Instructions: how to fill out a work book upon dismissal

Normative base

Federal Law of July 27, 2004 N 79-FZ “On the State Civil Service of the Russian Federation”
Decree of the Government of the Russian Federation of April 16, 2003 N 225 “On Work Books” (together with the “Rules for maintaining and storing work books, producing work book forms and providing them with employers")

Resolution of the Ministry of Labor of Russia dated October 10, 2003 N 69 “On approval of the Instructions for filling out work books”

Instructions for filling out work books when changing your last name

If the employee got married or there were other reasons for changing her last name, then all information is entered on the basis of the passport or other official documents she brought.

How the adjustment occurs:

• On the title page, the previous surname is crossed out with a solid line, and a new one is written in the same space.
• The bases are indicated on the inside cover. Example: the surname was changed to the surname Nesterenko on the basis of the Marriage Certificate dated 10.10.2015 No. I-PK

Which legal acts establish the rules?

The procedure for terminating a working relationship is regulated by Chapter 13 of the Labor Code of the Russian Federation. The grounds for termination of the contract are provided in the following legislative acts:

• The articles of the Labor Code of the Russian Federation (Articles 77 - 84.1 of the Labor Code of the Russian Federation) contain information on termination of the contract. Termination of its validity and registration of a work book upon dismissal at the employee’s own request is considered in Article 80, at the initiative of the employer - in Article 81. The grounds are presented in Article 77 of the Labor Code of the Russian Federation;
• in federal laws. For example, for civil servants the issue of dismissal is regulated by law dated July 27, 2004 No. 79-FZ.

It should be remembered that for certain categories of employees, for example:

• Foreigners;
• athletes;
• scientists -

The grounds for termination of labor relations are provided for in separate provisions of the Labor Code of the Russian Federation.

Extract from the employment record: sample of filling out the book

The column “Information about work” is the extract. Most often, employees ask to make a photocopy of several pages from it, and it contains the following information:

• Date and number of entry in numbers.
• Information about admission, dismissal, etc. For example: LLC "Mercury", accepted into the planning department for the position of economist.
• What is the reason for such an entry: it is usually served by the publication of the Executive Order. Example: Order No. 762 dated 10/11/2015.

Grounds for dismissal

The most popular grounds for dismissal are:

• at your own request;
• in order of translation;
• due to staff reduction;
• in connection with retirement;
• in connection with conscription for military service;
• due to violation of labor laws.

In different cases, entries in the work book are made differently. We have prepared a sample entry in the employment record for voluntary dismissal for 2021. But we will still describe in detail how to make the correct entry in the work book upon dismissal, what and how to write in each column.

Filling out work books when transferring to another position in examples

The document, which is very necessary for a specialist, includes adjustments even when he was transferred to another position:

• Mandatory entry number in order of priority.
• Date of official translation in simple numbers.
• In the third column, designated as “Information...”, the data where the transfer was made and to what specific position is entered.
• Reasons for transfer. The Order data is entered here.

Rules for making an entry

According to the Rules for maintaining and storing books, all entries in the columns of the form must be made on the basis of the order of the employer. This rule also applies to information about termination of the contract. The content of the entries in the columns must repeat the wording from the order (clause 14 of the Rules). Information about the termination of the contract is entered into the form of the dismissed employee on the day of his departure from the organization.

The procedure for making entries in the form is discussed in detail in the Instructions for filling out books, approved by Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 No. 69. Let's consider the sequence in which the entry on the termination of a working relationship should be made in the form (clauses 5.1-5.6 of the Instructions):

1. In the first column of the “Work Information” section, the entry number is entered in order (you can use the sample work book below with a record of voluntary dismissal).
2. In the second, the date (day, month, year) of entering information about the termination of the contract is indicated in Arabic numerals.
3. The third indicates the basis for termination of the contract with reference to an article of the Labor Code of the Russian Federation. An example of an entry in a work book about voluntary dismissal reads as follows: “Dismissed of my own free will, paragraph 3 of part one of Article 77 of the Labor Code of the Russian Federation.”
4. In the fourth, it is necessary to indicate the details of the order to terminate the working relationship.
5. Information entered into the employee’s form during his work in the organization is certified by the signature of the responsible person and the seal of the organization (if there is one).
6. As a sign of familiarization with the record, the employee puts his signature and indicates his last name with initials.

Based on the example of a dismissal entry in the work book, you can make the correct entry on the employee’s form.

Work book: sample filling when applying for a job

The title page must be completed first and upon presentation of the passport.

It is very easy to fill out the title page of the work book using the sample. To do this you need to enter certain data:

• Full Name. They can be viewed in your passport or other identity document.
• Date of birth is indicated by numbers: for example, 10/02/1990.
• Education. To confirm its availability, a diploma, certificate, or a certificate of incomplete training is provided if the employee is still a student.
• Speciality. This refers to a profession acquired in an educational institution.
• Date of completion. It can be indicated either completely in numbers or separately by month – in words.
• Signatures: they are placed by the employed specialist and the employee who prepares the book.
• Finally, a company specialist or the individual entrepreneur himself puts a stamp.

Dismissal by transfer: entry in the labor record

An employment contract with an employee is sometimes terminated due to his transfer to work for another employer (clause 5, part 1, article 77 of the Labor Code of the Russian Federation). An employee can transfer to work for another employer:

• at your own request;
• at the initiative of the employer (both current and potential), in this case, dismissal by transfer is formalized only with the written consent of the employee.

We offer an example of how to make an entry in the work book about dismissal when transferring to another place of work:

Correctly filling out a work book: why is it needed and who makes the entries?

A work book is a document containing all the information about the professional activities of an employee. Upon reaching the legal age, it is used to register and calculate a pension. The employer needs the books of his subordinates to calculate various payments, so it is very important to fill out everything correctly.

Regardless of what actions are taken in relation to an employee, changes are made in a company by an individual entrepreneur or in an enterprise by a specialist in the personnel department, accounting department, or the director himself. The rules for filling out a work book in 2015-2016 and samples for individual entrepreneurs and legal entities are the same.

It is worth noting that an individual entrepreneur or LLC represented by a director should not create this document for themselves: in Art. 66 of the Labor Code of the Russian Federation establishes that only employees can have a book, because The length of service of an entrepreneur is counted from the moment of registration with the Tax Service and thanks to cash receipts into the Pension Fund.

The book must be completed no later than a week from the first day of employment, and only if the employee has worked for 5 days or more, and this is his main job. If he only plans to combine, then entries are made at his request and on the basis of a document that is an official confirmation of his activities in another company.

What should be reflected in the book:

• Information about hiring.
• Receiving a transfer to another company or to another position.
• Change of full name in connection with certain events.
• Serving in the ranks of the Russian Army, the Ministry of Emergency Situations, the Ministry of Internal Affairs, the Federal Drug Control Service and other government agencies.
• Advanced training or receiving awards.
• Dismissal of an employee.

Decree of the Government of the Russian Federation dated April 16. 2005 No. 225 established individual rules for making changes to books:

• Any entries are made in black or blue ink in great detail; abbreviations are not allowed. The information is assigned a specific serial number according to the section.
• The employee's passport details are indicated exclusively on the title page.
• Further changes in the business process must be reflected no later than seven days from the date of issuance of the Director’s Order. If the employee resigns, then the information is entered on the same day taking into account the text of the Order, as well as referring to the article of the Labor Code of the Russian Federation.

You cannot indicate in the document information about regular bonuses, which are usually paid every month.

How to dismiss on the initiative of an employee

Filling out a work book when leaving voluntarily in 2021 has a number of nuances. When it is necessary to make an entry in the work book upon dismissal of one’s own free will, the wording in column 3 “terminated employment contract” and not “dismissed of one’s own free will” is appropriate. Some lawyers recommend that when recording voluntary dismissal in the work book, write: “at the initiative of the employee,” since it corresponds to the wording given in the law. We offer you to look at several examples of filling out a work book when leaving at your own request.

Entering information about awards

Information about received awards is displayed in a number of cases: when the employee was thanked, a one-time bonus was issued, he was nominated for a title, or was awarded a valuable gift or certificate.

How to fill in the following data:

• The entry is assigned a serial number, followed by the date it was made.
• Under the line with the name of the company and the title of the position, an entry with approximately the following content is written: “gratitude was expressed for the development of an effective economic plan for the enterprise.”
• Next, the Order and information about it are indicated: date and number.

Duplicate work book: sample filling in 2015-2016.

If his book is lost or misplaced, the employee has every right to submit a written application to the employer or the personnel department from the last place of employment for the issuance of a duplicate; it is issued within 15 days. If the company is to blame for the loss, then all restoration responsibilities fall on it. To make a duplicate, the following documents are required:

• Orders or their copies certified by management on hiring, dismissal, promotion, transfer.
• Certificates from the State Archive in case the previous enterprise was liquidated.
• Employment contracts and certificates of length of service from previous places of work.
• Salary statements.
• Personal accounts of a specialist in a company where it is necessary to confirm his work activities.
• When the length of service has been restored in court, an appropriate decision is needed.

Next, everything is filled out chronologically and taking into account the documents provided.