Duplicate work book - sample filling 2021, how to fill it out, issue if lost

How to get a duplicate work book if lost

Any employment is accompanied by the presentation of a number of documents to the personnel department, including a work book. It contains generalized information about the applicant’s previous activities. The only exception is hiring part-time workers. For them, entries in the labor record are made at will.

If there is no labor document at all, the employer draws up this document from scratch, if the person has not worked anywhere before. Or fills out a duplicate work book if the employee loses it.

If there is no document before starting another work activity, management must require the employee to provide a written explanation indicating the reasons.

The applicant has the right to restore the lost document. This may require:

Initially, an application for the issuance of a duplicate work book . You should contact him at your previous place of employment.
The previous employer generates all available information about the total length of service, incentives received, period of work and makes the appropriate entries no later than 15 working days.
If the work activity previously took place with several employers, then the sample for filling out a duplicate work book in case of loss must correspond to the real facts. Data is entered on the basis of certificates and other documents. Sometimes you can even use the testimony of witnesses about the experience. And in the event of liquidation of an enterprise, the required information is usually sought in local archives.

Also see “Is it possible to have two work books at the same time: consequences and responsibility.”

Instructions for filling out a duplicate

Filling is done as follows:

1) A “Duplicate” entry is made in the upper right corner of the title page.

If a previous work book is available (for example: containing an erroneous record of dismissal), it is also written on the title page: “A duplicate was issued in return” indicating its series and number.

2) The title page of the duplicate is filled out based on information about the employee that is currently relevant, i.e. there is no need to duplicate old information with all changes and additions.

3) If the employee had already worked for this employer before joining, then in gr. 3 information about the work, first, documented information about the general (continuous) experience at previous places of work is entered.

The total length of service is recorded in total: the total number of years, months and days of work is indicated.

The individual periods of work for which supporting documents are available are deciphered below:

in gr. 2 – date of hire;
in gr. 3. – name of the employer, structural unit and position for which the employee was hired. If there is data on a transfer within the specified organization, appropriate entries are also made;
further in gr. 2 and 3 indicate the date and reason for dismissal from this place of work;
in gr. 4, record the name and details of the document on the basis of which the information is filled in (certificate from the employer, extract from the archive, court decision, etc.);

Note: if the employee has submitted documents confirming receipt of awards, this information is also entered in the appropriate section of the duplicate.

Then you need to make copies of the submitted documents, certify them and file them for safekeeping in the employee’s personal file, and return the originals to the owner.

4) After the restored information, standard records about the employee’s work in the company that issues the duplicate are entered in the general manner.

The work book is the main document confirming work experience. Even after its loss or damage, you can issue a duplicate. It's free, but you'll need to fill out a correct application and collect documents confirming your periods of employment.

In what cases is a duplicate work book issued?

Each employee provides his/her own work sheet when applying for a vacancy. The book is kept by the personnel department of the organization for the full period of employment with this employer. However, in exceptional cases, it is permissible to issue a book to an employee personally against signature at the discretion of management. As a rule, Pension Fund employees require the original book.

So who issues a duplicate work book if it is lost ? The last employer is obliged to issue the form again if the applicant did not work after him and lost the book. At the new place, it is possible to get only a clean work book.

Often, a document is lost or becomes unusable due to the fault of the employee himself. In such cases, they contact their previous place of employment to obtain a duplicate work book .

Sometimes a book disappears due to the fault of management or as a result of natural disasters, catastrophes, or other reasons. Then the guilty employer becomes responsible for correctly filling out a duplicate work book in case of loss . His responsibilities include restoring the document at the request of the employee.

Also see “How to restore your work book if you have lost it.”

What fee is charged for issuing a document?

With an application for a duplicate work book, a citizen applies to the enterprise that is his last place of work. It does not matter whether he was dismissed on the date of application or continues to work in this structure.

The company has the right to withhold payment for the issuance of a replacement document in an amount corresponding to the cost of purchasing a new form.

the form is damaged through no fault of the citizen who submitted the application;
the form (title page) is filled out incorrectly;
The enterprise lost the work books of its employees due to emergency circumstances.

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Attention! The issuance of a replacement form instead of the previously used one always occurs only in the form of a duplicate. If a citizen has lost the original, a new work book can be issued to him. This situation is only permissible when first starting a job.

It should be noted that the document will contain information about employment and length of service only from the date of commencement of work in the enterprise that issued the new form.

The work book not only confirms the fact that a citizen is employed, but also serves as a guarantor of pension accruals in the future. Therefore, despite the possibility of obtaining a replacement document instead of a damaged or lost copy, it is advisable to carefully and carefully treat your own work book.

