Before considering a sample work record certification, let’s find out why this may be required. TC is a document that is stored in the organization where its owner works. It is given to the employee after dismissal (or upon a written application from the employee, in accordance with Article 62 of the Labor Code of the Russian Federation).

But there are situations when you need to present this document. You cannot borrow it and take it outside of work. This is where the question arises: how to certify a copy of a work record book in 2021. This will be required in the following situations:

1. To the bank - to confirm employment. Sometimes a certificate in the bank form or 2-NDFL is not enough for credit institutions to verify the stability of the borrower.
2. To the consulate to obtain a visa. This is especially true for business trips.
3. To the Migration Department - to obtain a foreign passport. In accordance with Order of the Federal Migration Service of the Russian Federation No. 320 dated October 15, 2012, such a requirement no longer exists. But sometimes employees of the Ministry of Internal Affairs act the old fashioned way and still require an employment document.

Newly-made pensioners do not need to think about how to certify their work record book according to the new 2021 rules. The Pension Fund of the Russian Federation collects all data on the employment of insured persons in electronic form and is better than any Labor Code in telling who worked where and for how long.

But external part-time workers do not need photocopies of employment documents. It should not be provided at the place of the second job. On the contrary, they must issue a certificate and an order of admission for presentation at the main job. And there, based on these two papers, an additional entry will be made.

Sample of how to certify a copy of a work book from July 1, 2021

Now let's return to the updated GOST. According to its rules, the personnel officer must not only write the word “True” and support it with his full name, position and signature. You should also provide a link to the location of the original.

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That is, a sample certification of a copy of a work book 2021 should contain the following phrase (this is an example with the name of the organization):

Finally, it is necessary to put the current date and company seal. All other requirements known to the personnel officer are still in effect.

How to certify a copy of a work record book in 2021

If an employer delays issuing documents or refuses to issue documents at all, he is violating labor laws. And for this art. 5.27 of the Code of Administrative Offenses of the Russian Federation provides for liability. For a primary violation it will be:

1. This is a multi-page copy. Therefore, a certification must be written on each page.
2. On the last page you must write “Working to date” and indicate the date the copy was issued. How to make this inscription correctly, see our example.
3. The original work record book is not stored in the file, but, as a rule, in the employer’s safe, so it will not be possible to indicate the case number. This is not scary - the record of where the original is stored can be modified. For example, like this: “The original document is in the safe of the personnel department of XXX LLC.”

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Sample of how to properly certify a work record book in 2021

In order for the provided photocopy to have legal force, you need to perform a number of other actions:

1. Scan and/or print all completed sheets. The image should be clear, contrasty and easy to read.
2. It is advisable to number the sheets and stitch them, sealing the ends of the thread at the back. If this is not done, each page will need to be certified separately.
3. Place the seal so that it does not overlap the text of the certification inscription.

Oh quite legal. You can put it down if the employee has expressed such a desire. However, there is no need for it.

How to certify a copy of an employment contract 2021

The defendant sent the required documents to the former employee by registered mail on the fifth day. Considering my rights under Art. to be violated. 62 of the Labor Code of the Russian Federation, due to the failure to issue the specified documents to her within three working days, the woman filed a lawsuit to recover compensation for moral damage.

Typically, the hiring and dismissal of employees is documented by the company's personnel department. He is also responsible for maintaining and storing work books.

The head of the HR department makes a copy of the work book and the entries on it.

How to properly certify a copy of a work record book in 2021

At the same time, the requirement of FMS employees to provide a work book or a copy of it to obtain a foreign passport is currently considered unlawful and a citizen has the right to complain about the actions of representatives of the service.

The requirement to provide a book from the Social Insurance Fund is, in principle, legal, since one of the main indicators when calculating benefits for temporary disability or payments in connection with maternity is length of service.

Certification of a copy of the general director's employment contract sample

Expert opinion

Polyakov Pyotr Borisovich

Lawyer with 6 years of experience. Specialization: civil law. More than 3 years of experience in drafting contracts.

The company seal is placed on it. The seal should be partially on the paper and on the document sheet. To obtain a copy or extract, you must submit an application addressed to the head of the enterprise, and, if there is a personnel department, to his head.

This practice exists in large organizations with a large number of employees. For an employee of a small structure, it is enough to confine himself to a verbal message about the need to obtain a copy of the work book.

Then the HR employee makes a copy only of the first page containing personal data and of the pages relating to the required period.

Copy of the employment contract certified by the employer sample

You should check the original document for the presence of all sheets, signatures of the parties and the company seal, and the correctness of the information about the employer and employee entered into it. Then use a photocopier to make a copy of all the pages. It should be clearly readable and written on one side of the sheet.

A work book is a fairly important document, because it contains all the necessary information about a person’s length of service and work experience. This information is needed both for successful employment in a new job, and for summing up the results of your working career -. That is why you should make at least one copy of the work book and the employment contract, which may be needed at any time. We will tell you in this article how to certify a copy of an employment contract and why it is needed.

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Is it necessary to certify every page of an employment contract?

But, with the entry into force of Order No. 320 of the Federal Migration Service of the Russian Federation in 2013, such a need no longer existed. That is, a citizen has the right not to provide a work book.

Now, to confirm your work activity, you just need to fill out the appropriate field in the application form.

For example, an employee can write in his own hand: “I have received a copy of the employment contract” (signature, date). It is undesirable to fill out this line on a computer and only require the employee to sign. Labor Code of the Russian Federation, an employment contract must be concluded in writing and drawn up in two copies, which have equal legal force.

This is important to know: Example of an employment contract: sample 2021

In what cases is a copy of an employment contract needed?

Both the employer and the employee may need a certified copy of the contract.

The citizen provides the document:

• to the bank when receiving a loan;
• when applying for a visa;
• the employer with whom a new employment contract is concluded;
• to court along with the claim;
• to the pension fund to register a pension.

The employer certifies a copy of the contract at the request of regulatory authorities and the court.

How to properly certify a copy of a work record book for your employee - still working today

If the deadline is missed, to “update” the copy it will be sufficient to simply certify it by an authorized person of the employer, indicating the new date and affixing the organization’s seal. Or, the employee can always request the production of an entirely new copy. It is the employer’s responsibility to issue the document free of charge and there are no restrictions here.

2nd paragraph 3.26 art. The Rules indicate that a copy can be certified by any seal at the discretion of the organization. Although this is not a mandatory requirement, copies are usually certified by a seal. This, in particular, is required by banks when applying for loans.

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Who certifies the document?

Officials authorized to certify a copy of the employment contract are appointed by local acts of the company.

In practice, document preparation is entrusted to:

• to the head of the company on the basis of the charter;
• an official temporarily replacing the head of the company on the basis of a power of attorney;
• employees of the HR department, accounting department in accordance with orders;
• to the arbitration manager on the basis of a bankruptcy court decision.

You should know! It is allowed to have a copy certified by a notary. You will need to present a genuine document. Each page of the original must be signed by both parties to the contract. You can flash the agreement and sign it at the place where it was flashed. If this is not done, the notary will doubt the authenticity of the contract and refuse certification.

How to certify a copy of a contract: step-by-step instructions

Preparing documents and tools (step 1)

You should check the original document for the presence of all sheets, signatures of the parties and the company seal, and the correctness of the information about the employer and employee entered into it. Then use a photocopier to make a copy of all the pages. It should be clearly readable and written on one side of the sheet.

For stitching you need to prepare:

• awl;
• black or white threads;
• a needle;
• a small piece of white paper;
• glue;
• seal of the organization.

It is important to know! A stamp may be used to mark the certification. It can be ordered from a special organization or made independently using typesetting printing.

Staple pages (step 2)

All pages of the document are put together in order and numbered. On the left side, use an awl to make 2-3 holes. Next, the agreement is stitched with thread, the ends are brought to the back of the last page, and tied with several knots.

A sheet of white paper is glued onto the elongated ends of the threads. You need to make sure that the ends are not completely hidden.

Marking (step 3)

“True” is written on the sticker or stamped.

Then enter the following information:

• name of the position of the responsible employee;
• witness's signature;
• decryption of the signature (initials, surname);
• date of registration.

The mark is certified by the company's seal. If a copy is made for transfer to another company, additionally indicate the storage location of the original (company name, case number).

Please note! In practice, it happens that the document is not stapled and is stapled. In this case, each sheet should be certified separately. A mark is placed at the bottom of each page. You can do it using a printer, providing all the necessary information. Then the responsible employee signs the inscription and certifies it with a seal.

Samples of a certified copy of an employment contract:

Sample No. 1 - according to the new standard. Sample No. 2

How to properly certify a copy of an employment contract

When certifying the compliance of a copy of a document with the original, below the “Signature” requisite, a certification inscription is affixed: “True”; position of the person who certified the copy; personal signature; decryption of the signature (initials, surname); certification date, for example:

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What mistakes can be made when certifying a copy?

When certifying a copy, you should be careful to avoid mistakes.

The document should not contain:

• additions made in pencil or pen;
• blurry text;
• unclear signatures and stamp;
• seals of the wrong type.

Advice! In practice, there is an option when a document is stapled, the place of fastening is sealed with a sheet of paper, and a mark is made. This type of assurance is unacceptable. The sheets are easy to unfasten and replace with others.

Validity period of the certified copy

The validity period of the copy of the agreement depends on the organization to which it is provided. For example, when preparing a package of papers for a pension fund to register a pension, attach a copy with a mark made no later than 30 days . If the document is submitted to a financial institution, the document is valid for two weeks .

Expert opinion

Polyakov Pyotr Borisovich

Lawyer with 6 years of experience. Specialization: civil law. More than 3 years of experience in drafting contracts.

The deadlines are set due to the fact that changes can be made to the employment contract by concluding additional agreements. This will oblige the parties to the contract to make a copy of it again and make a certification.

In each specific case, it is necessary to clarify for what period the copy of the contract is valid.

How to properly certify a copy of an employment contract

The validity period of the copy of the agreement depends on the organization to which it is provided. For example, when preparing a package of papers for a pension fund to register a pension, attach a copy with a mark made no later than 30 days . If the document is submitted to a financial institution, the document is valid for two weeks .

The deadlines are set due to the fact that changes can be made to the employment contract by concluding additional agreements. This will oblige the parties to the contract to make a copy of it again and make a certification.

How to make an application for the employer to issue a copy?

According to Article 62 of the Labor Code of the Russian Federation, the employer must transfer to the employee documents related to work activities at his request. Three working days are allotted for this. Copies are certified by the responsible employee and transferred free of charge.

In practice, an oral appeal from a citizen is sufficient. HR department employees take out the employment contract, take a copy, and certify it.

In case of a conflict situation, you need to write a statement addressed to the manager. It must indicate:

• position, full name of the manager;
• company name;
• position, full name of the citizen;
• link to Article 62 of the Labor Code of the Russian Federation;
• request for a copy of the contract;
• date and signature.

The application is made in two copies. One is registered in the employer’s office, the second is returned to the employee with a note about registration of the appeal.

Thus, both the employer and the employee may need a certified copy of the employment agreement. It is most convenient to make a note about the certification from the employer. To do this, you will need to write an application for a copy. In some cases, an oral request from a citizen is sufficient.

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This is important to know: Extension of the term of an employment contract with a foreign citizen

Certification of a copy of a work book for a bank: sample and photo

As a rule, the location of work can be determined depending on whether you perform a labor function somewhere or not. So, if you are officially employed, then the work book, along with some other documents, will be stored in the employer’s organization or in the personnel department.

If you do not work, then, accordingly, the work book is in your hands.

Thus, depending on the position of the document, the methods of making photocopies also change. You can read about certification of a work book for other reasons here. In the HR department, the HR department of an organization is a kind of body that is responsible for all internal documentation of the enterprise, regulatory approval and resolution of a number of problems with paperwork.

