The employer is not obliged to make entries about previous places of work when registering the first work book.

Rules for maintaining work records will be simplified in 2021

The Russian Ministry of Labor has decided to update the paper work book form and the procedure for its registration. The draft order, posted on a single portal for publishing draft legal acts, contains updated instructions for filling out a work book in 2021 and sample sections. They decided to make the book more voluminous - the updated version contains not 10 spreads, as now, but as many as 14. The general content and sections have not changed.

There are significant innovations in the design rules:

1. Entries will be allowed to be made using technical means, stamps (seals) that leave an impression or transfer dye.
2. Information about part-time work will be allowed to be entered both in chronological order and in blocks, i.e., immediately about admission and about dismissal.
3. It will be allowed not to certify the dismissal record with the employee’s signature.

The Ministry of Labor has determined the deadline for returning the document to an employee who refused to keep a paper record book - no later than 3 business days from the date of submission of the application. Until now, the Ministry of Labor has indicated in its clarifications that the document should be issued on the day the application for switching to electronic format is received.

ConsultantPlus experts discussed how to issue a new work record book. Use these instructions for free.

What regulations should you follow?

First of all, it is necessary to mention that filling out work books is regulated by Article 66 of the Labor Code of the Russian Federation. In addition, two other fundamental documents are in force:

1. The sample and rules for filling out a work book were approved by Resolution of the Ministry of Labor No. 69 of October 10, 2003. It details the nuances of entering information into a document and correcting incorrect entries.
2. Rules for maintaining and storing work books, approved by Government Decree No. 225 of April 16, 2003.

Who is responsible for the correct design

According to Art. 66 of the Labor Code of the Russian Federation, the work book has a prescribed form, mandatory for all working citizens, and is the main document on work activities. After creating the form, the first entry in the work book is made in the organization where the person got a job.

Errors in the entries made on this form will interfere with the employee’s employment and registration of a pension. The employer who made them, or the current employer, will have to correct the inaccuracies based on documents from the organization that made these errors. It is important to enter information into the document in accordance with established rules and avoid grammatical errors.

The employer is responsible for the maintenance and safety of the document; he is obliged to create it upon first employment. The manager has the right to fill it out himself or assign these powers by order to a HR specialist or other employee.

Confused about the new rules on work books? Use the free guide from ConsultantPlus to do everything right. Experts have discussed how to now work with paper and electronic versions.

Who does this?

When applying for a job, the work book is prepared by the employee responsible for maintaining it: a personnel officer, or, in the absence of one, an accountant.

It is he who must fill out this document in accordance with all the rules.

If the organization has only one accountant, he is responsible for all personnel issues that arise and filling out all documents.

A sample entry for employment in a work book can be found in the section above.

Rules for filling out a work book in 2021

The rules establish the following responsibilities of the employer:

• fill out a form upon first employment;
• make entries within a strictly established (weekly) period, and in case of dismissal - on the day of dismissal;
• duplicate entries in the employee’s personal card under his signature;
• use exact wording from the Labor Code of the Russian Federation or federal laws with reference to them;
• enter information about incentives for merit in work (state awards, titles, badges, diplomas);
• return the book to the owner upon dismissal, and if the form has become unusable, issue a duplicate;
• certify the records with the signature of the responsible person, the seal of the organization (if any) and the signature of the employee himself;
• notify the employee of the need to pick up the TC if for some reason the employee was unable to receive it on the day of dismissal (otherwise the employer will be held responsible for the delay in issuing);
• supplement the TC with an insert if the pages run out;
• keep mandatory records of the movement of books and inserts.

For violation of the procedure for maintaining, recording, storing and issuing forms, officials are liable under Art. 5.27 and art. 13.20 Code of Administrative Offenses of the Russian Federation.

The filling instructions contain the following rules for making entries:

• dates are entered in Arabic numerals in the format DD.MM.YYYY;
• use a fountain, gel or ballpoint pen in black, blue or purple;
• do not use abbreviations;
• do not cross out entries when correcting them (this does not apply to the title page), under the incorrect entry they write “Entry number __ is invalid”, and enter the correct one below;
• Full name is written, without replacing with initials, date of birth - based on the passport;
• information about profession and education is indicated on the basis of relevant documents;
• The employee's signature must certify the information.

How to fill out a work book correctly

As a rule, the personnel service is responsible for maintaining personnel work books. This task is not easy and painstaking: the personnel officer must fill out a work book when hiring, transferring, dismissing...

