How to properly prepare a copy of a work book (sample)

Having officially gotten a job, the employee always hands over the original of his work record book to the employer. Since this document is confirmation of a person’s work activity throughout his entire life, organizations that need to present them with a copy of this document set high requirements for its certification. There is a basic rule on how to correctly sign a copy of a work book. It is important that each page of the copy bears the signature of the responsible person or director of the organization. But before certification, you need to make a copy correctly.

In what cases may a copy of the work record be needed?

A copy of the work permit may be required in various situations, for example:

• to obtain a loan from a bank,
• for processing social benefits,
• to apply for a pension,
• to obtain a visa, etc.

If a citizen has a certified copy of the work book in his hands, the process of restoring a previously lost document will be greatly simplified. From our article you will learn how to properly prepare a copy of a work book; a sample will be presented below.

Read also: Rules for maintaining work books

How much does it cost to have a copy of a work record certified by a notary in 2020?

Each notary sets his own prices for working with documents, and copies of the work document are no exception. But some tariffs are regulated at the state level and cannot be higher than provided. So the fee for processing a document consists of several parts:

1. State duties. The size of this indicator is controlled by law and changes periodically depending on government instructions.
2. Prices for the notary service in question. Notaries can set their own prices for their services, which depend on their professional competence and experience, as well as on average readings in the region. In Moscow, prices will be higher than in the outback of Russia.
3. The amount of work required. If you need to make one certified copy, the price will be less than if you need to certify several copies of different work books. This indicator is calculated individually.

Rates are per page certified by a notary. The more copies you need to make, the more expensive the service will cost. Some categories of citizens for 2021 have benefits for the services in question. This applies to disabled people of groups 1 and 2, who receive a discount on the state fee of 50% of the amount. Defenders of the country and civil servants can receive a 100% discount on state fees. But it is better not to skimp on notary services, especially in cases where a work record is involved.

Where can I get a copy certified?

How can I get a copy of my work record book so that there are no complaints about it from employees of different departments and banking institutions? A citizen can do this in two ways:

• by contacting the organization in which he currently works;
• by contacting a notary (this option is used if a person does not work anywhere officially, or the organization has been liquidated and the book is in his hands).

Authorized employees have the right to certify copies, incl. manager, chief accountant, personnel department employees. Work books of citizens working for an individual entrepreneur must be certified by the individual entrepreneur himself.

How to make a copy of a work book? The responsibility to prepare copies of work records is usually assigned to the personnel service. The same department is also responsible for their management.

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.

Validity period for a copy of the document

The duration of validity of a copy of the work permit depends on the requirements of the organization requesting it. So, in many credit institutions, social agencies, etc. it is required to submit a copy no older than 1 month from the date of its certification. In other structures, this period may be longer - it is better to clarify this in advance.

If new entries are added to the work book after copying it, the copy automatically becomes invalid regardless of how much time has passed from the date of certification, and it should no longer be submitted anywhere.

Do I need to make copies of blank pages of a work book?

The director of the organization must review the submitted application, put a resolution on it, certify it with the seal of the organization and sign if he agrees.

• The head of the company issues an order to issue a duplicate.
• The word “duplicate” is written on the title page of the work book, followed by the employee’s last name, first name and patronymic, as well as place and date of birth, education (secondary, specialized secondary, professional or higher). The employee’s total length of service before joining the current place of work must also be indicated here.
• In order, according to the dates of hiring and dismissal, information about previous places of work is entered (name of organization, date of hiring and dismissal, number and date of the document confirming the specialist’s work in a particular company).

Why do you need a copy of the work record?

Attention You can request the temporary release of the original:

• To the director
• To the chief accountant
• Head of HR department or HR specialist

The procedure for your actions: Example (sample) of an application for issuing a copy of a work record Do all pages of the work record book need to be photocopied for a foreign passport? Which pages of the work book need to be photocopied? Do I need to photocopy blank pages where there are no entries? 1 answer to the question on the topic “Employment book” You need to photocopy all pages confirming your work experience.

Important

Empty pages, no encouragement needed. Is it necessary to copy blank pages of a work book? In general, in practice, what happens is that a citizen is not refused, and without any problems, a copy of the work book is issued - and then certified.

Registration of a document extract is carried out in several stages: Personal application to the organization.

A copy of the work book: we prepare it correctly

The requirements for the “Date” detail are contained in paragraph 3.11: it is written in Arabic numerals in the sequence day-month-year, separated by dots.

