How to correct inaccuracies and errors in a work book

Common mistakes

Typically, erroneous information appears for objective reasons (change of surname due to marriage, reinstatement of an employee by court decision) or due to the inattention of the specialist who fills out the document. Most often you can notice:

• incorrect indication of the worker’s first, patronymic and last name on the title page;
• incorrect dates of hiring, transfer to a new position, dismissal;
• inaccurate job title;
• missing letters, grammatical errors.

Since even one wrong character can cause a dispute when an employee goes to apply for a pension, personnel officers must be extremely careful. You should always check with the employee’s other documents - passport, birth certificate, marriage certificate, education diploma. And if an inaccuracy does creep in, it must be corrected correctly.

Changes and corrections in labor: how to do it correctly

In accordance with Section III of Government Decree No. 225, the employer may correct:

• surname, first name, patronymic;
• date of birth;
• information about education;
• name of the employee’s profession or specialty;
• information about awards.

The main rule of the personnel officer when correcting erroneously entered information is no crossing out. This is only permissible when correcting incorrect information on the title page. In other cases, changes are made by recognizing certain entries as inaccurate and making correct ones. In this case, the new data must be certified by the signature of the responsible person and, if available, the seal of the organization or personnel service.

Clause 1.2 of Resolution of the Ministry of Labor of Russia No. 69 specifies exactly how amendments should be made. Here is an example algorithm:

1. Indicate the serial number.
2. Enter the current date (day, month, year).
3. In the next column, write down exactly what information is not true and what it should be replaced with.
4. In the last column, indicate the details of the order or document on the basis of which the correction is made.

Please note: this algorithm is relevant for correcting information not only about labor documents, but also about inserts for them.

Sample correction in the work book 2020

Peculiarities

As already mentioned, errors are possible both on the title page of the work book and on its subsequent pages. are resolved in different ways.

Information on the title page

If you barely had time to open the book and immediately made a mistake on the most important - title - page, it should be torn and thrown away , starting on a new one. But there are often situations when the work book already contains information on subsequent pages, moreover, they are certified, and the personnel officer must make corrections to the title page.

The legislation and rules for maintaining such documents do not establish any specific recommendations in these cases.

Therefore, it was decided to act according to certain instructions .

So, imagine that it is necessary to change the first name, last name, patronymic or date of birth of an employee.

In this case, the correction is carried out by the personnel officer only on the basis of the submitted documents .

These may be a citizen’s passport, a certificate of change of surname/name/patronymic, a certificate of marriage or divorce. In the work book you must indicate the number and date of the required document.

An entry that has become invalid is crossed out with a pen - one solid line . the entire date is still . The correct information is written next to it. And clarifications from the documents are included on the cover of the work book from the inside . The signature of the authorized person and the stamp are also placed there .

Example 1

Antonova Lidiya Konstantinovna got a job on November 18, 2003. her work book and wrote down all her personal data on the title page. A year later, on December 6, 2004, Lidia Konstantinovna took her husband’s surname because she got married.

Now she has become Samoilova. In this situation, the HR department employee needs to act like this: Cross out . Next to it, in the same line, write : “Samoilova.”

On the inside cover at the top write : “The surname “Antonova” has been changed to the surname “Samoilova” on the basis of marriage certificate series ASh No. 232005, issued by the Kursk branch of the Civil Registry Office on December 6, 2004. HR Department Inspector Z.M. Metlyaeva. (Signature stamp).

Question regarding a misspelled first or middle name (even though the employee did not officially change them). This also happens, especially if two names sound almost the same, for example, Sophia and Sofia, Natalya and Natalia.

A person can be called differently, but the only correct option . The same applies to patronymics: how often do we confuse “Gennadievna” and “Gennadievna”, “Valerievna” and “Valerievna”.

So that a person does not have any troubles when, say, he applies for a retirement pension, there should not be any flaws left in his work book.

However, the law does not provide rules for correcting such nuances.

If the first name, last name or patronymic was written with an error when opening the work book, then the latter is destroyed and replaced with a new one (a normative act is drawn up about this).

If the mistake was discovered after the book was filled with entries in the sections and the person had time to change his workplace, the error cannot be corrected .

There is only one way out in such a situation - to contact the judicial authorities so that the document is recognized as belonging to this particular employee, and not to someone else.

Some employers agree that incorrectly written data on the title page can still be corrected if there is a corresponding document signed by the employer who once made the mistake.

