Rules for registration of work books. Stages of filling out a work book

Filling out work books in 2019 is regulated by the following regulatory documents:

At the same time, it should be borne in mind that the specified normative is not a recommendation for execution, but clearly written norms that approve a sample work book, and non-compliance with which is prosecuted.

Filling out the title page

The title form of the work book is filled out in two cases:

  • first employment;
  • duplicate design.

The sample of the new work book was approved and has not changed since then.

All information about the owner of the labor is entered in black, blue or purple. When filling out, you must specify:

  • FULL NAME.;
  • date of birth (DD.MM.YYYY);
  • education and profession;
  • profession.

Information is entered on the basis of the documents provided by the employee: as it is written there, we write. No entries "from the words" of the employee are written or made. The text must be written in neat, legible handwriting. Blots and errors are not allowed. Dates are entered in Arabic numerals. Just in case, we recall what documents the employee must provide to you when concluding an employment contract:

  • about education (if the job requires special knowledge, skills and abilities);
  • on military registration (if the person is liable for military service);
  • SNILS (if absent, the employer draws up this document himself);
  • passport.

Labor is not listed, although it is binding document, but we write about him. You can see a sample workbook for 2019 below.

Everything recorded on title page, is certified by the signature of a specialist responsible for filling out, maintaining and storing work books. A few words need to be said here. In any organization, regardless of the form of ownership and direction of activity, one of the employees will be responsible for the execution and storage of work books within the organization (for more details, see paragraph 45 of the approved rules). Who it will be - a personnel officer, an accountant, an employee of another service or the director himself - does not matter. It is important that such a person be appointed by an order that has the same name - on the approval of the person responsible for filling out and storing the work book and inserts to them. Another nuance: it is more expedient to assign two employees to this direction, because if the employee is alone, he can get sick and go on vacation, and the second one will insure him for this time.

After the personnel officer makes necessary information, the owner of the document signs in a specially designated line as a sign of agreement that all data is entered correctly. If mistakes were made, then such a document is invalidated and must be destroyed, and the owner of the work book is issued new form(at the expense of the organization).

The completed title page of the 2019 work book looks like this:

But what about situations when an employee changes his personal data? Do not throw away the book ... Yes, you don’t need to do this, for this case, the legislation provides for the possibility of making changes: the old data of the employee on title page we carefully cross out (we are talking about full name), and on the spread of the labor we carefully write new information. We certify this record with our signature with a transcript (if there is a seal, we also put it). In more detail, how to fill out a work book in 2019 in this case, written in the section III rules, approved . It must be borne in mind and remembered that the correction of entries on the title page and in other sections of the labor is carried out different ways.

Fill in the section "Information about work"

After the title page is completed, go to the section "Information about the work." It is fixed here:

  • Company name;
  • day, month, year of making entries;
  • the very fact of hiring;
  • job movements;
  • translations (to permanent basis);
  • part-time job (at the request of the employee at the main place of work);
  • reasons for terminating the employment contract.

Entries in work book 2019 are made on the basis of an order issued by the head of the organization. Details of the document are indicated in the column provided for this. The entry must be made within 7 days from the date of issuance of the order (for admission, transfers, promotions, etc., upon dismissal, entries are made, as a rule, on the last working day, see paragraph 10 of the Rules approved). Sometimes experts confuse the terms five and seven days. Five days is the period after which the employer is obliged to create a work book for his employee (clause 3 of the Rules). Each entry has its own serial number. Only the headings in the Job Details section are not numbered.

Sample of filling out a work book (2019)

Rules for filling out a work book (2019)

The procedure for entering information in this section is as follows:

  1. In the column "Information about work" (in fact, it is the third one), data on the employer is entered (without abbreviations).
  2. In the first column "№" of the record, a serial number is assigned.
  3. In the second column "Date" (DD.MM.YYYY) the date is indicated (according to the order or the actual admission to work).
  4. In the third column, data on employment are entered indicating the position (as in the employment contract).
  5. The fourth section contains the details of the order or other normative act about hiring.

When the time comes, people leave the organization different reasons. Information about the termination of the working relationship is entered here in the next entry. An example of how to correctly fill out a work book in this case can be seen below.

