Sample application for confirmation of work experience in 2021

Methods and order

The procedure for certifying the achieved experience is regulated in Art. 14 Federal Law No. 400-FZ dated December 28, 2013 “On insurance pensions.”

As in the previous pension law until 2014, the standards for certification of length of service are directly dependent on the time of working activity:

1. Before registration - as an insured employee in pension insurance offices.
2. After registering with the same authorities as an insured employee according to the adopted Federal Law No. 27-FZ1 of April 1, 1996.

The time of such registration for the insured person is displayed in the insurance certificate, according to the assigned personal personal account number (SNILS) in the offices of compulsory pension insurance.

How to write an application for confirmation of work experience

Today there are no requirements for drawing up applications for certification of earned experience, so you can send letters to the addresses of organizations where a person worked or to archival institutions in any form.
The letter requires a request to confirm the fact or time of labor relations in a specific enterprise or earned experience in the organization, displaying the position, or to provide the amount of salary during the working period in the organization.

A photocopy or an excerpt from the work book is attached to the request.

The text of the request looks approximately as follows: “According to Art. 62 of the Labor Code of the Russian Federation, I ask you to provide a certificate to certify my earned experience in calculating my pension...”

If the company in which the applicant worked was liquidated, then you need to contact the archives. When you come to the archive in person, the request is filled out according to the accepted template, which is provided by the archive employee.

All information about liquidated organizations is located in the local archives of the regions. Any adult has the right to access the archive. Archives staff will always tell you how to fill out an application form to the archives to receive a certificate confirming your work experience.

It should be noted that today's pensioners are faced with a number of problems when calculating pensions, since many institutions from the USSR period have been re-registered without displaying legal successors in the statutory documents. Such institutions do not want to provide certificates confirming the work activities of former employees.

Meanwhile, the length of service, the amount of pension and social benefits depends on:

• Availability of a grace period.
• Having specialized experience.
• Work experience in government organizations.
• Position held.

Therefore, if a future pensioner has identified shortcomings in the documents, they urgently need to correct them. Possible disadvantages when applying for a pension:

• The work book is lost or the entries in it do not correspond to reality;
• The institution's stamp on admission or dismissal is not clear;
• There is no record of enterprise reform;
• The name of the institution does not match the name in print;

Recommendations for preparing archival certificates

An archival certificate is compiled only on the basis of original documents available in the archive or their certified copies. All information is indicated in chronological order, as it appears in the documents. The document should not contain personal conclusions or speculations of the specialist executing the request.

If necessary, the certificate contains excerpts from documents; they must be enclosed in quotation marks. Extracts can also be issued in the form of a separate official extract.

In certificates of salary, its accrual must be indicated separately for each month of the requested period, in the amount specified in the documents (without adjustments for inflation, denomination, etc.). If there are no documents for any months, this fact is noted in the certificate.

Without a link to archival documents, the certificate will not have legal force.

In some cases, copies of documents confirming the information contained in it are attached to the certificate.

What can be evidence?

According to the standards adopted by the Government in Section II of Resolution of the Russian Federation No. 1015 of October 2, 2014, length of service is certified by filling out a work book, and if it is missing or it is impossible to identify the entries displayed in it, then:

• Labor and civil law agreements.
• Copies of orders.
• Documents confirmed by the institution.
• The applicant’s personal files and pay slips.
• Payment orders certifying the fact of transfers to tax authorities.

The listed materials are presented to certify the length of service earned when, during his employment, a person did not register in the pension insurance structure or errors were found in the personal file data.

Law No. 173-FZ of December 17, 2001 “On Labor Pensions” established that from the moment it came into force, “insurance period” was introduced. However, the process confirming the length of service earned by a person remained the same, regardless of the period of employment, both before 2002 and after it. So, after the adoption of this Law, the process of certifying the earned experience remained the same - by providing a work book, orders for enrollment in the organization and other materials listed in the higher list.

In addition, the earned experience can be certified by a request to the Pension Fund. Here, if during the period of employment for which it is required to confirm the length of service, the employee received registration as an insured worker, information about his work activity will be in the Pension Fund database.

If during the displayed period of time a person was not insured, the earned experience can be confirmed by witnesses (clause 5 of Resolution No. 1015).

To purchase supporting documents, you need to send a request to the local Pension Fund office to establish the period of work based on the testimony of witnesses. The request is accompanied by materials that confirm the loss of the necessary documents or other materials (for example, an archival document containing information about the absence of the required information in the archive).

