How to correct an entry in a work book if an error is found in the name of the organization or other information

A work book is one of the most important documents for an employee. The legislation imposes the obligation on the employer to enter current and correct data into it based on documents received from the employee. Therefore, any inaccuracy or error in the work book entries about the employee, place of work or other invalid information must be corrected. In addition, the data in the work book must be updated if it becomes outdated (for example, if the employee received a new education, changed his last name, etc.).

Legal basis

Entries in work books and their adjustments are made according to the rules established by:

• Labor Code of the Russian Federation;
• Decree of the Government of the Russian Federation of April 16, 2003 No. 225 “On work books”;
• Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69 “On approval of the Instructions for filling out work books.”

If the employer ignores the procedure for making corrections in work books, the organization as a whole and the officials who committed the violations (general director, head of the personnel department) may be brought to administrative liability.

Main requirements

If mistakes are made, it is strictly forbidden to cross out, erase, cover up or falsify entries. Crossing out any data is allowed only on the title page of the document (for example, when changing the last name of an employee). In other cases this is unacceptable.

When filling out a work book, it is important to ensure that the information in each section is written correctly. If an inaccuracy is detected in the entry, it must be invalidated and amendments made in accordance with the requirements of the Labor Code of the Russian Federation.

Basically, HR officers most often make mistakes when numbering records, writing personal information about an employee, and when filling out the “Job Information” section. In the latter case, a common mistake is the incorrect spelling of the name of the company or its absence altogether, and therefore many HR workers are interested in how to correct an entry in the work book if the organization is not indicated or is written incorrectly.

Changing employee information

Like any other records, information about an employee in a work book can only be changed when the employer receives supporting documents. As a rule, they are provided by the employee on his own initiative. Depending on the nature of the changes that have occurred, such documents may be a passport, marriage certificate, divorce certificate, change of full name. and other information about the employee.

The employer whose employee is employed at his main place of work must make changes to the work book entries. If an employee also works part-time, his work book is still with the main employer. It is he who makes the necessary changes and corrections to the entries on the title page of the work book. Let's look at how to do this correctly.

Full name and date of birth

The employee's last name, first name and patronymic are indicated on the title page of the work book (the first page immediately following the cover). Initially, this data is filled in as of the date of registration of the work book. However, due to changes in the employee’s life, it may be necessary to change these records - for example, upon marriage or divorce, the surname will be changed. Read more about the procedure for changing your last name here.

You cannot change your date of birth at will. However, it may turn out that the date will be indicated incorrectly - by mistake, or due to the fact that there was an inaccuracy in the documents provided by the employee, which was later corrected. In these cases, it is necessary to correct the date of birth so that it matches that indicated in the employee’s passport.

The procedure for making changes to information about an employee is provided for in paragraphs. 2.3 and 2.4 Instructions for filling out work books, approved by Decree of the Ministry of Labor of Russia dated October 10, 2003 No. 69. To make changes, you must:

• cross out the old data with one line;
• Indicate current information by hand next to it.

Nearby on the back of the cover you must make a note about the change in data. It states:

• document number and date – grounds for changing information (registry office certificate);
• signature of a HR employee;
• seal of the organization or personnel service.

Sample entry on changes to the title page of the work book: “The surname “Ivanova” has been changed to the surname “Petrova” on the basis of a divorce certificate dated 03/01/2018, series 111 No. 111111, issued by the civil registry office of Petrozavodsk. Head of HR Department Makisheva M.A. /Signature stamp/"

These rules apply both in the event of a change in the last name and other data, and in the event of errors. For example, if a mistake was made in the work book in the name or patronymic of the employee, it must be corrected by crossing it out if the work book is already filled with entries. However, if the first name or patronymic was incorrectly indicated when initially filling out the work book form, you need to fill out a new form and write off the old one. Read more about this here.

Education

If during employment the employee received a new education, information about it must be indicated on the title page of the work book. The basis for making an entry will be a diploma of education, specialty, or profession.

Changes to education information are made in the following order:

• if changes are made due to the fact that the employee has received a new education, nothing needs to be crossed out (clause 2.4 of the Instructions for filling out work books, approved by Resolution of the Ministry of Labor of Russia of October 10, 2003 No. 69). An additional entry is made on the title page;
• if an entry about education was made incorrectly or erroneously, it must be crossed out (with some exceptions), the correct entry must be indicated next to it, and the basis for its entry (diploma) must be indicated on the right side of the back cover.

Read more about the procedure for making changes and corrections to an education record here.

How to fill out a work book

All entries in the work book are entered by an official of the organization authorized to do so by order of the manager, most often by an employee of the personnel department. In his absence, this may be an accountant or director of the enterprise. The document is subject to registration in the accounting book and is kept by the employer until the employee is dismissed or transferred to another place of work. If necessary, the employee is given an extract from the book at the place of request.

Records are kept in legible handwriting, all words are given in full, without any abbreviations. The numerical expression of dates, characteristics and other information is indicated only in Arabic numerals. Also, you cannot write the name of the month in words. The correct format for filling in the date is 03/05/2019. It is acceptable to use ballpoint, gel and fountain pens. The paste, gel and ink they contain must be highly resistant to water and ultraviolet rays. The optimal colors are blue, dark purple and black shades of coloring pigment.

Filling out the title page

The title form of the work book is filled out in two cases:

• first employment;
• registration of a duplicate.

The sample of the new work book was approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225 and has not changed since then.

All information about the owner of the work record is entered in black, blue or purple ink. When filling out you must indicate:

• FULL NAME.;
• date of birth (DD.MM.YYYY);
• education and specialty;
• profession.

The information is entered on the basis of the documents provided by the employee: we write as it is written there. No entries “from the words” of the employee are written or entered. The text must be written in neat, legible handwriting. Blots and mistakes are not allowed. Dates are entered in Arabic numerals. Just in case, let us remind you what documents the employee must provide you when concluding an employment contract:

• about education (if the job requires special knowledge, skills and abilities);
• about military registration (if the person is liable for military service);
• SNILS (if missing, the employer draws up this document himself);
• passport.

The labor document is not listed, although it is a mandatory document, but we are writing about it. You can see a sample of the 2019 work book design below.

Everything that is written on the title page is certified by the signature of the specialist responsible for filling out, maintaining and storing work books. A few words need to be said here. In any organization, regardless of the form of ownership and direction of activity, one of the employees will be assigned responsibility for preparing and storing work books within the organization (for more details, see paragraph 45 of the rules approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225). Who it will be - a personnel officer, an accountant, an employee of another service or the director himself - does not matter. It is important that such a person is appointed by an order that has the same name - on approval of the person responsible for filling out and storing work books and their inserts. Another nuance: it is more advisable to assign two employees to this area, because if there is only one employee, he may get sick and go on vacation, and the second one will cover him for this time.

This is also important to know:
How to correctly write a letter of resignation at your own request

Next, the company seal is affixed, if any. Its imprint is placed in a specially designated place on the form. If there is no seal, then we don’t put it.

After the personnel officer enters the necessary information, the owner of the document signs in a specially designated line as a sign of agreement that all data was entered correctly. If errors were made, then such a document is considered invalid and must be destroyed, and a new form is issued to the owner of the work book (at the expense of the organization).

The completed title page of the 2021 work book looks like this:

But what about situations where an employee changes his personal data? Don’t throw away the book... Yes, you don’t need to do this, for this case the legislation provides for the possibility of making changes: we carefully cross out the old employee data on the title page (we’re talking about full name), and carefully write new information on the double page of the work record. We certify this record with our signature with a transcript (if there is a stamp, we also put it on it). In more detail, how to fill out a work book for 2021 in this case is written in Section III of the rules approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225. It is necessary to keep in mind and remember that correction of entries on the title page and in other sections of the work book is carried out by different ways.

Fill out the “Job Information” section

After the title page is completed, move on to the “Work Information” section. It is recorded here:

• Company name;
• day, month, year of making entries;
• the fact of hiring;
• movement among positions;
• translations (on an ongoing basis);
• part-time work (at the request of the employee at the main place of work);
• reasons for termination of the employment contract.

Entries in the work book for 2021 are made on the basis of an order issued by the head of the organization. The details of the document are indicated in the column provided for this. The entry must be made within 7 days from the date of issue of the order (for admission, transfers, promotions, etc., for dismissal, entries are made, as a rule, on the last working day, see paragraph 10 of the Rules approved by Resolution No. 225). Sometimes experts confuse the periods of five and seven days. Five days is the period after which the employer is obliged to create a work book for his employee (clause 3 of the Rules). Each entry has its own serial number. Only the headings in the “Work Information” section are not numbered.

When transferring

The transition from one position to another is also reflected in this section of the work book.

There are two types of translations:

• internal - an employee changes positions while in the same organization;
• external - the employer changes. In this case, the previous employment contract is terminated and a new one is concluded.

When making an internal transfer, in the third column of the book, write “transferred to position...” and indicate the new position and the name of the department, if it has changed.

When transferring externally, the number and date of the order for dismissal from one organization and the number and date of the order for employment in another organization are indicated. In both cases, you must indicate the employee's position.

When working part-time

Information about part-time work can also be entered here. An entry in the book is also made on the basis of documents provided from another organization. That is, the employee brings a certificate to the main place of work, which must contain:

• full and abbreviated name of the organization;
• name of the employee's position;
• date of hire;
• organization details.

This is also important to know:
Dismissal of the chief accountant

Along with the certificate, the employee submits an application written in free form and a certified copy of the order of another organization that he has been hired. If these documents are completed correctly, the head of the enterprise, which is considered the main job, issues an order to make an additional entry in the work book. The wording can be seen by opening our sample on how to correctly fill out a work book when combining.

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Upon dismissal

This section of the book is filled out in the same way upon dismissal.

The third column indicates the grounds for dismissal, and the fourth column contains the details of the order on the basis of which the employment contract was terminated.

These entries in the work book must be certified by a seal (if any) and the signature of an employee of the HR department. If the enterprise does not have a personnel department or one responsible for preparing and maintaining work books, then all this must be carried out by the head of the organization.

Due to retirement

In this case, we apply the following sample entry in the employment record for voluntary dismissal 2021:

Changes to employer information

The details of the employing organization may also change from time to time due to name changes or reorganization. New information must be entered into the work book.

Change of employer name

Amendments to the work book in the event that the name of the organization has changed are carried out in accordance with paragraph 3.2 of the Instructions for filling out work books. An entry about the renaming must be made on a new line in column 3 of the “Work Information” section. In the same column (and not in column 2 “Date”) you must indicate the date of renaming the organization. There is no need to indicate a serial number for this entry. In column 4, you must enter the data of the document on the basis of which the renaming took place (decision of the participants for an LLC, decision of the founder for an institution, etc.).

Sample entry on changing the name of the employer in the work book

“Limited liability company “Alpha” (LLC “Alpha”) has been renamed to limited liability company “Beta” (LLC “Beta”) from October 2, 2021.

Reorganization

Reorganization is the result of a merger, spin-off or division of organizations, or a change in their legal form (for example, from a joint stock company to a limited liability company). As a result of reorganization, all rights and obligations of a pre-existing legal entity are transferred to a new organization or divided among several successors. Employees also move to work in a new organization, sometimes to a new position.

Changes that have occurred with the employer must be reflected in the work book. There are no special instructions on this matter, so the same rules are used as when making changes to the name of the organization:

• a separate entry is made in column 3 of the “Work Information” section indicating the date of reorganization in the same section;
• Column 2 “Date” is not filled in;
• in column 4 you must indicate the basis for the reorganization (date and number of the decision of the participant or founder).

If an employee has received a new position with a new employer, a record of this is made after the record of reorganization in the usual manner - indicating the date, new position and grounds for the transfer.

It is necessary to make a record of reorganization in the case when the previous employer ceased to exist and was replaced by a successor - for example, a reorganization occurred by merging with another organization or a change in the legal form. For example: Alpha LLC was merged with Beta LLC. An entry about the reorganization must be made in the work book of Alpha LLC employees. However, Beta LLC continues to exist, and entries about it in the work books of Beta LLC employees do not change.

Sample of filling out a work book when reorganizing an employer

“As of October 2, 2021, Limited Liability Company Alpha has been reorganized by merging with Limited Liability Company Beta.

Correction of an error in the name of the employer organization

If the name has not changed, but was written incorrectly, it will have to be changed. In this case, the rules for correcting errors in the work book, discussed below, apply.

Corrections in the work information column

The main section of the work book contains information about the work. It is the main one, since it is here that the work experience is displayed. If an employee is transferred to another position, the title of the position is changed, the name of the organization or the legal form has changed, changes must be made. Any changes are made by HR department specialists based on relevant instructions or orders from the boss.

Changing company data

A large company can open branches. In this case, employees are transferred to a new branch of the same company. This should be correctly and correctly displayed in the work book. If the company was initially small, it may be absorbed by another, larger company. In such a situation, not only the name, but also the entire organizational and legal form may change. In this case, all documentation of the enterprise is subject to changes.

Changes in the name or legal form of the institution must be reflected in the employees' work books. Changes should be made to the job details section.

At the same time, you should know some of the features of making adjustments, since in such cases mistakes are often made, which in the future may complicate the possibility of recalculating length of service and retirement. There are several options for changing records depending on the specifics of the company transformation:

• changing the name of the organization;
• transfer to another branch;
• making organizational and legal adjustments;
• transfer to another position.

It is these four points that can occur during the process of “change of power” and changes in the company.

So, if the name of the institution has changed, it is important to correctly display this in the labor document. In such a situation, changing the name of the organization in the work book should occur as follows:

1. Based on the order of the boss, the HR department makes adjustments to the work book entries. In the “Work Information” section, the following entry is made in the third column: “The company changed its name from ... (old company name) to ... (new company name).”
2. In the second column, it is important to indicate the date when the entry was made.
3. The first column is not numbered, since the employee did not change his job and was not fired.
4. In the fourth column, it is important to write the document and its number, on the basis of which the change is legal. You should also indicate the date it was signed.

If an employee is transferred to a new place of work or to the same one, but in a different branch, the record will contain the following text: “Transferred to the position ... (position) to the branch ... (branch name).”

In case of changes in the legal framework, it is important to proceed in the same way as in the case of changing the name of the company. The entry is not subject to numbering, since it does not reflect a change of place of work or a change in the employee's position. This is stated in paragraph 3.2 of the Instructions.

If the company name is not specified

It is a mistake to not provide company information before posting a job. Such negligence can lead to serious problems in the future. When a person reaches retirement age and applies for a recalculation of length of service for the purpose of retirement, this error will not allow one to take into account the length of service in this company. As a result, you will have to go to court.

In court, witnesses in the case will be heard in order to establish the possibility of including this period of work in the work experience. Because evidence is brought up many years later and witnesses cannot answer questions clearly, such litigation can drag on for a year or two. To prevent such problems, the employee is obliged to independently check the data. Such an obligation is not imposed on him by law, but he must act in his personal interests.

According to the regulatory documents of the Russian Federation and the Labor Code, maintaining and storing work books is the responsibility of the company where the employee works. In this case, if an error is detected, it must be corrected. A job application that does not indicate the name of the company should be considered invalid. After this, you must enter data according to all the rules prescribed in the Instructions.

If the company name is spelled incorrectly

Any mistake in the name of the enterprise in the work book must be corrected. The entry is declared invalid, and a new, correct entry is made below. In this case, you must indicate the order that is the basis for the entry. The real date must be indicated, in accordance with the calendar, reflecting the day when the error was noticed and a new entry was made.

How to fix the error

It happens that HR department employees make mistakes when filling out documents. Let's consider how to correctly correct an incorrect entry in the work book in this case.

According to the law, corrections must be made by the employer who made the mistake - current or former.

Expert opinion

Labor Lawyer Olga Smirnova

The entry can also be corrected by the organization where the employee is currently employed. However, in this case, the employee must provide a document from the previous employer (a letter signed and sealed) stating that a mistake was actually made.

In some cases, instead of making corrections, the work book can be replaced completely. For example, if a record of dismissal or transfer to another job was declared invalid in court, it becomes erroneous. However, even if corrected, it can create problems for the employee in the future. Therefore, in such cases, the employee may request that a duplicate work book be issued to him.

You cannot correct entries yourself.

Correcting errors - cross out or not

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

• Entries on the title page of the work book containing information about the employee can be crossed out and the correct data entered next to or on the adjacent page. Read more about this above in the section “Changing employee information.
• Entries in the sections “Information about work” and “Information about awards”, as well as entries about dismissal or transfer to another job cannot be crossed out. Their correction is carried out by invalidating them and entering new correct information.

By declaring invalid, errors in dates, position, name of the employer organization and other information from the specified sections are corrected. It does not matter whether the error is technical or whether it occurred for more significant reasons (for example, illegal dismissal).

To correct the error, an entry is made in the work book under the next serial number declaring one or more previous entries invalid. Next, the correct entry must be made.

If the fix is ​​out of order

Even when an incorrect entry is discovered after some time, it must be corrected in order, as indicated above. It does not matter how many entries were made between the erroneous entry and its correction. Even after making several entries between the error and its correction, the number must be entered in order.

How to correctly enter a missing entry

If the work book contains a missing entry about any change in the employee’s working conditions, it must be corrected as follows:

• the missing information must be entered into the free space in the “Work Information” section in the form of a new entry with the next serial number. In this case, it does not matter how many entries were made before it (as in the above case with correcting an error over time);
• this new entry is made in the usual manner: the current date, indicating what exactly happened to the employee (transferred to another job, to another structural unit, etc.).

An example of how to correct a missing entry in a work book:

Correction of numbering

If the numbering in the work book is incorrect, it must be corrected. The mistake made is corrected by making a new correct entry in the free space below in the “Work Information” section:

• in column 1 you need to indicate the number in order (in the correct numbering);
• column 2 indicates the date when the correction is made;
• Column 3 indicates that the entry with a certain number is invalid;
• then in column 3 you need to make the correct entry with the correct number;
• Column 4 indicates the details of the document on the basis of which the entry with a numbering violation was made.

All entry numbers must be written in Arabic numerals: two digits for month and day, four digits for year.

How to correct your hire date

The date of hire is indicated in the “Work Information” section of the work book. Consequently, its correction must be made by invalidating an entry with an incorrect date and making a new one.

An example of correcting the hire date in a work book is as follows:

The same correction procedure applies to all dates in the Job Details section. It is prohibited to cross them out (clause 30 of the Instructions for filling out work books, approved by Resolution of the Ministry of Labor of the Russian Federation of October 10, 2003 No. 69).

Read more about invalidating work book entries here.

We make an entry in the work book about renaming the organization (sample)

If the name of the employer is changed, information about this must be entered into all work books of employees currently working in the organization. The procedure is regulated by clause 3.2 of the Instructions for filling out:

• is recorded in a separate line;
• in the work information section (column 3) information about the renaming is displayed, indicating the new name and the date of change;
• Column 4 should contain information about the document on the basis of which the renaming occurred.

Please note that the entry is made in a line without a number.

Information about renaming the employer

Changes during work

It is necessary to make entries in the work book about changes that occur during the employee’s work activity:

• awards and incentives;
• transfer to another job or to another structural unit;
• renaming the position;
• change in labor function, structural unit;
• combining professions, performing the duties of a temporarily absent employee;
• change in rank and qualifications.

Information about these changes is indicated as a regular entry in the “Work Information” section of the work book. It is assigned another serial number, the date of entry and the basis document are indicated. More details about the procedure for making these entries will be described in other articles on our website dedicated to each of these changes.

