resources department, the chief accountant or the head of the enterprise where the subject works.
- You should not zoom in, you need to make a copy of the same size as the book itself;
- All sheets of the document are bound and at the end the number of pages of the current copy is indicated on a paper sticker.
The general rules for certifying a work book are that the last page of the bound document must contain the following elements:
- record number;
- confirmation “Correct” or “Copy is correct”, written manually or applied using a special stamp;
- his initials and signature;
- date of registration;
- company seal.
For unbound documents, such information must be contained on each sheet of the copy.
Some organizations ask to mark “Currently working”. This requirement does not comply with the new GOST for certification of a work book, but a note can be made, since it does not contradict the current rules.
One of the most common mistakes is placing a seal in the wrong place. The company seal must be placed in a strictly defined place:
It is also worth noting that the seal should not include the signature of the official certifying the document. Usually it is placed so that it stands on top of the signature and initials. This is not entirely correct. Since the seal certifies the signature of the official and it should be visible in the same way as the initials. General scheme for the rules for certification of a work record:
As can be seen from the example presented, a special place is allocated for printing. In the samples of work record certification you can see the following:
However, according to the new GOST, this cannot be considered correct.
New GOST certification of work record book
Now it is necessary to consider what changes have been made by the current GOST since July 2018. New rules for certifying a copy of a work record book require an additional entry. This is not as significant a change as it would seem, but it must be observed.
In the work book certification sample, you must indicate the place where the original document is stored. Such a note is needed if a copy of the book is transferred to a third-party organization. For example, to provide a sample to a bank in order to receive a loan, the record will need to indicate that the original is stored at the employee’s place of work.
The new GOST introduces a system for certifying a copy of a document using special stamps. Also, according to it, the signature of the designer is deciphered in a new way, where the initials of the official are written first, and only then the surname.
Validity period of the certification
Information in the work book can be regularly updated when changing jobs. The general rule has been that the validity period of a copy of a certified work record book is one month.
But the validity period of such a document may lose its validity if certain changes are made to the work book within one month.
For example, an employee of Marshzavod LLC goes to apply for a loan, providing a bank branch Required documents. Two weeks later he quits. He will be denied a loan, since when he contacts the place where the document is stored, the bank will be informed that the employee is no longer working, and the work book is in his hands. What makes a copy of a document invalid.
Therefore, when intending to transfer a duplicate work record book to third-party organizations, you need to provide up-to-date information.
Errors when document certification
It is common to think that a seal must capture the signature of the official certifying the document. But that's not true. According to the new GOST, the seal is placed without affecting the signature, or in a separate place where “MP” is indicated (that is, the place for the seal).
Also, do not make mistakes when filling out the document. Spelling and grammatical typos add problems when providing a copy of the work record book. Corrections of wording are not allowed, including. If a mistake was made when certifying the work book, you should copy the necessary sheets again and certify again.
Thus, we can say that the new GOST did not make significant changes to the procedure for registering copies of a work book. One of the main requirements that has been added to the new rules is the indication of the storage location of the original work book when providing it to third-party organizations.
As stated in the general rules, the original document must be kept by the employer in a specially designated place that can ensure the safety of the paper. The manager can only issue a copy of the work book, since he will be responsible for storing the document until the employee takes it back upon dismissal. The duplicate is certified upon a written application from the employee no later than three days from the date of submission. A copy of the work book must be bound and contain the following information on the last page:
- record number;
- confirmation “Correct” or “Copy is correct”, written manually or using a special stamp;
- position of a specialist certifying the document;
- his initials and signature;
- date of registration;
- place where the document is stored;
- company seal.
If all conditions are met, the document will be valid for one month. But any changes in the work book during this period make its copy invalid.
The main difference is that a duplicate is issued to replace the original book, for example, in case of its loss (see), a copy does not replace the original and is valid only if it is available.
A certified copy of the work record with the wording “currently working”
This entry is made by the employer when preparing a copy of the document. If a person does not work, it naturally cannot be entered, and the copy itself is certified in accordance with the legislation on notaries by a notary.
Original or duplicate entry “currently working” is also never entered. After copies of the pages of the work book are made and certified, it is entered by the HR department employee on the last page indicating the date of entry. This is exactly how and only this way it can be written.
How to certify a work book that is still working - sample:
Rules for certifying a copy of a work record book by an employer
Before certification, copies of the pages must be made. In principle, this can be done by hand, but today everyone uses copying equipment. However, a two-sided copy is not acceptable and the information must be contained on only one side of the sheet.