Also, the function of the organization’s HR department is to maintain and store work books.

When you are admitted to a position, a personal file is created in your name, where your documents are then sent, starting with a copy of your passport and ending with your work record.

How to properly certify a work book

If a person works, to receive it he needs to apply to the personnel department of the enterprise where he works. An organization’s accountant can also issue a photocopy if he is entrusted with the function of maintaining personnel document flow, and there is no human resources department. Within three days after receiving the application, the papers must be handed over to the employee. They have no right to refuse him this.

If a citizen is unemployed, a notary can issue a copy of the Labor Code for him. To do this, you need to contact a notary office, presenting your passport and work record book to the notary. The notary copies the necessary pages, and then puts stamps and his signatures on them. They also make a corresponding entry on each page.

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How to stitch documents correctly

Such methods, for example, may include the use of sequential numbering of sheets indicating their total number and identifying details of the document, signing each sheet by the author with the numbering of the sheets, affixing seals or stamps at the intersection of sheets of the document, affixing a continuous relief (pressure) seal through all sheets of the document etc. (clause 1.3. Methodological recommendations for certifying the accuracy of copies of documents and extracts from them). — there is a risk of substitution of sheets in the contract, and if a dispute arises in court, such discrepancies in contracts are not always interpreted in favor of the employer. The employer will still need to prove that the forgery was committed by the employee and not him.

We wrote more about document firmware in the material at the link. Forgery of a stitched contract is less likely, and the fact of forgery itself may become more obvious, because

• When and how to conduct a personnel audit Maintaining personnel document flow in strict accordance with the letter of the law is necessary, since these documents are used not only by the personnel service, but also by the accounting department to calculate wages. They can be checked by the labor inspectorate and tax authorities; employees may need extracts and certificates.
• Personnel audit. What documents does your company need to have? An audit of personnel records management is one of the most important components of the procedure for assessing the effectiveness of the entire personnel management system and the human resources potential of an organization or an independent procedure as part of measures to reduce the fiscal and reputational risks of the company, including when resolving labor disputes in court.

The employee asks the HR or accounting department for copies of documents - to issue them or not and in what form

The Labor Code stipulates that in some cases the employer is obliged to provide the employee with copies of orders for admission, transfer and dismissal, as well as some certificates, for example, about salary. At the same time, workers require not only the documents named in the code. Should the employer grant their request? What documents may an employer not issue to an employee? How to certify a copy of a document? What is the judicial practice in such disputes? You will get answers to these and some other questions by reading the article.

What documents is the employer required to provide to the employee?

– copies of orders on hiring, transfers to another job, and dismissal;

– extracts from the work book;

– certificates of wages, accrued and actually paid contributions to compulsory pension insurance, period of work with a given employer, etc.;

– a work book for the purpose of compulsory social insurance (security) of the employee (he is obliged to return it to the employer within three working days from the date of receipt of the work book from the body that carries out compulsory social insurance (security).

The obligation to issue documents to the employee is also established by other norms of the Labor Code. In particular, in accordance with Art. 68, at the request of the employee, the employer is obliged to provide him with a duly certified copy of the order (instruction) on hiring. Article 84.1 talks about documents issued upon dismissal. In particular, at the employee’s request, a duly certified copy of the order (instruction) to terminate the employment contract must be issued, and, based on a written application, certified copies of work-related documents must be issued. And of course, on the day of dismissal, a work book is issued.

In addition, in Art. 89 of the Labor Code of the Russian Federation determines that in order to ensure the protection of personal data stored by the employer, employees have the right, among other things, to receive copies of any record containing their personal data, except for the cases provided for in Part 8 of Art. 14 of the Federal Law of July 27, 2006 No. 152-FZ “On Personal Data” .

Is the employer obliged to provide copies of local regulations (internal labor regulations, wage regulations, etc.) related to the employee’s work activity, upon his application?

