Sample of filling out a work book when applying for a job

Registration of a work book when applying for a job: sequence of actions of a personnel officer

Let's study the sequence in which a specialist from the HR department of the employing company should record an employee's employment in his work book.

Before filling out the work book, the personnel officer must make sure that by this time an agreement has been signed between the employee and the employer, and an order has been issued by the head of the company to hire the person. Then, equipped with a pen with black, blue or purple ink, the HR employee can fill out the work book.

The optimal sequence of actions for a personnel officer is as follows:

• filling out column 3 of the main section of the work book - “Information about work”;
• filling out column 1 of the relevant section;
• filling out column 2;
• filling out column 4.

This sequence, as the practice of Russian personnel officers often shows, allows one to minimize errors when working with a work book.

If a person is applying for a job for the first time, then the personnel officer will also need to fill out the title page of the document.

Let us now consider the features of performing each action in more detail. Let's start by filling out the title page of the workbook - let's agree that there is a need for this.

How to correctly make an entry in a work book about employment 2021 sample

Sample letter for hiring director of LLC

When making a mark on the labor director’s form, there are several features. Its basis can be not only an order of acceptance, but also a decision of the owners, minutes of a meeting of founders, a decision of the sole owner, etc.

Also, the wording of the entry must exactly match the line in the specified document. As a result, it can be formulated not only as “Hired,” but also, for example, “Elected to a position,” etc.

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Deduction for unworked vacation days upon dismissal: in what case is it done and how?

Application for main job

Typically, an employee’s entry note must include information about the department, position, and order details.

Entrepreneurs are also responsible for maintaining the records of their employees and making timely entries in them. But he is not obliged to draw up orders and instructions, so he can make a note about the receipt on the basis of the concluded employment agreement.

Recruitment by transfer order sample

An entry in the employment record stating that the employee was hired by way of transfer can only be made if the notice of dismissal from his previous place states that he left by way of transfer. It should also contain a link to the required article of the Labor Code of the Russian Federation.

The formatting of the entry, in general, does not differ from the standard case, with the exception of the mention of transfer from another place.

When registering a part-time employee

When an employee comes to work part-time, his work record is kept by the main employer. The personnel officer from the main company can make a note about part-time work in it upon presentation of a certificate or extract from the order from the second organization.

Hiring an employee during vacation

When an employee is registered for the period of vacation of another, or for another reason that implies the conclusion of an employment agreement for a certain period, the entry in the work book about employment is made according to standard rules. According to the position of Rostrud, there should be no mention in the labor contract that the employee was hired under a fixed-term contract.

Filling out a work book when applying for a job: title page

Filling out the title page of a workbook should not be difficult. It records:

• last name, first name, patronymic, date of birth of the employee (in the format XX.XX.XXXX, as in the passport);
• employee education (diploma, certificate);
• his profession or specialty in accordance with the document conferring a specialty or qualification (later in the article we will consider this nuance in more detail);
• date of completion of the document;
• employee signature;
• the signature of an employee of the personnel department of the company in which the work book is issued - as legibly as possible (the ideal option for a personnel officer is to enter your last name by hand);
• company seal.

Registration of a work book for an employee for the first time

Registration of a work book for persons for whom this is the first place of work begins with the title page. It is strictly not recommended to enter any information without supporting documents. It is important to remember the following:

1. Data on last name, first name, patronymic and date of birth are entered in strict accordance with the identity document. As a rule, a passport is presented as such a document.

2. Information about education, specialty, profession is entered only after the provision of a diploma, certificate, identification, certificate, etc.

Filling out the title page of a workbook: nuances

There are a number of nuances when filling out the title page of a workbook. First of all, you should pay attention to the fact that:

• The HR employee who signs the work book must have the appropriate authority, formalized by order of the director of the company (if this is not the case, then the director must sign the document);
• the norm according to which, since April 2015, Russian legal entities have the right not to use a seal in their work (Article 2 of the law dated April 6, 2015 No. 82-FZ), Rostrud does not recommend extending to the procedure for filling out a work book (letter of Rostrud dated May 15, 2015 No. 1168- 6-1), so you need to put a seal in any case, and if you don’t have one, you should create one.

