How to certify documents correctly from July 1, 2021

Rules in force at the beginning of the year

Let us note that the sample certification of the work book, which was in force in 2021, clause 3.26 of GOST R 6.30-2003, approved, is currently in use. Resolution of the State Standard of Russia dated March 3, 2003 No. 65-st):

Each sheet of the copy must be certified separately, with the inscription on it: “Correct” or “Copy is correct.” This inscription can be made by hand or use a special stamp.
on each sheet of the copy you must indicate the required details, namely: the position of the person who certified the copy, his signature, the transcript of the signature, the date when the copy was certified and the seal impression. To certify copies, it is permissible to use both the organization’s seal and the HR department’s seal.

On the last sheet of the copy of the work book, it makes sense to write “The employee is currently working” and indicate the current date. This inscription must also be certified by a signature, indicating the position and full name of the responsible employee, and affixed with the seal of the organization (HR department).

For more information about this, see “We certify a copy of the work without errors: sample.”

How the rules for certifying copies of work records will change from July 1, 2018

One of the most serious noticeable differences in the updated GOST is that now instead of 1 option for certifying copies there will be 2, in accordance with what the employee needs a copy of the work report for.

Copies of the employment record can be taken for internal use in the organization or for providing them to other organizations (for example, an employee plans to take out a loan from a bank or apply for any benefits/benefits).

Please note that the employee is not required to inform why he needs a copy of the work report and where exactly he plans to submit it! But the employer is obliged to provide such a copy within 3 days after the employee submits the application.

Copies of work records for internal use can continue to be certified according to the old rules. The following marks are placed under the signature:

the word "True" is written
the position of the person who certified the copy is indicated,
the person’s own signature is affixed,
the transcript of the signature is written in brackets - surname and initials,
the date of certification of the copy is indicated.

In addition to the required data provided, it is also possible to indicate that the employee currently continues to work in this location.

If the copy occupies several sheets, then each sheet is numbered. The page number is placed at the top center. The distance from the edge of the sheet should be at least 1 cm.

Who to contact to get a copy of the work book certified by the organization

The original work book of a working citizen is kept in the organization where he currently works. Who is responsible for maintaining the work record, who should I contact?

Large organization

A large organization has its own personnel service: it can be a personnel department, a personnel department, or simply a personnel specialist. They are the ones who have the work book, and they are responsible for the timely and competent completion of this document of yours. It is they, upon your written request, who are obliged to provide the requested copy of your work record book, having previously certified it, within a period not exceeding 3 days.

Small organization

Small organizations do not have the opportunity to maintain an entire structural unit that would deal with personnel issues - these responsibilities are usually delegated to either the manager’s secretary or an accountant. You should write an application addressed to the director with a request to provide you with a copy of your work record certified by the organization. An employee performing the duties of a personnel officer knows how to properly certify copies of a work record book.

There are several ways to make a copy:

photocopy of the document}
scanned copy of the document}
computer set of information contained in the work book}
handwriting.

Depending on which organization requested a certified copy, you should decide how to properly make a copy of the work book. In serious cases, you should insist on making a computer copy - the book may contain entries that are difficult to read due to the illegible handwriting in which they are made, or dim seals, when copied, the clarity of the print will be lost. The presence of any of these deficiencies may cause the document to be rejected by the organization that requested it.

Having decided how to prepare a copy of the work book, you should keep in mind that there are 2 ways to certify the document.

On the copy of each page there is a note “Copy is correct”, a signature with a transcript of the person responsible, the date and seal of the organization. The question often arises whether it is necessary to certify each page of a copy of the work book - with this type of document design, this is necessary.
Copies of book pages are numbered and bound. The firmware cord is placed on the last page and glued with a piece of paper, on which a certifying seal and signature of the person in charge is placed. Below is written “numbered and laced” indicating the number of sheets.

Often, employees who also perform part-time functions as a personnel officer are not sure whether it is necessary to put a certification date on copies of the work book. It would not be superfluous to check the presence of the certification date either on each page (1st certification method) or on the last one (2nd method), due to the fact that the copy is legally valid for 1 month.

You need to know what to write on a copy of the work book:

if you work in an organization, they write “Continues to work”}
if you don’t work, write “Not working” indicating the date of dismissal}
if you are a pensioner - “Not working, pension assigned” indicating the reason and date of appointment.

Having received copies of work books in your hands, it does not matter whether these documents are certified by an organization or notarized; you should spend additional time and check the accuracy of the certification of the document in order to avoid errors. An incorrectly made or certified copy will not be accepted at the place of request and you will have to do everything all over again, wasting time, which is often very limited.

Common mistakes when certifying a book

The entrepreneur and the head of the organization, first of all, need to familiarize themselves with the new rules for certifying copies of other authorized employees! But this does not mean at all that the employee receiving a copy of the document should not check the relevance of the data and compliance of the copy with the norms and requirements of the legislator. After all, in case of an error, it is the employee who will have to re-apply to the authority requiring a copy!

Therefore, when you receive a copy, do not be lazy to check it for the most common errors from this list:

The signature of the person being certified is not affixed to all pages. This paragraph applies only to cases where an unbound copy is certified.
Not every sheet is stamped. Sometimes, in a hurry, the employee certifying a copy of the work report misses several or one sheet. As you might have guessed, this point also applies to unbound copies.
The person who certified the copy does not have the authority to perform these actions. This is a rare but serious mistake that leads to the invalidity of the document! Therefore, be sure to check exactly whose signature is present on the page/pages of the copy.
There is no record on the page or pages of the copy that the employee continues to work for the organization.
There is no information about the storage location of the original work book.
The employer's seal is affixed so that it does not touch the copy.

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Who to contact to get a copy of the work book certified by the organization

The original work book of a working citizen is kept in the organization where he currently works. Who is responsible for maintaining the work record, who should I contact?

Large organization

Small organization

There are several ways to make a copy:

photocopy of the document;
scanned copy of the document;
computer typing of information contained in the work book;
handwriting.

Having decided how to prepare a copy of the work book, you should keep in mind that there are 2 ways to certify the document.

On the copy of each page there is a note “Copy is correct”, a signature with a transcript of the person responsible, the date and seal of the organization. The question often arises whether it is necessary to certify each page of a copy of the work book - with this type of document design, this is necessary.
Copies of book pages are numbered and bound. The firmware cord is placed on the last page and glued with a piece of paper, on which a certifying seal and signature of the person in charge is placed. Below is written “numbered and laced” indicating the number of sheets.

You need to know what to write on a copy of the work book:

if you work in an organization, they write “Continues to work”;
if you are not working, write “Not working” indicating the date of dismissal;
if you are a pensioner - “Not working, pension assigned” indicating the reason and date of appointment.

How to properly certify a work book

If an employee applies for a certified work book, the employer must provide him with the necessary documents no more than three working days from the date of application. There are cases when information about the entire work activity of an employee, as well as selective records, is needed. In the first case, you should order a copy of the work book, in the second - an extract.

A copy of the work book must contain duplicates of all pages (including the first and last - about the current place of work). Each page is first photocopied (in very rare cases, copied by hand or typed on a computer) on an A4 sheet, and then given to authorized persons in this matter for signature.

With the extract, things are almost the same, with the only exception that only the first page is included in the duplicate work book (on which data about its owner should be indicated: full name of the owner, his date of birth, education, profession) and those pages that were required from the employee to be submitted to one or another authority.

The certification procedure goes quite quickly. For duplicates to become legal documents, each page of the copy must bear the following markings:

A mark indicating that the copy is correct. This is exactly what is written on every page.
The position of the person who carries out the certification procedure is indicated.
The certifier puts his signature (must have a transcript next to it) also on all duplicate pages.
The date the document was created must be indicated.
The last page is different from the rest. There is a note on it: “Working at the present time.” Then - the position of the certifying employee, his signature with an explanation of his last name and date.
The organization's seal is required. Placed on each sheet near the inscription “Copy is correct.” In this case, you need to make sure that part of the print goes on the copy itself, and part on the free space on the sheet.

Only if all these requirements are met, the work book can be considered a formalized document and have legal force for a period of one month.

Who should I contact to certify my work record?

To receive a certified extract or copy of his work record, an employee must contact either his immediate employer (boss) or the human resources department of his organization. In some cases, due to the lack of a personnel department in the company, the manager appoints a certain employee who becomes the authorized person for maintaining and storing work books of all employees.

If your employer is a private person, then you should ask the entrepreneur himself for a certified work record. He himself makes all the necessary marks and puts his stamps on the document.

Certification of work record in special cases

Some institutions are particularly picky about copies of work records. In such cases, you will need to prepare the document in the proper way.

The first step is to make duplicates of each page, and it does not matter if one or two pages are on one photocopied sheet. Then all the same entries are made (except for the last entry, which is optional), certifying the authenticity of the document

The next step is to stitch all the sheets with white threads and glue a piece of white paper (usually in the form of a square) to them, on which there should be the following entry about the number of sheets stitched. After this, each page is numbered (if they were not numbered previously) and the employer’s stamp is placed on the last page of the document.

If you are still unsure whether a particular organization will accept such a copy of the work document or not, then contact directly the authority itself that requires it from you. There you will be provided with a sample for correct certification of the work record book. Only then will it be possible to go to your employer with peace of mind and ask to issue this document.

The procedure for certifying a copy of a work record book in 2020

You should start creating a copy of the work record from the very first sheet of the book, which contains information about its owner. After this, you can proceed to the pages with records, and the last step should be a sheet of records from the employer himself, issuing a copy.

Then the copy must be certified in a manner that complies with the requirements. Today, there are 2 options for such assurance:

The employer can certify each work sheet separately;
or, certify the entire document by stapled and numbered all copies of pages.

In most cases, due to the obvious convenience and speed, the second method is used, because it is much easier for the employer to put one stamp than to certify each sheet separately. The certification procedure itself is extremely simple - the employer writes on the copy “Copy is correct” or “Correct” (both of the above wording can be used at their own discretion). In this case, the position of the certifier, his full name and signature must be indicated.

The next step is to affix the seal of the employing organization (of course, if it is used). In cases where the company does not use a seal, the certifier must write the following: “Believe without a seal.” All that remains is to write down the date and check the correctness of all the pages on which the certification record should be. Also, we remind you that this entry must be present on each turn of the sheet of the copy of the book if the employer made a double-sided copy!

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The certification process described above is similar for a copy of the work document, which is stitched into one document, except that in this case, the certifying employee must indicate the number of pages in the copy, numbering them.

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Also, on one of the pages, the real employer is obliged to record that the employee who is given a copy of the book continues to work at his company.

In 2021, the following persons have the authority to certify and issue copies of work records:

head of the company;
accountant;
HR employee;
entrepreneur.

If a copy of the document is certified by the signature of any other person, it will be considered invalid!

How to properly certify a copy of a work book sample

Government Decree No. 225 of 2003 instructs the personnel employee on the procedure for handling work books. According to Art. 7 of this legal act, an extract from the book must be issued no later than three days after the employee applies for it. You need to get it certified within this time frame. In order to receive the paper, the employee must write an application addressed to the employer. Without an application, the document cannot be certified and issued. After the boss’s resolution is written down on paper, the personnel officer gets down to business and assures.

An extract must be distinguished from a copy. The difference is that the copy reflects the entire activity, and the extract is only a part, a segment of the information of interest. How to properly certify a document?

First you need to scan the pages. Modern technologies make it possible to do this using a scanner or a special device. Then on each page there is an inscription from a personnel employee stating that the copy is correct, his position and full name, for example, “The copy is correct. Head of OK Petrova M.S. Signature.".

The entry made is also certified by a seal on each page. The stamp is placed, capturing the text, not in a blank area of the sheet, which makes it impossible to add any unreliable text. Any seal can be affixed: HR department, office, etc. – this is not a fundamental question.

On the last sheet of the copy the following entry is placed: “Working to the present time. Head of OK Petrova M.S. Signature. Date of"

It is very important to make such a record, since it is it that indicates that the employee is currently working in this organization. The date is also stamped on each page.

How long is a certified copy of a work book valid?

No regulatory act provides for the validity period of a certified extract. In most banks it is valid for two weeks. In a number of other organizations, the period has been extended to a month.

Sometimes there are cases when a person wants to take a document in advance and at the time of submission to another organization it turns out that it is overdue. In this regard, the HR officer does not have to scan the document again; it is enough to put a fresh date and signature on the existing one.

Who can certify a copy of the work record?

The document is certified by the person assigned to do so by the head of the company. As personnel practice shows, most often actions are carried out by personnel employees. Moreover, such a function can be performed equally by both the head of the personnel department and the inspector subordinate to him.

Can a copy of the work record be certified by an accountant?

In large organizations with a large staff, as a rule, such responsibilities are assigned to personnel officers. But if we are talking about a small company in which the staff does not provide a personnel department, then who, if not an accountant, has to provide assurance. Based on this, the accountant in some cases can certify the document.

In what cases are copies required?

The employer’s obligation to issue copies of documents related to the employee’s work no later than three working days from the date of submission of the application is enshrined in Art. 62 of the Labor Code. The original work book can be issued to a current employee only for social insurance purposes (to calculate the pension of a working pensioner); in all other cases, a duly certified copy is provided.

In most cases, a copy of the book is required to confirm the person’s current employment and length of service at the current place of work:

when applying for a loan;
receiving social benefits and payments for children and others;
to prepare detailed questionnaires and resumes;
for provision to potential employers who have established increased requirements for applicants;
in other cases.

A copy of the work book is also made “just in case.” The original document may be lost or damaged, including through the fault of the employer, and restoring a person’s work history is a long and complex matter. Having a proper copy makes the process much easier.

How to certify a copy of a work record book

If you are responsible for maintaining, storing and recording work books in an organization, and such a responsibility is assigned to you by order, you will have to certify a copy of the work book. Instructions 1 Ask the employee who contacts you with a request to certify a copy of the work record for the bank to write an application for the issuance of a certified copy of the work record.

Important

You must fulfill his request no later than three working days from the date the employee submits such a statement. 2 Make photocopies of all completed sheets of the work book, including its first page indicating the last name, first name and patronymic of its owner

On the copy of the last page, put in pen the inscription “Currently working in the position...”, indicate your position, sign, decipher the signature, put the date of certification of the copy and the seal of the HR department.

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.

Info

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 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.

General introductory information

Every employer knows that the work books of his employees must be kept by him, and he himself is responsible for their safety. At the same time, according to the information established in Article 62 of the Labor Code of the Russian Federation, the employer can provide the original work book at the employee’s request only if the document is required by Social Insurance employees, who, in turn, are obliged to return the work book to the employer no later than 3 days after it receipt.

Thus, in all other cases, the employer issues an extract from the book or a copy of this document. If the book is lost or damaged, the employer issues the employee a duplicate with the corresponding entry and all the information contained in the irretrievably lost original.

Of course, sometimes it is quite difficult to restore records made by other employers, because to enter such information you need to have documents confirming them and all that remains is to record the total length of service.

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Failure to comply with the rules for storing documents established by current legislation - the organization and the employer, in particular, may face a fine, the amount of which currently amounts to:

no more than 5,000 Russian rubles - for the employer;
from 30,000 to 50,000 Russian rubles – for the organization.

Therefore, according to the requirements of the legislator, for the proper storage of documents of its employees, the employer must have a safe .

In what cases is a copy of the work record certified by the employer required?

There is a general rule that a copy of the work report is personally certified by the direct supervisor in cases where this is required by law. This mainly applies to government institutions: the Pension Fund, social security authorities, courts, when the length of service must be confirmed by the signature of the employer. In cases that do not require this, the signature of an ordinary inspector will do.

When certifying a document, it is important for a personnel employee not to miss the details; all details must be reflected in it:

information about the official;
signature;
date of;
seal.

If a small detail is overlooked, the copy will be considered invalid, as a result of which the employee will have to make additional travel routes, and the authority of the company represented by another organization will be undermined. It is very important to complete everything accurately and on time, since we are talking about fulfilling the employee’s requirements stipulated directly by labor law

How to properly certify a work book

The certification procedure goes quite quickly. For duplicates to become legal documents, each page of the copy must bear the following markings:

A mark indicating that the copy is correct. This is exactly what is written on every page.
The position of the person who carries out the certification procedure is indicated.
The certifier puts his signature (must have a transcript next to it) also on all duplicate pages.
The date the document was created must be indicated.
The last page is different from the rest. There is a note on it: “Working at the present time.” Then - the position of the certifying employee, his signature with an explanation of his last name and date.
The organization's seal is required. Placed on each sheet near the inscription “Copy is correct.” In this case, you need to make sure that part of the print goes on the copy itself, and part on the free space on the sheet.

Only if all these requirements are met, the work book can be considered a formalized document and have legal force for a period of one month.

Who should I contact to certify my work record?

If your employer is a private person, then you should ask the entrepreneur himself for a certified work record. He himself makes all the necessary marks and puts his stamps on the document.

Certification of work record in special cases

Some institutions are particularly picky about copies of work records. In such cases, you will need to prepare the document in the proper way.

New rules for certification of work records

On July 1, 2021, new rules for certification and storage of work records came into effect. Until July of this year, the registration rules of 2003 were in effect.

To certify the work book, you must make a photocopy of each page of the original document on which entries were made. Sometimes proof of experience for a specific period of time is required. It is permissible to make a photocopy of these pages. If you decide to scan a document and then print it, please note that the scale of the document remains the same.

How to properly certify a copy of a work book sample, nuances and errors

If the citizen is not on the staff of the organization or is not employed, then the document can and should be in hand. Certification methods directly depend on where the book is stored:

In the first case, the document is certified by the employer or the head of the personnel department.
Under the second condition, certification takes place in a notary office.

As a rule, if you are denied certification, request a written explanation stating the reason for the refusal.

Attention

In general, in practice, what happens is that the citizen is not refused, and without any problems, a copy of the book is issued - and then certified. Registration of a document extract is carried out in several stages:

Personal contact with the organization.

New order

From 01.07.2019 GOST R 7.0.97 - 2021 comes into force. It is this document that contains the procedure for certifying a copy of the work book 2019 (clause 3.26 GOST R 7.0.97 - 2021, Resolution of the State Standard of Russia dated 03.03.2003 No. 65-st , order of Rosstandart dated December 8, 2016 No. 2004-st). The certification must contain:

the inscription “True”;
position of the person who certified the copy;
signature;
transcript of the signature (full name);
certification date.

The specified GOST also contains a sample certification of a work book from 2019:

When providing a copy to another organization, the certification mark must be supplemented with an inscription indicating the storage location of the original document. It should look like this:

“The original document is located in (name of organization) in file No.... for... year.” The inscription made is certified by the company seal.

It is clear that if work books are not stored in the nomenclature file, but “in bulk” in a safe, then on the copy it is enough to indicate only the location of the original book without indicating the file number and year.

Sample documents

The duplicate is drawn up in accordance with GOST R 7.0.97. It contains a sample certification of a work book and an algorithm for filling out a duplicate. Documents not drawn up in accordance with GOST are not valid.

A copy of the work book certified by the employer

The scanned copy must be easy to read and all characters must be printed. No corrections allowed. If an error is discovered, a new copy should be made and properly certified.

Sample of a certified copy of a work book:

The employee has the right to a copy

An employee can contact his employer for a copy of his work record by writing a corresponding application addressed to the head of the organization. If the company is small, then you can limit yourself to an oral request. Moreover, the administration of the enterprise cannot refuse to issue an employee a copy of the work report. The right to receive a certified copy or extract from the work book is provided for by current legislation (clause 7 of the rules, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225). In addition to the obligation to issue a copy, the law also establishes a maximum period during which the document must be provided to the employee. Three days are given to certify the work book and issue a copy (clause 7 of the rules, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225).

List of sources

opersonale.ru
russiansu.ru
hr-portal.ru
pbcns.ru
blogkadrovika.ru

A copy of the work book: deadline and procedure for issuing

Art.
62 of the Labor Code of the Russian Federation says that the employer must give the employee documents (copies) related to work within three working days from the date of receipt of the relevant application from him. Copies must be properly certified and provided to the employee free of charge. This also applies to copies of work books (see also clause 7 of the Rules for maintaining and storing work books, producing work record forms and providing them to employers, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225). If an employer delays issuing documents or refuses to issue documents at all, he is violating labor laws. And for this art. 5.27 of the Code of Administrative Offenses of the Russian Federation provides for liability. For a primary violation it will be:

for an official - a warning or a fine of 1000–5000 rubles;
organizations - fine 30,000–50,000 rubles;
Individual entrepreneur - fine 1000–5000 rubles.

If the violation is repeated, the amounts will increase:

for an official - a fine of 10,000–20,000 rubles. or disqualification for a period of one to three years;
organizations - fine 50,000–70,000 rubles;
Individual entrepreneur - fine 10,000–20,000 rubles.