In this case, the incorrect word is crossed out, and the necessary entry is made on the cover of the book, including a link to the document . We must not forget about the signature of the authorized person and the seal. In some cases additionally attributed to "Corrected Sophia to Sophia believe".

Download a sample of making corrections due to a change of surname on the title page.

Example 2

Let's consider another situation. There was an inaccuracy in the writing specialty or profession . This may not be a mistake at all: for example, Igorev A.Z. At the time of getting a job, I only managed to graduate from technical school, and later, while working, I received a university diploma with a specialty in marketing.

But in the book, in the line “Education”, the employer wrote down “secondary professional”, and in the line “Profession, specialty” the entry “Technologist” was made.

This can be corrected as follows: in the line “Education” next to the entry “secondary professional” you need to put a comma, and then add “higher professional”. In the line “Profession, specialty” you should put a comma after the word “Technologist” and add “Marketer”.

Sample of making corrections in connection with obtaining education.

Errors in sections

When errors are identified in sections of the work book, they need to be corrected somewhat differently than on the title page.

You cannot cross out anything , clarifications are made not on the cover, but directly in the sections , you just need to make the correct entry below.

Let's assume that a new person has been hired as a member of the company.

An error was accidentally made when writing the name of the company or division. This entry was made under serial number 3 (it is placed in the 1st column).

Example: Chukavin A.S. was hired as chief specialist of the economics department on 10/06/2014. But the personnel officer wrote down the information incorrectly, indicating a different department :

• column No. 1: serial number 3;
• Column No. 2: date of acceptance to the position – 10/06/2014;
• Column No. 3: name of the company and position of the new employee: Trade
  Accepted to the position of chief specialist of the trade department;
• Column No. 4: information about the document on the basis of which the entry was made: Order No. 47-k dated 10/06/2014.

The correction must be made as follows:

• column No. 1: serial number 4;
• Column No. 2: date on which the correction is made – 10/07/2014;
• Column No. 3: data on the invalidity of the previous entry: Entry No. 3 is invalid,
  accepted to the position of chief specialist of the economics department;
• Column No. 4: here you can enter information about the document on the basis of which the incorrect entry was made: Order No. 47-k dated 10/06/2014.

If the inaccuracy was not discovered immediately , but when the employee had already quit and entered another job in another company, then the next serial number , it is written that such and such an entry is invalid, and the true information is entered.

The date you need to put down is not the date when the mistake was made, but the date as of which the corrections were made. Column No. 4 is filled in with information about the document on the basis of which the correction was made.

If a company whose employee once made a mistake in the entry was reorganized , the inaccuracy must be corrected by an employee of the company that received the rights to the previous company.

If the company was liquidated and no longer exists, then the new employer takes on the responsibility of making corrections, focusing on duplicate documents evidencing the person’s employment/transfer.

If the employee was reinstated after the discovery of illegal dismissal, the previous entry (about dismissal) is invalidated , then the phrase “reinstated at his previous job” is written.

If an employee was fired, but they made a mistake in indicating the reason for dismissal, then the previous entry is considered invalid , after which the true information is written down: “dismissed due to...”.

Example

Makeev O.D. was fired from his job. The employer made the following entry: “Dismissed for absenteeism, subparagraph “a” of paragraph 6 of part one of Article 81 of the Labor Code of the Russian Federation. Order dated September 10, 2011 No. 133-k.

Citizen Makeev appealed to the judicial authorities, filing a claim against his employer for entering incorrect information into the book. The court satisfied the plaintiff's request. The employer was forced to correct the entry.

The correction is carried out as follows: “Entry No. 2 is invalid, dismissed at his own request, paragraph 3 of part one of Article 77 of the Labor Code of the Russian Federation” Order No. 387-k dated 02/01/2014.

A sample of making corrections in the “Work Information” section.

Errors in awards records

The third section in the work book is called “Information about awards.” Not everyone has this section containing entries. But for some, it is not only completely filled out , but also with errors.

Errors in awards cannot be crossed out or shaded . Incorrect entries are marked as invalid and the correct entry is entered below.

However, everything is the same as in the “Work Information” section. The date in column No. 2, when entering the phrase “Record No. 5 dated March 14, 2001 is invalid,” is placed not the one to which the clerical error was made , but the one to which the correction is made.

An example of declaring an award record invalid.

Making corrections to entries previously made by another company

Option 1. Correct for another organization

Based on the relevant documents, the employer who discovered or made an inaccuracy himself can correct any section in the work book. An employee is not required to go to the company where he previously worked to correct incorrect data. Moreover, sometimes this is simply impossible. At the request of the worker, changes are made by the responsible person of the organization where he is currently employed.

What documents can confirm the correction of erroneous information? It all depends on the situation. This could be a certificate from the archive, a court decision, or a copy of the document confirming the basis for correcting the data, confirmed by the previous employer. Witness testimony in this case has no legal force.

Option 2. The employee turns to the previous employer for correction.

If a person finds incorrect information in the Labor Code, he can contact his previous employer with a request to correct it. If he is already employed, then he writes an application with a request to give him a work book in order to make corrections to it. Then he brings the document to the human resources department of his previous employer, where he must correct the inaccuracies.

If a person does not have a new job, after the lines with information about dismissal, the former employer writes which entry is considered invalid.

If the ex-employee has already found a job, and new entries have appeared in his employment record, the former employer follows the following algorithm:

1. Writes the name of the company.
2. Indicates the next entry sequence number and date.
3. In column 3, he clarifies which information is incorrect and enters the correct information.
4. In the last column enters the details of the base document.

Cancellation of an entry: step-by-step instructions and sample order

It is not uncommon for an employee to decide to quit.
As required, in accordance with current labor legislation, he wrote a letter of resignation two weeks in advance and submitted it to management.

And now the manager has already signed an order to dismiss this employee at his own request; the HR department has already entered information about this into the work book.

Is it possible to cancel an entry in a work book sample about dismissal?

In the employee’s work book, the employer (represented by the responsible employee of the HR department) enters information about:

• employee;
• work;
• awards for this employee.

The procedure for making adjustments to these sections is somewhat different and is established by special Rules and Instructions, which are approved by Decrees of the Government of the Russian Federation.

Cancellation of entering information about the dismissal of an employee is acceptable.

But for this there is a special algorithm and special rules. For example, you cannot simply take and cross out data that is no longer relevant (as well as records about a transfer, hiring, or awarding an employee).

In accordance with the laws governing labor relations, if an employee decides to terminate relations with a given employer and writes a statement about this, then within two weeks he may well change his mind and withdraw his statement back. The basis for this is Article 80 of the Labor Code of the Russian Federation.

If the application is withdrawn by the employee, then they do not have the right to dismiss him, unless during this time a new employee (invited from the previous place of work in writing) who has already been transferred from another place of work (Article 64 of the Labor Code) has come to replace him.

Since an employee may still change his mind after filing an application for termination of employment, all dismissal documents are usually prepared at the last minute. But it is still possible that the employee decides to stay at his old job exactly the day before the two-week period expires.

Regulatory legal documents regulating, in addition to the Labor Code, the issues of canceling erroneously entered information, are represented by the relevant Decrees of the Government of the Russian Federation on maintaining labor books.

How to correctly make a notice of dismissal invalid

First, it is necessary to cancel the order to terminate the working relationship with the employee in connection with his dismissal by signing a new order canceling the previous one.

Secondly, get a statement from the employee that he is withdrawing his previous statement in which he asked to dismiss him, and then take the employee’s application for termination of the working relationship with him and write on it that it was canceled due to the receipt of an application for his dismissal. review.

Thirdly, entries about the invalidity of information about the termination of employment relations are entered into the book on the basis of an order to cancel the previous order. The entry on the termination of the working relationship is crossed out once, and the responsible employee of the HR department must sign next to it.

Canceling an entry in a work book, a sample of unrealized termination of a working relationship with an employee, is carried out like this:

• in column “1” you need to put a number that will continue the numbering in the book (next to the serial number of the previous entry);
• in column “2” you need to put the date on which the current entry is made;
• in column “3” an entry is made with the following content: “Entry No. ... is invalid,” and then a valid entry must be made;
• in column “4” they put the order number (this is the order on the basis of which the currently irrelevant information about the employee’s dismissal was removed).

An example of canceling a dismissal entry in a work book:

Ignoring the rules on filling out work books, including the rules on correcting invalid information in them, entails liability under Article 5.27 of the Code of Administrative Offenses for violation of labor legislation.