Document structure

The legislation approves an archival certificate confirming work experience. A sample can be found in the Basic Rules for the Operation of Organizational Archives, Appendix No. 42. But employers can also develop their own form.

The act reflects the following information:

• full and abbreviated name of the organization or individual entrepreneur, location address (you can use the official letterhead of the company, which contains all the details);
• Full name of the employee, date of birth, registration address;
• position held;
• period of employment;
• wages broken down by month and year;
• the amount of contributions to the pension fund.

At his request, a former employee may be issued several copies of the certificate. The number of requests is also not regulated.

Sample of an archival certificate of work experience from an employer

This information is sufficient to establish a citizen’s right to receive an old-age pension.

Application deadlines

The response time to a received request for work experience should not exceed 30 calendar days.
Of course, sometimes searching for documents can take a long time. After all, the archivist needs to turn over a lot of personal files in order to find the necessary materials certifying the applicant’s work experience. If, after sending a request to the archive, in due time, the archive does not have time to find the required materials, then the archive workers must still send an intermediate response, displaying:

• On the current state of affairs in the search for materials.
• About the reasons that led to the delay.

With regard to the provision of local (state) services, the response time has been reduced to 15 days, with control over the quality of responses at the level of the President of the Russian Federation.

Archival reference: sample. How to get an archived certificate

Any citizen who needs to obtain certain information can become a user of archival information. To obtain an archival certificate, you must appear in person or send an authorized representative acting on the basis of identification documents.

What information is stored in the archive

In accordance with the law on the archival affairs of organizations, government bodies and individuals engaged in commercial activities are required to provide the applicant with information contained in archival documents. Such a service should be provided without charging a fee.

An archival certificate is an official document drawn up on a special form and containing comprehensive information requested by the applicant. In addition to the certificate, citizens have the right to receive copies of archival documents relating to the applicant. The need to obtain such documents may be associated with applying to social security authorities, registering pension accruals, or receiving certain benefits.

Data privacy

According to the law, the provision of archival information must occur through user access to the originals and search engines. It should be noted that all stored information is confidential; therefore, access to it should be limited to a certain circle of persons.

Such caution is due to the fact that the information bank contains personal data of citizens, information about their place of residence, marital status, salary, criminal record and other biographical features. In this regard, obtaining an archival certificate is not permitted without the consent of the individual. Employees who have access to the archive are required to comply with the rules for providing information.

Users of archived information

Due to the fact that quite a variety of information is stored in archives, archival certificates are issued to a large number of users. These include legal entities and individuals, former employees of enterprises, law enforcement and tax authorities, pension funds, insurance agencies and ordinary citizens.

Each individual user has their own rules for providing information.

Rules for issuing archival certificates, copies and extracts

All information requested in the archive is issued on the basis of a written application. This document outlines the essence of the request and all the details necessary to carry out the search. The application also provides the applicant’s personal information, initials, address, telephone number. The request must be signed with the personal signature of the applicant.

A certificate of work (archival), containing information about work experience, is issued subject to the most accurate information about the applicant’s place of work. Also in this case, you need to indicate the position and period of work. When changing your last name, you must write your previous initials in the request.

The requested information from the archive must be provided within 30 days from the date of registration of the request. If additional time is required to obtain special information, the archive notifies the applicant of an extension of the period.

What does an archival certificate look like, a sample form

A certificate obtained from a state archive or from personnel documents of a commercial company must be drawn up on the organization’s letterhead and have a clear title. An example of such a request can be viewed when submitting an application.

The archival document is filled out on the basis of originals or certified copies. The archival certificate must contain accurate information about the documents used, and the information must be presented in chronological order. All names mentioned in the certificate are written in expanded form, and excerpts from the original are enclosed in quotation marks. If discrepancies are found during the process of filling out the document, they are transferred to the certificate in the form in which they appear in the original. A correctly completed certificate has full legal force and can be presented as evidence in court.

What violations can make a document void?

An official archival document cannot contain corrections, erasures or illegible phrases. Also, comments and various personal conclusions of the archive workers are not allowed in the text.

After the text part of the document, archival numbers of the used registers are placed. The archival certificate is signed by the chief archivist or the head of the personnel department and certified by a seal. If a document consists of several pages, then each sheet must be certified. The archival request is made in two copies, one of which is issued upon request, and the second is stored in the archival register.

Issuance of an archival copy of the document

Archival institutions, upon request of citizens, issue copies of original documents and archival extracts. Such information blocks are produced on the organization’s letterhead. If a copy of a historical document is made, then there is no need to use such a form.

