How to make an extract from a work book: sample and rules for drawing up

Where an extract may be required

Typically, extracts are required in:

government bodies (to establish the right of a person to subsidies, benefits and other financial benefits),
banking structures (to analyze the client’s solvency when issuing loans and credits).

However, the list of institutions that can ask for an extract from the employment record is not limited to these organizations - the list is actually much wider. Among other things, an extract may be needed when applying for another job as a part-time worker.

Extract procedure

To receive an extract, the employee will be required to write a statement about a specific period and submit it to the manager. Based on it, the employer makes a decision to satisfy the employee’s request. If the outcome is positive, the application is marked with the date when the document was reviewed and stamped. The statement is issued by an employee of the HR department with his personal signature. It is not a copy of the entire work book, but only certain pages that display the time period and place of work.

Our website allows extracts from the work record book. Using a convenient search, you can download other documentation that will help resolve issues in various areas. Experienced specialists will provide a sample of filling out the document and advise on any questions that may arise.

Read also: Article TCRF 297. General provisions on work on a rotational basis

Why can’t you use the work book itself?

The work book is in the hands of the owner only when he is unemployed. Upon employment, this document is transferred to the personnel department of the enterprise, where all the necessary entries are first made in it, and then it is included in the employee’s personal file. After this, responsibility for the content and safety of the work book passes to the HR specialist. The procedure is organized in this way because the work book is a strict accounting document, on the basis of which the length of service is subsequently calculated and the age pension is calculated.

How does an extract from a work book differ from a copy?

After an employee gets a job, the work record is transferred to the HR department for storage. It is the employer who is responsible for the safety of the work book and its contents. An employee receives a work book only after a dismissal order has been issued .

This organization of the procedure for storing a work book is due to the fact that the book acts as a strict accounting document and on its basis the old-age pension is subsequently calculated.

At the request of an employee, the employer does not have the right to issue him a work book: only a copy or an extract. Workers sometimes confuse a copy of a work record book and an extract from it. Meanwhile, these are different documents.

A copy is taken from the entire work record book and is identical in content. Whereas the extract is issued only for a separate part of the work book.

Which option to choose (copy or extract) depends on the place where the document is provided. Thus, the Pension Fund of the Russian Federation usually requires a certified copy of the work record, while the USZN requires an extract.

In some cases, the employee may also need the original document . For example, if the Pension Fund requests it, the employer cannot refuse the employee to receive it.

Procedure and deadlines for issuing an extract

If there is a need for an extract from the work record book, the only thing you need to do is write and in any convenient way submit to the employer a free-form application addressed to the head of the enterprise or the responsible employee.

Based on this application, a corresponding order is issued, which serves as the basis for issuing the document.

By law, the extract must be ready within three days from the date of writing the application. At the same time, the employee can indicate other, more compressed deadlines, but the employer is not obliged to meet him halfway. Therefore, if there is any particular urgency, it is better to stock up on written evidence of this and be sure to attach it as an appendix to the application.

What is it and what is it for?

For an employed citizen, documents related to work are kept by the employer, and he is also responsible if they are lost. Who, when and why needs a statement of employment - these are cases when an employee needs information and information about his length of service, experience, current place of employment and position, less often about awards (incentives). For example, you have the right to request an extract from your work record book about your last place of work, certified in the prescribed manner, when applying for a loan or in court proceedings as evidence in the case.

Do they have the right to refuse an extract?

The work book is the property of the person to whom it is written out, therefore it is under the control of the employer temporarily, namely for exactly the period while the employment contract is in force between the enterprise and the employee.

The employer cannot refuse an extract from the work book - the employee’s right to receive it is enshrined in the labor legislation of the Russian Federation.

If it is violated, a company employee can complain to the labor inspectorate for justice.

Issuance of a work book or an extract from it at the request of the employee

In some situations, an employee needs to obtain data from a work record book to present it to third parties, for example, to apply for a loan, pass an interview at a new job, etc.