• The sheets are numbered, stapled and the made copy is given to the employee.

A copy of the work record book certified by the employer - sample: The validity period of the copy is not defined by law and depends on the purpose for which the copy is intended.

Different organizations may set their own deadlines.

In practice, a copy is required for submission to a bank, migration service, social security authorities, court, etc.

In the case of issuing a loan to a citizen, the bank’s goal is to ensure his solvency and the “expiration date” can be reduced even to 2 weeks, but, as a rule, it is one month.

There is no time limit for submission to court.

How to certify a copy of a work book?

The employee’s right to receive a copy is also provided for in Articles 84.1 and 89 of the Code.

It must be issued free of charge and within three days.

A copy must be distinguished from a duplicate, the rules for issuing which are regulated by the Instructions, approved.

69th

Resolution of the Ministry of Labor. ... Dear readers! Our articles talk about typical ways to resolve legal issues, but each case is unique.

If you want to find out how to solve your particular problem, please use the online consultant form on the right or call.

Why do you need a copy of the work record? In some cases (if required by law or internal local acts of the organization), it is necessary to copy blank sheets of the work book, certify the copy of the book with the signature of an official of the organization that issued it, as well as with a seal.

Where is it required? The situations in which a citizen may be required to present a copy are varied.

Instructions on how to certify a copy of a work book and sample documents for various purposes. Important: Making double-sided copies is unacceptable: information must be contained on one side of each sheet.

Important: The employer is required to issue a copy within three days of receiving the application.

Otherwise, he may be held accountable under Article 5.27 of the Code of Administrative Offenses of the Russian Federation. A copy of the work book is stapled and certified with a general seal. How long the copy is valid. The validity period of a certified copy of the work book is not established by law.

It is determined by the institutions that requested such a copy, and usually does not exceed one month. After making changes to the work book, the previously received copy becomes invalid. Receiving a certified copy of the work record book is the legal right of the employee.

It must be remembered that failure to issue such a copy within the prescribed period may result in a serious fine for the organization.

In addition to confirming the veracity of the information provided by the future borrower, the bank needs this to:

• establishing the degree of solvency of the proposed client;
• determining his main stable source of income;
• insurance for possible recovery of the loan amount at the borrower’s place of work in the event of non-repayment.

The bank's credit commission makes a decision on issuing a loan based on an analysis of the probability of debt repayment.

A significant role in this is played by information about the client’s persistence in labor relations, the source of which is his work record.

Thus, persons who change their place of work too often (who have recently had many entries about employment and dismissal in their work book) cannot always be recognized as reliable clients.

Also on the copy of each spread, under it, on the sheet there should be:

1. The words written without quotation marks are “Copy is correct.”
2. The initials of the specialist are indicated.
3. The position of the person certifying the document is entered.
4. Signed by a HR specialist.
5. Date of.

The most common errors are related to incorrect printing.

It must be placed in a specially designated place.

For example, like here: The general scheme for certifying a work record is as follows: Stick to it when drawing up an extract.

Source: https://abm-a.ru/nuzhno-li-delat-kopii-pustyh-stranits-trudovoj-knizhki/

How to make a copy of a work book correctly

A copy is created using technical means (copier) from the pages of the original. It consists of A4 size sheets stitched or not stapled together with a copy of one spread of the book on each sheet.

HR department employees must approach this process responsibly, since an incorrectly completed copy will not be accepted at the institution where the employee of the organization plans to apply.

How a copy of a work record is made by an employer:

• it is necessary to make photocopies of all pages on which there are entries (including inserts and the title page), if necessary, a copy is also made of the pages about awards;
• The print quality must be good, it is unacceptable to change the scale on the copier, double-sided copying is not allowed;
• copy sheets should be numbered;
• if the copied pages are not stitched together, each of them must indicate: the inscription “Correct”, the position of the person who certified the copy, the handwritten signature of the certifier, his initials and surname, the date of certification; when stitching pages of a copy, such an entry is made only on the last sheet, and on its back a paper sticker is made indicating the number of numbered and stitched sheets (the inscription is also certified by a signature and seal);
• on the last page of the copy of the work the inscription “Working to date” is also written;
• the seal should be located on part of the text, and not in an empty space on the page.