How to make a notice of resignation

According to the order of the employer, an entry is made in the labor (exactly in the form that is in the order, without abbreviations). The grounds for dismissal are indicated (Article 77 of the Labor Code of the Russian Federation), for example: “Fired for own will, clause 3 of part 1 of article 77 of the Labor Code of the Russian Federation”. An example of filling out a work book for this reason presented below.

If the termination of the employment relationship has other reasons, for example, loss of trust, then the link to the article will change, the entry will be as follows: “The employment contract was terminated due to the commission of guilty actions by the employee directly servicing the commodity values, giving rise to a loss of confidence in him by the employer , clause 7 of part 1 of article 81 of the Labor Code of the Russian Federation”. Regardless of the reason for the employee’s departure, they are introduced to this record and given a blank document in hand.

The record is certified by the signature of the head (or authorized person) with a transcript, the seal of the enterprise is affixed (provided that it exists). As a sign of familiarization with the record, the employee also puts his signature on the form, indicates the surname and initials. Full name - important point, since the surname must match the data indicated on the title page. After that, the employee signs in the book (some call it a journal) of accounting for the movement of labor and inserts to them.

Proper completion of the work book (2019) is extremely important, especially in light of the latest reforms in pension legislation. The FIU will not accept documents drawn up incorrectly, or simply will not count the period of work of a person drawn up with errors. Someday we will all retire, and we don’t want to waste this time on correcting other people’s mistakes.

The work book, filling out, is not limited to filling out the title page and the section on work, the work book contains one more section - information about awards and incentives.

We make a record of promotion and awards

Professional merits of the employee, awards and encouragement for good work are also entered in the work book (information on penalties is not entered). All new data is entered on the basis of the order of the employer. The entry algorithm is the same as in the case of employment, the sample and rules for filling out a work book can be viewed above.

Insert in the work book

The insert is wound up and sewn into the workforce when there is no place left in the main document of experience and there is nowhere to enter new information. The form of the insert is approved. It looks like this:

From the important thing you need to know about the insert:

  • it must be sewn in (directly with threads, in what way - it does not matter, it is important that it is attached);
  • when filling out the insert, the personal data in it must match the data indicated on the title page of the labor;
  • the insert number is entered in the book of accounting for the movement of labor;
  • all other filling is identical to labor.

For the Republic of Crimea, the procedure for making entries is similar, a sample of how to fill out a work book of the Republic of Kazakhstan (2019) can be found in our text.

Filling out work books in 2017 must be carried out according to the new rules. Consider new order and we will give examples of filling out a work book when hiring and dismissing an employee.

Employers must keep work books for each employee who has worked under an employment contract for more than 5 days, and this work is the main one for him. The only exceptions are employers - individuals, which are not individual entrepreneurs. They do not have the right to keep work books for their employees. We will discuss further filling out work books in 2017. Samples, new rules for making entries in work books are given below.

Filling out work books in 2017 must be carried out according to the new rules. They are approved by order of the Ministry of Labor of Russia dated October 31, 2016 No. 588n.

Now in the work book you need to put a seal only if the organization has it. Recall that the seal of the organization is required on the title page of the work book, on the inside cover when making entries about changing the name, and also after the dismissal.

So, from November 27, 2016, the seal is placed in work books only if available. If your company does not have a seal, certify the records with the signature of the head or the person responsible for maintaining work books.

An example of affixing a seal in a work book, see below.

More on this topic:

  • When to fill out an employee's work book during a probationary period

How to fill out the title page of a work book

If the employer draws up a new work book for an employee, he should fill in the title page in it. It is necessary to issue a book within a week from the day the employee was hired (clause 8 of the Rules for maintaining work books).

Filling out work books in 2017 should be done with a fountain, gel or ballpoint pen with black, blue or purple ink. It is impossible to shorten words in the work book (clause 11 of the Rules for maintaining work books).

The title page contains the following information:

  • surname, name and patronymic of the employee;
  • Date of Birth;
  • education and profession or specialty.

Full name and date of birth should be indicated on the basis of a passport or other identity document.

And education, profession and specialty fit in according to a diploma or other document on education or qualification.

An example of filling out the title page of a work book, see below. The fields filled in by the personnel officer are highlighted in blue.

How to make an entry in the work book about hiring in 2017

An entry in the work book about hiring must be made on the basis of the order of the director on hiring an employee. All entries should be made without abbreviations.

In column 3 of the section "Information about the work" you must indicate the full and abbreviated name of the organization. Instead of a record, you can put a stamp if it contains the full and abbreviated name of the company.

The serial number is put in column 1, and the date of employment is in column 2. In column 3, you must indicate that the employee has been accepted into the organization with the name of the position, profession or qualification. In column 4, put the word "Order" and the details of the order for employment.

It is not necessary to certify the admission record with a signature and seal. See below for a sample job application.

How to record an employee's dismissal

Entries in the work book upon dismissal in 2017 are made on the basis of the order of the head of the dismissal. In column 1, the serial number of the entry is put, in column 2 - the date of termination of the employment contract.

In column 3 there will be the basis and reason for the termination of the employment contract. Please note that the entry must comply with the wording of the Labor Code, and without abbreviations.

In column 4, the word "Order" is written and the details of the dismissal order are also written without abbreviations.

The record is certified by the signature of the head of the organization or official Responsible for record keeping. You must also ask the employee to sign under the entry. Then put the seal of the organization, if any.

See below for a sample letter of resignation.

Introducing ready samples filling out work books in 2019, which are prepared in strict accordance with the Labor Code of the Russian Federation.

The Trudoviks began to fine accountants and personnel officers for mistakes in filling out work books. The "Simplification" magazine will help you correct errors without penalties:

Rules for filling out a work book in 2019

Instructions for filling out work books approved by the Ministry of Labor social development RF dated October 10, 2003 No. 69.

According to the instructions:

  • records of dates in all sections should be made in Arabic numerals (day and month - two-digit, year - four-digit).

For example, if an employee was hired on December 25, 2017, an entry is made in the work book: "12/25/2017"

  • for making entries using pen, gel or ball pen black, blue or purple
  • abbreviations are not allowed

For example, "pr." instead of "order", etc.

  • in the sections "Information about the work" and "Information about the award" it is not allowed to cross out entries made earlier (even if they are invalid)

Even a small typo in the labor is a reason for the FIU not to count the worker's length of service, see what mistakes can be dangerous in the article.

How to correct a mistake in a workbook

If it is necessary to change any entry, it is necessary to indicate after the last of them the subsequent serial number, the date of the new entry, and then in column 3 write: "The entry for the number such and such is invalid."

After that, you need to enter the data as required. For example: "Accepted by such and such a profession (position)." Then, column 4 repeats the date and number of the order (instruction) or other decision of the employer, the entry from which was incorrectly entered in the work book, or the date and number of the order (instruction) or other decision of the employer, on the basis of which the correct entry is made.

In the same manner, an entry on transfer to another job, etc., is invalidated.

If the record of dismissal in the work book is invalid

If there is an entry in the work book about dismissal or transfer to another permanent job, subsequently declared invalid, at the written request of the employee, a duplicate of the work book is issued without making an entry in it that was declared invalid.

At the same time, in the right upper corner the first page of a duplicate work book is inscribed: "Duplicate".

On the first page (title page) of the previous work book, it is written: "A duplicate was issued instead" indicating its series and number.

Electronic work books

The idea of ​​switching to electronic work books was discussed for a long time, because it is obvious that the work book is hard copy uncomfortable for both the employee and the employer. Furthermore, Pension Fund Russia annually spends great amount time to transfer information from labor and process it. Based on the above, it was concluded that electronic document really good solution.

The Government of the Russian Federation intends to allow the use of both "regular" and electronic work books. In any case, the transition will be made gradually, and filling out work books on paper will still remain topical issue in 2019.

Samples of filling out a work book in 2019

The seal in the labor is put only if available.

How to write wording in a work book

RIGHT: Dismissed due to the reduction of the staff of the organization, clause 2 of part 1 of article 81 of the Labor Code Russian Federation

WRONG: Dismissed due to the reduction of the staff of the organization, paragraph 2, part 1, art. 81 of the Labor Code of the Russian Federation

Title page layout

The title page is filled in by the organization (IP), the work in which for the employee was the first in life. On the title page, you need to write the name of the employee, date of birth, education, profession, date of filling out the work book, the signature of the employee and the signature of the person who maintains personnel records in the company (personnel officer, accountant, manager or individual entrepreneur).

Making changes to the title page

To make changes on the title page, cross out the wrong one and write the correct inscription on the right according to our sample. Date and sign.


Recruitment

The hiring process goes like this. In the left column, put the record number and date. In the column "information about hiring ..." write the full name and abbreviated organization or individual entrepreneur.

Example:

  • Alfa Limited Liability Company (Alfa LLC)
  • Individual entrepreneur A.A. Petrov (IP A.A. Petrov)

Transfer to another position

Transfer to another position is issued by order. See a sample book below.

Dismissal at the employee's own request

Dismissal is issued in strict accordance with the Labor Code of the Russian Federation. At the same time, it is necessary to write on the basis of which article of the Labor Code of the Russian Federation the employee was dismissed. If you make a mistake here, then the employee can challenge the dismissal in court. You can not shorten the inscription.

The wording should be as follows: The employment contract was terminated at the initiative of the employee, clause 3 of part 1 of article 77 of the Labor Code of the Russian Federation.

Below this inscription is the signature of the personnel officer and the signature of the employee.


Please note that upon dismissal, the signature of the personnel officer and employee is put in the book.

Dismissal due to downsizing

For dismissal due to staff reduction, the wording should be as follows: Dismissed due to the reduction in the staff of the organization, clause 2 of part 1 of article 81 of the Labor Code of the Russian Federation


Error in company name

In the work book, you indicate the full and abbreviated name of the company in the form of a heading - before the employment record (Instructions No. 69). Inconsistencies in the title must be corrected so that the PFR does not deprive the employee of the length of service in your company. The name in the book may differ from the charter if the company has made changes to the Unified State Register of Legal Entities or incorrectly written information.

The company has changed its name. Write that the organization has been renamed, and indicate the details of the document on the basis of which the company changed its name.

You made a mistake in the title. If you filled out the wrong name before the job entry, then cancel the entry. To do this, make a note without a number that a mistake was made in the name (see sample 6 below). The wrong name cannot be crossed out.

Registration of a work book: basic rules

The procedure for filling out a work book is regulated by:

  • Labor Code of the Russian Federation (Labor Code of the Russian Federation);
  • Rules for the maintenance and storage of work books, the production of work book forms and the provision of employers with them, approved by the Decree of the Government of the Russian Federation “On work books” dated April 16, 2003 No. 225 (hereinafter referred to as the Rules, Resolution No. 225);
  • Instructions for filling out work books, approved by the Decree of the Ministry of Social Development of October 10, 2003 No. 69 (hereinafter referred to as the Instruction).

Unfortunately, it is not uncommon to encounter contradictions between these documents. So, a record of dismissal of one's own free will under the Labor Code of the Russian Federation must be entered into the document in strict accordance with the wording of the code (part 5 of article 84.1 of the Labor Code of the Russian Federation). At the same time, the Rules say that you need to write down the wording according to the dismissal order.

Responsible employees should focus on the hierarchy of legal acts. If other acts contradict the Labor Code of the Russian Federation, they should not be applied. In the case described above, it is necessary to formulate an order (and then an entry in the labor) in accordance with the code.

We list the basic rules that will tell the personnel officer how to fill out a work book:

  • labor is issued for everyone who works at the enterprise for more than 5 days;
  • the period for which it is necessary to make an entry is 7 days;
  • Arabic numerals must be used in entries;
  • you can write with a black, blue, and purple pen;
  • abbreviations and corrections are prohibited (corrections are allowed only in the manner provided for in clause 27 of the Rules, and only in the sections "Information on work" and "Information on awards");
  • each entry must have a serial number.

How to fill out sections of a work book: an example of filling in 2018-2019

The form of the document was approved by Resolution No. 225 - where to get the form is described in the article The procedure for acquiring, storing and filling out a work book form (nuances). So, the labor consists of several sections that help to identify the personality of the employee, learn about his profession, qualifications, length of service and awards received. These sections contain:

  • personal data;
  • information about labor activity;
  • information about rewards (other than bonuses).

Along with the above general rules, for each of the sections, the legislator has developed specific filling rules, which we will consider further.

How to fill out the title page of the labor

Information about the employee is indicated on the title page of the document. Guided by paragraph 2 of the Instruction, the personnel officer must make:

  • personal data of the employee as they are indicated in the passport, without reduction;
  • information about education, if the employee has a relevant document;
  • the name of the profession in which the person will work at the enterprise;
  • date of completion of the document.

All records must be certified by the signatures of the worker and employee personnel service, as well as the seal of the organization (if any). The title page is filled in at the first place of work of a person.

If an employee's personal data has changed, personnel officers can cross out these data with one line and indicate new ones. To do this, the employee must submit official documents confirming the change in personal data, and the personnel officer must rewrite the information from these documents to inside workbook covers. For more information about correcting a surname in a work book, see the article Recording a change of surname in a work book - a sample.

If desired, the employer can place a hologram on the title page - what a holographic sticker is used for is described in the article Where is it right to glue a hologram in a work book - a sample?

How to properly format the section "Information about work"

Employees of personnel services should know how to properly draw up a work book, including a section where information about work is indicated.

Need to hire a person? In this case, the personnel officer must be guided by clause 3 of the Instruction and write in the work book under the serial number:

  • the name of the organization in full and abbreviated form;
  • Name structural unit where a person gets a job;
  • the name of the profession in which the employee will work;
  • the date the employee started work.

If a person works successfully, acquires a new category or class, this must be recorded in his work book.

Under the serial number, the HR officer writes:

  • information about the assignment to an employee of a higher rank, class;
  • information about additional professions or qualifications of the employee.

If the employment relationship has exhausted itself and the time has come to part with the employee, the employer must correctly draw up a record of his dismissal in accordance with the requirements of clause 5 of the Instruction.

To do this, in the section "Information about the work" under the corresponding serial number, you must specify:

  • reason for dismissal;
  • date of termination of the employment relationship;
  • name, number and date of the decision of the employer on the basis of which the dismissal occurs.

IMPORTANT! The information in the document must be specified accurately, the wording must match labor law. All entries must be confirmed by the seal of the organization (if any) and the signature of its head.

The procedure for filling out the section "Information about awards"

Another important section of the work book contains information about the awards that the employee has earned in the process of work. In accordance with clause 4 of the Instruction, information is indicated in the following format:

  • record number;
  • Name of the organization;
  • information about the award;
  • information about who awarded the employee;
  • information about the merits for which the person was awarded;
  • link to the document on the basis of which the award was made.

An HR employee must complete this section carefully and correctly, as award data affects an employee's career, gives more possibilities for his future employment.

How to register special cases in the work book

Some cases in labor relations are drawn up in a work book in a special way. Such cases include part-time work. In accordance with clause 3.1 of the Instruction, the work book must be kept at the place of the main work. But the part-time job may ask the personnel service to make additional information in the workbook. To do this, it is enough to confirm the fact additional work. For example, one can present as evidence labor contract with another organization.

Transferring to another job is a fairly common occurrence. Such changes in labor relations must also be recorded in the work book. It specifies:

  • record number;
  • date of transfer;
  • information about the transfer;
  • the name of the new department or position;
  • information about the order on the basis of which the employee is transferred.

Responsibility of personnel workers

Proper filling of the work book is an important component of labor relations. If the document is filled out incorrectly, it will be difficult for the employee to prove his seniority. In addition, he will take material losses, because he will not be able to get a job with a work book filled with errors.

For violations in this area, the following may be liable:

  • enterprises (administrative under Articles 5.27 and 13.20 of the Code of administrative offenses Russian Federation, hereinafter referred to as the Code of Administrative Offenses of the Russian Federation, for example, for failure to make the necessary entries in work books, or civil law, if the violation caused losses for the employee);
  • officials of the personnel service (administrative according to the aforementioned articles of the Code of Administrative Offenses RF for similar violations, as well as material, if the violation of the personnel officer caused damage to the enterprise, and disciplinary).

Employees of the personnel department must fill out work books carefully and carefully, using samples of filling out a work book drawn up in accordance with strict formalized rules that are mandatory for everyone. Errors and violations in this area entail administrative, civil, material and disciplinary liability.

How to fill out a work book correctly in order to avoid fines from inspection bodies? Read our article, download filling samples

Read our article:

Rules for filling out a work book

A work book is a document that most fully reflects the labor activity of a citizen, and when filling it out, personnel officers are required to comply certain rules(Resolution No. 225 dated April 16, 2003).

If a person gets a job for his first job in his life, the work book form is issued by the organization that accepts it, and it also fills out the title page.

Incorrect filling of the title page can create problems for the employee in the future, so you should pay special attention to its design:

    surname, name and patronymic are entered completely in the corresponding lines, the use of initials is not allowed;

    Date of Birth entered in Arabic numerals in the format dd.mm.yyyy ( common mistake personnel officers - designation of the month of birth with a letter equivalent);

    education- this line is filled strictly in accordance with supporting documents:

In our country, people start their career quite early, often combining it with studying at a college or university. When filling out a work book for such an employee, personnel officers may have a question - what to write in the line "education"? According to the rules, of course, you need to enter information on the basis of a school certificate, since the student does not yet have a diploma. However, it will not be a violation to temporarily leave this line empty, and upon receipt of a diploma, enter the relevant information into it;

    speciality- is entered on the basis of a diploma. A common mistake when filling out a work book in 2019 is that a personnel officer confuses qualifications and specialties, although these concepts are clearly separated in the document on education. Returning to the question of student employees - it is obvious that they have not yet received a specialty, so what should be written in this line? By analogy with the previous one, it is best to leave it temporarily empty than to allow stupid mistake and enter here not the specialty, but the position for which the employee is hired;

    date of issue of the document most often coincides with the date of employment (by order), but not always, since the employer is required to fill out a work book only for those employees who have worked for more than five days;

The title page must be signed by the owner of the book and the person who issued it. The document is certified by the seal of the organization.

How to fill out a work paper: step by step instructions

Any information is entered in the work book no later than 7 days after the head of the relevant orders is issued. The exception is cases of dismissal of an employee - then a mark is put in the work book on the last working day.

The structure of the document is quite simple and clear to fill in, however, there are some subtleties that you need to be aware of.

Step 1. Section "Information about work". Oddly enough, you need to start filling out this section from column 3. The first entry in it is the name of the first organization in which the owner of the work book was hired, a kind of subsection in which the events of a person’s labor activity in this organization will be recorded in the future.

Step 2. Let's go back to columns 1 and 2. The lines containing the name of the organization are not numbered. A serial number is assigned only to the line in which, according to the entries in column 3, an event was recorded.

Step 3. Enter in column 3 directly the essence of the event, indicating its cause, if any. When applying for a job, for example, such a reason is not indicated. In the same column, other events related to the work activity of the employee are recorded:

  • recruitment;
  • permanent transfer to another position (temporary transfer is not recorded in the work book);
  • information about advanced training, change qualification category or discharge;
  • dismissal.

Also, column 3 contains information about the renaming or reorganization of the enterprise, for example: Limited Liability Company "Kristall" (LLC "Kristall") on January 22, 2018 was renamed the Limited Liability Company "Edelweiss" (LLC "Edelweiss").

This information does not direct relation to the labor activity of a person, therefore, such an entry in column 1 is not assigned a serial number, but in column 4 the basis is indicated, according to the rules.

Step 4. Position and signature of the person who made the entry - on the line below.

Step 5. Column 4 indicates the details of the document on the basis of which the event occurred. Usually these are the orders of the leader, i.e. the entry may look like this “Order No. 17 dated February 25, 2018”.

Step 6. Entering each new entry in the work book, in addition to being certified by the signature of the head, is endorsed with the seal of the organization.

Step 7. When applying for a new job in column 3, the employer writes the name of the organization (without numbering in column 1), after which he makes the first job entry, already numbering it. It is worth noting that the numbering is end-to-end, that is, each subsequent employer continues the numbering started by the previous one.

The information section on awards and incentives is filled in similarly to the section on work information. It reflects information about the titles awarded, awards and diplomas received, including state ones. Only those awards that are issued according to the order of the management are entered. For example: “Awarded with a diploma for many years and conscientious work"(indicating the details of the order in Article 4).

Entry in the employment record book: sample

How to fill out a work book upon dismissal

There are not too pleasant reasons, which are not so often seen in work books. For example: due to inconsistency with the position held, due to violation of labor protection requirements, due to the provision of false documents, etc.

Having carefully studied Labor Code, you can find articles corresponding to these and other reasons, and be sure to indicate them in the work book, if you still could not avoid the so-called "dismissal under the article."

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