Collecting information about places of work in the past can not only take a lot of time, but also, for various reasons, turn out to be incomplete, which will ultimately affect the amount of the accrued pension.

The main document confirming a person’s work experience can be considered a work book. If lost, you can make a duplicate of the work book. The filling pattern in 2021 remains the same. Let's look at what the rules are regarding duplicate books.

How to make a duplicate of a work book

Following the former employee’s request for a duplicate of the lost document, the law gives management 15 working days to restore the book. In this case, you will initially need to obtain a written request from the employee. There is no single mandatory form for such an application. Therefore, it is not at all difficult to draw up an application for the issuance of a duplicate work book. The sample can be made in any form.

It is permissible to enter information into the restored document only on the basis of supporting certificates, personal accounts, extracts from orders, salary slips and other similar sources. And when the employee presents additional information about the length of service, it may be necessary to clarify this. In general, the sample for filling out a duplicate work book based on certificates coincides with the general principles of drawing up this document.

It also happens that the enterprises where an employee previously worked have long been liquidated. Then there is a need to contact archival services to obtain additional information. The employer should assist its employee in this.

In addition, the registration of a duplicate work book according to the sample may be preceded by the creation of a special commission of officials and employers. They do this in case of unforeseen disasters, etc. The commission collects information about the employee: length of service, position, period of performance of work duties. It also draws on the experience of their other organizations.

The composition of the commission, based on the results of whose activities it is necessary to generate a sample of a duplicate work book based on certificates , may include heads of departments, representatives of trade unions and other interested parties.

Establishing the fact of work is permissible on the basis of the testimony of at least 2 witnesses.

Based on the results of the research, a report is drawn up containing the necessary information about the length of service. As a result, the issuance of a duplicate work book is accompanied by the use of the information received.

If it is impossible to obtain information about work experience in any other way, it is permissible to establish work experience in court.

The procedure for obtaining a duplicate work book

Using the received data, the employer makes the appropriate entries. Among them may be information about existing labor awards. If the documents do not contain all the required indicators, then only the available information is entered. An example of filling out a duplicate work book if lost is as follows :

1	Indicate the total work experience that the employee has before joining the employer responsible for issuing a duplicate.
2	In the first column, enter the serial number of the entry. As a rule, this is No. 1.
3	Column 2 contains information about the date of the event.
4	Column 3 contains information about the position held. Information about employers in the duplicate work book is given after the date (unlike the original). Then the general procedure applies: the name of the place of work precedes the data in column 2.
5	They list the documents whose information made it possible to make a record of work and experience.

In addition to information about hiring, information about dismissals should be indicated. An example of how to correctly fill out a duplicate work book in this case is fully consistent with the above algorithm.

Also see “Entry in the work book about dismissal in 2021.”

After entering data on places of work and reflecting length of service into the duplicated document, the employer, in accordance with the requirements of the law, makes copies of all provided certificates, orders and other documents, returning the originals to the owner of the book. The same actions are carried out and, if necessary, issue a duplicate of the insert in the work book .

If the employer entered the labor records incorrectly, it is permissible to simply replace the document by duplicating the data and correcting the incorrect information.

Also see “Rules for filling out work books in 2021.”

The issuance of a duplicate of the restored document is recorded in the book for recording the movement of work records. Indicating the date of this event and the signature of the employee himself.

There is a form of this book on our website.

Now you know how to issue a duplicate work book based on the 2020 model. The procedure is not particularly difficult. It is enough to have the employee’s application and enter the required information on a new form marked “duplicate”.

Also see “Duplicate work book: how to work with it.”

Common Mistakes

A duplicate is, first of all, a document that must be filled out in accordance with all laws of the Russian Federation.

All information must be completely identical to the original. The exception is those information that cannot be provided due to the lack of documentary evidence or the fact that the information provided has been proven unreliable.

The definition of “insert” means a part of the work book that can be sewn into the main document, if there are no free pages for notes in it. It must be formalized in the same way as a labor document.

The main mistakes in the process of issuing a duplicate document to an employee are:

entering erroneous information into a document (for example, information that was found invalid based on the results of an audit);
recording information that is not documented;
recording of all necessary information is not complete;
lack of necessary notes indicating that the document is a duplicate.

When preparing an insert, the following mistakes are often made:

lack of complete information on the title page;
lack of notes on the reasons for the formation of the liner;
erroneous indications of information in the insert during the process of its formation.

For this reason, when receiving a duplicate work book, employees must carefully check all the entries in it, including for the presence of blots or typos.