There is no need to make entries in the work book about changes in wages and working hours, as well as about disciplinary sanctions.

How to avoid mistakes when filling out

In the process of hiring a person, it is necessary to make an entry in the work book in this way: in the third column of the “Work Information” the title is written in the form of the full name of the organization, after which its abbreviated name is indicated. Next, indicate the branch and its number. Recruitment to a specific structural unit, which has its own name, can also occur. Of course, the name of the unit should be written down in the work book only if it is stated as an essential point in the employment contract. After this, the name of the position, specialty and profession is entered, indicating the working qualifications.

After this, you should clarify what position the person has been hired for. Then entries are made in the remaining columns: a serial number is entered, and the date of employment is indicated. In the fourth column you should indicate the date of signing the order and its number. Based on this order or instruction, the employee is accepted into the company.

Abbreviations and abbreviations cannot be written into the work book. All names must be indicated in full, and any abbreviations make the entry incorrect and must be corrected as planned. Any changes entered into the work book must be noted in a special journal kept in the personnel department. This document is subsequently transferred to the archive, which allows, if necessary, to raise records and prove the existence of work experience or resolve other controversial issues that arise in court or during recalculation in the Pension Fund of the Russian Federation.

Procedure for making changes and corrections

In accordance with the law, the employer is obliged to make changes and corrections to the work book. He is obliged to do this on his own initiative if an error was discovered or any of the grounds for making changes occurred (for example, an order was issued to transfer the employee to another job).

At the same time, the initiative to make corrections can also come from the employee. If an employee discovers an error in the work book entries, he must contact his employer. To record the fact of the application, the corresponding application must be made in writing. The application is delivered to the employer against signature, or sent by registered mail with acknowledgment of delivery.

The application to change the work book must be accompanied by copies of documents confirming the error. The original documents must be presented to the employer, who can make certified copies of them.

Expert opinion

Labor Lawyer Olga Smirnova

The necessary corrections cannot be confirmed by the witness. All reasons must be documented. If there are no documents, the employee may have to go to court to establish the necessary facts. The exception is those cases when witness testimony is directly permitted by law, as evidence when making entries in the work book - for example, if there was a massive loss of work books as a result of a natural disaster, or if they are confirmed by a court decision.

Corrections and changes are made to the work book carefully and without any abbreviations. All entries are made in black, blue or purple pen, and, if necessary, certified with a seal.

Additional questions

Is it possible to skip lines in TC

Inscriptions must be made without skipping lines. However, if there is a stamp on the previous entry that takes up one or two lines, then they need to be skipped.

It is unacceptable to enter information about your organization on someone else’s seal.

What pen should I use to fill out a work book?

When entering information about work into a book or insert, as well as when filling out the title page, entries must be made carefully, without any erasures. To do this, the personnel officer should have a blue, purple or black ballpoint pen that does not smear and is not too pale.

The recording must last a long time and be clear. If it gets smeared, it will have to be restored. They can rewrite the entry and declare it invalid even if the color of the information text is excessively dull, which makes it difficult to read.

The instructions also cover the use of ink. Currently, this permission is actively neglected by personnel officers, since there are practically no specialists left who master calligraphy, which requires the use of ink. If an ink blot is created when using them, the book may be considered damaged.

Is it possible to fill out a work book with a gel pen? Regarding helium pens, there are no direct instructions prohibiting their use. At the same time, their use is strictly not recommended:

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1. Their use can lead to damage to the work page, where entries have already been made on the reverse side. Helium paste can damage them, making the text illegible.
2. Helium paste does not always make the recording legible, as it leaves a wider groove.
3. Gel pastes are more easily smeared and even erased, which can ultimately render the TC unusable.

This is also important to know:
Reasons for leaving a job: grounds for terminating an employment contract

If the pen is used improperly or if smudged or poor-quality entries are made, the labor inspectorate may impose a fine.

