How to certify documents correctly from July 1, 2021

Basic rules for certifying a work record

When making a copy and certifying it, you must be guided by the procedure established by the current regulations.

The basis for issuing a copy of the work permit is a written application submitted by the employee. The only exceptions are enterprises classified as small businesses.

They are given the right to issue copies of this document upon an oral application from the employee. However, to avoid problems in the future, it is still recommended to obtain a statement from the employee in advance.

You must copy all spreads that contain notes. You need to make copies from the initial sheet, where information about the employee is located, and end with the sheet on which there is a record of the current employment.

The copies are stapled and marked on the final page. In this case, the copies taken must be bound and sealed with a signature and seal indicating the number of sheets. After this, the responsible person indicates his position, signs and deciphers it.

Next, the next record number in sequence is indicated, and the current date is recorded. Then the following phrase is recorded: “Continues to work to the present time.”

This entry must be signed by the HR department, or, in its absence, by the chief accountant or director. When using a seal, it must be present here.

Important! A copy of the employment record must be issued to the employee no later than three days from the date of receipt of the request from him. You should not hand over the work form to the employee, since for this entire period, responsibility for the safety of the form rests with the company’s management.

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:

1. A mark indicating that the copy is correct. This is exactly what is written on every page.
2. The position of the person who carries out the certification procedure is indicated.
3. The certifier puts his signature (must have a transcript next to it) also on all duplicate pages.
4. The date the document was created must be indicated.
5. 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.
6. 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.

New rules for certification of work records from July 1, 2021

All of the above rules also existed before the entry into force of GOST R 7.0.97-2016. The new defining act established the obligation of the employer, when certifying the labor report, to make another entry on the last sheet.

This procedure is currently recommended, that is, the company can apply it or use the old methodology.

However, the recommended nature has a time limit. The legislation stipulates that from July 1, 2021, all employers, both legal entities and individual entrepreneurs, must apply the new GOST in strict accordance.

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How to correct errors in a work book: 6 common situations

The main difference between the new rules is that it is now necessary to indicate where this document is stored when certifying the labor document. You can do the following o.

Attention! The absence of this record will lead to the fact that a copy of the work document will not be accepted at the place of request, and it will need to be made again, but according to the current rules.

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:

1. A mark indicating that the copy is correct. This is exactly what is written on every page.
2. The position of the person who carries out the certification procedure is indicated.
3. The certifier puts his signature (must have a transcript next to it) also on all duplicate pages.
4. The date the document was created must be indicated.
5. 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.
6. 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.

For what purposes is it necessary to certify records in labor records?

The most common body that requests a citizen to provide a copy of his or her employment record is a bank, for example, Sberbank or another credit institution.

They most often do this when necessary:

• Confirm that the potential borrower has a source of income and will be able to repay the loan;
• If loan payments are not received on time, then, by court decision, the required amount may be withdrawn from his salary;
• To confirm the information provided in the application form;
• Determine the degree of job consistency - clients who rarely change their employers are more trusted by banks;
• Determine the reasons for dismissal - if the contract is terminated for “bad” reasons (absenteeism, violation of discipline, etc.), the bank may refuse to issue a loan.

The second most popular organization that requests a labor permit is the Federal Migration Service department when issuing a foreign passport. Here you must provide a certified copy of your employment record, although only places of work over the last 10 years are of primary importance.

Despite the fact that the order of the Ministry of Internal Affairs abolished the need to provide the document, many departments still continue to request it. The illegality of this decision can only be challenged in court.

Sometimes a copy of the work record is necessary to obtain a visa to enter the state.

Sometimes a copy of the document is requested by the personnel department of the company where the employment is being carried out. This is especially true if the job search is carried out without termination of the contract at the old place, and there is no opportunity to show the original.

Thanks to the copy, the new employer will be able to evaluate previous jobs and positions, how often there were job changes, the reason for the layoffs, etc.

Sample certification of work record

Until July 1, the old procedure for certifying copies of these forms is still in effect. Therefore, it will not be considered an error if the responsible person performs the procedure without innovations.

Let's consider a sample certification of a work record valid until July 1, 2021:

New rules for certification of work records from July 1, 2021 will require that the procedure proceed as follows:

Thus, the labor certification will look something like this:

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.

Basic mistakes

When certifying labor, the following errors are often encountered:

• The “Copy” stamp is not placed on all sheets, but only on certain ones (for example, the first and last);
• All sheets, except the one containing the last entry, do not bear a certification inscription with a seal imprint;
• The last sheet of the copy does not bear the inscription “Currently in use”;
• When certified, only a signature is affixed, without indicating the position and personal data of the responsible employee;
• The employee who certifies the copy does not have the necessary authority to do so (does not have the right to sign);
• From July 1, 2021, it will be a mistake not to provide a link to the storage location of the original document;
• The seal imprint on all sheets is affixed to the “white” part of the sheet. It needs to capture part of the copy.

Should the employee be given a work book?

Labor rules stipulate that this form cannot be given to the employee if he is not resigning, but is reading it for some personal purpose. If, after its transfer, the employee loses it or damages it, then his current employer, according to the rules, will be obliged to issue a complete duplicate of it.

In addition, during issuance there is a direct violation of the above rules. As a result, a fine of 1 to 5 thousand rubles may be imposed on an official, and from 30 to 50 thousand rubles on a company.

This rule does not apply to situations where an employee needs to present his/her employment history to receive pension payments. This is stipulated by the amendments made to the Labor Code in 2015. In this situation, the company cannot refuse the employee’s request, but the latter is obliged to bring it back to the organization within three days after returning the document from the authority.

Attention! If an employee needs a document, then he can be given a copy, which will be certified according to the established rules. There is no need to make a note at the notary's office.

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:

1. In the first case, the document is certified by the employer or the head of the personnel department.
2. 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:

1. Personal contact with the organization.