Do I need to make copies of blank pages of a work book?

All sheets of the work book are certified

This requirement is especially often made by large companies with a small number of employees.

Determining the pages that need to be certified. Confirmation may not be required from the entire document, but only from a few pages. It is worth checking which periods of work experience are required for confirmation. Usually the specialist makes a copy of the first sheet, which contains information about the citizen’s identity, and additional sheets of the book.
Waiting for and receiving a certified copy. When applying in writing, count 3 working days. It is after this time that you will be able to obtain a certified copy of the document from an official (clause 7 of the Decree of the Government of the Russian Federation number 225, approved on April 16, 2003).
Don’t forget to discuss with the notary how long it will take to prepare the document. It is possible that you will receive an extract from the book on the day of your application.

You can make a certification entry either handwritten or using a special stamp. Using a stamp, you can make part of a record or its entire version. For example, a seal impression may contain the entry “Copy is correct.” The responsible employee only needs to put the date and signature.

If the employer is an individual entrepreneur and works without a seal, then certification is carried out through a signature with a transcript. For what purpose? The main requirement for a copy of a work record book is its legibility and proper certification.

But at the same time, the requirements for the certification signature may differ slightly depending on the organization where the copy is provided.

How to certify a copy of a work book correctly

Let's give an example: citizen Zankov applied to the bank for a loan. He had to provide documents: a passport, a copy of the work record book, a certificate from the place of work about the amount of wages.

At the appointed time, Zankov was scheduled for a consultation with a bank employee. Having arrived at the bank, Zankov provided original documents for reconciliation.

Attention

It turned out that the certified extract of the work record book was now invalid. The citizen needed to seek the services of a notary to re-certify the document.

How to certify a copy or extract of a work book correctly - mandatory details, signature and seal Remember that certified copies are not always accepted.

Important

However, every working person should know what a certified copy of a work record book looks like, so that when they receive a copy in their hands, they can make sure that it is executed correctly. The original work book of a working citizen is kept in the organization where he currently works.

Who is responsible for maintaining the work record, who should I contact? Large organization A large organization has its own personnel service: this may be a personnel department, a personnel department, or simply a personnel specialist. They are the ones who have the work book, and they are responsible for the timely and competent completion of this document of yours. It is they, upon your written request, who are obliged to provide the requested copy of your work record book, having previously certified it, within a period not exceeding 3 days.

How to certify a copy of a work record book

Wherever work experience appears in the document flow. The most common situations when a copy of a work document is needed include situations such as:

loan processing;
receiving government subsidies;
registration of pension payments;
adoption procedure;
obtaining a foreign passport, etc.

Based on a copy of the employment record, the period of employment is confirmed. But in some cases, an additional employer may need to review employment records when applying for a part-time job. Some positions are strictly prohibited from being combined.

Legal grounds Certification of a work record is a fairly common process. Every personnel officer encounters this more than once during his or her career.

In order to avoid unnecessary hassle, every literate person should know where and how to make a certified copy of the work record book. You may need a certified document:

to obtain a bank loan or obtain a loan guarantee,
to prepare documents for obtaining a passport,
to the tax office to receive social deductions or any social benefits,
for registration of inheritance and pension.
This is not a complete list of places where a copy of a certified work report may be required.

According to the law, according to the document “Rules for maintaining and storing work books, producing work book forms and providing them to employers,” which was approved by government decree No. 225 of April 16, 2003, an employee has the right, by submitting a written application to management, to receive a certified copy of his work record. books. How to properly certify a work book A copy with proper certification of the work book must be provided to the employee within three days from the moment the employer receives a written form of the appropriate nature. The process of creating a copy itself is not difficult. A copy is made of all completed pages. Certification of a copy of any document can be done in two ways: Page by page In this case, the certification inscription and seal are affixed to each sheet of the copy of the Bound set of copies. In this case, all pages of the copy are numbered, stitched, and a seal is placed in the form of a sticker indicating the seal, signature and number of pages. The entire set is certified. Based on existing judicial practice regarding copies of documents, page-by-page certification is more appropriate. Important aspects of creating copies include the mandatory indication of the date of manufacture.

When certifying a copy of a document, a specialist must take into account the following design features:

Make copies of all pages of the document.
Perhaps you currently hold the position of an ordinary worker, but previously worked in management/administrative positions. This may affect the provision of credit.
It is worth making a copy in the same size as the size of a real, real book. Don't zoom in.
If you have made a scan, it is not recommended to print the picture, as the size may change.
All details must be indicated, stamped and signed.
The extract also indicates the applicant's job.
It is enough to write “Currently working/currently in position...”.

Please note that this statement is valid for only 1 month. If suddenly the employee quit during this period and got a new job, then the copy will be invalid.

Small organization Small organizations do not have the opportunity to maintain an entire structural unit that would deal with personnel issues - these responsibilities are usually delegated to either the manager’s secretary or an accountant.

You should write an application addressed to the director with a request to provide you with a copy of your work record certified by the organization. An employee performing the duties of a personnel officer knows how to properly certify copies of a work record book.

There are several ways to make a copy:

photocopy of the document}
scanned copy of the document}
computer set of information contained in the work book}
handwriting.

Depending on which organization requested a certified copy, you should decide how to properly make a copy of the work book. This is legal, and the employer is obliged to provide all documents within the same time frame - up to three days (Articles 62 and 89 of the Labor Code, 7th article of the Rules).

Sample of a certified copy of a work book for a bank - sample: How and why do you need to certify the last page? A copy of the Labor Code is intended to certify the employee’s work activity to third parties.

At the same time, continuous work experience may be important for social security authorities, solvency due to work in a certain organization, etc. may be important for a bank.

A copy certified in accordance with all the rules, with a correctly entered entry on the last page about work and “currently”, allows the employee to exercise his rights arising from the fact of employment: receive a loan, certain benefits, education in the chosen specialty, a foreign passport, certify the facts in court, etc.

Receiving a copy of the work book within the prescribed period is the employee’s legal right. A certification inscription and the signature of the responsible person are also affixed here. The seal is also located partly on the signature and on the information form.

When affixing a certification inscription and seal, you need to take into account some nuances: The inscription is partially superimposed on the image of the copy But without hiding the existing information Usually a round seal of the organization is used But a separate seal of the personnel service can also be used The seal is not placed on a blank page or in an empty part of it The seal captures the inscription and image of the copy But it must be clearly legible Specific place for adding the certification Not regulated, but it is better to proceed from expediency. Often the mark is placed in the upper right corner, but this hides some of the information.

But there are also some nuances specific to a particular banking institution. They need to be clarified directly with the recipient. In general, the following can be noted: In most cases, personnel officers put the inscription “Copy is correct.” But the law provides for a different wording.

According to GOST, copies of documents are marked with o.

It is advisable to use this option. The place where the certification inscription is placed is not of particular importance for the bank. But the main text must be legible and readable. When affixing the signature of the responsible person, the position and full name of the certifier must be indicated. Some banks require an inscription about the location of the work book. The law does not require such an inscription. , but it is better to follow the requirements of the bank. The inscription about the fact of current work in the organization may also have significance. Legally, this note is not provided for and does not correspond to logic.

Source: https://advokat-na-donu.ru/zaveryayutsya-vse-listy-trudovoj-knizhki/

Is it necessary to certify each page of a copy of the work book?

The requirements for the “Date” detail are contained in paragraph 3.11: it is written in Arabic numerals in the sequence day-month-year, separated by dots.

The sheets are numbered, stapled and the made copy is given to the employee.

A copy of the work record book certified by the employer - sample: The validity period of the copy is not defined by law and depends on the purpose for which the copy is intended. Different organizations may set their own deadlines.

In practice, a copy is required for submission to a bank, migration service, social security authorities, court, etc.

