How to issue an extract from the work book? Sample of filling out the statement and rules for registration

Where an extract may be required

Typically, extracts are required in:

• government bodies (to establish the right of a person to subsidies, benefits and other financial benefits),
• banking structures (to analyze the client’s solvency when issuing loans and credits).

However, the list of institutions that can ask for an extract from the employment record is not limited to these organizations - the list is actually much wider. Among other things, an extract may be needed when applying for another job as a part-time worker.

Error correction

Since the book of accounting for the movement of work books is filled out manually, errors and clerical errors are a common occurrence when keeping records. There are no provisions in the Rules laid down by the government regarding the correction of errors in the ledger. But according to generally accepted provisions, you cannot use a proofreader and write over incorrect information. Usually, the erroneous inscription is crossed out, the correct data is written next to the mark “believe corrected”, an indication of the position and with the signature of the person who made the correction. But it is difficult to use this method in the established form, since there is simply no room for correct recording and explanation. You can either provide a column in advance for explanations and clarifications, or resort to another method of correcting errors.

The second option is to apply the correction rules that are used when maintaining work books themselves. Without crossing out in the column where the error was made, but on the line below, write “entry is invalid.” Then enter the correct information below.

Why can’t you use the work book itself?

The work book is in the hands of the owner only when he is unemployed. Upon employment, this document is transferred to the personnel department of the enterprise, where all the necessary entries are first made in it, and then it is included in the employee’s personal file. After this, responsibility for the content and safety of the work book passes to the HR specialist. The procedure is organized in this way because the work book is a strict accounting document, on the basis of which the length of service is subsequently calculated and the age pension is calculated.

How to do

The extract is most often issued by the human resources department of the organization where the employee works. Or the right to issue extracts from labor records at the enterprise is vested in a specially authorized person:

• responsible employee of the HR department;
• secretary of the organization (in accordance with the job description);
• Head of the organization.

The extract is certified by the signature of the performer and the seal of the company. How to make an extract from a work book correctly? It is acceptable to use either a specially designed form or to submit a properly executed photocopy of the required page of the original.

At the top of the document there must be its name and details of the issuing organization. A copy of the Labor Code title page is attached or all information about the employee is indicated:

• FULL NAME;
• Date of Birth;
• information about education;
• profession.

The date of registration of the extract and the position of the responsible executor who issued it must be entered.

If the extract is drawn up in the form of a table, the presentation of information about the person’s professional path during the required period is placed in chronological order. Refer to the example we provided for filling out an extract from the work record book.

About your last place of work

An extract from the work book about the last place of work is drawn up as follows. Below the entry about the beginning of work in the organization, an entry is made: “working to date.”

About awards and incentives

This information may be required to confirm the employee's positive characteristics.

For international passport

When applying for a foreign passport, you must list information about your work for the last ten years in the application form. If the technical documentation is stored in the personnel department, then the extract will serve as reference material.

When else will an extract be useful?

• when applying for a bank loan;
• when receiving government payments, benefits and subsidies is formalized;
• when employed part-time;
• to the courts;
• during the adoption or guardianship procedure;
• when applying for a pension to the Pension Fund, etc.

Procedure and deadlines for issuing an extract

If there is a need for an extract from the work record book, the only thing you need to do is write and in any convenient way submit to the employer a free-form application addressed to the head of the enterprise or the responsible employee.

Based on this application, a corresponding order is issued, which serves as the basis for issuing the document.

By law, the extract must be ready within three days from the date of writing the application. At the same time, the employee can indicate other, more compressed deadlines, but the employer is not obliged to meet him halfway. Therefore, if there is any particular urgency, it is better to stock up on written evidence of this and be sure to attach it as an appendix to the application.

How to seal correctly

In order for all the information in the book to be preserved and have the status of 100% reliability, it is important to entrust the assurance to the head of the company. Neither his deputy nor the employees responsible for office work have the right to sign on the back of this register.

The fastening of threads in the firmware with the certification record must be supported by a seal (have a wax seal). It is unacceptable to use seals made from paper fragments or a sticker as an analogue. In the Rules on the maintenance and storage of labor records (4th paragraph, clause 41), it is permissible to use only sealing with wax.

Do they have the right to refuse an extract?

The work book is the property of the person to whom it is written out, therefore it is under the control of the employer temporarily, namely for exactly the period while the employment contract is in force between the enterprise and the employee.

The employer cannot refuse an extract from the work book - the employee’s right to receive it is enshrined in the labor legislation of the Russian Federation.

If it is violated, a company employee can complain to the labor inspectorate for justice.

Sample documents

The duplicate is drawn up in accordance with GOST R 7.0.97. It contains a sample certification of a work book and an algorithm for filling out a duplicate. Documents not drawn up in accordance with GOST are not valid.

A copy of the work book certified by the employer

The scanned copy must be easy to read and all characters must be printed. No corrections allowed. If an error is discovered, a new copy should be made and properly certified.

Sample of a certified copy of a work book:

Sample extract from work book

The extract is made either manually or copied via a photocopier, and either a simple A4 sheet or the organization’s letterhead can be used. Regardless of the mode in which it is prepared, it must be certified by the autograph of the responsible employee. Usually the extract fits on one page, but if there are several of them, then each one must be signed , numbered and stamped.

The extract must contain the following information:

• document's name,
• name of the employing organization,
• position of responsible person,
• last name, first name, patronymic of the person responsible who made it,
• information about the owner of the work book (i.e. the person who actually needs the extract): his last name, first name and patronymic, date of birth and information about education and profession.
• work book number,
• the start date of its maintenance.

The rest of the information depends on the specific need for which it was made, and it is necessary to put a note that “This employee has been working in the company to this day.”

Finally, the extract must have the signature of the responsible person with a transcript.

Handing over to employees

Every organization adheres to established standards in maintaining journals. If we consider handing over this register to employees, it is worth noting that:

• the journal for recording work records goes to the resigning person upon receipt of his work record;
• if a person decides to quit, then fill out columns 12 and 13 of the book, in which strict records of labor are kept;
• Column 12 indicates the exact date of return of the book to the person who left the enterprise;
• Column 13 is for signature by the employee himself - upon receiving the work report, he signs in the register, thereby indicating the absence of any claims against the employer.

All the subtleties in following the algorithm of actions when hiring and dismissing employees will help not to disrupt the chronology of this register, which is very important when issuing certificates and other operational information. It is valuable when experienced personnel officers who know certain nuances in office work take part in the matter.

By observing the correct format in the dates of entries made, those responsible for the design and maintenance of the journal will be able to avoid fines and administrative penalties.

It must be remembered that this form contains the correct spelling of positions (regulated by the company’s staffing table).

Reflecting the identification (full name) of the owners of work books, when filling out the journal for accounting and archiving the originals, it is unacceptable to make abbreviations not only in the surname of the owner of the book, but also to simply put initials.

By following simple rules in registering incoming and executed documents, responsible persons will be able to quickly find the necessary information and marks. The register requires careful completion of all 13 columns.

Originals accepted for storage by the employer and issued inserts must be registered in this register under separate serial numbers.

Accurate journaling will allow you to reflect the reality of the actions to move the work and inserts of each individual employee.

How to make a statement and whether you need to indicate a reason

Please note! As practice shows, in order to receive an extract from the work record book, the employee must write a written application addressed to the employer on a piece of A4 paper, in which he must indicate:

• position, surname and initials of the manager, written in the dative case;
• your last name, first name, patronymic, position;
• document name: “Application”;
• a request for an extract from the work record book, referring to Article 62 of the Labor Code of the Russian Federation;
• what information should be displayed in the statement;
• date, month and year of compilation, your signature, surname and initials.

It should be borne in mind that the employer does not have the right to demand explanations for what purposes an extract from the work record book was required.

In turn, the employee, when requesting a document, is not required to indicate the reason why he needed an extract. However, if the employee indicates such a reason, then this will be his initiative.

Watch the video. How to correct an entry in a work book: