When filling out a work book, a HR specialist may make inaccuracies or errors. Clause 30 of the Rules for maintaining and storing work books No. 225 (hereinafter referred to as the Rules) states that it is not allowed to cross out erroneous entries in the sections of the work book about work and awards. Correction in these sections can only be carried out in such a way as to make an entry in the work book about the invalidity of the entry. Then you need to make the correct entry.
How to correctly write in the work book that the entry is invalid?
Clause 1.2 of the Instructions for filling out work books No. 69 (hereinafter referred to as the Instructions) defines the sequence of how exactly an entry is made in the work book “The entry is invalid”).
After an erroneous entry with the corresponding number, an entry is made in the same section in the following columns:
No. 1 -) subsequent serial number,
No. 2 -) date of entry,
No. 3 -) with the following content: “)The entry for the number such and such is invalid”) and the correct entry is made in the line below,
No. 4 -) the correct details of the order or other decision of the employer, in accordance with which this entry is made.
Here are a few examples of correcting incorrect entries, which are most often found in the practice of personnel officers.
Example 1. Invalid entry in the work book
When the wrong position of an employee was entered into the work book by mistake, the correction is made as follows:
| 8 | 10 | 02 | 2014 | Order from | |
| economist | 02/10/2014 No. 4-k | ||||
| 9 | 10 | 02 | 2014 | Order from | |
| Recruited to the Marketing Department | 02/10/2014 No. 4-k | ||||
| engineer | |||||
Example 2. Making an entry in the work book about the invalidity of the hiring date
Option 1. When an incorrect date of employment of an employee was mistakenly entered into the work book, the correction can be made as follows:
| Closed joint stock company | |||||
| ")Alvigo-Trans") (JSC ")Alvigo-Trans")) | |||||
| 8 | 10 | 02 | 2014 | Recruited to the Marketing Department | Order from |
| engineer | 02/12/2014 No. 6-k | ||||
| 9 | 12 | 02 | 2014 | Entry number 8 is invalid | Order from |
| Recruited to the Marketing Department | 02/12/2014 No. 6-k | ||||
| engineer | |||||
Option 2. If an incorrect reception date and order details were entered:
| Closed joint stock company | |||||
| ")Alvigo-Trans") (JSC ")Alvigo-Trans")) | |||||
| 8 | 10 | 02 | 2014 | Recruited to the Marketing Department | Order from |
| engineer | 02/10/2014 No. 4-k | ||||
| 9 | 12 | 02 | 2014 | Entry number 8 is invalid | |
| 12 | 02 | 2014 | Recruited to the Marketing Department | Order from | |
| engineer | 02/12/2014 No. 6-k | ||||
Example 3. Changing the wording of dismissal
If, after recording the dismissal, the HR specialist noticed an error in the wording of the dismissal, the correction is made as follows:
| Closed joint stock company | |||||
| ")Alvigo-Trans") (JSC ")Alvigo-Trans")) | |||||
| 8 | 11 | 02 | 2013 | Recruited to the Marketing Department | Order from |
| engineer | 02/11/2013 No. 6-k | ||||
| 9 | 05 | 02 | 2014 | Order from | |
| 02/05/2014 No. 8-k | |||||
| Federation | |||||
| Seal | |||||
| Closed joint stock company | |||||
| ")Alvigo-Trans") (JSC ")Alvigo-Trans")) | |||||
| 10 | 05 | 02 | 2014 | Entry number 9 is invalid, | Order from |
| Dismissed by agreement of the parties, paragraph 1 | 02/05/2014 No. 8-k | ||||
| Article 77 of the Labor Code of the Russian Federation | |||||
| Federation | |||||
| HR inspector Signature N.K. Galkina | |||||
| Seal | |||||
Example 4. Correction of an erroneous entry that was discovered after dismissal
If, after making a record of the employee’s dismissal, an error was noticed in the employment record, namely in the title of the position, then the correction can be made as follows:
| Closed joint stock company | |||||
| ")Alvigo-Trans") (JSC ")Alvigo-Trans")) | |||||
| 8 | 11 | 02 | 2013 | Recruited to the Marketing Department | Order from |
| economist | 02/11/2013 No. 6-k | ||||
| 9 | 05 | 02 | 2014 | Dismissed at his own request, point 3 | Order from |
| Article 77 of the Labor Code of the Russian Federation | 02/05/2014 No. 8-k | ||||
| Federation | |||||
| HR inspector Signature N.K. Galkina | |||||
| Seal | |||||
| Closed joint stock company | |||||
| ")Alvigo-Trans") (JSC ")Alvigo-Trans")) | |||||
| 10 | 06 | 02 | 2014 | Entry number 8 is invalid, | |
| 11 | 02 | 2013 | Recruited to the Marketing Department | Order from | |
| engineer | 02/11/2013 No. 6-k | ||||
| HR inspector Signature N.K. Galkina | |||||
| Seal | |||||
Correction of an erroneous entry should be made by the organization that made the erroneous entry in the work book of its employee, or by the organization in which this employee currently works, but only if a supporting document is provided from the organization that made this error.
An entry in the work book about hiring is a very important component for any official employee, since it is this document that legally certifies work experience and work experience. Read more about the document in this article.
What is a work book?
A work book is an official state document that confirms the owner’s work activity, his length of service, experience and places of work and other similar information regarding official paid work. All this information (for example, a probationary period when applying for a job) is needed not only by the citizen himself to take up some position in the vacancy he desires or to receive certain benefits provided by society, but also by the people who are hired for a complete analysis of the labor situation. the applicant’s activities and assessment of his potential usefulness in the ranks of the company.
The Labor Code of the Russian Federation, as well as some regulatory documents, such as official decrees of the Ministry of Labor and government bodies of the Russian Federation, are responsible for regulating the standards for filling out and maintaining a work book.
What does a work book look like?
This is a view of both the work book itself and the insert into it. This “appearance”, together with the entire extensive list of rules relating to the maintenance and storage of this important legal document, the printing of work book forms and their distribution to all official employers, was adopted by a special government decree, which is called: “On work books”. It was adopted on April 16, 2003, although the labor document itself began to look like this only after January 1, 2004.
Despite the fact that this resolution contains a description of the type of document we are considering today, there is not a hint of how to fill it out correctly (and this information is really very important for drawing up a work book); perhaps some brief rules regarding the process of filling out by a citizen.
The very first document
The procedure for applying for a job is as follows: if a citizen is officially employed for the first time, then the work book is issued to him by the employer himself after a contract (employment contract) is concluded between them. In accordance with this, the organization issues an order, after which, within five days after the conclusion and execution of the contract, a corresponding note is made in the working document form.
Accordingly, if an applicant for a position does not have a work record, this is not a reason to deny him employment and deprive the person of his chances. On the contrary, such actions are illegal, because a citizen previously could simply not work, and he would not be able to obtain a work book in any other way (and there is no need to do so). In this case, when applying for a new job position, a person must personally write an application, which is subsequently addressed to the employer, and directly requests the execution of the form (all this happens in accordance with Article No. 65 of the Labor Code of the Russian Federation). Then the document goes through the process of registration in the accounting database of work books and their movements.
Therefore, to the question of whether they will hire you without a work book, the answer is yes. True, only if the employee suits the organization, then you shouldn’t expect miracles.
Who draws up the work book?
Everything that concerns the organization of storage and reporting on the work books of all employees of any organization, as well as making new entries in them - all this lies on the shoulders of the employer. But all these points are actually carried out by a special employee of the HR department (although sometimes this can be an accountant or manager, this is not so important), who is appointed by a separate order from the organization. This employee has the right to maintain and fill out work books, enter new information and entries into them, as well as sign in them and affix all data with an official seal. All this activity (as well as the order itself on the appointment of the selected employee to this position) may subsequently be subject to inspections by the labor inspectorate.
It is very important to take into account that an employer can only appoint an employee who has such obligations directly in his employment contract or job description to the post of manager of all processes related to work books. If the employer is engaged in personnel records himself, he is obliged by a separate order to take over all these functions.
Required documents
To register a work book, an applicant for a position must provide his employer with a list of documents that are required to register the document, in the same way as the employer contributes to this process. Here is the entire list of required documents:
- Education document (certificate, diploma, etc.).
- Passport or other official identification document.
- Charter of the host company or certificate of individual entrepreneurship.
- An accounting journal in which work records are kept.
- An official seal confirming the entry into force of the work book.
A work book is a document consisting of a cover and three different parts inside, each of which is responsible for certain information about its owner. Namely:
- Title page. It contains information about the owner of the work book (full name, date of birth, passport details, etc.).
- Job details. They take into account the entire working experience of the owner of this document, including the name of the organization, the position that the person held there, the duration of the provision of labor services, etc., just like the entry in the work book about temporary employment.
- Awards department. All special achievements of the employee are highlighted here, which in the future can bring him numerous bonuses, including when applying for a new job.
Title page design
It is necessary to fill out the title page of such an important legal document as a work book with great care, so this is done by a specially trained employee who is responsible for storing, maintaining and entering the necessary information into the forms. This employee is appointed directly by the head of the organization.
The title page contains data that looks like this:
- Full name of the employee.
- His date of birth.
- Received education.
- The profession in which you received your education.
- The specialty of this profession.
The first two points are entered into the work book in exactly the same way as in the passport, without any abbreviations. Information about education is taken from the diploma and transferred to the title page with accuracy. If, say, a student gets a job, that is, the applicant does not have a completed education, then information about his profession appears on the form only after this student receives a diploma.
A citizen for whom a work document is being drawn up must independently check all the information entered and confirm its validity with a signature, and if he finds an erroneous entry in the work book (about admission or something else) when filling out, the form is destroyed and a new one is created, in which All required information is entered again. If no mistakes were made, a special column indicates the name of the employee who filled out the work book, his signature and the company seal.
Alteration
If the information contained in the title page has changed for some reason, it is crossed out, and a new one is written next to it, after which the documents that are the basis for changing the information are listed on the inside cover (these include a passport and papers, for the issuance of which is the responsibility of the registry office). In this way, you can cancel the entry in the work book about hiring, and it is important to know about this.
Registration of information about work
Registration of a work book is a necessary condition for entering a working position, which is based on article number 66 of the Labor Code of the Russian Federation. Even in normal work, personnel department employees of various organizations use forms similar in design to a work book when hiring candidates.
An entry in the work book about employment is made as follows:
- In the section called “Work Information” the name of the organization itself is entered, after which in the first column under it the serial number of the record is placed.
- In the second column, you must enter the date when the employee actually began his work duties.
- The third contains information about the position to which the owner of the work document is taking up (for example, “hired as an accountant” in the work book is the norm).
- The fourth column is the details according to which the order was issued.
The probationary period is taken into account when hiring.
However, that's not all. It is also important to consider that acceptance by transfer (entry in the work book) is made if the employee resigned from his former organization through an official transfer to a new one.
Award details section
This section looks like this:
You can see a sample entry in the work book about employment above.
Basic filling rules
To correctly complete the process of filling out the work book with the necessary data, follow the following points:
- Entries in the work book are made with fountain pens (fountain pens, gel pens, roller pens - it doesn’t matter) in blue, black or purple. Ink of other colors is not allowed on the document.
- The numbers in the work book must be Arabic, and the dates must be in the format dd/mm/yyyy.
- The design language is Russian. However, if some individual constituent entities of the Russian Federation additionally have another language at the state level, then in the process of entering all the necessary information into the work book, you can use it.
- All words and phrases are entered into the document in full form, that is, without any abbreviations. This applies to positions and various orders - in general, everything that is contained inside the form that interests us.
- All data in the work book must comply with orders officially issued by the organization.
- To enter all the necessary data, the employee responsible for filling out and maintaining reports on work books has no more than a week from the moment of the immediate event. Exceptions apply to the entry on employment, which, as we remember, is made within five days, as well as the entry on dismissal from a position: it is made on the day the dismissal takes effect.
- Any entry in the work book must be accompanied by its serial number. Although in the case of entry numbers in the work book, there are also several exceptions:
- if the employer himself changes his name, there is no need to put a serial number;
- if a duplicate of the work book is created, the record of the employee’s length of service also loses the need to attach a serial number to it;
- Job details section headings are not numbered.
The owner of the work book must be familiar with all the entries in it against signature.
Is it possible to have two work books?
In accordance with labor legislation, any employee must have only one work book, directly from which the employee of the organization responsible for entering data works. However, there are situations in which, for some reason, a person gets a second work book: for example, if an employee, after being fired from a position, lost his work document, and then found it, but only after issuing a new one upon joining the next one. job title.
In this case, the employee does not face any fines or sanctions, because the legislation simply does not provide for such measures. The employer also does not have the right to punish an employee in any way, much less to fine or even refuse to hire if we are talking only about a candidate. It is only important for him to take into account that all necessary work information is entered into only one single work book, since ownership of two at once, again, is not legally prescribed in the law.
In principle, you can simply throw away the extra work document.
Part time job
Some categories of citizens (for example, minors, drivers, medical workers, etc.) have the right to be admitted part-time. The entry in the work book in this case is supplemented after recording the position with the wording “part-time”.
There is also a separate rule for those who enter into an agreement with an employer while being an apprentice (student, intern). In the same way, all this is noted in the document. “Accepted as a student” - the entry in the work book in this case looks exactly like this.
Preparation of documents for further employment
But working in different organizations with two different work books is illegal and strictly punishable by the court. Therefore, remember that an application to the employer with a request to issue a new form should only be made if you have actually lost your work book and you simply do not have it.
Entering information into this document when taking on new job positions after the first is carried out according to the same principle as before (except that the title page remains unchanged). You have already seen a sample entry in the work book about hiring.
Samples for filling in cases of hiring and dismissal
As already mentioned in this article, when an employee takes up a new position, the employer, no later than five days later, records information about this action, carried out on the basis of an official order, directly into the work book itself. If a citizen is employed for the first time, then he puts his signature on the title page of his new employment document, thereby confirming the absence of any errors in filling out the data (although he is not responsible for this notorious correct filling).
Do not forget that if the employer is an individual who is not registered as an individual entrepreneur, then he is deprived of the right at the legislative level to acquire new work books (and all this is carried out exclusively in accordance with the laws on official registration of work). In this case, all data on the employee’s length of service and work activities will be notarized by a written agreement, which is concluded specifically in such cases.
On the day when an employee leaves work (that is, finishes the last day of work, also provided for by law and for ignoring which there is a serious fine), the employer is obliged to give him all documents related to the position, including a work book. Afterwards, the employer pays the employee, gives him his last salary, and then their paths diverge.
There are cases in which an employer, for some reason, cannot issue a work book to an employee. Then they draw up a written protocol, from which the employee learns about the need to pick up the document and agrees to have it sent to him by mail. From the moment the employer sent this message to this person, he does not bear any responsibility for possible delays in the receipt of his former employee’s work book. He also avoids this responsibility when the actual last day of the worker is different from the day indicated in the expiration date of the employment contract drawn up upon taking office.
There are many similar situations, and they are all varied, so the employee of the organization, who is the main one in matters of personnel affairs and maintaining work records, needs to study all possible grounds for legal actions related to employment, as well as the wording that will need to be entered in each individual case.
An entry in the work book about hiring is understandable, but when an entry about dismissal is made, it is very important to take into account that its grounds and reason must in one way or another correspond to what is prescribed in this regard in the legislation of the Russian Federation. The dismissed employee must personally sign the record of his dismissal, just like the employer, after which all this information receives a special seal of the organization, after which it is considered legally certified and reliable.
Nuances and interesting facts
Owners of old-style work books do not have to replace them with new ones, and the federal body responsible for services related to labor and employment of citizens (called Rostrud), back in April 2017, approved the abolition of work books, which had been discussed for many years.
This is due to the desire of the authorities to increase the protection of the rights of working citizens, as well as to significantly simplify or even prevent many bureaucratic processes associated with maintaining, storing and forwarding work books. Moreover, the item of state budget expenditures going directly to the production and distribution of these documents by paper mail will be reduced. In several countries of the post-Soviet space, work records as such have already been abandoned.
It is not yet clear when to expect this cancellation in Russia, but it can already be noted that this will have a positive impact on all legal calculations. The transition from paper work books to electronic ones (and this will subsequently be carried out in electronic format) will be especially convenient for those employees who carry out their work activities remotely or using the so-called rotation method.
Bottom line
This article was devoted to general issues regarding the acquisition and entry of information into the work book. We hope all your questions have been clarified.
One of the main documents of an employee, indicating his work activity, is the employment contract, which is issued to him at his first place of work. In the future, when registering, they make an entry in the work book about hiring, and a note about termination. It is handed over to the personnel service upon admission, and received upon dismissal upon signature.
Since this form is considered one of the main documents today, it is very important to understand how to correctly make an entry in the work book.
The information contained in it is necessary for calculating pensions, confirming length of service when calculating sick leave, etc.
Therefore, the basic rules for registering labor documents are established by the provisions of the Labor Code of the Russian Federation and Resolutions of government agencies.
According to these standards, the personnel officer or responsible specialist must mark the employee’s entry to work at the business entity without fail if he performed labor functions for more than five days. If the company is his main employer.
If an employee is hired part-time, then an entry in the work book needs to be made only at the request of the employee himself. Moreover, an entry in the part-time work book is made on the basis of a certificate from the second place by the personnel inspector of the main employer.
The general rules for filling out a work book are as follows:
- All marks are made by hand by the HR specialist using a black, blue or purple pen.
- All notes entered into labor records are subject to mandatory numbering, which is carried out in ascending order. Numbers must not be repeated. Only Arabic numerals are used. Separate cells are provided for recording the date. First, the date is indicated in the cell with two digits, then in the next month - two digits are put in, and the year - four digits are put in.
- The first sheet of the work report should reflect the employee’s personal data, which is entered in strict accordance with the document presented by him, which is an identity card (passport). In the future, at a new place of work, the personnel inspector will check the authenticity of the employment record using this information, comparing it with a passport or other identification.
- The first page of the employment contract must be certified by the signature of the personnel inspector who first opened it, as well as the seal of the business entity that issued this document. Their absence may lead to the document being declared invalid.
- The entry in the work book about hiring must be closed with a corresponding notice of dismissal. If a new employee comes to work, and he has an open appointment, but there is no dismissal, then before hiring him he must be sent to his previous place of work so that the person in charge there makes the appropriate mark. You cannot open a new one without this, or immediately warn the employee that this job will be considered a part-time job.
- It is impossible to make entries in the labor record about bringing an employee to disciplinary sanctions for labor offenses committed by him. The only exception is punishment in the form of dismissal.
- All notes included in the work report are made on the basis of relevant instructions from management. When entering data, they should be reflected in full, without any reduction. This is prohibited by law.
- It is allowed to note in the labor record information about continuous length of service or information about the non-inclusion of certain periods in the length of service for calculating a pension.
- No corrections or cross-outs are permitted in this document. Corrections are only possible on the first page with personal data, for example, when changing your last name.
- Corrective entries can be made using separate new entries.
On the basis of what documents is an employment entry made?
A personnel specialist can make an appointment mark only on the basis of an issued order from the company’s management, which he acts as. His details must be indicated in the appropriate labor column.
If an employee goes to work for an entrepreneur, then the basis in this case for making a note about employment is the agreement concluded with him.
When hiring on a part-time basis, a record of this is made by the personnel inspector for the main job on the basis of a certificate submitted by the employee from his second place of work.
Sometimes, when a previously lost book is being restored, all entries that previously existed in the previous one are made by the inspector at the last place of work based on certified certificates from previous places of work submitted by the employee.
Attention! Other documents, for example, cannot be considered as a basis for making an entry in the labor record.
In what case can an employee work without being recorded in the work book?
The instructions require making a record of the employee's employment with the main employer if he has worked for the company for five or more days. When the period of work in the company is less than the established period, you do not need to make any employment records.
Notes on employment are not made in the labor office if the employee is hired part-time. Such entries are included in this form only if the employee submits a corresponding application.
Attention! It is also possible not to make an entry in the work book about hiring if the employee works on the basis of. In some cases, it is beneficial for both employees and the employer to enter into it.
At what point is an entry made in the work book?
The Labor Code establishes that the employer must issue a work report for each employee who has worked for him for more than five days. If a job opening for this employee is opened for the first time, then this must be done within a week from the date of admission.
Thus, if the person responsible for maintaining labor records did not make an appointment record within the first five days, and the employee during the same time decided to dismiss, then the absence of an appointment record will not constitute a violation of the established standards.
On the other hand, if a record was nevertheless made, then this will also not be considered a violation, since according to the Labor Rules, all information about hiring and dismissal must be entered into the document. Therefore, if an employee decides to quit, he will generally need to make a notice of dismissal.
How to correctly make an entry in a work book about employment 2019 sample
Sample letter for hiring director of LLC
When making a mark on the labor director’s form, there are several features. Its basis can be not only an order of acceptance, but also a decision of the owners, minutes of a meeting of founders, a decision of the sole owner, etc.
Also, the wording of the entry must exactly match the line in the specified document. As a result, it can be formulated not only as “Hired,” but also, for example, “Elected to a position,” etc.
| Entry no. | date | Information about hiring, transfer to another job, qualifications, dismissal (indicating the reasons and with reference to the article, paragraph of the law) | Name, date and number of the document on the basis of which the entry was made | ||
| Number | Month | Year | |||
| 1 | 2 | 3 | 4 | ||
| Limited Liability Company "Kraska" (LLC "Kraska") | |||||
| 10 | 18 | 07 | 2019 | Hired to the position of General Director. | Order No. 1-K dated July 18, 2019 |
You might be interested in:
Order appointing someone responsible for maintaining work records: is this an obligatory order, why is it issued, how to issue it
Application for main job
Typically, an employee’s entry note must include information about the department, position, and order details.
Entrepreneurs are also responsible for maintaining the records of their employees and making timely entries in them. But he is not obliged to draw up orders and instructions, so he can make a note about the receipt on the basis of the concluded employment agreement.
| 1 | 2 | 3 | 4 | ||
| Individual entrepreneur Stozhkov Vadim Sergeevich (IP Stozhkov V.S.) | |||||
| 6 | 18 | 07 | 2019 | Hired as a security guard | Employment contract No. 6 dated July 18, 2019 |
Recruitment by transfer order sample
An entry in the employment record stating that the employee was hired by way of transfer can only be made if the notice of dismissal from his previous place states that he left by way of transfer. It should also contain a link to the required article of the Labor Code of the Russian Federation.
The formatting of the entry, in general, does not differ from the standard case, with the exception of the mention of transfer from another place.
| 1 | 2 | 3 | 4 | ||
| Limited Liability Company "Zarnitsa" (LLC "Zarnitsa") | |||||
| 3 | 18 | 07 | 2019 | Accepted into the sales department as a sales consultant as a transfer from the limited liability company "Tradition" | Order No. 19-K dated July 18, 2019 |
When registering a part-time employee
When an employee comes to work part-time, his work record is kept by the main employer. The personnel officer from the main company can make a note about part-time work in it upon presentation of a certificate or extract from the order from the second organization.
Hiring an employee during vacation
When an employee is registered for the period of vacation of another, or for another reason that implies the conclusion of an employment agreement for a certain period, the entry in the work book about employment is made according to standard rules. According to the position of Rostrud, there should be no mention in the labor contract that the employee was hired under a fixed-term contract.
Responsibility for incorrectly filling out the book
Current legislation implies several types of liability for errors in maintaining work records.
But in each case, the punishment falls on the responsible official, or on the organization itself:
- Disciplinary responsibility. It can be imposed on an employee for dishonest performance of his duties. At the same time, the enterprise must have an order or other document that assigns responsibilities for maintaining books to a specific employee, and he must be familiar with it. The application of punishment and its degree are determined solely by the company administration. This, first of all, should depend on the severity of the offense.
- Material liability. It arises due to the infliction of losses by the responsible person on the employee due to an incorrect entry in the work record. If by mistake an entry was made with incorrect wording, and this deprived the citizen of the opportunity to work, then the responsible person is obliged to independently compensate him for downtime based on average earnings.
- Criminal liability. This type of liability is imposed quite rarely. It can occur, in particular, for making an initially false entry, or making corrections to a document for personal gain. In this case, the perpetrator may be subject to various penalties, including imprisonment for up to two years.
Many workers mistakenly believe that there is nothing complicated about making an entry in the labor record. It would seem that it could be difficult to write the date of hiring and dismissal on the form.
But in fact, a personnel department employee or an employer must know many nuances that relate to making each entry. The type of entry itself will depend on the position of the employee and on many other factors that in one way or another affect the entry made.
The work of an HR department employee cannot be underestimated, therefore, to help novice HR officers, as well as for the general education of workers, in this article we consider different situations of making an entry in the work book.
Procedure and rules for filling out a work book
Hiring an employee is a very responsible task. In addition to the fact that a new employee must be quickly brought up to speed, in order for him to begin fulfilling his work function as soon as possible, it is also necessary to correctly draw up his employment document.
Many employers or HR department employees, due to carelessness or lack of experience, often make erroneous entries when filling out employment forms. Because of this, the employee has to change not only one work form, but also the entire book.
Therefore, especially if this is your first experience, you should approach filling out the work book as competently as possible.
Filling
In order to fill out a work book for employment, you first need to familiarize yourself with the title page. In this information you must find a match with the employee’s passport data and only then fill out the form.
But if you issue a work permit for an employee because this is his first job, you will need to fill out the title page yourself. To do this, you must write in the prepared space the employee’s first, last and patronymic names, as well as his date of birth, information about education and specialization.
Check every entry you leave carefully. Be sure, especially if this is your first experience, and also use samples when filling out.
Now that the entry on the title page has been left, you can move on to the next steps.
How to correctly make an entry in the work book about hiring?
To correctly record the hiring of an employee for a completely new job, you will need two documents. The first is the employee’s employment contract, and the second document is an order issued by the organization.
In the leftmost column, indicate the serial number of the entry, and if it was preceded by another, indent exactly one line.
Next, you need to write the serial number. In the next column you leave the date when the entry was made.
Now you can already write what position the employee has been hired for, and also indicate the name of the organization that accepts the employee into its ranks.
Now you need to enter the order number, as well as the date of its issue.
Only after this can you put the organization’s seal and ask the employer to leave his signature. Only after this the employee is considered officially employed and payments for him will begin to be made immediately.
What is the date?
If we talk about the date of hiring, then, as a rule, the date of concluding a direct employment contract between a specific employee and the employer is considered official. But in addition to this, the official date can also be considered the day on which the employment contract comes into force, for example, after the weekend, starting on Monday.
Is there a stamp?
When applying for a job, a stamp must be placed in the work book. This is proven by the fact that the employee did not enter this entry himself, but actually performed a labor function.
Sometimes the seal in the work book is accompanied by a sticker in the form of a hologram. As many personnel officers say, this is additional protection from unscrupulous employees.
Is the rate stated?
The work book does not indicate such information as the amount of salary, salary amount and other similar information.
But many employers mistakenly enter this data into the work book form, thereby creating the possibility of completely replacing the work record, which is very unprofitable for the employee.
Hiring a General Director
When hiring a general director, information about the date and position of such an employee is also entered into the employment record, however, the documentary basis for acceptance will not be an order, but a decision of the company’s founders.
Entry in the work book about hiring the general director of an LLC - sample. 
Driver
If you are hiring driver, then you should not include in the labor mark of the car on which he will carry out his work. It is much more important before hiring a person to look at the results of the medical examination he has passed and only after that begin to fill out the employment form in the general manner.
Temporary job
If a citizen is hired temporarily, this entry must also be in the work book. Many believe that this is not necessary, because the work has its own term, but despite this, temporary work should be reflected in the labor job.
A sample of filling out (formatting) a work book for temporary employment. 
Without work book
Is it necessary to have a work book when applying for a job? Often employers hire workers without a work permit. To do this, it is necessary for the employee to have a work record, because he is just starting his journey in the world of work.
The costs of purchasing a work book are borne by the organization. who hired the employee. The title page is filled out in accordance with the employee’s documents. The data is checked, a record of employment is made and the employment record is sent to your personal file.
How to make a recording correctly?
If the employment contract is urgent, this must also be stated in the employment record. In the line where you must write information about the job, you must indicate the name of the organization, position, and at the end of the entry indicate that you have been hired for a specific position under a fixed-term employment contract.
Hiring by transfer
If you have been transferred to a position, this is reflected in the work book entry in the job information column. You must indicate your new position, the organization to which you were transferred and inform that this is a transfer. If you were transferred within an organization, then there is no need to write its name.
Entry in the work book about employment in the order of translation sample. 