The sanction of this norm involves issuing a warning to the person responsible for this violation or a fine. If, for example, an employee of the HR department (official) is found guilty of incorrectly completing the cancellation of an entry in the work book, then the fine for him will be 1000 - 5000 rubles, and if an individual entrepreneur is found guilty, the amount of the fine will be the same; and if a legal entity (organization) - the amount of the fine will be 30,000 - 50,000 rubles.

Thus, the employer (represented by the personnel department employees) needs to carefully monitor how documentation relating to its employees is maintained, including work books, how information is entered into them and how it is corrected if necessary

Several errors at once

If there are several inaccuracies, each one must be corrected. If they are contained in dates, job titles, information about orders, then the personnel officer makes entries recognizing each of the incorrect formulations as invalid. Then indicates the correct data. It is also possible to correct several incorrect ones with one entry.

Sample correction of an entry in the work book 2021, if you need to cancel the last two marks

General formal requirements for making adjustments

These rules include:

1. Data must be entered legibly and in clear handwriting.
2. The bases are written in full; abbreviations and abbreviations are not allowed.
3. Entries may be made in black, blue or purple ink.
4. It is forbidden to use gel pens as they do not withstand exposure to light and water.
5. It is not allowed to erase or cover up errors with a proofreader.
6. It is prohibited to cross out or shade erroneously entered text in the work book. And the title page is no exception. Yes, here you can cross out the text, but not the erroneous one, but the one to which corrections confirmed by documents are made.
7. On all other sheets, in order to correct incorrect information, you need to make a comment about the invalidity of a certain entry indicating its number and then write down the correct data. Moreover, if an error is found, for example, in entry number four, and the personnel officer fills out the seventh entry, the line indicates that entry number 4 is invalidated.
8. Dates are entered into the document in Arabic numerals strictly in the format “dd.mm.yyyy”.

Corrections on the title page

All incorrect information on the title page is simply crossed out. The exact version, certified by signature and seal, is indicated next to it. This applies to cases where an employee has changed personal data, as well as situations where an error was made due to the inattention of the person who filled out the document.

It is recommended that the correction of the full name. employee on the title page was made by the employer who created the work book. Because only he can know exactly in whose name he issued this document. To avoid problems with assigning someone else’s labor code, the employee should be sent to the very first employer. If the company is liquidated or refuses to correct inaccuracies, the employee can go to court and demand that this work book belong to him.

If you need to indicate a new specialty or additional education on the title page, you do not need to cross out anything. In this case, put a comma in the required line and write new data.

Results

An entry made by mistake in a specialist’s work book is invalid only if the error was made in the section containing information about the specialist’s places of work or his awards. To do this, the company must, under the next number in order, make a new entry about the invalidity of the previously made one. In this case, it is important not to forget to refer in column 4 to a document confirming the legality of the adjustment.

Sources

• https://potrebitel.guru/rabota/nedejstvitelnaya-zapis-v-trudovoj-knizhke.html
• https://law-03.ru/ispravlenie-oshibki-v-trudovoy-knizhke-obrazets/
• https://ozakone.com/trudovoe-pravo/trudovoj-dogovor/zapis-nedeystvitelna-v-trudovoy-knizhke.html
• https://clubtk.ru/nedeystvitelnaya-zapis-v-trudovoy-knizhke
• https://TrudGid.ru/trudovaya-knizhka/ispravlenie-oshibki-v-trudovoj-knizhke-obrazec-2020-goda.html
• https://pred-pravo.ru/kak-ispravit-nedeystvitelnuyu-zapis-v-trudovoy-obrazets/
• https://nalog-nalog.ru/trudovye_knizhki/zapis_v_trudovoj_knizhke_schitat_nedejstvitelnoj_obrazec/

Errors in award information

For most employees, this section is empty, since this place contains information about awarded diplomas, certificates, titles, and other awards. Therefore, awards pages often end up with unnecessary information. In this case, the responsible person recognizes the entries as invalid, signs, puts a seal (if any) - in general, acts according to the general rules.

You must act in the same way if there is an inaccuracy in the dates, details of the foundation document, company name, or other data.

Do spelling errors need to be corrected?

Spelling errors are usually caused by inattention. If a letter is missing or mixed up in the termination information, no one will probably notice. But when a spelling error occurs in a specialty, a company name, or an appointment record, it can be costly for the employee. If, when assigning a pension, Pension Fund employees find fault with a “typo,” the employee will have to prove the right to state pension provision and length of service in court.