An archival extract is important if the original information is in a voluminous information register. Therefore, in order to optimize the work, only that part of the information that interests the applicant is indicated in the extract.

Copies of documents are issued to the applicant along with a covering letter. If the requested information is not in the archive, the reason for the non-fulfillment of the request will be accompanied.

Archival certificate 9 forms

Form No. 9 is a fairly popular document among the population. This certificate contains information about the persons registered in a particular apartment, the size of the property, the rights of the owner and his family relationship with other shareholders.

Such a document may be required at the time of filing documents for privatization or when proving inheritance rights. In the case of the purchase and sale of real estate, archival certificate No. 9 is currently not required. To obtain form No. 9, you will have to go to the passport office at the place of registration and present there your passport and certificate of ownership of the premises.

Quite often, applicants are faced with such a problem as the refusal to issue certificate No. 9 due to the resulting rent arrears. In reality, such an argument cannot be considered legitimate, since according to the law, passport office employees must issue a document regardless of the debt.

In case of an unlawful refusal, you must request written confirmation of the reason for the refusal; you can also write a complaint addressed to the head of the passport office or go to court.

Example application for confirmation of work experience

When drawing up an application for information about your work experience, you can use any sample request. At the same time, we must remember that the rules for drawing up an application are the same as the rules for drawing up any official documents. Therefore, in order for the request to be granted, you must indicate:

• FULL NAME. submitting an application.
• Postal address to receive information.
• Information about the institution
• What position did the employee hold?
• About the time period during which the parties maintained labor relations.

Below is an example of such a statement.

Example statement

Confirmation of place of work and position held

The legislator has not established the form for an application to the archive to certify experience, so you can draw it up yourself. Of course, such an application is written on an A4 sheet and all information about the applicant must be displayed on it.

The statement might look something like this:

1. At the top, on the right, is the name of the archive where the request is sent.
2. Full name is written a little lower. author, date of birth, residence address and contact information.
3. Then in the middle of the line is written “STATEMENT”
4. The text part displays the request: “Please issue a document confirming your work experience...”, displaying:

• Names of the institution.
• Names of the structural department.
• Position held.
• Time of labor relations.
• Display the place where the certificate is required and for what purpose it is requested (“... The document is required for submission ...”).

1. Date of submission of the request and signature of the author of the letter.

If the demand is illegal - what to do?

If Pension Fund employees, despite all the arguments, make demands for additional documents, you can contact senior management with a complaint.

If management refuses, you should go to court to resolve the problem. In this case, the court often takes the employee’s side; for example, in 2006, the Supreme Court in case 46-B06-3 declared the demands of Pension Fund employees to present additional documents illegal.

Since the absence of an order to assign an employee to work in the field is not a reason for refusing to recognize the work as hard. Having an entry in the work book is enough.

and a sample request to the archive

What to do if the archive does not have the necessary documents?

If the archive does not contain the necessary documents, then the applicant has the right to invite witnesses who are able to provide evidence of work experience. The period of work experience in the Russian Federation before registration by an insured person can be taken on the basis of the testimony of 2 or more witnesses who know the applicant for a pension due to joint work at the same enterprise. This situation may arise if documents disappeared during a natural disaster (earthquake, flood, storm, fire and other similar circumstances) and cannot be restored.

The following materials must be attached to a request for evidence of the gap in work on presenting witnesses:

1. A certificate from the state (local) structure in whose territory the disaster occurred, indicating the date of the disaster, location and nature.
2. A certificate from an enterprise or state (local) structure certifying the fact of loss of papers on labor functioning and the impossibility of their restoration.
3. A certificate from the archive or state (local) structure certifying the absence of archival information about the working hours, according to witness information.

What is this document and why is it needed?

An archival certificate of length of service is an official document that contains information about the employee’s work activity.

Most often, this certificate is needed to be submitted to the Pension Fund for the calculation of pensions, based on age or in the presence of preferential length of service.

As a rule, one certificate confirms the length of service with one employer, that is, in order to confirm the entire length of service available in the work book, you need to collect several certificates.

Confirmation of experience may be required in the following cases:

• entries in the work book contain erasures and corrections;
• the records are not certified by a seal;
• records or seal impressions are illegible or unreadable;
• there are no work records in the work book;
• other questions that PFR employees have when applying for a pension. For example, when applying for preferential pensions, certain periods that are not reflected in the work book (unpaid leave and maternity leave) may be excluded from the length of service giving the right to this.

The photo shows an archival certificate confirming work experience (sample).
In the event of a dispute, it is needed to establish the possibility of receiving state support in court.