It is impossible to give a definite answer to this question. Let's explain why. The courts, when considering disputes about the issuance of documents, say that the list of documents in Part 1 of Art. 62 of the Labor Code of the Russian Federation is not exhaustive; in addition to those named in this norm, the employer is obliged to issue other documents. At the same time, in recent judicial practice, workers have been denied requests for the issuance of wage regulations and annexes to the collective agreement. The courts justify their decisions by the fact that in relation to local regulations, labor legislation provides for the employer’s obligation to familiarize themselves with them under signature, but not to provide these documents to the employee (see, for example, the appeal rulings of the Supreme Court of the Komi Republic dated August 24, 2015 in case No. 33 ‑4430/2015 , Khabarovsk Regional Court dated 02/11/2015 in case No. 33‑888/2015 ).

Note that the requirements for the employer to issue documents to the employee are contained in several federal laws and acts. Let's present some of them in the table.

How to certify a copy of an employment contract sample

There are also court decisions that declared the refusal to issue copies of local acts, for example, on the procedure for setting wages, to be illegal. Thus, the Primorsky Regional Court, considering an employee’s complaint against the decision of the court of first instance, which refused to satisfy the demands for issuing to the employee copies of documents related to the establishment of material incentives for employees, the wage system, etc., indicated that the employer is obliged, upon the written request of the employee, to issue him not only the documents named in Art. 62 of the Labor Code of the Russian Federation , but also other documents related to his work, if they are necessary for him to exercise certain rights. Since the employee demanded documents in order to establish the legality and validity of the procedure for calculating wages, the refusal of the court of first instance to satisfy the employee’s demands was declared illegal ( Appeal ruling of the Primorsky Regional Court dated June 27, 2021 in case No. 33‑6331/2021 ).

GOST R 6.30‑2021 “Unified system of organizational and administrative documentation. Requirements for the preparation of documents” [2] regulates the preparation of records on a copy. According to clause 3.26 of this standard, when certifying the conformity of a copy of a document with the original, below the “Signature” requisite, the following is indicated:

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When and to whom are work-related documents issued?

Some employees believe that the employer, even if the documents are sent by mail, must meet the three-day deadline. However, it is not.

The employee contacted her former employer with a written request to send her service-related documents by registered mail. The defendant sent the required documents to the former employee by registered mail on the fifth day. Considering my rights under Art. to be violated. 62 of the Labor Code of the Russian Federation , due to the failure to issue the specified documents to her within three working days, the woman filed a lawsuit for compensation for moral damage. Refusing to satisfy the stated claims, the court of first instance proceeded from the fact that the employer complied with the requirements of the dismissed employee within a reasonable time to carry out these actions; the documents were sent to her by registered mail after three days on the first working day ( Appeal ruling of the Voronezh Regional Court dated 06/07/2016 in case No. 33-3912/2016 ).

If you miss the deadline for issuing documents, what happens to the employer?

Please note that not only a working employee, but also one who has already been fired can apply for documents. Moreover, a former employee can contact the employer even after two, three, or ten years, and the employer will be obliged to satisfy the employee’s request (if he needs the documents to exercise certain rights) to provide copies of the documents.

Instead of the employee, another person, for example, relatives, can receive the documents. To do this, the employee must issue a power of attorney for a specific person - spouse, child, mother, etc. Moreover, in this case, a notarized power of attorney is not required. In order for the authorized person to receive documents, he must present to the employer:

– a statement written by the employee;

To prepare and issue copies of documents, the employer needs a corresponding application from the employee. Such a statement is written in any form. It should clearly indicate the names of the documents that the employee needs, and, possibly, the number of copies. Let's give an example of a statement.

To the Director of Romashka LLC

from manager T. D. Krasnova

on the issuance of work-related documents

Based on Art. 62 of the Labor Code of the Russian Federation, I ask you to provide me with duly certified copies of the following work-related documents in connection with my dismissal:

– a copy of the order for transfer to the position of manager;

– a copy of the employment contract.