At the same time
is a way of working in which an employee combines several types of employment. We’ll talk about how exactly to make an entry in the work record in the next paragraph.
In the work book, when hiring a part-time employee, we make an entry of the following nature: it must contain a serial number, the date of hire, as well as a mention of part-time work. An order must also be issued.
How to correct the recording?
If you made a mistake in your employment letter, for example, the date of hiring was indicated incorrectly, do not despair. Labor legislation allows for small ones. But if you have an incorrect entry, under no circumstances should you use a corrector, brush or eraser. You will have to restore the employee’s work book on new forms, therefore, as soon as you make a mistake, inform the employer and employee about it.
How can I correct an error in the appointment date?
If there is a single digit error in the date, it can be corrected by crossing out and adding a new one. If the error is more than two digits, the work book will have to be changed. Some people also allow this method. They put as the next serial number the entry indicating that the previous entry is incorrect and then rewrite the correct option.
How to cancel a job posting?
In order to cancel an entry for a job, it is enough to write in the next paragraph that the previous entry is not correct.
Sample correction (cancellation) of an entry in the work book about employment.
Hiring for an individual entrepreneur
How to correctly fill out a work book when applying for a job with an individual entrepreneur? If you are applying for a job with individual entrepreneur, you first need to ask whether he has experience in preparing employment documents. Be sure to look at the labor report after filling it out. Filling out a work book in an organization and an individual entrepreneur should not differ, except for the name of the place of work.
An example (sample) of making an entry in a work book when hiring for an individual entrepreneur. 
What to do if an employee did not provide his work record when applying for a job?
If the employee has not provided a work permit because he has never received it before, get him a new one, if you simply can’t find it or have lost it, send it to the pension fund to issue a duplicate work document.
Useful video
Watch a useful video on how to fill out a work book:
Conclusion
As you can see, filling out a work form is not at all difficult if you follow generally accepted rules and are careful.
Today's labor market is traditionally divided into official and shadow. Naturally, the majority of citizens count on it, although this is not always profitable, depending on the material component. However, obtaining a work book provides some advantages related to work experience, etc.
But in this article we will talk not about the employee and the work book, but about the employer and the work book, that is, about filling it out. Filling out work books is discussed in the Instructions for filling out work books (No. 69). This document was approved by the Decree of the Russian Ministry of Labor on October 10, 2003.
A person’s work history is noted in the work book.
All entries that will be made in, when it comes to dates, must be made in Arabic numerals. If the month is a two-digit entry, if the year is a four-digit entry. In paragraph 1.1. Above the mentioned Instructions we read that all entries must be made carefully. To do this, use pens - gel or fountain pens, rollerball pens, ballpoint pens.
Light-resistant inks, pastes and gels are often used. This list, of course, indicates all possible examples, but anyone who has dealt with filling out a workbook knows that in practice an ordinary ballpoint pen is used, and the entries often do not have much in common with the accuracy described in the Instructions. Record Color:
- black;
- blue;
- violet.
Under no circumstances should you keep records using abbreviations. That is, such frequent words in the workbook as “order” cannot be replaced by the abbreviation “pr.”; You cannot write “dispatch” when talking about “order”, etc. This rule is very important and must be followed without any exception. In addition, the sample work book is designed so that all entries can be made without abbreviations and as completely as possible.
How to fill out the cover page of a work book? Thematic video material will suggest:
Employee information
This is perhaps the very first article to fill out. After all, the employee enters on the first page, that is, on the title page. Records are kept on the basis of clause 2.1. We carry out this procedure in the sequence suggested by the example:
- FULL NAME; must be indicated in full, no initials are allowed;
- Date of Birth; also completely. Enter the date, month and year. Entries are made based on passport information. In other cases, the source of information can be any of the existing documents that confirm the identity. These include, among others, a driver's license and military ID.
It is quite possible that in the near future work books will not be filled out
Here we must pay attention to some nuances. It should be remembered that the full name is recorded exclusively in the nominative case. By the way, the title page is the page of the workbook where mistakes are most often made. What is this connected with?
Naturally with inattention and ignorance of the procedure. After all, there are cases when the full name was entered on one line. But the form provides three lines, and they must be used, regardless of how long the last name, first name and patronymic are. Among other common mistakes that are associated with ignorance, we note the entries on the first page of information regarding the assignment of categories and ranks to an employee.
For these entries in the work book there is a special section signed “Information about work”. After all, as we will see below, these records can change (as a rule, this happens), because over the years, workers receive other categories, maybe a different specialty. It will simply be impossible to make new entries on the title page.
Let's return to a further review of the records. After filling out the title page, you must indicate the employee’s education. This information is entered in the following order:
- basic general;
- average general;
- initial professional;
- secondary vocational;
- higher professional;
- postgraduate professional.
These entries cannot be made if you do not have certificates, certificates, diplomas, etc., that is, duly certified documents indicating a particular level of education. That is, entries in the work book must always have documentary evidence.
If there is incomplete education (naturally, at the appropriate level), then an entry can only be made if certified evidence is presented. These will be:
- student ID;
- record book;
- educational institution.
Please note that these documents must be provided in a package, that is, all together. One of them is not a basis for recording. The work book must have the date it was completed. The employee puts his signature on the first sheet. A different signature on the title page will belong to the person who issues work books and is responsible for this. Next comes the seal of the organization, or rather, the seal of the personnel service.
If the work book does not have a seal on the title page, then it is invalid.
Changes to entries in the workbook
Completed work book - sample
The specifics of filling out a work report are such that sooner or later you will have to make entries in it that will be in relation to previous changes. Practice shows that changes most often concern such records as:
- Date of Birth.
In order to make new entries that invalidate old ones, it is necessary to have a basis. In other words, documentary evidence of changes in information. Thus, when entering new data into the work book regarding changes in full name and/or date of birth, you must have a basis, which is:
- Marriage certificate;
- certificate;
- certificate confirming changes in full name.
These documents must be referenced when changing records. In this case, indicate the number and date of their compilation. The changes in question relate to the first sheet. We are not talking about replacing the workbook with a new one. Therefore, old entries must be crossed out. Moreover, this is done exclusively by one feature.
On the inside cover it is necessary to leave links to, which served as the basis and confirmation of the new entries left. The employer certifies these notes with a signature and seal. The organization's staffing table is the basis that determines the order in the records of job title, specialty and profession.
There are, however, qualification reference books that you need to pay attention to if the performance of work in specific positions and professions, as well as specialties, is associated with the provision of restrictions or.
The period of work is associated with the assignment of new ranks to employees. These can also be classes and categories. Naturally, a new entry should appear in the workbook. Moreover, it must be done as completely as possible, that is, on all pages and in all columns provided for this (title, links to supporting documents, date, etc.).
New nuances
The work book is filled out according to the rules
Let us note some changes in the procedure for filling out work books. Now the joint-stock companies have the right to decide independently the issue of the need for a round seal. This resolution came into force on April 7, 2015. Rostrud, however, introduced clarifications on this issue.
There is still an obligation to affix a stamp to the work book. That is, if one of the mentioned organizations refused to use the seal, then the work book will still have to be certified when recording.
For this purpose, a personnel seal or any other one related to the organization is sufficient. Let us note an important detail. When filling out the work book for the first time, the lack of work experience is not recorded. If the first entry for employment is made immediately after the employee graduates from a special educational institution, then the time of training is also not recorded in a separate entry.
Let us again pay attention to errors that occur quite often. Column 2 often incorrectly records the date when the employee was hired. Sometimes they set the date for drawing up the order. This is incorrect, because it is necessary to set a date that relates to the employee, and not to the decree, and is included in the text of the decree. That is, these dates should not be confused.
Column 3 is designed to record which structural unit the employee is assigned to. Its name is indicated. Also regarding the employee, his position, specialty, profession, and qualifications are included. Column 4 is information about the order. The number and date of the document compiled are entered here.
It should be borne in mind that hiring can be carried out not only by drawing up an order, but also on the basis of other documents. This means that when filling out column 4, if there is no order as such, it is necessary to enter a link to another decision of the employer (this could be, for example, a decision of a general meeting).
Each person begins his work activity at a certain time. Naturally, he tries to work, as they say, according to the work book, that is, officially. This document is very important because it reflects a person’s work activity, is his pride, and also has considerable practical significance.
Therefore, the question of how to fill it out correctly, discussed in this article, is very important, also in view of the fact that both the workbook samples themselves and the parameters for filling them out often change. Those who hire should be vigilant when making entries and follow the changes and clarifications of Rostrud.
Expert lawyer's opinion:
The author reveals some of the subtleties of correctly filling out a work book. The article is useful and informative. But our readers should know that the legal significance of a work book is currently somewhat lower than it was 15-20 years ago. It is possible that work books will be completely abolished in the near future.
With the entry into force of the Labor Code of the Russian Federation on February 1, 2002, the execution of a written employment contract became mandatory (Article 67 of the Labor Code of the Russian Federation). Also Art. 136 of the Labor Code of the Russian Federation provides for the mandatory issuance of pay slips to employees. These two documents carry more weight when collected and stored until retirement. These two documents contain all the information about the employee’s work activity necessary for calculating the pension.
There is one more document that we recommend receiving from the accounting department annually and upon dismissal. This is a salary certificate (Appendix No. 1 to the order of the Ministry of Labor and Social Protection of the Russian Federation dated April 30, 2013 No. 182n). This document will also not be superfluous when you reach retirement age.
The contents of the work book do not disclose any information about wages, and it is this information that is valuable when calculating a pension. The work book contains only information about where, in what capacity and how long you worked. And if you worked somewhere else, but there is no entry in the work book, then a written employment contract and pay slip will help. This information can be obtained even if the work was one-time.