Please note that as of July 1, 2018, the new GOST R 7.0.97-2016 came into force, adding a new requirement to the procedure for making a certification mark (clause 5.26). Now, if a copy is made for submission to another organization, the standard certification inscription must be supplemented with a phrase about the location of storage of the original document. Here's what it might look like in an example:

All sheets of the work book are certified

This requirement is especially often made by large companies with a small number of employees.

• Determining the pages that need to be certified. Confirmation may not be required from the entire document, but only from a few pages. It is worth checking which periods of work experience are required for confirmation. Usually the specialist makes a copy of the first sheet, which contains information about the citizen’s identity, and additional sheets of the book.
• Waiting for and receiving a certified copy. When applying in writing, count 3 working days. It is after this time that you will be able to obtain a certified copy of the document from an official (clause 7 of the Decree of the Government of the Russian Federation number 225, approved on April 16, 2003).
• Don’t forget to discuss with the notary how long it will take to prepare the document. It is possible that you will receive an extract from the book on the day of your application.

You can make a certification entry either handwritten or using a special stamp. Using a stamp, you can make part of a record or its entire version. For example, a seal impression may contain the entry “Copy is correct.” The responsible employee only needs to put the date and signature.

If the employer is an individual entrepreneur and works without a seal, then certification is carried out through a signature with a transcript. For what purpose? The main requirement for a copy of a work record book is its legibility and proper certification.

But at the same time, the requirements for the certification signature may differ slightly depending on the organization where the copy is provided.

How to certify a copy of a work book correctly

Let's give an example: citizen Zankov applied to the bank for a loan. He had to provide documents: a passport, a copy of the work record book, a certificate from the place of work about the amount of wages.

At the appointed time, Zankov was scheduled for a consultation with a bank employee. Having arrived at the bank, Zankov provided original documents for reconciliation.

Attention

It turned out that the certified extract of the work record book was now invalid. The citizen needed to seek the services of a notary to re-certify the document.

How to certify a copy or extract of a work book correctly - mandatory details, signature and seal Remember that certified copies are not always accepted.

Important

However, every working person should know what a certified copy of a work record book looks like, so that when they receive a copy in their hands, they can make sure that it is executed correctly. The original work book of a working citizen is kept in the organization where he currently works.

Who is responsible for maintaining the work record, who should I contact? Large organization A large organization has its own personnel service: this may be a personnel department, a personnel department, or simply a personnel specialist. They are the ones who have the work book, and they are responsible for the timely and competent completion of this document of yours. It is they, upon your written request, who are obliged to provide the requested copy of your work record book, having previously certified it, within a period not exceeding 3 days.

How to certify a copy of a work record book

Wherever work experience appears in the document flow. The most common situations when a copy of a work document is needed include situations such as:

• loan processing;
• receiving government subsidies;
• registration of pension payments;
• adoption procedure;
• obtaining a foreign passport, etc.

Based on a copy of the employment record, the period of employment is confirmed. But in some cases, an additional employer may need to review employment records when applying for a part-time job. Some positions are strictly prohibited from being combined.

Legal grounds Certification of a work record is a fairly common process. Every personnel officer encounters this more than once during his or her career.

In order to avoid unnecessary hassle, every literate person should know where and how to make a certified copy of the work record book. You may need a certified document:

1. to obtain a bank loan or obtain a loan guarantee,
2. to prepare documents for obtaining a passport,
3. to the tax office to receive social deductions or any social benefits,
4. for registration of inheritance and pension.
   This is not a complete list of places where a copy of a certified work report may be required.

According to the law, according to the document “Rules for maintaining and storing work books, producing work book forms and providing them to employers,” which was approved by government decree No. 225 of April 16, 2003, an employee has the right, by submitting a written application to management, to receive a certified copy of his work record. books. How to properly certify a work book A copy with proper certification of the work book must be provided to the employee within three days from the moment the employer receives a written form of the appropriate nature. The process of creating a copy itself is not difficult. A copy is made of all completed pages. Certification of a copy of any document can be done in two ways: Page by page In this case, the certification inscription and seal are affixed to each sheet of the copy of the Bound set of copies. In this case, all pages of the copy are numbered, stitched, and a seal is placed in the form of a sticker indicating the seal, signature and number of pages. The entire set is certified. Based on existing judicial practice regarding copies of documents, page-by-page certification is more appropriate. Important aspects of creating copies include the mandatory indication of the date of manufacture.

