Work book: sample filling 2021. How to fill out a work book

Until December 31, 2021, employees had the opportunity to submit an application to the employer to switch to electronic labor. For those who decided not to digitalize information about their work activities, the book was left in paper form. It is worth noting that such workers are still the majority. According to the Russian Pension Fund, only 6 million people chose an electronic book instead of the regular format.

Thus, employers still have the obligation to properly maintain and store paper work records.

Which document established new labor rules?
New form of work book
Responsible for maintaining work records
Accounting for work records
Registration of labor: how to make notes
Making an insert in the work book

The rules for maintaining work books have been simplified

The Russian Ministry of Labor updated by order No. 320n dated May 19, 2021 the paper work book form and the procedure for its registration.
An updated instruction for filling out a work book was approved instead of the outdated one approved by Resolution of the Ministry of Labor No. 69 of October 10, 2003. The new rules came into effect on September 1, 2021. The form has become larger - the updated form has not 10 spreads, but as many as 14. The general content and sections have not changed.

There are significant innovations in the design rules:

Entries are allowed to be made using technical means, stamps (seals) that leave an impression or transfer dye.
Information about part-time work is allowed to be entered both in chronological order and in blocks, i.e., immediately about admission and about dismissal.
It was allowed not to certify the dismissal record with the employee’s signature.

The Ministry of Labor has decided not only how to create a work book, but also the deadline for returning the document to an employee who refused to keep a paper book - no later than 3 business days from the date of submission of the application. Until now, the Ministry of Labor has indicated in its clarifications that the document should be issued on the day the application for switching to electronic format is received.

ConsultantPlus experts discussed how to issue a new work record book. Use these instructions for free.

Results

The procedure for registering the dismissal of employees includes the mandatory issuance of relevant documentation, including a work book. The timely issuance of a work book upon dismissal with correctly entered entries is certified by the signature of the employee. Responsibility for further storage of the document is removed from the employer.

If it is not possible to transfer the work book, you must request permission in writing from the dismissed employee for postal forwarding.
In some cases, it is possible to transfer the document to authorized persons. You can find more complete information on the topic in ConsultantPlus. Free trial access to the system for 2 days.

Who is responsible for the correct design

According to Art. 66 of the Labor Code of the Russian Federation, the work book has a prescribed form, mandatory for all working citizens, and is the main document on work activities. After entering the form, an entry into the work book about hiring is made in the organization where the person got a job.

Errors in the entries made on this form will interfere with the employee’s employment and registration of a pension. The inaccuracies are corrected by the employer who made them, or by the current employer, based on documents from the organization that made these errors. It is important to enter information into the document in accordance with established rules and avoid grammatical errors.

The employer is responsible for the maintenance and safety of the document; he is obliged to create it upon first employment. The manager has the right to fill it out himself or assign these powers by order to a HR specialist or other employee.

Confused about the new rules on work books? Use the free guide from ConsultantPlus to do everything right. Experts have discussed how to now work with paper and electronic versions.

Other grounds for dismissal

As the Labor Code of the Russian Federation states, there are three most common types of grounds for separation from an employee: at the request of the employer, general, and due to circumstances beyond the will of the parties.

But, in addition to these grounds for dismissal, there are several additional ones. These include:

declaring the enterprise bankrupt;
making a decision by a legal entity to terminate an employment contract.

In these unpleasant cases, the work book must refer to the article

, not on

, and introduce formulations that correspond specifically to it.

Thus, before writing to the employment record of an employee about dismissal, it is advisable to check the Labor Code. All possible reasons for dismissal are indicated in it in different articles and described in detail. In order to save yourself and the person being fired from possible problems in the future, it is necessary to avoid mistakes and refer specifically to those articles that correspond to certain circumstances for parting with a former employee.

Rules for filling out a work book in 2021

The rules establish the following responsibilities of the employer:

draw up an electronic Labor Code for the first employment (paper ones are no longer provided for those applying for a job for the first time);
make entries within a strictly established period (5 days), and in case of dismissal - on the day of dismissal;
use exact wording from the Labor Code of the Russian Federation or federal laws with reference to them if an entry is made in the work book about a transfer to another position or other entries;
enter information about incentives for merit in work (state awards, titles, badges, diplomas);
return the book to the owner upon dismissal on the last working day, and if the form has become unusable, issue a duplicate;
certify the records with the signature of the responsible person, the seal of the organization (if any);
notify the employee of the need to pick up the TC if for some reason the employee was unable to receive it on the day of dismissal (otherwise the employer will be held responsible for the delay in issuing);
supplement the TC with an insert if the pages run out;
keep mandatory records of the movement of books and inserts.

For violation of the procedure for maintaining, recording, storing and issuing forms, officials are liable under Art. 5.27 and art. 13.20 Code of Administrative Offenses of the Russian Federation.

The filling instructions contain the following rules for making entries:

dates are entered in Arabic numerals in the format DD.MM.YYYY;
use a fountain, gel or ballpoint pen in black, blue or purple, stamps (seals) or printing equipment;
do not use abbreviations;
do not cross out entries when correcting them (this does not apply to the title page), under the incorrect entry they write “Entry number __ is invalid”, and enter the correct one below;
FULL NAME. write in full, without replacing with initials, date of birth - based on the passport;
information about profession and education is indicated on the basis of relevant documents;
The employee’s signature no longer necessarily has to certify the information.

Registration of labor: how to make notes

The rules for maintaining work books are prescribed in Appendix 2 to the Order of the Ministry of Labor. In particular, it is clarified that dates should be indicated in Arabic numerals.

In addition, there are certain standards for the use of pen and ink for making notes:

It is allowed to use light-resistant ink (paste, paint, gel);
ink color - black, blue or purple.

Please note that any abbreviations in entries are not allowed.

Recording in labor by transferring dyes

The new procedure for maintaining work books provides for the possibility of making entries by transferring dyes.
The Letter of the Ministry of Labor of the Russian Federation dated June 29, 2021 No. 14-6/ОOG-5976 clarifies what is meant by this method of making entries. This means that they can be produced using technical means, such as a printer.

Recording in labor records using printing

Is it possible to use a stamp of the organization's name to simplify the procedure for making entries in the work book?

Before September 1, 2021, this method of making entries did not meet the established requirements. Although the State Tax Inspectorate, as a rule, did not hold employers accountable for this.

From September 1, 2021, changes were made to the rules for filling out work books. Now records can be made in whole or in part using technical means by transferring dyes or in the form of a seal impression.

How to fill out a labor title page

Full name and date of birth are filled in on the basis of an identity document. The patronymic name is indicated if available.

Information about education is entered on the basis of an education document. If the document indicates a master’s or bachelor’s degree, then you can write “Higher – Bachelor’s Degree” or “Higher – Master’s Degree”.

In the line “profession, specialty” you need to indicate your profession, specialty, qualification. If the education document only indicates the direction, then the deadline may not be filled out.

Most questions arise about the signature of the person responsible for maintaining work records. The habit of indicating your full name has become firmly established in practice. Rostrud experts believe that this is exactly what should be done: on the title page, enter the name of the person responsible for maintaining it.

However, if you rely on GOST R 7.0.97-2016, then the signature should include:

job title of the person signing the document;
his handwritten signature;
decryption of the signature (initials, surname).

But it is obvious that the format of the work book will not allow you to fit all this information in one line.

Please note that in the new work form, instructions appear on the title page that a seal is required if available.

Information about work in the work book

Entering information about employment has its own characteristics. Filling out this part of the labor report begins with column 3, where the name of the organization is indicated in accordance with the constituent documents, and the abbreviated name (if any) is also entered.

In the line below, in column 1, indicate the serial number of the entry being made. In column 2, enter the date of employment - in accordance with the order of employment.

Opposite the date of hiring, in column 3, the following entry is made according to the template: “Hired to <structural unit> <name of position, profession, specialty indicating qualifications>.” For example, “Hired to the HR department as a personnel officer.”

The structural unit is indicated if it is included in the employment contract.

Column 4 contains information about the order (date and number) on the basis of which the employee was hired. When making an entry, it is better to adhere to the following sequence: type of document, date, number. For example, “Order No. 28-k dated December 16, 2008.”

Fill out and submit to the Pension Fund the SZV-TD form using Kontur.Externa

At the stage of filling out information about employment, no records need to be certified with seals.

What to do if an employee changes his last name?

Entries in labor records about last name, first name, patronymic and date of birth can only be changed on the basis of the relevant documents and with reference to their number, date and the authority that issued the document.

The new rules detail exactly how this should be done:

changes are made to the title page;
the previous surname or first name, patronymic (if any), date of birth are crossed out with one line and new data is recorded;
references to documents are made on the inside cover of the work book and certified by the signature of the employer or authorized person, as well as the seal of the organization (or the seal of the personnel service) (if there is a seal).

How to make changes about education and profession

The method for making changes and additions regarding education differs from the amendments that an employer makes when an employee’s last name changes.

In this case, the change is also made on the title page of the work document. There is no need to cross out anything. The rules only allow you to supplement existing entries or fill in lines without crossing out previously made entries.

Filling out information about a remote employee

The new rules contain clarifications on how to make entries for remote workers. Information about their work activities is entered:

at their request;
provided that for this they have provided a work permit (it can be sent by registered mail with notification).

Information about transfers

Previous rules provided for making entries in the work book only about permanent transfers. No temporary transfers were included in it.

The rules in force from September 1 stipulate how to make entries if a temporary transfer is recognized as permanent.

You should be guided by the following algorithm:

In column 1 of the “Work Information” section, indicate the serial number of the entry.

In column 2, we enter the date of transfer, that is, the actual start of the employee’s duties.

In column 3, we record the name of the structural unit indicating the position (job), specialty, profession (“Transferred <where and by whom>”). For example, “Transferred to the legal department as a lawyer.”

In column 4 - indicate the transfer order (type of document, date, number).

Record of military service time

According to clause 14 of the Order of the Ministry of Labor, records of military service and other types of civil service are made at the place of service.

Record of dismissal

The information about hiring also includes information about dismissal. How to do this correctly is formulated in paragraph 15 of the Order of the Ministry of Labor.

Column 1 contains the serial number of the entry;
Column 2 indicates the date of dismissal (termination of the employment contract);
in column 3 a record is made of the reason for dismissal;
Column 4 names the document on the basis of which the entry was made - an order (instruction) or other decision of the employer, its date and number.

Is the employee fired or the employment contract terminated?

Art. 84.1 of the Labor Code of the Russian Federation, which regulates the procedure for formalizing the termination of an employment contract. The rule that directly concerns the record of the basis and reason for termination of the employment contract sounds like this:

An entry in the work book about the basis and reason for termination of the employment contract must be made in strict accordance with the wording of this Code or other federal law and with reference to the relevant article, part of the article, paragraph of the article of this Code or other federal law.

At the same time, clause 17 of the Order of the Ministry of Labor obliges to make an entry in the work book about the grounds for termination of the employment contract with reference to the corresponding paragraph of the article of the Labor Code of the Russian Federation. Examples: “Dismissed by agreement of the parties, paragraph 1 of Article 77 of the Labor Code of the Russian Federation” or “Dismissed at his own request, paragraph 3 of Article 77 of the Labor Code of the Russian Federation.”

A contradiction arises, and it is not clear how to act in practice. It is necessary to be guided by the norms of a higher act. In this case, it is the Labor Code. The use of the norms of the Order of the Ministry of Labor will be regarded as a violation of federal law.

According to Evgenia Konyukhova, a leading expert consultant on labor legislation and personnel records management, if we assume that the Labor Code is higher in legal force than the Order of the Ministry of Labor, then it is more correct to use the wording “the employment contract is terminated”, “the employment contract is terminated”.

It is important to understand the difference between these two terms - “terminated” and “discontinued”.

“Termination” presupposes the lack of initiative of both the employee and the employer (that is, the circumstances have developed - for example, the term of the employment contract has expired). The term “termination” is used when there is an initiative of one of the parties. In Art. 78 of the Labor Code of the Russian Federation specifies the procedure for terminating an employment contract.

