Rules for registration and a sample copy of a work book

Why do you need to certify your work book?

The entries in the book and its photocopies are certified. Typically, the need for certification arises when interacting with a bank or credit institution. It is formed within the framework of the following needs:

• Confirmation of the borrower's source of income.
• Confirmation that the person will be able to repay the borrowed money.
• Collection of debt from the borrower's salary.
• Confirmation of the information provided in the application form.
• Determining whether a person often changes jobs.
• Establishing the reasons for termination of the employment agreement from previous places of work.

The Federal Migration Service department may request a certified copy when providing a foreign passport. Representatives of the Federal Migration Service look at a person’s places of work over the past 10 years. It should be noted that the need to provide a copy of the Labor Code to employees of the Federal Migration Service was canceled by order of the Ministry of Internal Affairs. But some departments request this document. In addition, sometimes certified paper is required when obtaining a visa.

A copy may be requested by the personnel department of the company in which the employee is employed. It is needed to check past jobs and reasons for dismissal.

Sequence of employee actions

To receive a copy of your work report, an employee must complete a number of actions:

• contact the HR department;
• write an application requesting a copy of the document; it is usually written to the manager or head of the personnel department;
• expect the issuance of a certified document within the time established by law. According to clause 7 of the “Rules for maintaining work books” (approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225), a copy must be issued within 3 days from the date the employee submits the application.

The organization's management does not have the right to refuse an employee a copy under any circumstances.

Certification rules remain unchanged

The changes introduced in 2021 are very local. That is, almost all certification rules, with rare exceptions, remained the same. If an employee has requested a certified copy of the book, the employer must provide it within 3 days. The period is counted from the date the employee sent the application. The corresponding norm is contained in Article 62 of the Labor Code of the Russian Federation. The same article states that the provided copy must be properly certified.

When attesting, you must use these unchanging rules:

• You need to copy all the passages where there is information. This is both the title page and the final employment record page.
• You may not need to copy the compensation section in all cases. This page is usually needed when receiving various titles. For example, the title “Veteran of Labor”. Information about incentives will be useful when applying for a new job.
• Copies of sheets are bound. On the sticker on the back you need to indicate the number of sheets of paper stapled.
• These notes, the signature of the person who made the copy of the book, the date of registration and the seal are affixed on the final page of the book.

The copy can either be stitched together or presented separately. If these are separate sheets, then each of them needs to be certified.

FOR YOUR INFORMATION! Sometimes firms require an indication that the employee continues to work for the current employer. However, this requirement is not approved by Gosstandart. That is, you can freely refuse to fulfill this requirement.

Features of issuing a copy

All that is required from the employee is an application. The remaining questions about how a copy of the work book is made are not relevant to him.

In turn, the employer must comply with the request within 3 days . Usually this work is entrusted to the personnel department, if there is one in the organization. Or this is done by an employee working with personnel.

When issuing a copy, it must be certified with the seal and signature of the manager. They also indicate the date of its production and the fact that the original of this document is stored in a specific organization.

What else needs to be taken into account to know how to make a copy of a work book? There are state standard requirements. They say that:

• below the signature there should also be the wording “True”;
• in addition, you should indicate the data and signature of the person confirming this copy, with a transcript;
• They also set a confirmation date.

As you can understand, there are not so many requirements, and the process itself boils down to using copying equipment and entering the necessary information. Therefore, a sample on how to properly prepare a copy of a work book is usually not needed.

Legislative justification for the new rules

Until July 1, 2021, Gosstandart Resolution No. 65 of March 3, 2003 was in force. But from July 1, GOST R 7.0.97-2016, established by Order of Rosstandart No. 2004-st, gains legal force. The rules for certification of TC are contained in paragraph 5.26 of GOST. Almost all the rules remain the same. But there was one change. In particular, now you need to specify where exactly the original work book is stored. The innovation is necessary so that the recipient of the photocopy knows the location of the original.

Features of making an additional entry

From July 1, 2021, when making copies, you must make an additional entry about the location of the original book. The corresponding instruction is contained in paragraph 5.26 of GOST R 7.0.97-2016. The regulation contains an important clarification. In particular, an additional entry is made only when a copy of the book is sent to a third-party company. For example, this could be a banking institution, a company of a new employer. If the book is intended for internal use, no auxiliary marks are needed.

The new GOST allows copies to be certified using special stamps. In addition, the new regulation explains all the nuances of decrypting a signature. In particular, you first need to put down the initials of the name and patronymic. Then the full signature of the person who created the copy is affixed.

Copy and duplicate - what is the difference?

In general, a duplicate copy of a work book is usually called a duplicate copy, which must also have legal force. The duplicate work document must be absolutely identical to the original. That is why it must, first of all, be formalized correctly. The only data that does not need to be included in the duplicate is information that cannot be restored and records previously entered into the document by mistake or with inaccuracies.

A copy is a photograph of a document made using special technology and printed. In some cases, it is possible to rewrite the work book by hand or type it on a computer. The copy is valid for one month from the date of issue. It is provided to the bank for obtaining a loan, to social protection authorities and other institutions.

Stages of certification of a copy of a work record book

Certification of a photocopy is carried out in accordance with the following steps:

1. On the last sheet there is an o or “Copy is correct.”
2. Recording the position and full name of the person who certifies the photocopy.
3. Signature of the person certifying the document.
4. Indication of the date of certification.
5. Below all previously entered entries, Fr. is indicated.
6. Placing the company seal.

As of July 1, missing an entry is considered an error. An exception is that a copy is created for internal company purposes.

Finishing touches

In order for a copy of the work book to have the proper appearance, its pages need to be stitched.

This is done by sewing the folded sheets together along the right edge. Usually several punctures are made on the sheets, from three to four, and the papers are stitched through them.

The ends of the thread should not be cut. They are taken out of the holes onto the last page and sealed with a small piece of white paper so that only the white tails remain sticking out. The date when the copy was sewn is written on the paper, and then a stamp is placed, which would partially affect the paper and partially the sheet.

This concludes our consideration of the issue of issuing a copy of the work book. Remember our simple rules and feel free to put them into practice, and then this procedure will seem quick and easy to you.

Common mistakes during certification

When certifying technical documentation, these mistakes are usually made:

• The stamp stating that this is a copy of the document is placed only on certain sheets, and not on all.
• On some sheets there is no certifying signature with a seal.
• There is no mark on the last sheet indicating that the employee is currently working.
• A signature has been placed on the certification sheet, but it is not supported by an indication of the position and full name of the person.
• The person who certifies the copy does not have the necessary authority.
• There is no indication of the storage location of the original document.
• The stamp is placed only on the “white” part of the sheet, it does not affect the copy.

The list of common mistakes is needed in order to avoid making them yourself. As a rule, no liability is imposed for shortcomings. However, an incorrectly certified copy will not have legal force.

Registration process

A document such as a work book contains all the basic information that is directly related to the employee’s work activities. Since this information is considered the basis for calculating length of service and pension, there are strict requirements for registration and entry. The same applies to storage.

The employer must have the book – in the organization where the employee is currently working. It can only be handed over upon dismissal. Therefore, if there is a need to provide any data, the question arises - how to properly make a copy of the work book?

Also see “Where is a copy of the work record required?”

This task is the responsibility of the employer, since this document is stored with him. Employees themselves cannot personally make copies, therefore all questions about how to obtain a copy of a work record relate only to the employer. Typically, this type of application involves using a photocopier to get everything you need.

There are no clear regulations on how to make a copy of a work record book. Therefore, if an employee has submitted a corresponding application, you should copy the necessary pages and also supplement them with a certifying signature.

Based on the application, the employer is obliged to provide the employee with copies of any documents related to the work.

Certification of a book for a banking institution

In most cases, a copy of the work record is requested by the bank or credit institution. It will be compiled according to standard standards. But there are some nuances that you need to pay attention to:

• It is recommended to put o and “True”. This is exactly the wording specified in GOST.
• The text of the work book must be legible and easy to read.
• It is not enough to sign the certifier. It is necessary to supplement it with the position and full name of this person.
• There must be a mark indicating the location of the original book.
• It is advisable to submit a copy in the form of separate sheets, each of which is correctly certified.

Each bank may have its own requirements. It is advisable to clarify them with the institution itself.

Additional features

What exactly should I write about the location of the original? This document may be stored in trays and safes. If the TCs are not in the nomenclature files, but in safes, you only need to register the storage location. In this case, you do not have to record the case number.

For example, the entry might look like this:

Right. The original TC is stored in the safe of the personnel department. HR specialist: signature, Petrova P.P., 08/3/2017.

It is necessary to indicate in the mark which company the original is located in. Specifying the storage location will allow you to request the original document, if required. This is one of the features of the mark introduced in 2021.

Errors when preparing a document

The following error is often encountered: the organization's seal captures the text or signature of the personnel officer (and it becomes difficult to read what is written in the copy) or is not in the place where it should be (fields marked by MP). Arrange the seal impression according to the rules.

Errors in copies are not appropriate. Also, corrections when writing wording are not allowed. An incorrectly completed work book will simply not be accepted from an employee, as it is invalid. If a mistake is made, re-copy the necessary pages and certify them properly.

More details: GOST R 7.0.97-2016. “National standard of the Russian Federation. System of standards on information, librarianship and publishing. Organizational and administrative documentation. Requirements for document preparation"