How to certify a copy of a work record book

There are often cases when an employee requires a copy of the employment document. To receive it, you need to write an application addressed to the employer. The application form is not established, but it is advisable to adhere to the established rules of execution:

• in the upper right corner of the sheet - data of the manager and employee;
• By ;
• then the text of the petition itself (in our case, the text may be as follows: “On the basis of Article 62 of the Labor Code of the Russian Federation, I ask you to give me a copy of the work book, certified in the prescribed manner”);
• date and signature.

After acceptance of the application, a certified copy of the work report must be prepared and issued within three days.

IMPORTANT! It is important to remember that as of July 1, 2018, the new GOST R 7.0.97-2016 “National Standard of the Russian Federation” came into force. System of standards on information, librarianship and publishing. Organizational and administrative documentation. Requirements for document preparation”, which made minor changes to the procedure for certifying a copy of the work book.

To do everything right, you need to adhere to a certain algorithm:

1. Make copies of all completed sheets. In this case, copies must be single-sided.
2. Number and stitch the sheets. On the back of the last sheet, you need to seal the ends of the threads with a paper sticker, on which you write how many sheets there are.
3. Each copied page must be certified (if not stapled into one file). This must be done by a person who is granted such a right by local regulations. If there is no such person, then the general director must certify the copies.
4. Then the person certifying the document writes “True”, puts down his position, signature with transcript and date. You can put the seal of the organization (if there is one), but the law does not oblige you to do this.
5. You also need to add one more entry regarding the original work report: “The original document is located in (name of organization) in file No. ___ for ___ year” (this is written when the employee needs a copy to provide it to a third-party organization).
6. Sometimes an employee asks to add “Currently working.” This is not prohibited by law (banks usually ask).

What to do if an entry is missed

Entries must not violate serial numbers. If this happens, making an entry should be based on the general error correction algorithm in the TC. That is, under the next serial number you need to make an entry stating that an error was made (an entry was missed), and under the next serial number you need to make it.

But such actions cannot be carried out arbitrarily. In order for such an error to be corrected, a special order and grounds for correction are required. If the entry was missed by another employer, you must:

1. Make a request regarding an error.
2. Receive the necessary documents from the person responsible for the error.
3. Force him to correct his mistake.

Keep in mind that the mistake must be corrected by the employer who made it. In some difficult cases, it is necessary to seek correction of the error through the courts. Arbitrary interference is unacceptable.

This is very important because a missing entry can appear in two cases:

1. By mistake of one of the employers.
2. In case of fraudulent transactions with the work book on the part of the employee himself.

In both cases, vigilance and caution must be exercised.

When can you use the letter “ё” in writing your full name?

Many people are concerned about the question of whether it is possible to use the letter “е” in writing a first or last name.

Refer to the employee's passport.

If this letter is written in your passport, then you can safely put it.

If “e” is written in your passport, then you should not deviate from the passport data. Everything is extremely simple.

Corrections to the insert in the work book

Errors made in the insert to the work book are corrected according to the general rules. In this order, you can correct the entry about the insert number in the work book, or other data contained in it.

Typically, when filling out the insert, errors occur in the employee data. When filling for the first time, such a liner must be replaced. The cost of the new form is paid by the employer who made the mistake;

If the number of the damaged insert has already been entered into the work book, the entry about it is corrected in the following order (clause 42 of the Rules for maintaining and storing work books, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225):

• after the stamp “issued insert” (placed on the inside of the first cover of the work book), an o. The current date is indicated, the entry is certified by the signature of the employee filling out the work book, the transcript of the signature is entered and a stamp is affixed;
• below, a note should be made about the issuance of a new insert;
• Then the employee filling out the work book puts a signature, transcript, seal and the date of making a new correct entry.

Changes and corrections by court decision

In cases where the basis for making changes or corrections is a court decision or a settlement agreement between the parties to a legal dispute, the procedure for making entries in the work book does not change. The fields are filled out in the same order as described above for making changes to information about an employee, job or employer.

