This important paper can be drawn up at the request of the employee himself, at the initiative of the manager, or at an external request, depending on the place and purpose of the intended presentation. An employee profile can be an internal document and intended to be provided at any location where required. Below is an example of an employee profile. Download and edit for yourself.
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Sample of writing a universal characteristic
_______________________ “____” _____________ 201_
Characteristic
to Vera Vladimirovna Averina, senior economist at ____________ LLC
Averina V.V., “__” ________ Born in 19__, higher education (graduated from Moscow State University in 2000 with a degree in Economics and Management).
She has been working at LLC "_____________" as an economist since April 18, 2007; in 2009 she was transferred to the position of "senior economist". During her work, she was sent to advanced training courses, which she successfully completed, receiving certificates in the programs: “Reporting 2016”, “Financial Analytics”, “Modern Economic Forecast”.
During her work, she demonstrated a comprehensive knowledge and skills in her specialty. She has excellent business negotiation skills, is a good communicator, and strives for active self-improvement. He is interested in the latest information innovations in the economic field, attends trainings and seminars in his specialty.
She has established herself as a reliable, responsible employee who does not violate deadlines for completing tasks and provides comprehensive reporting. In difficult situations, he quickly makes the optimal decision. She is stress-resistant and calmly takes criticism. She is respected and treated well by her colleagues in the team and is not noticed in conflict situations.
She did not receive any disciplinary sanctions during her work.
The specification has been issued for presentation at the place of request.
"___"________201_
_________/________________________
Internal characteristics
A senior manager may request immediate management to evaluate the personal and professional qualities of an employee in various situations. These situations may be:
- making a decision on transfer to a certain position;
- assessment of the ability to complete a particular task;
- the possibility of a responsible business trip;
- find the optimal way to influence an employee in order to increase his professionalism or level out negative qualities;
- determining the possibility of trust (access to proprietary information, trade secrets, etc.);
- to assess stress resistance and professional suitability for dangerous work and critical situations;
- take measures to reduce tension in the team, etc.
Not only the head of the structural unit where the employee in question works, but also employees of the personnel department, as well as, if necessary, the head of the security service, can take part in the preparation of this document.
FOR YOUR INFORMATION! The grounds for compiling internal characteristics must be specified in the local regulations of the enterprise.
For new employment
When hiring a new employee, employers often want to get feedback on the new employee from their previous employer. This is widespread in budget organizations. In this case, the requirements for the characteristics are somewhat different. In the sample, mention all the main qualities of the employee: personal and business qualities, professional skills, participation in social or labor activities of the organization. Finish the description with a recommendation to hire the person if the managers from the previous place of work were satisfied with the cooperation.
External characteristics
Official documents that will be provided to authorities other than the enterprise can be issued at the request of the employee himself or directly at the request of the authorities themselves.
- Characteristics are compiled at the request of the employee An employee of an enterprise may need feedback from management for the following purposes:
- admission to a higher educational institution;
issuance of permits;
- taking out a loan;
- completion of military service;
- various relationships with law enforcement, municipal and other government agencies.
- A character reference is drawn up at the request of a third party. Officials, government agencies, lawyers, etc. can submit a request to an enterprise to provide a character reference for an employee - this usually happens if an employee of the enterprise commits any offenses or if he is suspected of something.
IMPORTANT INFORMATION! The third-party request does not always clearly define what type of information about the employee is required. Therefore, it is better to draw up a description using the basic templates recommended for such documents.
ATTENTION! When the purpose of writing a characteristic and the place where it is presented is known exactly, it is easier to focus on information of a certain type. For example, to obtain a loan, production indicators are not as important as discipline, responsibility, commitment of the employee, etc. In practice, most often the specification indicates “For presentation at the place of requirement,” which means it should be universal in nature.
Who prepares the document
Realizing why a characteristic is needed and what it is, a HR specialist is not always able to draw it up, since he does not always know about the business qualities of each employee in the enterprise. In this case, such a document is prepared by the employee’s immediate superior, and the HR representative only assists him in writing and completing the paper.
If an employee applies for the paper, it should be prepared and issued within three working days (Article 62 of the Labor Code of the Russian Federation). This rule also applies to a former employee, regardless of how long ago he quit (see, for example, the Determination of the Moscow City Court dated 09/08/2011 in case No. 33-28750). If the customer is external, then the terms are usually discussed additionally.
ConsultantPlus experts examined whether and within what time frame an employer needs to issue a reference letter based on a written application from an employee who quit more than two years ago. Use these instructions for free.
Correctly formatted description
Any document requires proper execution and the availability of appropriate details. The main points important for the design of the characteristics are as follows.
- To write this document, use the official letterhead of the organization or a sheet of standard A4 format. For external characteristics, a form is preferable, but if it is not available, then the details of the organization must be indicated.
- The text is presented in the third person, using the present or past tense (for example, “the employee corresponds to ..., has” or “the employee had ..., performed”).
- The first word of the document is its title “Characteristics”, then you should write to whom it is given (full name without abbreviations and the position of the employee).
- The volume of text is not limited; in practice, it rarely exceeds one printed page.
- At the end of the text, standard information about the place of provision is written, or it is indicated that the reference can be presented at the place of request.
- The signatories are responsible for the accuracy of the information in the description. The signature of the head of the organization is sufficient; a visa from the head of the human resources department and the immediate superior of the person being characterized is desirable. Signatures must be deciphered (last name and initials).
NOTE! In order for the characteristic to gain the force of a legal document, it must be dated, endorsed by management and certified with the round seal of the enterprise.
Compilation rules
There are no strict rules for drafting - such a document is written in free form. Stick to the generally accepted structure and you will be able to prepare a description without significant difficulties.
Sometimes the employee himself is tasked with writing the characteristics. This is a bad decision because the document will be biased. This option is suitable for formal cases when the content is not important to the employer. It is more correct to entrust the preparation to the employee’s immediate supervisor or a member of the HR department.
Drawed up in 1 or 2 copies upon request, in paper form. Endorsed by the signature of the director of the organization or individual entrepreneur.
The text should fit on one page and include only objectively important data about the professionalism, achievements, mistakes and personal qualities of the employee. Adhere to a business information style, avoid clericalism, colloquial and emotionally charged expressions. Try to create an objective, accessible description of the employee, add facts and examples.
Reading the document should form an idea of the key features and competence of the specialist.
Contents of the characteristics: necessity and sufficiency
The difference in writing internal and external characteristics is based on the fact that in the first case it is initially known where exactly the employee works and where the characteristics will be provided. Therefore, in a document “for internal use” this information can be omitted, but the employee’s working and creative potential can be more fully revealed.
In the external description, it is necessary to indicate all the personal data of the employee as completely as possible, and only with his written consent to their processing and use, as required by law (Article 88 of the Labor Code of the Russian Federation).
Before composing the text of the description, determine the purpose of its presentation: this will help to correctly select the facts for presentation.
Typically, a characteristic can be meaningfully divided into several blocks:
- Heading,
- Questionnaire,
- Labor activity,
- Personal qualities,
- Conclusion.
The title and conclusion refer to the design of the characteristic. Let's consider the remaining points in more detail.
Questionnaire
In the first paragraph, you need to briefly describe the official data about the person: indicate his year of birth, list the educational institutions he graduated from, clarify his specialty, and also, if there are academic degrees and titles. In this paragraph, it is enough to use only the last name with initials, since the full name has already been indicated in the heading part.
Labor activity
The description of an employee’s career path can be either complete or limited to work in a given organization. It is important to indicate:
- what position you were hired for;
- indicators of career growth (in what year, what positions were held successively);
- information about receiving additional education, advanced training, taking courses, etc.;
- assessment of work results (which projects he took part in, what he led, what he managed to accomplish independently, etc.);
- achievements (successes and rewards or, conversely, failures and reproaches);
- It is worth listing all awards and penalties.
Personal qualities
One of the most important sections of the document, because if work activity can be assessed objectively (by the presence of results, absence of disciplinary sanctions, etc.), then the characteristics of an individual depend entirely on the way it is presented. This section is especially important for external characteristics, because third-party organizations are interested, first of all, in the “psychological portrait” of a person, and not in his work achievements. Here is a plan for a detailed description of the employee’s personality; if necessary, you can select the necessary points and limit yourself to them.
- The general impression formed about the person during the time of cooperation with him;
- the employer’s opinion about the abilities demonstrated by the employee and his potential;
- recommendations on the use of identified qualities;
- approximate psychological traits of the employee’s personality;
- assessment of sociability, conflict, tolerance;
- conclusions regarding discipline, responsibility, honesty;
- degree of acceptance of the employee by the team;
- information about weaknesses in the employee’s character;
- prediction of behavior in certain situations, characteristics important for the addressee;
- other facts that the employer deems necessary to highlight.
To court
An employment reference for the court is one of the most difficult documents, because it must contain complete information about the employee and should not raise questions. Check that the specifications include:
- full name, not just initials;
- passport details;
- Date of Birth;
- residential address;
- Family status;
- number of children and their ages;
- education;
- belonging to military service.
It is worth talking about the employee’s job responsibilities, relationships with colleagues, describe personal and business qualities, and work achievements, if any. Mention should be made of the presence or absence of violations of labor discipline and disciplinary sanctions.