The procedure is carried out according to Decree PVS No. 9779-X as amended. 2003 and the unified Rules approved by the 65th Post. Gosstandart.
The accuracy of each sheet is certified by the signature and seal of the organization (1st paragraph of the Decree). From paragraph 3.26 of the Rules it follows that on each page the official’s inscription “True” and his personal signature with a transcript and indication of position and number are affixed, for example: “True. Senior Inspector of the Human Resources Department N. T. Ivanova. Date of".
2nd paragraph 3.26 art. The Rules indicate that a copy can be certified by any seal at the discretion of the organization. Although this is not a mandatory requirement, copies are usually certified by a seal. This, in particular, is required by banks when applying for loans.
See an example of how to properly certify a copy of a work book - sample:
Step-by-step instructions for the employer: how to apply?
A copy is issued at the request of the employee by the employer within three days (Article 62 of the Labor Code). The employer has no right to demand remuneration for this and wonder why a copy was needed. The right of a citizen to access his personal data is provided for in Article 89. TK, for his violation of Art. 90. Liability is provided for officials, including criminal liability.
The procedure for certification and making a copy is as follows:
- The employee draws up a written appeal to the employer, which looks like this:
- addressed to the head of the organization (the full name of the company, position and full name of the head are indicated);
- the full name and position of the employee are indicated;
- the appeal is called the “Application”;
- the content part includes a request to issue a copy of the work book with reference to Art. 62. Labor Code (in this case, the employee is not obliged to indicate the reason, and the employer has no right to be interested in it, but if the employee wants to indicate that “a copy is needed to provide to the bank,” no one can stop him);
- The application is signed by the employee personally, indicating the date of drawing up the application.
- The manager, having reviewed the application no later than 3 days, issues an order for issuance and appoints a responsible employee (for example, an inspector of the human resources department).
- Authorized person free of charge makes photocopies of all pages of the work book. In this case, you can use any copying equipment, but duplicates must be legible; any streaks, erasures or corrections are unacceptable.
Banks especially like to find fault with the quality of documents, and even a small complaint can be a reason to refuse a loan.
- The sheets are certified according to the requirements Unified Rules of Gosstandart and Decree PVS 9779-X. Any seal or stamp for identification can be used at the discretion of the head of the organization; this is not regulated by law. For example, the seal of an organization or human resources department, the stamp of an office, etc. More information about the seal -.
- On the last page of the copy The entry “Working at the present time” is made. After it (under it) the signature of the employee drawing up the document is affixed. The unified rules of Gosstandart reveal the content of the “Signature” attribute in paragraph 3.22: the name of the person’s position, personal signature, signature decoding (initials, surname), for example: "Copy is right. Senior Inspector of the Human Resources Department R.D. Sidorova. Number. Signature" . The requirements for the “Date” detail are contained in paragraph 3.11: it is written in Arabic numerals in the sequence day-month-year, separated by dots.
- The sheets are numbered, stapled and the made copy is given to the employee.
A copy of the work book certified by the employer - sample:
It is not defined by law and depends on the purpose for which the copy is intended. Different organizations may set their own deadlines. In practice, a copy is required for submission to a bank, migration service, social security authorities, court, etc.
In the case of issuing a loan to a citizen, the purpose of the bank is– make sure of its solvency and the “shelf life” can be reduced even to 2 weeks, but, as a rule, it is one month. There is no time limit for submission to court.
If the deadline is missed, to “update” the copy it will be sufficient to simply certify it by an authorized person of the employer, indicating the new date and affixing the organization’s seal. Or, the employee can always request the production of an entirely new copy. It is the employer’s responsibility to issue the document free of charge and there are no restrictions here.
Features of certification for a bank
One of the most common cases where a copy is needed is to provide it to a credit institution. Banks motivate their demands by the need to confirm a citizen’s solvency. Typically, they require this information before granting a loan.
What matters to the bank is the borrower’s career path, continuity of length of service, positions in which he worked and is working, facts of work in certain organizations and employment at the present (as of the date of loan issuance) moment.
All this information is authorized bank employees learn from a certified copy of the employment. At the same time, it is compiled according to general rules, no special entries, such as “made for submission to a credit institution,” are not entered into it.
The only thing that can distinguish this copy from others is its expiration date for the bank. Banks set these deadlines themselves, including very short ones (a week).
It is useless to argue with them; they are not obliged to explain their requirements, as well as the reasons for refusing a loan.
In addition to a copy of the employment contract, they may also require a copy of the employment contract. This is legal, and the employer is obliged to provide all documents within the same time frame - up to three days (62nd and 89th articles of the Labor Code, 7th article of the Rules).
Sample of a certified copy of a work book for a bank - sample:
How and why do you need to certify the last page?
A copy of the Labor Code is intended to certify to third parties labor activity employee. At the same time, continuous work experience may be important for social security authorities, solvency due to work in a certain organization, etc. may be important for a bank.
A copy certified in accordance with all the rules, with a correctly entered entry on the last page about the work and “at the present time”, allows the employee to exercise his rights, arising from the fact of employment: obtain a loan, certain benefits, education in the chosen specialty, a foreign passport, certify the facts in court, etc.
Receiving a copy of the work book within the prescribed period is the legal right of the employee. Responsible persons of organizations of various forms of ownership should not forget that for its violation there is liability, up to administrative or criminal.
Even if for some reason the employee is late to provide a copy and it is “outdated,” it is the employer’s responsibility to issue a new one free of charge and within three days.
You will have to confirm your employment when contacting social support services when applying for subsidies and benefits or the Pension Fund. Banks ask for confirmation in order to decide whether to issue a loan or mortgage. A sample certified copy of the work record book confirms the length of work and the fact of employment.
If you are employed, a certified copy will be made by an employee of the HR department or another person authorized by order of the enterprise, for example, a lawyer or accountant. In their absence - the leader. A copy is provided within three days without charge. For the unemployed, the authenticity will be confirmed by a notary (for money).
Where is the certification procedure stated?
In 2020, the new GOST R 7.0.97-2016 is being applied, which establishes the rules for drawing up documents and a sample of how to certify a copy of a work book in 2020. The procedure for certifying a copy of a work document is quite simple.
Step 1. Make copies of all completed sheets.
Step 2. Put the entry “correct” on each one, indicate the full name of the person who made the entry and the date.
Here is an example of how to certify a work book “Currently working.”
This is what a sample copy of a work record book, certified by the employer, looks like to provide to a third-party organization:
What did GOST R 7.0.97-2016 change?
Let's turn to GOST R 7.0.97-2016. The main difference is that the specifics of the assurance will depend on the purpose. There are two of them: for internal circulation or for third-party organizations.
Let's consider the first option. The instructions on how to certify a work book according to the new rules for internal circulation have not changed. The copy still contains:
- "right";
- specialist data;
- date of.
If a scanned copy is needed for a third-party organization, the new rules for certifying a copy of a work book are distinguished by the presence of an additional phrase indicating the location where the original document is stored. For example, the phrase sounds like this: “The original is stored in the personnel department of MUDO DYUSSH Allure.” If we were not talking about a work book, then according to the rules it would be necessary to indicate the number of the file in which the original copy is stored.
Do not forget to affix the seal of the organization, which confirms the authenticity of the official’s signature (clause 5.24 of GOST R 7.0.97-2016).
Since since 2015, joint-stock companies and LLCs are not required to have a seal, it is not necessary to put one on a scanned copy. If there is a seal, then certain requirements are imposed on its location (according to the new GOST):
- it is necessary to certify only with the seal of the organization;
- it should not overlap the signature of the certifying person;
- should not capture the signature of the certifier;
- can enter the job title if there is not enough space;
- must be placed in a specially designated place marked MP - “Print Place” (clause 5.24 of GOST R 7.0.97-2016).
Ways to certify a copy of a work record book
There are two options for making a sample certification of a work book from 2020:
- at the employer;
- at the notary.
Those who work apply to the HR department, where the original is kept. An accountant also has the right to issue a photocopy if his area of responsibility is maintaining personnel document flow. This often happens in small organizations where there is no HR department. A scan of the work book will be issued within three days after submitting the application. They have no right to refuse.
If a person is temporarily unemployed, then he should contact a notary. You will need to present your passport and the work book itself. The notary himself will photocopy the necessary pages, affix stamps and signatures on them.
How long does a copy last?
As a rule, a work book certified by the employer is valid for one month. If the copy is notarized, then it is valid indefinitely. This rule and example of how to certify a work book in a new way are relevant in 2020.
Keep in mind that if any entries or changes have been made to the original, then any duplicate, including a notarized one, automatically becomes invalid, regardless of when it was certified.
Common mistakes
One of the most common mistakes is that the organization’s seal captures the text and signature of the personnel officer. It is not right. No errors, omissions or corrections are allowed. If the sample on how to correctly certify a work book in 2020 is not drawn up correctly, then it will not be accepted, as it will be considered invalid. To correct the error, you will have to rescan the damaged pages and certify them.