When registering the dismissal of an employee on the initiative of the employee, reference should be made to Art. 77 of the Labor Code of the Russian Federation, which uses the term “termination of an employment contract”. In paragraph 17 of the Order of the Ministry of Labor there is an explanation on this matter:

Upon termination of the employment contract on the grounds provided for in Part 1 of Art. 77 of the Labor Code of the Russian Federation (except for cases of termination of an employment contract at the initiative of the employer and due to circumstances beyond the will of the parties (clauses 4 and 10 of part 1 of this article), an entry about dismissal (termination of the employment contract) is made in the work book with reference to the corresponding paragraph of the first part of this article.

When dismissing an employee, all entries made in the work book during work for a particular employer must be certified by the signature of the employer or the person responsible for maintaining work books, and a seal (clause 36 of the Order of the Ministry of Labor). The employee's signature on the notice of dismissal is not required from September 1, 2021.

Filling out the title page

We draw up the title page especially carefully. Any blots or inaccuracies render the form unusable.

This page should contain the following information:

FULL NAME. owner;
date of his birth;
education (secondary, specialized secondary, higher);
name of the profession, as in the diploma;
date of opening of the book;
signature of the person filling out the form;
seal of the organization (if any).

This page is filled out only on the basis of the documents provided by the employee: passport, SNILS, education document (usually a diploma), marriage certificate (divorce).

This is what a sample of filling out the title page of a work book looks like:

Section "Job Information"

Each page of this section consists of 4 columns:

Serial number of the current record.
Date of hiring, firing, awards and other events.
Information about the organization, job title and department. The facts of hiring, dismissal, and transfer to another position are also recorded here.
Confirmation of the entry made - the name, date and number of the order according to which the entry was made.

Information in this section is included within 5 working days from the date of issuance of the order for employment, transfer to another position, awards, incentives, etc. This is what a sample entry for admission in the work book in 2021 looks like:

The reorganization of the enterprise is reflected in this section of the work book. These records will help explain the different stamps upon hiring and dismissal, and the size of the employee’s future pension and other social benefits depends on the correct completion of the work book.

When transferring

The transition from one position to another is reflected in the “Job Information” section.

There are two types of translations:

internal - an employee changes position while in the same organization;
external - the employer changes, the previous contract is terminated, a new one is concluded.

When transferring internally, in the third column of the book they write “Transferred to position...” and indicate the new position and the name of the department, if it has changed.

When transferring externally, the number and date of the order for dismissal from one organization and the number and date of the order for employment in another organization are indicated. In both cases, we indicate the position of the employee.

When working part-time

Information about part-time work is also included here. The registration is made on the basis of documents provided from another organization, i.e. the employee brings a certificate to the main place of work, which must contain:

full and abbreviated name of the organization;
name of the employee's position;
date of hire;
organization details.

Along with the certificate, the employee submits an application written in free form and a certified copy of an order from another organization confirming that he has been hired. If these documents are completed correctly, the personnel officer of the enterprise, which is the main place of work, enters the information into the Labor Code.

An example of filling out a work book upon dismissal

This section of the book is filled out in the same way upon dismissal.

The third column indicates the grounds for dismissal, and the fourth contains the details of the order on the basis of which the contract was terminated.

These entries in the work book are certified with the seal (if any) and signature of the HR department employee. If the enterprise does not have a personnel department or someone responsible for preparing and maintaining work books, then this is done personally by the head of the organization.

Is two weeks a period or a period?

The next bottleneck in a voluntary resignation letter is the date of termination of the contract. Many employees do not bother themselves with calculations and submit an application without specifying a dismissal date at all, believing that in two weeks they will be fired automatically. However, this should not be done under any circumstances. Let's explain why. According to Art. 80 of the Labor Code of the Russian Federation, an employee who decides to quit must notify the employer about this at least two weeks in advance. Please note that the legislator says “no less than...”, which means that we are talking only about the minimum notice period. So nothing prevents an employee from reporting his intentions three weeks, a month, two, or six months in advance.

So it turns out that if the application does not indicate the date of dismissal, then such a document cannot be accepted for execution. The solution is the same as in the previous case: if verbal suggestion does not help, the personnel employee prepares a memo addressed to the manager, and he issues an order explaining the procedure for dismissal and asking to clarify the date.

Section "Information about awards"

Another section of the Labor Code that must be completed is the section on awards. This includes information about the following events:

presentation of state awards, conferment of honorary titles;
awarding diplomas, certificates, medals, orders, insignia;
incentives specified in the Labor Code of the Russian Federation or in the internal regulations of the organization.

The section of the book is filled out similarly to the previous one:

Column 1 - serial number of the entry;
2 columns - date of award;
3 columns - company name, position and type of award;
4 columns - details of the order on the basis of which the award took place.

Making corrections

Over time, the data specified in the work book changes. For example, a woman will get married and change her last name, or an employee will receive additional education. How to make changes to the book?

If there is a change in last name, first name, patronymic, then the existing entry is crossed out with one line, and new information is entered on the left. Its accuracy is confirmed by the name and number of the document that was the basis for the changes (for example, a marriage certificate). New data is certified by the signature of the responsible employee who made the correction, a transcript of the signature and the seal of the organization (if any).

When assigning a new classification in education, the existing entry is crossed out with one line, and a new one is written above.

When renaming an organization, corrections are made as follows:

Columns 1 and 2 remain empty.
Column 3 records the change in the name of the organization. The previous and new names are indicated in full and short form.
Column 4 contains the details of the document on the basis of which the name was changed.

If a mistake was made or an incorrect entry was made while filling out the work book, it cannot be crossed out.

After an incorrect entry, the number of the next one in order is placed. In column 2 the date of amendments is indicated. Column 3 indicates “Record No.... shall be considered invalid.” This must be followed by the correct entry.

There are two options for filling out column 4:

re-indicate the date and number of the order that became the basis for the invalid entry;
indicate the number and date of the order issued to make the corrections.

Liner

After all the blank pages of the Labor Code have been filled out, the data will be entered on an insert form, which the employee will additionally purchase. The insert is filled out by the employer in the same way as the labor document:

the employee’s personal information is filled in;
the date is entered;
current information regarding the employee is filled in;
records are certified by the signature and seal of the organization.

The form is sewn at the end of the completed work book. A stamp indicating the issue of the insert indicating its series and number is placed on the title page of the main document. If there is no space on the title page to make an entry about the issue of a subsequent insert, such an entry should be made on the title page of the first insert.

The number of inserts for one document is not established by law.

Like the TC, there are also separate requirements for the design of the insert:

intact cover;
error correction is unacceptable;
the insert has no legal force without the labor itself;
if changes are made to the labor document, they are included in each inserted form insert.

The signature is the head of everything

An application for voluntary resignation has few required details. And almost all of them have already been discussed above. But don’t forget about the most important detail – the employee’s signature. Obviously, it must be on the application. Without it, this document has no legal force.

To avoid disputes about whether the employee himself signed the application or whether his signature was forged, we recommend making it a rule in all personnel documents to provide employees with the opportunity not only to sign an autograph, but also to independently fully decipher their signature (as is usually done in notarial documents: powers of attorney, contracts and so on.). It is better to file a “dismissal” application in the same way.

Duplicate work book

A duplicate is issued if the work document is lost or damaged. If at this time the document was in the employee’s possession, then to restore it, you should contact the last employer. To obtain a duplicate, submit a corresponding application, which will be reviewed within no more than 15 days. Additionally, the employee will be asked for documents indicating his previous places of work.

In the new work report, on the title page, the inscription “Duplicate” is written at the top. Further filling occurs as standard. All information about previous places of work is indicated on the basis of documents provided by the employee.

If the loss or damage occurred due to the fault of the employer, then all work to restore the information falls on him.

Dismissal by agreement of the parties

Sometimes, in order to finally part with an unlucky employee, employers resort to a rather neutral note with the wording: “Dismissed by agreement of the parties.” In this case, it is necessary to refer to. It must be said that the Labor Code does not provide for any strict requirements for this kind of dismissals, but it is worth remembering that an agreement is possible only with the mutual voluntary consent of the parties.

In addition, in this case, the employee has the right to so-called “compensation” or, more simply, monetary compensation.