Since we are talking about an important form in which there should not be a single mistake, you need to know and follow the rules for filling out work books 2020. For this purpose, a separate regulatory document has been developed - Instructions for filling out work books, approved by Resolution of the Ministry of Labor of Russia No. 69 of October 10, 2003 and relevant to this day.

General rules for filling out a work book

The document is kept in Russian, with the exception of special cases when double filling out of the work book 2020 is allowed (the sample may contain entries both in Russian and in the national language of a separate republic, if provided by law)

Filling out the work book (title page, sample record of work or award) is done by hand. Letters must be capitalized, not printed. Use a ballpoint, gel or ink pen in dark blue or black.

How to fill out a work book for the first time: title requirements

When a person first gets a job, he does not yet have a work book. Therefore, the employer starts it, and does it in the presence of the employee. Ask him for a passport or birth certificate, diploma and other documents, and then carefully transfer the data to the first page of a blank employment form. It is with the registration of the title that the filling out of the work book 2020 begins.

Please indicate on the title page:

• last name, first name and patronymic of the employee;
• his date of birth (in Arabic numerals);
• education received (secondary, higher, etc.);
• profession or specialty;
• date of completion of the document.

This is what a correctly designed title page of a work book looks like (sample completion 2020):

Please note: if you have a university diploma, in the “Education” line, write not just “higher”, but be sure to specify its level (bachelor’s degree, specialist’s degree, master’s degree).

How to fill out a work book sample 2020 if an employee has completed graduate school or residency, completed an assistantship-internship or received the title of Candidate of Sciences? In all of the above cases, in the “Education” column we write “higher, training of highly qualified personnel.”

Filling out work books in 2021: sample design of the main sections

After filling out the title page, proceed to the “Work Details” section, where each spread is a table for records. Filling out a work book upon dismissal, hiring and other personnel movements is regulated by Section 3 of the Instructions.

Each time you make a new entry, fill out all four columns:

1. Record number. Do not place opposite the lines that indicate the name of the employing organization.
2. Date of. Use the format DD.MM.YYYY. Roman numerals are prohibited.
3. Event details. Use concise wording, enter job titles in accordance with the staffing table. In your dismissal records, please include links to the relevant articles of the Labor Code of the Russian Federation.
4. Details of the basis document. Indicate the registration number and date of issue of the order on the basis of which you are making the entry.

The name of the employer is also entered in the third column, as required by the established procedure for filling out the work book. First, the full name is indicated, and then, if available, the abbreviated name (Vesta LLC, Alfa OJSC).

This is an example of filling out a work book when employing an employee in a new organization:

The section “Information about awards” is designed in a similar way. Only information about the most significant types of incentives is reflected here: state awards, insignia, conferring honorary titles.

Sample of filling out a work book

The work book form was approved by government decree No. 225 of April 16, 2003.

Let's look at how to fill out a document section by section and what the title page should look like.

The document consists of three parts:

• title page containing basic information about the employee;
• information about work - information about hiring, transfer and dismissal;
• information about awards.

Let's look at how to draw up a work book, step by step.

What information is not included in the work book?

All basic information related to the employee’s work, which may then somehow affect the determination of length of service or the calculation of a pension, is necessarily recorded in the employee’s record book, but there are aspects that need to be focused on.

The labor office has departments about personal data, work, awards, but there is no appropriate place to record penalties. From this it follows that this type of punishment is not written in a book. Dismissal may be a form of punishment. This is the only information that is recorded by the employer in case of violation of any duties, discipline, and so on.

The employee must personally review any entry in the book. At the same time, he leaves his signature as a sign of this in his personal file, which is actually a duplicate of the working document.

Any employee can take a copy or an extract from the book, approved in accordance with all the rules. It is enough to submit a written application to the manager. The employer is given three days for these procedures - issuance and certification.

Filling out the title page

We draw up the title page especially carefully. Any blots or inaccuracies render the form unusable.

This page should contain the following information:

• Owner's full name;
• date of his birth;
• education (secondary, specialized secondary, higher);
• name of the profession, as in the diploma;
• date of opening of the book;
• signature of the person filling out the form;
• seal of the organization (if any).

This page is filled out only on the basis of the documents submitted by the employee: passport, SNILS, education document (usually a diploma), marriage certificate (divorce).

This is what a sample of filling out the title page of a work book looks like:

Responsibility for errors

As in any activity, errors when filling out the cover pages of work books lead to negative consequences. Their suppression is carried out using the following sanctions measures:

• Officials in case of a primary violation of the rules for filling out work books are liable in the amount of 5 to 50 minimum wages, and in case of a secondary violation they are disqualified for 1-3 years.
• For the first violation, legal entities are fined 300-500 minimum wages, and in the event of a repeat violation they may be completely suspended from their activities.

This is also important to know:
Can a pregnant woman be fired from work: reasons for dismissal according to the Labor Code of the Russian Federation

All penalties from the above entities are carried out by the Labor Inspectorate.

Section "Job Information"

Each page of this section consists of 4 columns:

1. Serial number of the current record.
2. Date of hiring, firing, awards and other events.
3. Information about the organization, job title and department. The facts of hiring, dismissal, and transfer to another position are also recorded here.
4. Confirmation of the entry made - the name, date and number of the order according to which the entry was made.

Information in this section is included within 7 days from the date of issuance of the order on hiring, transfer to another position, awards, incentives, etc.

The reorganization of the enterprise is reflected in this section of the work book. These records will help explain the different stamps upon hiring and dismissal, and the size of the employee’s future pension and other social benefits depends on the correct completion of the work book.

When transferring

The transition from one position to another is reflected in the “Job Information” section.

There are two types of translations:

• internal - an employee changes position while in the same organization;
• external - the employer changes, the previous contract is terminated, a new one is concluded.

When transferring internally, in the third column of the book they 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, we indicate the position of the employee.

When working part-time

Information about part-time work is also included here. The registration is made on the basis of submitted documents from another organization, i.e. 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.

Along with the certificate, the employee submits an application written in free form and a certified copy of an order from another organization confirming that he has been hired. If these documents are completed correctly, the head of the enterprise, which is the main place of work, issues an order to make an additional entry in the book.

An example of filling out a work book 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 contains the details of the order on the basis of which the contract was terminated.

These entries in the work book are certified with the seal (if any) and signature of the HR department employee. If the enterprise does not have a personnel department or someone responsible for preparing and maintaining work books, then this is done personally by the head of the organization.

Information about employment in the work book

Entering information about employment has its own characteristics that you need to remember. So, for example, filling out this part of the labor report begins with column 3, where the name of the organization is indicated in accordance with the constituent documents.

In the line below, in column 1, indicate the serial number.

In column 2, enter the date of employment - in accordance with the order of employment.

Opposite the date of hiring, in column 3, the following entry is made according to the template: “Hired to <structural unit> <name of position, profession, specialty indicating qualifications>.” For example, “Hired to the HR department as a personnel officer.”

The structural unit is indicated if it is included in the employment contract.

Column 4 contains the order on the basis of which the employee was hired. When making an entry, it is better to adhere to the following sequence: type of document, date, number. For example, “Order No. 28-k dated December 16, 2008.”

At the stage of filling out information about employment, no records need to be certified with seals.

• Information about transfers

You should also pay attention to the fact that only permanent transfers are recorded in the work book. No temporary transfers are included in it.

When making a transfer, you should be guided by the following algorithm:

In column 1 (“Record number”) we indicate the serial number.

In column 2 - the date of transfer.

In column 3, we make an entry: “Transferred <where and by whom>”. For example, “Transferred to the legal department as a lawyer.”

In column 4 - indicate the transfer order (type of document, date, number).

• Record of military service time

A record of the time of military service is also made in the “Employment Information...” section. In this case, column 2 indicates the date the entry was made.

In column 3, the following entry is made: “Service in the Armed Forces of the Russian Federation from 01/01/2017 to 01/01/2018.”

In column 4 we indicate your military ID. For example, “Military ID GT No. 111112.”

In the same way, entries about part-time work are made, but at the request of the employee and if there is a corresponding application from him. In addition, in accordance with clause 21 of Government Decree No. 225, information about the time spent studying in courses and schools for advanced training, retraining and training can be entered into the work book.

Section "Information about awards"

Another section of the Labor Code that must be completed is the section on awards. This includes information about the following events:

• presentation of state awards, conferment of honorary titles;
• awarding diplomas, certificates, medals, orders, insignia;
• incentives specified in the Labor Code of the Russian Federation or in the internal regulations of the organization.

The section of the book is filled out similarly to the previous one:

• Column 1 - serial number of the entry;
• 2 columns - date of award;
• 3 columns - company name, position and type of award;
• 4 columns - details of the order on the basis of which the award took place.

General rules for making employment records

Each entry entered into an employee’s work record includes specific information reflecting the nature of the migrations taking place. They rely on completely unique data about the event. In addition, the records have a unified form, which determines their belonging to law-forming tendencies. They have the following characteristics:

1. Formalism and conciseness.
2. Reference to other information: order and art. Labor Code of the Russian Federation, on the basis and with reference to which the entry was made.
3. Compliance with the serial numbering of the entered information.
4. Indication of the hiring date.
5. Clear identification of the company that employs the specialist.
6. Mandatory indication of the place of work where the employee is employed.
7. Clear and legible handwriting, no blots or errors.

This approach will help to avoid incorrect entries in the work book and subsequent problems when calculating length of service!

If you are a personnel worker or , then you understand that each new entry does not relieve responsibility for preparing for entering information into the labor report. Having experience cannot protect you from mistakes.

Follow new trends so as not to miss the adoption of an important nuance in the production of TC.

If you are making an entry in your employment record for the first time, you need to be extremely careful. Following the established algorithm, based on the instructions provided for making entries, it is not difficult to enter information about employment even when the employee gets a job at an enterprise or other organization without a labor permit. The main thing is to rely on their conceptual provisions.

Keep in mind that the absence of a book on an employee does not give a reason to refuse him employment. In this case, you must start it yourself; subsequently, he will use it throughout his entire professional activity.

To do this, your department must have TC forms available. This point is the responsibility of the employer; he does not have the right to request a work form from the employee.

Making corrections

Over time, the data specified in the work book changes. For example, a woman will get married and change her last name, or an employee will receive additional education. How to make changes to the book?

If there is a change in last name, first name, patronymic, then the existing entry is crossed out with one line, and new information is entered on the left. Its accuracy is confirmed by the name and number of the document that was the basis for the changes (for example, a marriage certificate). New data is certified by the signature of the responsible employee who made the correction, a transcript of the signature and the seal of the organization (if any).

When assigning a new classification in education, the existing entry is crossed out with one line, and a new one is written above.

When renaming an organization, corrections are made as follows:

1. Columns 1 and 2 remain empty.
2. Column 3 records the change in the name of the organization. The previous and new names are indicated in full and short form.
3. Column 4 contains the details of the document on the basis of which the name was changed.

If a mistake was made or an incorrect entry was made while filling out the work book, it cannot be crossed out.

After an incorrect entry, the number of the next one in order is placed. In column 2 the date of amendments is indicated. Column 3 indicates “Record No.... shall be considered invalid.” This must be followed by the correct entry.

There are two options for filling out column 4:

• re-indicate the date and number of the order that became the basis for the invalid entry;
• indicate the number and date of the order issued to make the corrections.

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.

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Dismissal for health reasons

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.

Liner

After all the blank pages of the Labor Code have been filled out, the data will be entered on an insert form, which the employee will additionally purchase. The insert is filled out by the employer in the same way as the labor document:

• the employee’s personal information is filled in;
• the date is entered;
• current information regarding the employee is filled in;
• records are certified by the signature and seal of the organization.

The form is sewn at the end of the completed work book. A stamp indicating the issue of the insert indicating its series and number is placed on the title page of the main document.

The number of inserts for one document is not established by law.

Like the TC, there are also separate requirements for the design of the insert:

• the cover must be intact;
• error correction is unacceptable;
• the insert has no legal force without the labor itself;
• if changes are made to the labor document, they are included in each inserted form insert.

On making entries in work books when changing the name of the organization

It's not just citizens who change their first and last names. It happens that the employer changes its name. It is necessary to make an entry in the work book about the renaming of the organization.

This data fits into the job information section. In the third column, an entry is made that from such and such a date organization “X” has been renamed into organization “Y”, and in the fourth column the basis is written - the number of the resolution or order. As before, the full and abbreviated name of the organization is indicated.

Duplicate work book

A duplicate is issued if the work document is lost or damaged. If at this time the document was in the employee’s possession, then to restore it, you should contact the last employer. To obtain a duplicate, submit a corresponding application, which will be reviewed within no more than 15 days. Additionally, the employee will be asked for documents indicating his previous places of work.

In the new work report, on the title page, the inscription “Duplicate” is written at the top. Further filling occurs as standard. All information about previous places of work is indicated on the basis of documents submitted by the employee.

If the loss or damage occurred due to the fault of the employer, then all work to restore the information falls on him.