In this case, the company’s use of the seal must be legitimized by indicating information about the seal in the organization’s Charter.

We noted above that the title page of the work book may contain information about the employee’s profession or specialty. The basis for making entries in the appropriate column must be a document confirming that the person has the necessary competencies. This may not always be a higher education diploma, since the position held by a person will not necessarily correspond to the qualifications obtained at the university. For example, if an employee has a bachelor’s degree in physics and wants to become an assistant occupational safety engineer, then he needs to be certified for the corresponding position - and only after that the personnel officer will be able to make an entry in the profession column on the title page of the work book. Until then, this column may not be filled out.

In order to change something on the title page of a workbook, you need to:

• cross out the previous information with a continuous horizontal line;
• enter the new information a little higher or on the same line with the previous data);
• on the page of the workbook adjacent to the cover, record an entry reflecting the essence of the changes made (for example, “The surname was changed to the surname such and such on the basis of the marriage certificate”).

Forms of new workbooks, as a rule, are sold with holograms, which must be pasted onto the workbook and are used to protect certain information recorded in the document: once pasted, the hologram cannot be removed without damaging the document. The law does not oblige employers to use holograms, but with their help you can, for example, protect the work book number, the signature of its owner or the employing company.

Procedure for entering information

Formulations regarding admission are recorded in a certain sequence.

Attention! This structure cannot be changed.

Name of company

Open the new person’s employment document and enter the company name in the “Information” section. The wording is introduced without reduction, in accordance with the constituent documents of the company. The name can be shortened only if it actually exists.

Attention! In the first formulation about the company, the serial number and date are not included . This is considered an error.

If a company has a large flow of personnel, for example, for work vacancies, then many companies order a special stamp with the name of the information. This facilitates the work of the HR employee during mass selection and avoids mistakes.

Serial number of the entry being made

Under the company name in the first column the serial number is indicated. If the last number was, for example, “5”, then the next number will be “6”. It is worth paying attention to the fact that all entries are made only manually.

employment date

The second column records the date entry. The date of filling out the work book does not affect the date of hiring. For example, a new person was hired on January 20, 2021. The line is recorded as 01/20/2016.

Record of acceptance into a structural unit

The next entry after the date is acceptance into the structural unit indicating the position.

The position is established based on the staffing table.

Every company must have this document. The titles of the positions must be determined based on the qualification directory. They are approved by the Government of the Russian Federation. If you do not accept this rule, then a person may have difficulties when retiring.

It is important not to confuse the word “accepted.” This is the only wording needed in the book. It will be incorrect - “accrued”, “appointed”. For women, the wording used is “accepted”; for men, accordingly, “accepted”.

Attention! It is prohibited to record in the book the nature of the employment contract, for example, part-time employment. The book only needs information about where and what position the new person went to.

The order of acceptance to work

The fourth column records the number and date of the admission order. First the date number is set, and then the number.

Read about the rules for issuing an employment order in the following article.

Signature and seal

Is a stamp placed on the work book when applying for a job?

The appointment record does not need to be signed or stamped. If the book is new, then you must follow the rules for the design of the title page (with a stamp and signature).

In a book with existing employment records, no signatures or seals are required after the information about admission.

Registration of a work book when applying for a job for the first time, sample entry:

The photo shows a sample of how to correctly fill out a work book when applying for a job:

The entry “had no work experience before starting work” is not provided for by current regulations.

Filling out a work book when applying for a job: entering data in column 3 “Job information”

In column 3 of the main section of the work book, in the first available line at the top, the full and abbreviated name of the employing company is recorded. If the personnel officer has a company stamp at his disposal, in which both details are indicated, you can use it and thus print the corresponding details in the work book.

On the next available line, located below those in which the name of the company is written, the name of the position of the hired employee is indicated as part of the phrase “hired for position.” If the employment contract specifies in which structural unit of the company the employee works, then information about this is also entered in the corresponding lines in column 3. If not, then there is no need to enter anything about this in the work book.

Data indicated in the “Work Information” section of the work book and not related to dismissal should not be certified by any signatures or seals. In turn, the information that is recorded in the document upon dismissal of an employee is certified by the signatures of the HR employee and the resigning employee, as well as the seal of the company.

How to enter information correctly

The personnel officer makes an entry in the work book about hiring in a certain sequence.

The table indicates how to correctly record data when hiring a new employee.

The position cannot be written in free form. Each organization has a staffing table. According to this document, the position must be indicated.

Important! The form is filled out in accordance with the qualification reference books, if it is thanks to his position that a person receives the right to benefits. For example, a preferential pension and cash payments are given.

If the personnel officer makes a mistake and makes an incorrect entry, the person will have problems when assigning a pension. Pension department specialists will refuse to include work in the preferential length of service.

One job directory has been approved by the Ministry of Labor. Resolution No. 37 is dated August 1998. The second directory was approved in 1985. The State Committee for Labor and the Secretariat of the All-Union Central Council of Trade Unions jointly adopted resolution No. 31/3-30.

Filling out column 1

After filling out column 3 of the “Job Information” section, you can proceed to entering information in column 1 of the corresponding section. It records the serial number of the entry in the work book. It must be one more than the one corresponding to the previous entry. The very first entry in the work book - about hiring a person by the first employer - should have number 1, the second (for example, reflecting the fact of dismissal) - 2. The new employer will have to fill out the work book using serial number 3 and the following numbers.

The serial number of the entry in the work book is recorded in the line opposite the first line, starting with the information in column 3 containing the name of the employee’s position, that is, opposite the phrase “hired for the position.”

What information must be entered?

The main document on the basis of which entries are made in the work book is instructions for filling out No. 69 , approved on October 10, 2003 by a resolution of the Ministry of Labor and Social Development.

It discusses in detail how to make an entry, what information to enter in the work book, and presents the most correct wording.

Based on the instructions, it can be argued that a person’s employment record must contain the following information :

• serial number (column No. 1 in the work book);
• date of reception (column No. 2);
• job title;
• structural subdivision;
• basis (column No. 3).

The entry itself looks like this: “Hired as an engineer in the logistics department” or “Hired as a gas welder in workshop No. 2.” It should not contain any other information .

But filling out a work book does not start with an appointment record.
the name of the enterprise is entered without a serial number .
If a person has not officially worked before, he does not even have the document itself. The employer issues a new work permit

1. Fills out the title page.
2. Signs the first page from the employee.
3. Puts his signature and seal.

Only then does the “Job Information” section begin to be filled out.

Sample:

Filling out column 2

After filling out column 1, it would be optimal to enter data in column 2 of the “Work Information” section of the work book.

Column 2 records the actual start date of work of the hired employee - from the first day of his appearance at work. It will not necessarily coincide with the one that appears in the order, or correspond to the date the personnel officer filled out the work book.

The employee’s hiring date is recorded in a line located on the same level as the line that indicates the serial number of the entry in the work book (in column 1), and the one from which information about the employee’s position begins to be entered (in column 3).

Common Mistakes

For 2021, the procedure for completing forms is clearly regulated, but sometimes mistakes are made.
7 main design mistakes.

1. It is not indicated where the person studied or served before entering the job.
2. There is a difference when a person begins an activity for the first time or just continues to record. Obtaining a work book is an important point. The personnel officer writes information about training or military service. Diploma and military ID are used as grounds.
3. It is indicated that the person has not previously worked. In 2021, the Instructions remain the same - unnecessary information is not written.
4. The employer's name is entered incorrectly.
5. Entering data in any form is prohibited. The sample entry reflects the name from the constituent documents. A sample entry includes a full title and an abbreviated title. Correctly enter the abbreviated name in parentheses next to the full name. When a person is hired by a private entrepreneur, the full name of the employer is entered.
6. The number 0 is placed before the serial number. In 2021, as before, the numbering is 1, 2, and so on. The numbers 01, 02 are incorrect.
7. The hiring date was entered incorrectly. The first working day should be indicated, and not the day the work book was filled out.

Filling out a work book when applying for a job: other nuances

Let's study what other nuances are typical for the procedure for filling out a work book by a personnel officer when applying for a job.

Experts recommend paying attention to:

• the desirability of indicating the full name of the individual entrepreneur if the employer has the appropriate legal status (that is, in the first field of column 3 we write “Individual entrepreneur Petr Sergeevich Ivanov”);
• the inadmissibility of any abbreviations when writing text on the pages of a workbook;
• the need to enter information only in the blank fields of the work book (they should not contain any inscriptions or traces of the seal of the previous employer).

Where can I download samples of completed work books?

The experts of our portal have prepared for you a separate file with sample pages of the work book, reflecting the specifics of filling out this document when applying for an employee to work, taking into account the nuances that we discussed above. A sample of filling out a work book when applying for a job in 2021 can be downloaded from the link below.

Find out how to draw up an insert in a work book from the article “How to draw up an insert in a work book - sample”.

Basic rules for filling out a work book

Since this form is considered one of the main documents today, it is very important to understand how to correctly make an entry in the work book.

The information contained in it is necessary for calculating pensions, confirming length of service when calculating sick leave, etc.

Therefore, the basic rules for registering labor documents are established by the provisions of the Labor Code of the Russian Federation and Resolutions of government agencies.

According to these standards, the personnel officer or responsible specialist must mark the employee’s entry to work at the business entity without fail if he performed labor functions for more than five days. If the company is his main employer.

If an employee is hired part-time, then an entry in the work book needs to be made only at the request of the employee himself. Moreover, an entry in the part-time work book is made on the basis of a certificate from the second place by the personnel inspector of the main employer.

The general rules for filling out a work book are as follows:

• All marks are made by hand by the HR specialist using a black, blue or purple pen.
• All notes entered into labor records are subject to mandatory numbering, which is carried out in ascending order. Numbers must not be repeated. Only Arabic numerals are used. Separate cells are provided for recording the date. First, the date is indicated in the cell with two digits, then the next month is indicated with two digits, and the year is indicated with four digits.
• The first sheet of the work report should reflect the employee’s personal data, which is entered in strict accordance with the document presented by him, which is an identity card (passport). In the future, at a new place of work, the personnel inspector will check the authenticity of the employment record using this information, comparing it with a passport or other identification.
• The first page of the employment contract must be certified by the signature of the personnel inspector who first opened it, as well as the seal of the business entity that issued this document. Their absence may lead to the document being declared invalid.
• The entry in the work book about hiring must be closed with a corresponding notice of dismissal. If a new employee comes to work, and he has an open appointment, but there is no dismissal, then before hiring him he must be sent to his previous place of work so that the person in charge there makes the appropriate mark. You cannot open a new one without this, or immediately warn the employee that this job will be considered a part-time job.
• It is impossible to make entries in the labor record about bringing an employee to disciplinary sanctions for labor offenses committed by him. The only exception is punishment in the form of dismissal.
• All notes included in the work report are made on the basis of relevant instructions from management. When entering data, they should be reflected in full, without any reduction. This is prohibited by law.
• It is allowed to note in the labor record information about continuous length of service or information about the non-inclusion of certain periods in the length of service for calculating a pension.
• No corrections or cross-outs are permitted in this document. Corrections are only possible on the first page with personal data, for example, when changing your last name.
• Corrective entries can be made using separate new entries.

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How to certify a copy of a work book according to the new rules from July 1, 2018 and how it was before

See How to correctly make an entry in the labor report about the dismissal of employees.

Results

A work book is a document that is important to maintain without errors. This applies to recording any information in it, including that which reflects the procedure for applying for an employee to work. This procedure may involve sequentially filling out several sections and columns of the workbook.

You can study other nuances of document flow in personnel management in the articles:

• “Termination of a fixed-term employment contract upon expiration of the term”;
• “What are the rules for issuing a work book upon dismissal?”

You can find more complete information on the topic in ConsultantPlus. Free trial access to the system for 2 days.

Documents confirming the fact of the device

Hiring a person begins with his application . It is this that becomes the basis for drawing up an employment contract. Without signing it, you cannot begin to perform the work.

If a person has actually already started working, only three days . An admission order must be issued within the same period.

Thus, there are several documents confirming the fact of the beginning of an employment relationship :

1. Employment contract.
2. Reception order.
3. Entry in the work book.

The last point is completed after the employee is registered within five days . Therefore, if the candidate has signed an agreement and an order, we can assume that he has become a new employee of the organization.

Read our articles about the rules for filling out a work book, including how to make entries about awards and dismissal of an employee. Find out also about the rules for preparing a duplicate and an insert in a work book.