An entry in the work book about hiring: how to do it correctly in 2021, discussed with examples

Many workers mistakenly believe that there is nothing complicated about making an entry in the labor record.
It would seem that it could be difficult to write the date of hiring and dismissal on the form. But in fact, a personnel department employee or an employer must know many nuances that relate to making each entry. The type of entry itself will depend on the position of the employee and on many other factors that in one way or another affect the entry made.

The work of an HR department employee cannot be underestimated, therefore, to help novice HR officers, as well as for the general education of workers, in this article we consider different situations of making an entry in the work book.

Registration of a work book when applying for a job: sequence of actions of a personnel officer

Let's study the sequence in which a specialist from the HR department of the employing company should record an employee's employment in his work book.

Before filling out the work book, the personnel officer must make sure that by this time an agreement has been signed between the employee and the employer, and an order has been issued by the head of the company to hire the person. Then, equipped with a pen with black, blue or purple ink, the HR employee can fill out the work book.

The optimal sequence of actions for a personnel officer is as follows:

• filling out column 3 of the main section of the work book - “Information about work”;
• filling out column 1 of the relevant section;
• filling out column 2;
• filling out column 4.

This sequence, as the practice of Russian personnel officers often shows, allows one to minimize errors when working with a work book.

If a person is applying for a job for the first time, then the personnel officer will also need to fill out the title page of the document.

Let us now consider the features of performing each action in more detail. Let's start by filling out the title page of the workbook - let's agree that there is a need for this.

How to certify a copy

There are often cases when an employee requires a copy of the employment document. To receive it, you need to write an application addressed to the employer. The application form is not established, but it is advisable to adhere to the established rules of execution:

• in the upper right corner of the sheet - data of the manager and employee;
• By ;
• then the text of the petition itself (in our case, the text may be as follows: “On the basis of Article 62 of the Labor Code of the Russian Federation, I ask you to give me a copy of the work book, certified in the prescribed manner”);
• date and signature.

After acceptance of the application, a certified copy of the work report must be prepared and issued within three days.

IMPORTANT!

It is important to remember that on July 1, 2018, the new GOST R 7.0.97-2016 “National Standard of the Russian Federation” came into force. System of standards on information, librarianship and publishing. Organizational and administrative documentation. Requirements for document preparation”, which made minor changes to the procedure for certifying a copy of the work book.

To do everything right, you need to adhere to a certain algorithm:

1. Make copies of all completed sheets. In this case, copies must be single-sided.
2. Number and stitch the sheets. On the back of the last sheet, you need to seal the ends of the threads with a paper sticker, on which you write how many sheets there are.
3. Each copied page must be certified (if not stapled into one file). This must be done by a person who is granted such a right by local regulations. If there is no such person, then the general director must certify the copies.
4. Then the person certifying the document writes “True”, puts down his position, signature with transcript and date. You can put the seal of the organization (if there is one), but the law does not oblige you to do this.
5. You also need to add one more entry regarding the original work report: “The original document is located in (name of organization) in file No. ___ for ___ year” (this is written when the employee needs a copy to provide it to a third-party organization).
6. Sometimes an employee asks to add “Currently working.” This is not prohibited by law (banks usually ask).

We have already written in more detail about how to properly certify a copy of a work document.

Filling out a work book when applying for a job: title page

Filling out the title page of a workbook should not be difficult. It records:

• last name, first name, patronymic, date of birth of the employee (in the format XX.XX.XXXX, as in the passport);
• employee education (diploma, certificate);
• his profession or specialty in accordance with the document conferring a specialty or qualification (later in the article we will consider this nuance in more detail);
• date of completion of the document;
• employee signature;
• the signature of an employee of the personnel department of the company in which the work book is issued - as legibly as possible (the ideal option for a personnel officer is to enter your last name by hand);
• company seal.

Norms of the Labor Code of the Russian Federation, which regulate the maintenance, accounting, storage and procedure for issuing work books

Among the documents that a candidate must present when applying for a job, there is a mandatory work book (Article 65 of the Labor Code of the Russian Federation). If for some reason a person applying for a job does not have a work book (loss, damage), a new one is issued to him based on a written application.

The exception is cases when this place of work is the first for the employee or a part-time job is being applied for. In such circumstances, the employer is obliged to draw up the document independently.

Article 66 of the Labor Code of the Russian Federation establishes the provision that the work book is the main document that contains information about the employee’s work activity and length of service. It contains information about the work performed, transfers and dismissals, information about awards. It should be noted that information about the presence of penalties is not reflected, the only exception being cases where dismissal occurs in the form of a penalty.

In accordance with Articles 80 and 84.1, the employer is obliged to issue a work book on the last working day, with information about the grounds and reasons for termination of the employment contract. The entry must be formulated in accordance with the norms of the Labor Code of the Russian Federation, and contain an indication of a specific norm.

Filling out the title page of a workbook: nuances

There are a number of nuances when filling out the title page of a workbook. First of all, you should pay attention to the fact that:

• The HR employee who signs the work book must have the appropriate authority, formalized by order of the director of the company (if this is not the case, then the director must sign the document);
• the norm according to which, since April 2015, Russian legal entities have the right not to use a seal in their work (Article 2 of the law dated April 6, 2015 No. 82-FZ), Rostrud does not recommend extending to the procedure for filling out a work book (letter of Rostrud dated May 15, 2015 No. 1168- 6-1), so you need to put a seal in any case, and if you don’t have one, you should create one.

In this case, the company’s use of the seal must be legitimized by indicating information about the seal in the organization’s Charter.

We noted above that the title page of the work book may contain information about the employee’s profession or specialty. The basis for making entries in the appropriate column must be a document confirming that the person has the necessary competencies. This may not always be a higher education diploma, since the position held by a person will not necessarily correspond to the qualifications obtained at the university. For example, if an employee has a bachelor’s degree in physics and wants to become an assistant occupational safety engineer, then he needs to be certified for the corresponding position - and only after that the personnel officer will be able to make an entry in the profession column on the title page of the work book. Until then, this column may not be filled out.

In order to change something on the title page of a workbook, you need to:

• cross out the previous information with a continuous horizontal line;
• enter the new information a little higher or on the same line with the previous data);
• on the page of the workbook adjacent to the cover, record an entry reflecting the essence of the changes made (for example, “The surname was changed to the surname such and such on the basis of the marriage certificate”).

Forms of new workbooks, as a rule, are sold with holograms, which must be pasted onto the workbook and are used to protect certain information recorded in the document: once pasted, the hologram cannot be removed without damaging the document. The law does not oblige employers to use holograms, but with their help you can, for example, protect the work book number, the signature of its owner or the employing company.

Responsibility for incorrectly filling out the book

Current legislation implies several types of liability for errors in maintaining work records.

But in each case, the punishment falls on the responsible official, or on the organization itself:

• Disciplinary responsibility. It can be imposed on an employee for dishonest performance of his duties. At the same time, the enterprise must have an order or other document that assigns responsibilities for maintaining books to a specific employee, and he must be familiar with it. The application of punishment and its degree are determined solely by the company administration. This, first of all, should depend on the severity of the offense.
• Material liability. It arises due to the infliction of losses by the responsible person on the employee due to an incorrect entry in the work record. If by mistake an entry was made with incorrect wording, and this deprived the citizen of the opportunity to work, then the responsible person is obliged to independently compensate him for downtime based on average earnings.
• Criminal liability. This type of liability is imposed quite rarely. It can occur, in particular, for making an initially false entry, or making corrections to a document for personal gain. In this case, the perpetrator may be subject to various penalties, including imprisonment for up to two years.

Filling out a work book when applying for a job: entering data in column 3 “Job information”

In column 3 of the main section of the work book, in the first available line at the top, the full and abbreviated name of the employing company is recorded. If the personnel officer has a company stamp at his disposal, in which both details are indicated, you can use it and thus print the corresponding details in the work book.

On the next available line, located below those in which the name of the company is written, the name of the position of the hired employee is indicated as part of the phrase “hired for position.” If the employment contract specifies in which structural unit of the company the employee works, then information about this is also entered in the corresponding lines in column 3. If not, then there is no need to enter anything about this in the work book.

Data indicated in the “Work Information” section of the work book and not related to dismissal should not be certified by any signatures or seals. In turn, the information that is recorded in the document upon dismissal of an employee is certified by the signatures of the HR employee and the resigning employee, as well as the seal of the company.

Liner

After all the blank pages in the work report are filled out, the data will be entered on an insert form, which the employee additionally purchases. 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.

The number of inserts that an employee may have is not established by law.

Like the labor document, the design of the insert also has its own requirements:

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

Filling out column 1

After filling out column 3 of the “Job Information” section, you can proceed to entering information in column 1 of the corresponding section. It records the serial number of the entry in the work book. It must be one more than the one corresponding to the previous entry. The very first entry in the work book - about hiring a person by the first employer - should have number 1, the second (for example, reflecting the fact of dismissal) - 2. The new employer will have to fill out the work book using serial number 3 and the following numbers.

The serial number of the entry in the work book is recorded in the line opposite the first line, starting with the information in column 3 containing the name of the employee’s position, that is, opposite the phrase “hired for the position.”

Questions about registration

Despite the fact that the procedure is strictly regulated, in practice questions still arise. Answers to questions on personnel records management are presented in the table.

Filling out column 2

After filling out column 1, it would be optimal to enter data in column 2 of the “Work Information” section of the work book.

Column 2 records the actual start date of work of the hired employee - from the first day of his appearance at work. It will not necessarily coincide with the one that appears in the order, or correspond to the date the personnel officer filled out the work book.

The employee’s hiring date is recorded in a line located on the same level as the line that indicates the serial number of the entry in the work book (in column 1), and the one from which information about the employee’s position begins to be entered (in column 3).

Make changes when changing your last name

1. On the title page of the work book, cross out the employee’s old name and enter the new one.
2. On the back cover, write down the reason for changing your last name with a link to the supporting document. For example, a marriage registration certificate.
3. Please indicate your position and last name. Sign and affix the organization seal.

Filling out a work book when applying for a job: other nuances

Let's study what other nuances are typical for the procedure for filling out a work book by a personnel officer when applying for a job.

Experts recommend paying attention to:

• the desirability of indicating the full name of the individual entrepreneur if the employer has the appropriate legal status (that is, in the first field of column 3 we write “Individual entrepreneur Petr Sergeevich Ivanov”);
• the inadmissibility of any abbreviations when writing text on the pages of a workbook;
• the need to enter information only in the blank fields of the work book (they should not contain any inscriptions or traces of the seal of the previous employer).

Where can I download samples of completed work books?

The experts of our portal have prepared for you a separate file with sample pages of the work book, reflecting the specifics of filling out this document when applying for an employee to work, taking into account the nuances that we discussed above. A sample of filling out a work book when applying for a job in 2021 can be downloaded from the link below.

Find out how to draw up an insert in a work book from the article “How to draw up an insert in a work book - sample”.

Procedure

If an employee is employed for the first time, then the manager or a person authorized to maintain the Labor Code is obliged to issue his book on a blank form. According to the rules (No. 225), such forms must be kept in the personnel department under the control of its employees.

All entries made in the book are based on documented grounds. To fill out the TC title page you will need:

1. Passport.
2. Education document or certificate from the place of study.
3. If necessary, if due to a change of surname the data in the documents differs - a marriage certificate.

Last name, first name, patronymic must fully correspond to the data in the passport, and information about education must correspond to the corresponding document.

If the book is filled out for the first time for a person demobilized from the Armed Forces , this information is entered if there is a military ID. They are entered in a line higher than the employment entry. For more information on how to make an entry in the work book about military service, read the link.

Sample of filling out a work book for employment:

If a young specialist gets a job after studying at a university or after graduating from a college or technical school, registration is carried out upon presentation of a diploma in the same way.

To directly include information about work, you need to build the following legal chain:

1. The person seeking employment writes an application to the employer, which he signs.
2. An order is drawn up based on the signed application.
3. Based on the order, an entry is made into the labor record.

The indicated information is alternately entered into four columns, each of which constitutes an independent group of data. The information entered should not differ in any way during the initial hire and for persons who previously worked. The primacy of the entry is determined only by the serial number of the information entered.

Filling out a work book when applying for a job - sample:

When hiring, the name of the organization is entered before making an appointment; no stamp is placed. The absence of a stamp on the admission information is dictated by reliance on the provisions of the Instructions (No. 69), indicated in paragraph 3.1.

Enter the name of the organization. Further:

1. In the first column, enter the serial number of the entry. Carefully check that he continues the numbering, starting from the previous entry.
2. In the second, enter the date.
3. The third column contains the main base record. Here, enter information about where (in which division of the enterprise) the arrival is registered, with the name of the position. The entry is made concisely and clearly, using the wording adopted in the Instructions (clause 3.1). The position must strictly coincide with the official name.
4. In the last, fourth column, enter the name of the document “order” and its outgoing data: number and date of issue. With this order, the person was employed in the position postulated by the entry.

Read here what to do if your organization is renamed.

Entering dates

Keep in mind that the date of hire must be entered , that is, indicate the day on which the employee will begin his duties on the basis of the order. Do not confuse it with the day the entry was made in the book.

The date of entry into the book will be indicated on the title page if the employment record is started for the first time, but in the information about the work - only the day of release (Appendix 3 of the Rules).

The hiring date indicated in the second column of the employment record always coincides with the information in this regard:

• in the order,
• in the employment contract.

Made a mistake?

The slightest discrepancy in this regard can become a problem for both the owner of the work document and the person who made the mistake. However, any mistake made must be corrected immediately. At the same time, do not cross out an erroneous entry or correct the date in any other way; this is a serious offense. Proceed as follows:

1. Enter the next serial number.
2. Indicate that the entry under the corresponding number is invalid and here, under the same number, enter the correct information.

For example:

• “Record number 45 is invalid
• Hired to the position of 3rd category cook from 11/11/2011.”
• Enter the order for the correct entry.

Pay attention to the most important nuances:

1. The name of the organization is entered before entering the serial number and date, that is, the entry ends with a line higher than the basic information is entered.
2. In numbering, a “0” is not placed before the current number of the serial number.
3. All information and wording must coincide with the data from the order by which the person is hired. But in labor they have a more concise presentation (clause 10 of the Rules).
4. When making an entry in a book, punctuation marks are not used: periods and commas.
5. Information not provided for in the Instructions is not included in the TC.
6. When recording, only Arabic numerals are used.

Shift work

When working in shifts or on a rotational basis, as well as in other cases, the employee’s first working day may occur on the day off of the person authorized to register the work. This point shouldn't bother you. In accordance with the regulations, an entry into the labor record can be made within a week, but not later.

So in this case, do not rush to make an entry in advance; it is better to formalize everything in a calm atmosphere after the day off, and at this time the employee will establish himself in the workplace.

According to the situation, an employee who has worked for less than 5 days is not required to make an entry in the employment record.

If your new employee, after making an entry and registering for work, still does not show up to the workplace, both the contract and the entered information can be cancelled. In order for annulment to have the status of a legal precedent, it is necessary to collect documents confirming this fact, which can be:

• certificate of absence from work;
• memorandum from the head of the department.

cancel your employment by a separate order, within 5 working days from the date of hiring an unscrupulous worker. In this case:

1. A new serial number is placed in the first column, for example 7.
2. The second column contains the date that corresponds to the date in the order to cancel the employment contract. It coincides with the first planned but never completed release day.
3. In the next column you write: “entry number 6 is considered invalid due to the cancellation of the employment contract.”
4. In the last column, enter the outgoing data of the order that canceled the employment contract.

What is the deadline for making an entry in the work book about hiring? In accordance with clause 10 of the Rules, information about work is entered into the Labor Code no later than 7 days from the date of hiring. In this case, the date on the title page of the book may be later than in the information about the work. This is normal, don’t let this disagreement bother you. If a person is employed for the first time, then, based on clause 8 of the Rules, enter the information in his presence.

The entry made into the Labor Code has some peculiarities if the reception is carried out in the order of transfer . When hiring, the data you entered must be preceded by an accurate record of dismissal with a link to the transfer to your organization.

These entries are made on the basis of applications that are registered by employers, one of which dismisses the employee, and the other accepts him.

Based on the applications, orders are drawn up, which include the facts of dismissal and hiring in the order of transfer. Based on them, the following entry is made:

1. Your company name.
2. The serial number of the record following the previous one.
3. The date of hiring, which coincides with the date of dismissal from the previous place of work with a difference of 1 day, except in cases of weekends, which can determine the difference of 2-3 days.
4. Information about hiring, indicating that the hiring is carried out in the order of transfer from an organization (enterprise), the name of which must be entered in full. The position, rank and other necessary data are also indicated here.
5. Link to the order hiring in the order of transfer.

Keep in mind that under no circumstances should you enter an employment record if there is no record of dismissal. If the organization in which the subject worked collapsed without making the appropriate entries, he has the opportunity to restore the legal content of the Labor Code by carrying out procedures for recognizing the right to make an entry, but this is not within the competence of the employer.

Results

A work book is a document that is important to maintain without errors. This applies to recording any information in it, including that which reflects the procedure for applying for an employee to work. This procedure may involve sequentially filling out several sections and columns of the workbook.

You can study other nuances of document flow in personnel management in the articles:

• “Termination of a fixed-term employment contract upon expiration of the term”;
• “What are the rules for issuing a work book upon dismissal?”

You can find more complete information on the topic in ConsultantPlus. Free trial access to the system for 2 days.

We are hiring a director. Are there any special features?

The director is an employee. Accordingly, there is a higher authority that has the authority to appoint the head of the organization. Usually this:

• general meeting of participants;
• meeting of shareholders;
• Board of Directors.

It is the owners who, by their collective decision , determine who will lead the company. Their conviction is formalized in the form of a protocol, on the basis of which an agreement is drawn up with the winning candidate.

his order himself. Therefore, they do not write “accepted”, but “I am taking office.”

A record of appointment to the position of director is entered in the work book.

If the organization has one owner, and he himself is the general director , then applying for a job is almost no different from the standard procedure. With one exception, the director signs an agreement with himself .

Some people consider it unnecessary to draw up a contract. After all, the owner and founder are one and the same person. It is difficult to imagine the emergence of labor relations in such a situation. But an employment contract is actually very necessary :

1. In its absence, problems may arise with the tax authorities .
2. Without a contract, the director is not subject to social insurance .

The labor code applies in full to the founding director. The reception is arranged according to all the rules.

Example: