Each person may need a copy of the work book and this is explained by the fact that the original of this document itself cannot be removed from the walls of the organization throughout the entire period of the person’s employment. Therefore, if there is a need to provide a duplicate, the employee must contact the organization’s personnel department; if there is no such division at the enterprise, this task is performed by the head of the organization himself, who is responsible for maintaining, making records and storing workers’ work books.
As with other documents, certain requirements are imposed on a photocopy of a work book. In order not to correct mistakes twice, thereby wasting personal time on it, every person should know exactly how a photocopy of the work document should be prepared, this will be discussed in this article.
Sample certification of work record
If it becomes necessary to provide a certified copy of the work report, before applying to the personnel officer at the place of work to obtain it, it is better to familiarize yourself with samples of such copies and pay attention to exactly how the photocopy should be prepared, what inscriptions are required and how the stamps should be affixed.
The best way would be to clarify in more detail the requirements for a duplicate work document and its certification at the place of request; this approach will save both the time of the employee and the personnel officer.
Is it necessary to flash copies of an employment contract certified by the employer?
It depends on the purpose for which you need to give copies of the employment contract to the embassy, and see what requirements they have for copies of the provided contract. As a general rule, binding copies of documents is not necessary, but in certain cases such a requirement may be established.
Write to me in Chat, where we can discuss your situation in more detail. If necessary, you can order from me the production of documents, such as a statement of claim, agreement, claim, etc. If you do not need documents yet, you can only order a consultation.
Copy of work book
When a citizen begins working at his first place of work, the personnel department creates a work book for the new employee. This document contains not only information about hiring, but also other notes, such as:
- Advanced training (category, category, title).
- Transfer from one structural unit of the enterprise to another.
- Women's stay on maternity and child care leave.
Thus, it is quite acceptable to call the work book a citizen’s passport at the place of work. Therefore, a copy of this document cannot simply be photocopied; it must be certified in an appropriate way.
A copy of the employment contract certified by the employer
To certify a copy of the contract, you need to have the employment contract itself or its duplicate with you. For it to be valid, it must bear the seal of the organization in which the activity is currently carried out.
- Any changes to the original document mean that another copy is required, which will correspond to all the information provided in the original agreement.
- A copy, notarized by a specialist in accordance with all the rules, is equal to the original document, but may be considered unacceptable in a number of cases. If we are talking about providing a duplicate a month after its direct certification. In this case, you may need a new copy or the original employment contract itself. If the specialist who certified the duplicate document does not have the right to do so, it will also be invalid.
In what cases is a copy of the work record needed?
Very often in life, situations may arise when one or another government agency or some institution may require a photocopy of the work book to process documents, so it may be requested in the following situations:
- Advanced training (category, category, title).
- Transfer from one structural unit of the enterprise to another.
- Women's stay on maternity and child care leave.
As can be seen from this list, there are plenty of cases of requesting a copy of a work document, and if you consider that in institutions there are often long queues, as, for example, when applying for a foreign passport, it would be better for a person to know how a duplicate should be issued, in this case this will allow significant savings time.
No application - no documents
Before we talk about how a copy of the work book is certified, let us remind you that the work book itself is the property of the worker. But it is temporarily kept by the employer so that he can enter into the document all the necessary information about the citizen’s professional activities.
In order to receive a work book, an extract from it or a copy, according to Article 62 of the Labor Code of the Russian Federation, a person must not only ask a personnel department employee to prepare the document, he must contact his superiors in writing. Below is a sample application for a copy. Its form is not established at the legislative level, so the appeal can be drawn up arbitrarily, but taking into account the requirements for personnel documentation (to whom and from whom it is written, the reason and grounds for the appeal, date and personal signature of the applicant).
Please note that local regulations of the company may establish another form of applying for labor. In this case, the corresponding form is issued to the employee, who fills it out according to the prescribed rules.
A very important point: the reasons for applying for a copy can be different - to obtain a loan from a bank, obtain a foreign passport, provide data on work experience to the Pension Fund, etc. But in the application, the worker is not required to answer the question why he needed it. This is not provided for by law.
We invite you to read: Employment contract after the probationary period
Personnel officers should also remember that it is necessary to consider an employee’s request for a copy of the work book or other documents within three days. And not only to consider, but also to have time to correctly prepare the requested extracts. All of them are provided free of charge. Please note that the employer cannot refuse to provide a copy; this is contrary to the Labor Code of the Russian Federation.
Copy format
Very often in practice there are cases of making a photocopy of a work document in the form of four pages of a document on one office sheet of paper of a standard format; photocopying in this way is explained simply by saving paper. But this option is not accepted by many organizations and is returned with the requirement to present a photocopy similar to the original, that is, one spread on one sheet of office paper.
It is impossible not to mention the desirable design of the copy, which is similar to the design of a book, since it is more convenient for reading and perceiving the information presented on this medium, in contrast to landscape. If we take into account that this paper will be filed in the future, then formatting the copy like a book will eliminate the need to turn the document over, which is not always convenient.
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.
Copy mark
As mentioned above, a duplicate of a work book is not simply copied paper; it must be properly certified, that is, a mark must be placed on each piece of paper indicating that it is a copy.
However, there is ambiguity in this point, since the only GOST, which prescribes the rules for certification of a document, states that it is enough to mark “Correct” on each page, but in many instances they require a duplicate on which the inscription “Copy” is made is true."
On the one hand, this can be recognized as a contradiction between practice and regulatory requirements, but on the other hand, if we consider that this GOST applies to all types of documents, and not just to photocopies of work books, this is understandable.
Moreover, this normative document is optional, but advisory in nature, so it is much easier to mention the desired mark even at the stage of certifying photocopied sheets; this will save both the secretary from repeated work and the person who applied for a duplicate from unnecessary time losses.
Certifier's signature
On the duplicate of the work book, in addition to the mark that this document is a copy, there must also be the signature of an employee of the organization who is authorized to certify such papers. If the organization has a personnel department, this is the signature of the head of this department, but if for one reason or another the organization does not have one, then a photocopy of the work report must be certified by the signature of the head of the organization.
The person certifying the copy must sign below the mark indicating that it is a duplicate, next to the signature there must be an indication of the position of this person and a transcript of the signature; without these elements, the photocopy will be invalid.
general information
As we know, the work book can be in two positions depending on whether you perform a labor function or not.
So, it may be in the personnel department of your direct employer if you hold a specific position, or it may be in your hands if you are unemployed for a specific period.
One way or another, the methods of certifying the work book directly depend on where the work book is located. If you keep the document in your possession, you need to go to a notary’s office and get a service to certify a copy of the work book.
If you work, then the personnel department employees or the employer himself should help you with certification. They can deny you this function only on the basis of a serious reason. In this case, the refusal must be stated in writing and reasoned in accordance with the law.
How to properly make a copy of a work book for a bank? Getting a copy of your work record book will not be difficult if you listen to some of our advice, and also learn a number of rules that will help you quickly implement your plans.
Of course, the question of obtaining a photocopy depends on where exactly the labor office is located. 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.
date
A photocopy of the work document, like any other document, must indicate the date of registration of this duplicate; this point is very important, since it is an indicator of the reliability of the data reflected on these sheets of paper. So, for example, if an employee requests a copy to be provided to a credit institution, then employment information plays a key role when the bank makes a positive or negative decision to issue a loan to the client.
The majority of banks in our country set the expiration date of this copy at one calendar month. The form of marking the date of issue of the copy can be any: both in numbers and written in words, you can often find it in the form of a combination of digital and dictionary designation of the date of certification of the work photocopy.
Validity period for a copy of the work book
The employee has the right to provide a photocopy of the work document within a month from the day it was certified, but if during these thirty days new entries and amendments were made to the person’s main labor document, then in this case the previously received copy becomes invalid, since it is not contains all the data that is in the original.
But the institutions to which these copies are presented can shorten this period; so often in the requirements of banks you can find a figure of 14 days. This is not a violation, but a completely legitimate phenomenon.
How to properly certify a copy of a work record book
To certify a photocopy of the main labor document, you need to make a photocopy of all pages of the labor book. The photocopy must be of high quality; you should not change the scale on the device after all sheets of the document on which there are notes have been photocopied. They need to be reassured. The last xeroxed page should include the following information:
- Outgoing record number.
- It is stated that the employee remains such to this day.
- The exact date the copy was issued.
- Full name of the person who certified this copy, indicating his position.
- Organization stamp.
In addition, at the bottom of each page of the copy it must be indicated that it is a copy, by whom and when it was issued, and a seal must be present. The stamp is not placed on an empty blank space of the sheet, but if you take into account the size of the work paper and the size of the office paper, then there will be enough empty space there. The stamp must be placed on the labor document.
Certification methods
In office work practice, you can find two ways to certify copies of basic labor documents of citizens:
- page by page.
- hemming.
The difference between these methods is that in the first case, all information about the fact of certification is placed on each page of the copy, while in the second, information about duplication and certification is written only on the last sheet, that is, on the filed additional sheet.
The second method is less guaranteeing authenticity, since if desired, the sheets of a copy of the work can be easily replaced, which is why the page-by-page certification method has become increasingly popular.
Additional inscriptions
In many organizations, for presentation to which a photocopy of the work record is certified, a requirement is made such as the mandatory presence after the last entry in the work record of a mention that the employee has been employed in this enterprise to this day. But due to the fact that there is no such requirement in the rules for preparing work books, in most cases such entries are not made by personnel officers.
As a result of this duality, certified copies are not accepted the first time and the employee is forced to redo the photocopy in accordance with the requirements. It should be noted that in such cases, personnel officers make such changes, but thereby violate the basic set of rules that they follow. After all, if we think logically, then the absence of a record of dismissal is direct evidence that the employee is still working in this organization.
How to certify a work book if you are not working or have a work record in hand?
If you have a work book in your hands, this means that you do not work anywhere and, moreover, you do not have the opportunity to contact the personnel department to obtain a photocopy.
But don’t despair, there is always a way out, and first of all it consists in getting a photocopy from a notary.
Since you already have the work book in your hands, feel free to go to the notary’s office, not forgetting to take your passport with you. At the notary's office you will be asked to fill out an application on a special form to certify the photocopy. After reviewing the application, the notary decides to refuse your request or, conversely, to agree.
If the decision is made in your favor, provide the notary with your labor document. He himself will make photocopies of it and put a stamp on it. He will also state on the photocopy that the copies are correct and sign and date it.
Remember that photocopies of work documents made by a notary are valid for the same time as copies made by the HR department.
Thus, you have become acquainted with two legal ways to obtain certified photocopies. By providing them to the bank, no one will have any doubt that you are truly a law-abiding citizen. The main thing is not to forget about the validity period of the photocopy.
We invite you to familiarize yourself with: Kindergarten laws and parents’ rights
How to write (register) an entry in a work book that still works today? There are several ways to leave a record that an employee is still performing a job function. Every HR employee or employer is used to leaving their own record, but, by the way, these records are not always correct.
If you want to leave a more official entry, then this option will suit you: “He is currently working in such and such a position.”
If you want to leave a shorter justification, then write: “Working at the present time.”
If the employee is transferred, then leave information from which position to which, based on the information in the order or in the work book.
If the work book is in your hands, such a method as certification of the work record in the organization will not suit you; you need to contact a notary.
With the help of a notary
You do not need to fill out any application to contact a notary. You make copies of the work yourself and take them to the notary’s office.
There, the notary gets acquainted with your documents, namely your passport and the original work document, and then affixes stamps and his signatures on each page of the copy of the work document.
On the last page they are left with a note stating that the copy is correct, and they also put initials and contact details of the notary chamber.
After reading the entry, you leave the date and signature on the last page.
Stamps
In enterprises with a large number of employees, to speed up the process of certifying duplicate labor documents, stamps are used, that is, a kind of seal, which already contains all the marks necessary for the photocopy of the labor document to be considered valid, and manually, when using them, the employee only needs to put his signature.
Nowadays, both manually certified and stamped photocopies are recognized as valid. Therefore, when you see a stamp on a photocopy of a work permit, you should not be afraid.
A certified copy of an employment document is quite a popular document, considering how often people nowadays apply for loans or apply for international passports.
In all these and many other cases, this one must be present among other documents, so you should not treat it like an ordinary photocopied paper, but it is advisable to know how it should be prepared. This will allow you to avoid wasting time on solving bureaucratic problems.
Is the employer obliged to hand over a copy of the employment contract to the employee?
In general, the employer must initially draw up an employment contract in two copies (Article 67 of the Labor Code). If you have lost your copy, then, upon your written application, the employer is obliged to provide you with a certified copy of it free of charge (Article 62 of the Labor Code). If you refuse, please contact the labor inspectorate.
The employer is obliged, upon your written application, to issue duly certified copies of documents related to the work. Including a copy of the employment contract. He was given 3 working days to do this. After which his actions can be appealed. But you will have to confirm that you really approached him with such a request. That is, your application must be registered. Ilm sent by registered mail.