The only difference will be the basis document for making entries - a court decision or a settlement agreement. A court decision must enter into legal force - as a rule, this occurs within 10 days after its adoption or, in some cases, immediately. The settlement agreement must be approved by a court ruling as a sign that the proceedings in the case have been terminated. Read more about this here.

Step-by-step instruction

In order to correctly make an entry, you need to perform a number of simple steps:

1. the first step is to extract all the workers’ work books from their personal files;
2. the next step is to familiarize yourself with the order to change the name of the organization;
3. the work book opens on the double page where the last entry about employment in your organization was left;
4. the HR employee must deviate one line from the previous entry;
5. in the leftmost column the entry number is indicated in Arabic numerals;
6. in the next column the date of filling out the work book is indicated, for example “07/13/2015”;
7. Filling out the third column is a very important task. It is necessary to write the old name of the organization, then the date of its renaming to the new name and, accordingly, the new name. For example: “LLC Horns and Hooves. 07/13/2015 LLC Goats and Sheep";
8. The last step is to put the seal of the organization and the signature of the head.

Do not forget to sign the number and date of issue of the order in the far right column. The entry should look like this: “Order dated July 13, 2015. No. 236."

Sample entry in a work book about renaming an organization:

On what basis are such entries made?

The basis for the appearance of such an entry in the work book is a change in the name of the organization in the constituent documents. After re-registration in the tax service, employers and founders change the constituent documents and only then issue a local regulatory legal act for the organization, which will familiarize employees with the fact of changing the name of the organization.

Thus, we can name two fundamental documents that lead to the inclusion of such information in the labor document: these are the constituent documents and the order.

Is it necessary to issue an internal order and make a record based on it?

An internal order is a mandatory document that must be issued within the organization before you begin making entries in the labor record. Citizens with the rights of workers should know that the changes being made are documented.

The order is drawn up on the basis of the constituent documents , usually the day before the changes are made. Also, the order has its own serial number and its own date.

It is this information about the order that is also entered into the work book. On the same basis, information about the employee’s education received during work is also entered into the work book. Read how to do this here.

Differences in making entries on the renaming of an organization between LLC and OJSC and CJSC

LLC, CJSC, OJSC - all these abbreviations are forms of organization of legal entities. There are different ways to create them, but, alas, it does not matter which division of the legal entity you change the name of above. The most important thing is that the rules are the same for everyone, only the names and constituent papers change.

Thus, HR department employees should not bother their heads with unnecessary information about the differences in filling out work books according to the structure of legal entities. The rules are the same for everyone, just as the legislation is the same.

This also applies to cases of filling out a part-time worker’s work book.

If the form is damaged

If a mistake was made at the very beginning when filling out the work book for the first time, it does not need to be corrected. Instead, all entries must be completed again on a new form.

The old damaged form must be canceled in accordance with the procedure established by paragraphs. 40 and 41 of the Rules for maintaining and storing work books:

• draw up an act of damage and destruction of the form, pasting into it a number cut out from the damaged work book;
• make an entry in the book of accounting of work book forms and inserts in it, indicating the series and number of the damaged form;
• make an entry in the book of accounting for the movement of work books and inserts in them.

Responsibility for violating the rules

Since the responsibility for maintaining work records rests with the employer, he is also responsible for failure to comply with the established procedure. Responsibility for violations when making entries in the work book is provided for in Article 5.27 of the Code of the Russian Federation on Administrative Offences. An organization can be fined in the amount of 30 to 50 thousand rubles, officials and individual entrepreneurs - in the amount of 1 to 5 thousand rubles. A repeated violation will cost more – up to 70 thousand rubles for a legal entity, and up to 20 thousand rubles for individual entrepreneurs and responsible employees of the employer. They may also be deprived of the right to hold certain positions (disqualified) for a period of one to three years.

We hope you found this article helpful. We recommend that you contact a lawyer to resolve a specific legal problem. The general provisions of the legislation given in the article may not take into account the specifics of each possible case.

How to change entries

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

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

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

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

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

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

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

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

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

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

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