How to properly certify a copy of a work book: sample, nuances and errors

This is necessary in order to accurately calculate the validity period of the copy. Any new entry invalidates the copy, even if the validity period has not yet expired.

Important There are no clear standards regarding the appearance of the copy. As a rule, this depends on the internal rules of a particular organization. Attention Sometimes a document that is correct from a legal point of view may not be accepted due to non-compliance with the approved requirements.

It is necessary to clarify which copy is required in the structure requiring the document to be provided. The number of spreads copied onto one A4 sheet is not regulated anywhere.

But the presence of more than one spread on a sheet may lead to the fact that the copy will not be accepted and re-issue will be required.

Do I need to make copies of blank pages of a work book?

The director of the organization must review the submitted application, put a resolution on it, certify it with the seal of the organization and sign if he agrees.

The head of the company issues an order to issue a duplicate.
The word “duplicate” is written on the title page of the work book, followed by the employee’s last name, first name and patronymic, as well as place and date of birth, education (secondary, specialized secondary, professional or higher). The employee’s total length of service before joining the current place of work must also be indicated here.
In order, according to the dates of hiring and dismissal, information about previous places of work is entered (name of organization, date of hiring and dismissal, number and date of the document confirming the specialist’s work in a particular company).

Why do you need a copy of the work record?

Attention You can request the temporary release of the original:

To the director
To the chief accountant
Head of HR department or HR specialist

The procedure for your actions: Example (sample) of an application for issuing a copy of a work record Do all pages of the work record book need to be photocopied for a foreign passport? Which pages of the work book need to be photocopied? Do I need to photocopy blank pages where there are no entries? 1 answer to the question on the topic “Employment book” You need to photocopy all pages confirming your work experience.

Important

Empty pages, no encouragement needed. Is it necessary to copy blank pages of a work book? In general, in practice, what happens is that a citizen is not refused, and without any problems, a copy of the work book is issued - and then certified.

Registration of a document extract is carried out in several stages: Personal application to the organization.

A copy of the work book: we prepare it correctly

The requirements for the “Date” detail are contained in paragraph 3.11: it is written in Arabic numerals in the sequence day-month-year, separated by dots.

The sheets are numbered, stapled and the made copy is given to the employee.

A copy of the work record book certified by the employer - sample: The validity period of the copy is not defined by law and depends on the purpose for which the copy is intended.

Different organizations may set their own deadlines.

In practice, a copy is required for submission to a bank, migration service, social security authorities, court, etc.

In the case of issuing a loan to a citizen, the bank’s goal is to ensure his solvency and the “expiration date” can be reduced even to 2 weeks, but, as a rule, it is one month.

There is no time limit for submission to court.

How to certify a copy of a work book?

The employee’s right to receive a copy is also provided for in Articles 84.1 and 89 of the Code.

It must be issued free of charge and within three days.

A copy must be distinguished from a duplicate, the rules for issuing which are regulated by the Instructions, approved.

69th

Resolution of the Ministry of Labor. ... Dear readers! Our articles talk about typical ways to resolve legal issues, but each case is unique.

If you want to find out how to solve your particular problem, please use the online consultant form on the right or call.

Why do you need a copy of the work record? In some cases (if required by law or internal local acts of the organization), it is necessary to copy blank sheets of the work book, certify the copy of the book with the signature of an official of the organization that issued it, as well as with a seal.

Where is it required? The situations in which a citizen may be required to present a copy are varied.

Instructions on how to certify a copy of a work book and sample documents for various purposes. Important: Making double-sided copies is unacceptable: information must be contained on one side of each sheet.

Important: The employer is required to issue a copy within three days of receiving the application.

Otherwise, he may be held accountable under Article 5.27 of the Code of Administrative Offenses of the Russian Federation. A copy of the work book is stapled and certified with a general seal. How long the copy is valid. The validity period of a certified copy of the work book is not established by law.

It is determined by the institutions that requested such a copy, and usually does not exceed one month. After making changes to the work book, the previously received copy becomes invalid. Receiving a certified copy of the work record book is the legal right of the employee.

It must be remembered that failure to issue such a copy within the prescribed period may result in a serious fine for the organization.

In addition to confirming the veracity of the information provided by the future borrower, the bank needs this to:

establishing the degree of solvency of the proposed client;
determining his main stable source of income;
insurance for possible recovery of the loan amount at the borrower’s place of work in the event of non-repayment.

The bank's credit commission makes a decision on issuing a loan based on an analysis of the probability of debt repayment.

A significant role in this is played by information about the client’s persistence in labor relations, the source of which is his work record.

Thus, persons who change their place of work too often (who have recently had many entries about employment and dismissal in their work book) cannot always be recognized as reliable clients.

Also on the copy of each spread, under it, on the sheet there should be:

The words written without quotation marks are “Copy is correct.”
The initials of the specialist are indicated.
The position of the person certifying the document is entered.
Signed by a HR specialist.
Date of.

The most common errors are related to incorrect printing.

It must be placed in a specially designated place.

For example, like here: The general scheme for certifying a work record is as follows: Stick to it when drawing up an extract.

Source: https://abm-a.ru/nuzhno-li-delat-kopii-pustyh-stranits-trudovoj-knizhki/

Basic situations when it is required

Most often, a copy of the book is required in the following situations:

When sending a request to a credit institution for a loan or loan. With the help of this document, bank employees make sure that a person has an official job in a certain position and has been working for a certain amount of time.
When writing a resume and looking for a new job . It is not always easy to remember the names of all organizations where a person was previously employed. And it is even more difficult to decide on the dates of hiring and dismissal. In order to correctly compose a resume, as well as confirm to a potential manager your length of service and work experience, providing a copy of the book will be an excellent option during an interview. In most cases, the original book is required, but if you are not ready to quit and then just look for a job, this document can easily be replaced with a copy.
To restore a duplicate book . If the book is lost or damaged, it must be restored. However, to make entries in a duplicate, confirmation of each entry will be required. In order not to request such information from each employer, you can confirm it with a copy of your book.
For submission to the Pension Fund . When applying for various types of benefits and pensions, you will definitely be required to provide a copy of this document.
For registration of various benefits and benefits in social security. In some cases, you will need to prove that you are employed and earning an income to receive certain benefits.
During legal proceedings. For example, when a family union is dissolved, the spouse sometimes has to confirm that she is employed and will be able to provide a good life for the child. In the same way, the father must confirm his place of work and the income he receives in order for him to be assigned alimony payments in favor of the child.
To obtain a visa to enter another country. The copy will indicate that you have a permanent income and are also tied to this country with work.

You can learn about some of these cases in more detail from the video presented.

Almost all credit institutions require their borrowers to provide proof of employment and income received. It is possible to obtain a loan without providing this information, but the conditions in this case will be extremely unfavorable for the borrower. Based on the information in the copy of the book, the bank receives the following information about the potential client:

Main source of income . The company a person works for sometimes matters a lot. If he is a civil servant, an employee of a reliable bank or other large organization, this fact gives more confidence that the person will not be laid off without reason. And employment in small companies indicates a high chance of an employee being laid off.
Amount of income . Depending on the specified position, bank employees can determine the potential amount of a person’s income, focusing on the average statistical data in this region. For example, bank employees will not believe that a cleaning lady will earn 50,000 rubles in a small town. And having seen a leadership position, they may assume that an income of 50,000 rubles is quite an objective amount for such a town.
Employee length of service . Typically, many banks require that a person work in a new company for 3-6 months, and only after that they are ready to issue a loan. This is due to the fact that the first 3 months may be probationary. And in this case, termination of the employment agreement is carried out in a simplified manner. Also, not all employees can cope with the obligations assigned to them. And in this case, the person finds himself in a situation of risk of non-repayment of the loan. In another case, when a person has been working for a company for several years, the risks of his dismissal are much lower. Or at least, he will be able to find a job in advance before he leaves, which will provide him with a stable income.
If payments are late, the bank knows the person’s place of work, so it will not be difficult for him to collect the due funds from his salary through writ proceedings .

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Therefore, if you are planning to go to the bank to apply for a loan or credit, you will definitely need to order a copy of the book. Its production time should not exceed 3 days, so take care of it in advance.

For Pension Fund

Currently, a person’s entire length of service is reflected in the Pension Fund’s electronic database. Every employed employee has a SNILS. This is a number that allows him to be identified in the general database of the working population. This database now stores all information about employers, terms of work, length of service and payments made. In the future, based on this information, pension payments are calculated.

Obtaining a visa

Russian citizens cannot enter all countries of the world without restrictions. And the conditions for obtaining a visa in each country may be different. For example, to apply for Schengen it is mandatory to present documents confirming your employment. If a person does not work anywhere and does not have his own business, which he can document, it is almost impossible to obtain a visa to the EU countries.

The host country must ensure that you are kept under obligations in their home country and that you are not detained illegally abroad.

Previously, a copy of the book was required when obtaining a foreign passport. But now there is no need for it. If, when registering for a foreigner, you are required to present a copy, know that this is illegal.

Where and how to properly remove, sign and certify a copy of the work book

Having officially gotten a job, the employee always hands over the original of his work record book to the employer.

Since this document is confirmation of a person’s work activity throughout his entire life, organizations that need to present them with a copy of this document set high requirements for its certification.

There is a basic rule on how to correctly sign a copy of a work book. It is important that each page of the copy bears the signature of the responsible person or director of the organization. But before certification, you need to make a copy correctly.

Rules for making a copy of a work record book

A copy is made only on a copying machine and only from the original document. Making a copy of a copy of a document or printing a photo from a phone or camera is not permitted.
The first page to be copied is the spread containing personal data, the date and place of issue of the book to the employee, and only then the remaining sheets.
Blank sheets are not copied. If there is an insert in the book, a copy is also made of it. It is possible to include incentive sheets in the copy, if any.
A copy of each spread should be on a separate A4 sheet, although sometimes it is acceptable to have a copy of two spreads of the work on one sheet.
The copy should be completed by a sheet with the place of work for a given period of time.
If the entry about the current place of work is made on the last line of the employment page, then you must make a copy of the next empty spread.
Please pay attention to the exact sequence of copies of spreads, since if this rule is not followed, the requested authorities may not accept the copy.

How to certify entries in a work book

The manager's signature alone is not enough to certify this document. Each page, including the last one, must contain:

seal}
the inscription “Copy is correct”
position of responsible person}
signature}
date of certification.

It is important that both the inscription and the seal are placed half on the copy of the spread and half on the blank part of the sheet.

In addition, the copy must contain a note that the specialist “is currently working” on the last page of the work book.

All copied sheets in sequential order must be stitched together, and the stitching area must be sealed with a small sheet of paper, on which the number of sheets is noted and the phrase “total numbered and laced” is written. The initials and surname of the person signing the document are written below. Pay attention to how to correctly sign a copy of the work book and double-check that all signatures are present.

Where to certify a copy of the work book

The copy is certified by the HR department of the company or company where the employee works. If the organization does not have such a department, a copy of the employment record is certified by the person responsible for personalized employee records, for example, the chief accountant. Certification can also be made by the director or head of the organization himself.

A copy is issued within a week from the date the specialist submits an application for its issuance and strictly into the hands of the employee. It is advisable that he be aware of how to properly certify a copy of the work book in order to check the correctness of its execution.

A certified copy will be accepted by any organization, but it is still worth clarifying possible special requirements for certification of this document.

Issuance of a duplicate work book

If the work book is lost or if it has become unusable, in accordance with the Labor Code of the Russian Federation, the employee should be issued a duplicate. Its registration takes place at the specialist’s current place of work. How to properly duplicate a work book?

First you need to collect some documents:

supporting documents}
organization documents}
blank work book form}
company seal}
forms of relevant documents.

The employee must submit an application addressed to the main person of the company for the issuance of a duplicate, where he must put his signature and date. The director of the organization must review the submitted application, put a resolution on it, certify it with the seal of the organization and sign if he agrees.
The head of the company issues an order to issue a duplicate.
The word “duplicate” is written on the title page of the work book, followed by the employee’s last name, first name and patronymic, as well as place and date of birth, education (secondary, specialized secondary, professional or higher). The employee’s total length of service before joining the current place of work must also be indicated here.
In order, according to the dates of hiring and dismissal, information about previous places of work is entered (name of organization, date of hiring and dismissal, number and date of the document confirming the specialist’s work in a particular company). Each entry is certified by the seal of the organization, the position of the certifier, his initials and surname are indicated, and a signature is placed. The employee must be familiar with each entry by signature.
If any of the documents presented confirming the place of work contain incomplete or inaccurate information, then such an entry is not included in the duplicate work book.
A duplicate of the work book is issued within fifteen days from the date of submitting the relevant application in person.

HR records management

Source: https://hr-portal.ru/article/gde-i-kak-pravilno-snyat-podpisat-i-zaverit-kopiyu-trudovoy-knizhki

Photocopy requirements

You can have it certified either at a notary office or at your job in the HR department. Most often the document is provided by the employer. A certified copy is issued to the employee by the accountant of the company where he works, after submitting a written application. After 3 working days, the document should be ready (Article 62 of the Labor Code of the Russian Federation). If you do not need the entire book, but a specific page, you can print and certify that particular page. The printing should be clear so that every word is easy to read. The pages are marked with the signature “Copy is correct” and the company’s seal is affixed to them. The pages are numbered, but this is an optional procedure. The responsible person, next to the mark that the copy can be trusted, puts his personal signature and deciphers it. It is also necessary to indicate the date when such paper was created.

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How to certify a copy of a work record book

Certification of a copy of the work record book is provided for those cases when the employee is required to confirm the fact of his official employment or the length of his work experience. The main document confirming this type of information is a work book.

But if you have a permanent place of work, providing a work book as confirmation is impossible, since according to the Labor Code of the Russian Federation, its original must be kept by the employer throughout the entire period of work from the moment of registration until the moment of dismissal. Therefore, a copy of the work record book certified by the employer in accordance with legal requirements is provided upon request.

When might such a copy be needed?

Situations in which a certified copy may be required vary and are usually associated with the need to confirm employment or work experience. The most common of them are: applying for a loan, obtaining a foreign passport, applying for a pension, receiving a subsidy, adoption procedure, etc.

Work book and its copies

According to labor legislation, the work book is kept by the employer. It is issued to the employee only in two cases: upon termination of the employment contract and upon requesting it to the appropriate funds for compulsory social insurance or security (Articles 62 and 84.1 of the Labor Code of the Russian Federation).

A work book is a strict accounting document, the maintenance of which is scrupulously regulated by law.

Therefore, all other cases of issuing it to an employee not provided for by law are a violation for which the employer can be punished by supervisory and control authorities in the labor sphere.

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In a situation where a citizen needs to provide information about his work activity somewhere, a copy of the work book will help out.

The employee has the right to apply for its issuance to the employer by submitting a written application to this effect, and he is obliged to issue a duly certified copy free of charge within three days from the date of application (Article 62 of the Labor Code of the Russian Federation).

This copy is often a simple photocopy or scanned image (in electronic form) of each sheet of the work book, including the insert (if any).

In some cases (if required by law or internal local acts of the organization), it is necessary to copy blank pages of the work book, certify the copy of the work book with the signature of the official of the organization that issued it, as well as with a seal.

When a citizen does not work, the work book must be in his hands. If at the same time there is a need to provide a certified copy of the work book somewhere, you can have it certified by a notary. But usually in this case it is certified by the organization for which the copy is required (upon presentation of the original).