As a rule, in such cases, a certified copy or an extract from the work book is issued. The period for its issuance is no more than 3 days from the date of submission of the application from the employee (Article 62 of the Labor Code of the Russian Federation). In this case, the information provided must completely coincide with the original data.

You can read more about how to properly fill out a work record in the material . ”

In some cases, an employee may need to receive the original book, which, for example, may be required by the Pension Fund to apply for a pension. There is no prohibition in the legislation on issuing a work permit in person. However, it should be remembered that even if there is a receipt from the employee for receiving the book, responsibility for possible loss rests with the person authorized to preserve the document. This, in particular, is confirmed by the letter of Rostrud dated March 18, 2008 No. 656-6-0.

Sample extract from work book

The extract is made either manually or copied via a photocopier, and either a simple A4 sheet or the organization’s letterhead can be used. Regardless of the mode in which it is prepared, it must be certified by the autograph of the responsible employee. Usually the extract fits on one page, but if there are several of them, then each one must be signed , numbered and stamped.

The extract must contain the following information:

document's name,
name of the employing organization,
position of responsible person,
last name, first name, patronymic of the person responsible who made it,
information about the owner of the work book (i.e. the person who actually needs the extract): his last name, first name and patronymic, date of birth and information about education and profession.
work book number,
the start date of its maintenance.

The rest of the information depends on the specific need for which it was made, and it is necessary to put a note that “This employee has been working in the company to this day.”

Finally, the extract must have the signature of the responsible person with a transcript.

What information does an extract from the work book contain?

The standard form of an extract from the work book must contain the following information:

The details of the organization are written in the upper right corner.
In the center is written the name of the document “Extract from the work book” and the number of the book and the date of its registration.
Below is the last name, first name and patronymic of the employee who requested the extract, as well as his date of birth, education, specialty, position.
Next, the full name and position of the responsible employee, as well as his signature, must be indicated.
The owner of the work book signs below.
Then the table duplicates the information available in the labor document. Each line indicates the date of admission or dismissal, as well as a link to the documentary basis (order, instruction, etc.). In this case, all existing requirements for entering information into the work book must be taken into account. All entries must be listed in chronological order.
The statement also indicates the employee’s incentives and awards related to his work activity (if any).

Form for extract from work book

If an employee needs an extract for the current date, then it should be noted that he continues to work to the present day.

The statement is signed by the head of the personnel department or the head of the organization.

More information on how to sew an insert into a work book here.

The extract is automatically considered invalid if the employee quits the company where it was issued (provided that the document also covered the last place of work).

The table indicates what is important to consider when drawing up an extract from the work record book.

To the employer	To the employee
Compliance with legal requirements for registration	Obligation to write an application to order an extract
Free service	A clear definition of what information needs to be reflected in the document and for what period
Short deadlines for document preparation (3 working days after acceptance of the employee’s request)	The main thing is to have an idea of the correct form and example of filling out the statement in order to promptly identify errors or inaccuracies.

Legal nuances

They consist of the employer strictly following the requirements of the Labor Code, which establishes the employee’s right to receive personal information free of charge and no later than three working days in the form of an extract from the work record book. In addition to the deadlines, the employer must comply with simple requirements for the preparation of this document, following from the unified rules of office work, Labor Code norms, and the requirements of the Government and the Ministry of Labor.

For the employee, the legal nuance of the procedure lies in knowing his right to receive a document . Since the filing of the application is associated with the start of a three-day period, he may insist on written confirmation by the employer of acceptance of the application for the issuance of an extract.

The employee must have an idea of how the statement is drawn up and what it looks like in finished form in order, if necessary, to request changes or corrections to it.

Discharge under other circumstances

The requirement to issue an extract may be for other reasons, such as:

Part-time employment
To a relative of the deceased
With external and internal combination
If you work part-time, then your work book must be kept by the main employer, and accordingly he enters all the data about work and additional employment. Thus, the extract will contain information both on the main place and on the part-time job.
At the request of relatives, an extract from the work book can be issued to obtain a funeral benefit at the deceased’s last place of employment, however, as a rule, the book itself is issued in person.
If an employee works part-time at the same enterprise, then no entry about this is made in the work book. Accordingly, this will not be reflected in the statement.

Is the extract from the work book about the last place of work different from the “usual” one?

There is no fundamental difference when issuing such an extract, the only exception is that the text of the extract will contain a note that “the employee is currently working in the organization.” The document is sealed, certified and signed in the same manner.

Extract from the work book about the last place of work - sample:

The procedure for obtaining an extract from the work record book is regulated in detail by laws and instructions. The procedure is completely simple and not burdensome.

Despite the fact that the issuance should be done free of charge and within a short time , this cannot complicate the employer, and in practice there have not been cases of an employee abusing his right and demanding extracts every week. There is no reason to complicate your employment relationship by violating these simple instructions.

An employee may request that a work book be issued to him. In what cases and how this is correctly formalized is described in this article.

Why can’t you use a work book?

According to labor legislation, the work book remains with its owner only until he is employed. As soon as the owner of the document has registered for work, the work book is transferred to the personnel service of the enterprise, organization or institution.

It is kept by the employer until the employee quits his job or retires. When applying for a job and leaving it, appropriate entries are made in the work book by the personnel inspector, who is responsible for the safety of the document.

Such requirements are explained by the fact that the work book is a strict accounting document. Based on the entries made in it, the length of service is calculated, and a pension is calculated upon reaching age.

Attention! Our qualified lawyers will assist you free of charge and around the clock on any issues. Find out more here.

Statement

When drawing up an application for issuance, the employee only needs to clearly indicate to whom the application is being sent, from whom it comes, and what the applicant is asking for.

There are a number of enterprises and organizations whose internal document flow rules provide for the existence of their own unified application form for the issuance of an extract from the work record book or a copy thereof. In this case, the employee will need to fill out a form.

The application can be submitted to the manager or to the personnel service, or to the secretariat (office) of the enterprise or organization.

On the application, the head must put a resolution on extradition.

If there is a personnel department, an employee of the personnel department will issue an extract. If there is no personnel service, then the extract will be made by any person whose job responsibilities include this, for example, an accountant, secretary or the manager himself.

Sample statement

A sample extract from the work book looks like this:

In what cases may an extract be required?

The owner of the work book may need an extract in the following cases:

when contacting a bank to obtain a consumer or mortgage loan;
when government agencies issue any benefits for the payment of utilities and subsidies;
when employed part-time in another organization;
when filing a claim in court to protect violated labor rights or confirm work experience;
when submitting documents to the guardianship and trusteeship authority during the procedure of adoption or establishment of guardianship;
when preparing various documents that require confirmation of employment or the presence of a certain period of work;
when preparing pension file materials;
in a number of other cases.

Certain situations require submission of a copy of the work record book itself. In this case, it must be certified by an authorized person and certified with the seal of the organization.

Important! A completed extract from the work record book will immediately become invalid if the employee is transferred to another position or completely changes his place of work.

Deadlines for issuing statements

According to labor legislation, the employer has three days to prepare an extract from the work record book. The period is calculated from the date of receipt of the employee’s application.

It should be borne in mind that the employee may demand immediate production of the document or indicate another, shorter period. The employer is not required to comply with such a requirement.

If there is a need to urgently obtain an extract from the work record, it is better to justify this in the application. To do this, you can use any evidence justifying such urgency, which is best attached to the application.

Extract or copy

In practice, employees of an organization can request not only certified copies of work-related documents, but also extracts from them (Article 62 of the Labor Code of the Russian Federation, clause 7 of the Rules, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225). It all depends on what kind of document is required at the place of presentation. As a rule, an extract contains part of the text found in the original document. Also, an extract from the work record book will successfully replace a copy if we are talking about a personnel order, which contains information about other employees. This solution will allow you to keep information about other employees of the organization secret and save paper if we are talking about a voluminous document.

Extract form

The form of the extract form is approved by law. It must contain the following elements:

on top of the first sheet - details of the company issuing the extract;
in the center of the paper - the inscription “extract from the work book;
employee information;
a table containing employment information for a specific period.

Extract form from the work book ():

Procedure for certification of extract

As for the procedure for certifying an extract from the work book, it is certified in the same way as a copy, that is, in the manner prescribed by clause 3.26 of GOST R 6.30-2003, approved. Resolution of the State Standard of Russia dated 03.03.2003 No. 65-st). Under the written text, you should indicate the position and full name of the person authorized to certify such documents, his signature and the date of certification. You also need to make a certification inscription “True” (“The extract is correct”). If the organization has a seal, it should be attached to the extract.

A certified extract from the work record book must be prepared within 3 working days after receiving the corresponding application from the employee (clause 7 of the Rules, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225).

If you find an error, please select a piece of text and press Ctrl+Enter.

How is an extract made?

An extract from the work book is made in the following order:

The employee draws up a written application requesting an extract for a specific period.
He gives it to the company manager.
If the manager does not find legal reasons for refusing the employee, he issues an order to issue an extract. In the order, he can indicate a personnel employee who is appointed responsible for issuing the extract.
The personnel officer prepares an extract, certifies it with a signature and stamp, and then issues this document to the employee.

Legal features

Both the employer and the employee, when drawing up an extract from the work record book, must take into account some legal issues.

Employer:

the provision of an extract is a completely free service;
it is necessary to comply with all registration rules established by law;
the document must be drawn up within three working days from the date of issuance of the relevant order.

Employee:

To receive an extract, you must write a corresponding application;
the application must clearly indicate for what period and what information should be reflected in the extract;
In order to identify errors in time, you need to know what the form of an extract from the work book looks like and a sample of how to fill it out.

Please note that this document is valid only for a month from the date of its execution. It also becomes invalid when applying for a new job.

Procedure and requirements for providing an extract

1. If there is a need to obtain an extract, fill out a free-form application addressed to the manager with a request to obtain

2. Based on this document, an order is issued

3. The official deadline is three days, a shorter period can be specified, but at the discretion of the HR department

4.you can receive an extract as many times as you like, but this must be recorded in the work record book

The application can be written in free form, the main thing is to reflect the following points:

Address the director or the person replacing him of the company, in the dative case. For example: “To the Head of Tron LLC, V.V. Veselov. from economist R.V. Petrov";
Then you can begin to indicate the main request for the provision of the required document. It should be noted that the right of employees to receive an extract is enshrined in Article 62 of the Labor Code of the Russian Federation. It is this that will need to be indicated in the main text of the application, for example: “Please give me an extract from the work book, on the basis of Article 62 of the Labor Code of the Russian Federation, with information about the last place of employment.”
At the end of the document, its author must put a personal signature, as well as the date of drawing up the application. After including all the above information, the document can be transferred to the manager’s desk.

The employer does not have the right to demand an explanation from the employee why he needed an extract; of course, he can ask, but the employee answers this question at his own discretion.

Extract from the work book: form and filling it out

The format for creating an extract is determined by the management of the enterprise. This can be a handwritten document typed on a computer or filmed copies of individual pages of a book, certified in a special way. The form indicates the name of the enterprise, its address and details, the surname, first name and patronymic of the employee, indicating his date of birth, specialty, position and length of service as of a specific date.

Next, the extract from the work book contains a tabular part. It lists places of work and positions in chronological order. The transfer must be carried out within the period specified in the employee’s application. The minimum duration of work experience in the statement will be 3 months, the maximum threshold will be from the moment the work book is opened.

A prerequisite is a reference at the end of the tabular part or after it to the fact that this employee is currently working at the enterprise. An extract from the work book is valid for a month. The relevance of the document is lost ahead of schedule upon dismissal or transfer of an employee. If the statement consists of several pages, they are numbered, stitched and all certified.