When certifying a copy of a document, a specialist must take into account the following design features:

1. Make copies of all pages of the document.
   Perhaps you currently hold the position of an ordinary worker, but previously worked in management/administrative positions. This may affect the provision of credit.
2. It is worth making a copy in the same size as the size of a real, real book. Don't zoom in.
3. If you have made a scan, it is not recommended to print the picture, as the size may change.
4. All details must be indicated, stamped and signed.
5. The extract also indicates the applicant's job.
   It is enough to write “Currently working/currently in position...”.

Please note that this statement is valid for only 1 month. If suddenly the employee quit during this period and got a new job, then the copy will be invalid.

Small organization Small organizations do not have the opportunity to maintain an entire structural unit that would deal with personnel issues - these responsibilities are usually delegated to either the manager’s secretary or an accountant.

You should write an application addressed to the director with a request to provide you with a copy of your work record certified by the organization. An employee performing the duties of a personnel officer knows how to properly certify copies of a work record book.

There are several ways to make a copy:

• photocopy of the document}
• scanned copy of the document}
• computer set of information contained in the work book}
• handwriting.

Depending on which organization requested a certified copy, you should decide how to properly make a copy of the work book. This is legal, and the employer is obliged to provide all documents within the same time frame - up to three days (Articles 62 and 89 of the Labor Code, 7th article of the Rules).

Sample of a certified copy of a work book for a bank - sample: How and why do you need to certify the last page? A copy of the Labor Code is intended to certify the employee’s work activity to third parties.

At the same time, continuous work experience may be important for social security authorities, solvency due to work in a certain organization, etc. may be important for a bank.

A copy certified in accordance with all the rules, with a correctly entered entry on the last page about work and “currently”, allows the employee to exercise his rights arising from the fact of employment: receive a loan, certain benefits, education in the chosen specialty, a foreign passport, certify the facts in court, etc.

Receiving a copy of the work book within the prescribed period is the employee’s legal right. A certification inscription and the signature of the responsible person are also affixed here. The seal is also located partly on the signature and on the information form.

When affixing a certification inscription and seal, you need to take into account some nuances: The inscription is partially superimposed on the image of the copy But without hiding the existing information Usually a round seal of the organization is used But a separate seal of the personnel service can also be used The seal is not placed on a blank page or in an empty part of it The seal captures the inscription and image of the copy But it must be clearly legible Specific place for adding the certification Not regulated, but it is better to proceed from expediency. Often the mark is placed in the upper right corner, but this hides some of the information.

But there are also some nuances specific to a particular banking institution. They need to be clarified directly with the recipient. In general, the following can be noted: In most cases, personnel officers put the inscription “Copy is correct.” But the law provides for a different wording.

According to GOST, copies of documents are marked with o.

It is advisable to use this option. The place where the certification inscription is placed is not of particular importance for the bank. But the main text must be legible and readable. When affixing the signature of the responsible person, the position and full name of the certifier must be indicated. Some banks require an inscription about the location of the work book. The law does not require such an inscription. , but it is better to follow the requirements of the bank. The inscription about the fact of current work in the organization may also have significance. Legally, this note is not provided for and does not correspond to logic.

Source: https://advokat-na-donu.ru/zaveryayutsya-vse-listy-trudovoj-knizhki/

Features of making a copy for the bank

How to make a copy of a work record book if the employee’s goal is to obtain a loan from a bank? According to the above rules. In this case, the document records must confirm that the borrower is still working in a certain position. When verifying, the following nuances should be taken into account:

• the copy must be prepared in accordance with all legal requirements, and specific design requirements should be clarified with the banking institution;
• if the last entry in the work book is located at the very bottom of the page, you need to make a photocopy of the blank page following it; this will confirm that the citizen has not been fired or transferred to another position.

Rules for making a copy of a work record book

1. A copy is made only on a copying machine and only from the original document. Making a copy of a copy of a document or printing a photo from a phone or camera is not permitted.
2. The first page to be copied is the spread containing personal data, the date and place of issue of the book to the employee, and only then the remaining sheets. Blank sheets are not copied. If there is an insert in the book, a copy is also made of it. It is possible to include incentive sheets in the copy, if any.
3. A copy of each spread should be on a separate A4 sheet, although sometimes it is acceptable to have a copy of two spreads of the work on one sheet.
4. The copy should be completed by a sheet with the place of work for a given period of time.
5. If the entry about the current place of work is made on the last line of the employment page, then you must make a copy of the next empty spread.
6. Please pay attention to the exact sequence of copies of spreads, since if this rule is not followed, the requested authorities may not accept the copy.