How to fill out a work book correctly and without errors

Where to buy a form

The employee does not need to purchase the form independently. The employer, in accordance with paragraph 44 of Government Decree No. 225 dated April 16, 2003, is obliged to constantly have the required number of forms and inserts available. When issuing the appropriate form, the employer charges the employee an appropriate fee, the amount of which is determined by the amount of costs for purchasing these forms, as established by paragraph 47 of Government Decree No. 225 of April 16, 2003.

Copy: issuance rules

A copy of the work record is required for submission to the authorized bodies in order to confirm the length of service. A properly certified copy is a document indicating the citizen’s employment.

How to obtain and certify a copy:

• first, copies are made of all pages of the document containing records;
• copies are certified by an authorized employee of the organization;
• the copy is signed by the head of the personnel department, for internal documents it is written “correctly”, the date of completion is indicated, the sheets are endorsed by the person in charge, and an indication of his position and a seal or stamp is required;
• On copies for other organizations, it is necessary to indicate the storage location of the original.

Instructions for maintaining work records (2020): legislative framework

They explain and regulate the administration of the Rules approved by Government Decree No. 225 of April 16, 2003. They spell out general issues of the procedure for maintaining, storing, making changes, corrections, and issuing, including duplicate books.

The rules consist of eight sections:

1. General provisions.
2. Maintaining work records.
3. Making changes and corrections. Duplicate work book.
4. Issuance of a work book upon dismissal.
5. Insert.
6. Accounting and storage.
7. Responsibility for compliance with the procedure for maintaining work books.
8. Production of work book forms and provision of them to employers.

Each section of the instructions for filling out the work book 2020 contains relevant instructions for each of the areas. The procedure for making entries in work books is established by Resolution of the Ministry of Labor dated October 10, 2003 No. 69, which contains seven sections.

General provisions

Entries must be neat, in black, blue or purple ink, without any abbreviations. For example, the surname, first name and patronymic must be written in full; writing a surname with initials is not allowed. Arabic numerals are used. Columns are filled in capital letters. There is only one exception: when the employee signs on the title page, you can write the full name in block letters to avoid confusion and possible questions.

Filling out employee information

When filling out a work book for the first time, the following data must be indicated on the title page:

• surname, name, patronymic of the employee;
• full date of birth;
• information about the education received;
• specialist diploma (if available).

The section contains information on the basis of which documents and in what order information about the owner is entered, including when changes are made to personal data.

For example, changes in records of last name, first name and patronymic are made on the basis of a passport or other documents and with reference to their number and date. These changes are made on the first page (title page). The previous surname, first name or patronymic is crossed out with one line and new data is written down. Links to the relevant documents are made on the inside cover and certified by the signature of the employer or a specially authorized person and the seal of the organization (or the seal of the personnel service).

Filling out job information

In accordance with the Labor Code of the Russian Federation (Article 66), the employer is obliged to maintain work books for each employee who has worked for more than five days, and when the work is the main one. The section describes the procedure and sequence for making entries about the function performed by the employee, about the assignment of ranks, classes or ranks.

For example, in column 3 of the “Work Information” section, the full name of the organization is indicated as a heading, as well as the abbreviated name of the organization (if available).

In the third column, a record is made of acceptance or appointment to a structural unit of the organization, indicating the specific name, position, specialty, profession, indicating qualifications, and in column 4 the date and number of the order (instruction) or other decision of the employer according to which the person was hired is entered. . Records of the name of a position, specialty, profession indicating qualifications are made, as a rule, in accordance with the organization’s staffing table. The instructions for filling out the work book 2021 also provide for the following: if, in accordance with Federal laws, the provision of benefits or the presence of restrictions is associated with the performance of work in certain positions, specialties or professions, then the names of these positions, specialties or professions and the qualification requirements for them must correspond to the names and the requirements provided for in the relevant qualification reference books.

When hiring, the work book is filled out in the following order:

• Column 1 - enter the serial number of the current record;
• Column 2 - the date from which the employee was hired;
• 3 columns - full and abbreviated names of the employing organization, exact name of the position according to the staffing table, qualifications;
• 4 columns - number and date of the order for enrollment.

Filling out information about the award

According to the instructions for filling out work books 2021, this section can contain information about the titles, diplomas, certificates and other awards assigned to the employee, provided for by the legislation of the Russian Federation and the internal regulatory documents of the organization. The following are required to be included in the work book:

• presentation of state awards;
• awarding diplomas, certificates, insignia;
• labor incentives prescribed in the Labor Code of the Russian Federation.

A corresponding entry indicating by whom, when and for what services the employee was awarded must be made in column 3 of the “Information on awards” section. The details of the basis document must be recorded.

Another type of award is “Gratitude”. It can be included in the labor record only if it is formalized by an appropriate order in the organization.

Filling out information about dismissal

Due to its importance and volume, the section contains not only detailed and specific explanations and rules for making entries about the reasons for termination of the owner’s contract. To do this, specific instructions are given for filling out work books 2021 with comments and examples. When a contract is terminated on the grounds provided for in Article 77 of the Labor Code of the Russian Federation (except for cases of termination of the contract at the initiative of the employer and due to circumstances beyond the control of the parties), a record of dismissal (termination of the employment contract) is made in the form with reference to the corresponding paragraph of this article. For example: “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.”

Features of filling out information about dismissal (termination of an employment contract) and hiring (appointment) in connection with the transfer of an employee to another permanent job with another employer (to another organization) or his transfer to an elective job (position)

When an employee moves from one position to another, the corresponding mark must be made in the work book. It is important to note that the transfer is considered legal only if there is the consent of the employee himself.

There are two types of transfers from one position to another:

• internal, while the employer remains the same;
• external, the contract with the current employer is terminated and a new employment contract is concluded.

Also, the transfer can be permanent or temporary, for example when replacing a temporarily absent employee. In this case, in the third column:

• when transferring externally, indicate the date and number of the order of dismissal from one organization (full name), the date and number of the order of enrollment in another organization (full name). Indication of positions is necessary in both cases;
• when transferring internally, it is written as follows: “transferred to position” indicating it, the name of the department, if necessary.

Features of filling out a duplicate work book

In fact, the provisions of this section are divided into two subparagraphs: filling out a duplicate with the previous employer and filling out a duplicate if the employee worked for another employer before joining the organization.

Instructions for filling out work books 2021 also contain a form of a receipt and expenditure book for recording work book forms and inserts in them and a form for the Book of Accounting for the movement of work books and inserts in them.

Regulatory regulation

The agency exercising executive power in the Russian Federation, authorized by the Government of Russia, determines the procedure for registration, storage periods and nuances for filling out the TRKN (paragraph 2 of Article 66 of the Labor Code of the Russian Federation), as well as a unified form of the document.
The corresponding regulation is carried out by Decree No. 225 of April 16, 2003 (hereinafter referred to as the Decree).

The resolution consists of:

• two Appendices (TRKN form and the insert form in the TRKN);
• and Rules of Conduct... (hereinafter referred to as the Rules).

The rules consist of 8 Sections, including the procedure for making amendments to the TRKN, the insert form, liability for non-compliance with legal requirements and other provisions.

What exactly to write in certain columns (hereinafter referred to as GR) of the TRKN is stated in another legal act - Resolution of the Ministry of Labor No. 69 of October 10, 2003 “On approval of instructions...”. This regulatory document contains 3 Appendices, the main one of which is Appendix No. 1 (hereinafter referred to as the Instructions).

Instructions for filling out work books 2021 with examples

Where can I find samples of labor records? All options are in the instructions for filling out work books, approved by Resolution of the Ministry of Labor dated October 10, 2003 No. 69.

Sample entry in the labor document for translation

Sample entry in the employment record upon dismissal

An example of a job entry with the job function “landscaping” specified as a specific type of work

Variant of a job entry with the labor function “greening” without specifying a structural unit

An example of an entry when applying for a job in the HR department for the position of HR specialist in a branch of the organization.
Option 1, when the branch is indicated in the job description.

Option 2, the name of the branch is indicated in the name of the organization.

An example of a record of appointment (election) as a general director

Sample 1. Only the minutes of the meeting are indicated as the document on the basis of which the hiring takes place.

Sample 2. The minutes of the meeting and the order are indicated as the document on the basis of which the hiring takes place.

Responsibility for errors

As in any activity, errors when filling out the cover pages of work books lead to negative consequences. Their suppression is carried out using the following sanctions measures:

• Officials in case of a primary violation of the rules for filling out work books are liable in the amount of 5 to 50 minimum wages, and in case of a secondary violation they are disqualified for 1-3 years.
• For the first violation, legal entities are fined 300-500 minimum wages, and in the event of a repeat violation they may be completely suspended from their activities.

This is also important to know:
Termination of an employment contract at the initiative of the employer: grounds, how to formalize

All penalties from the above entities are carried out by the Labor Inspectorate.

What if a part-time worker is fired from his main job?

From the point of view of legislation, any entry is made at the main place of business; this provision cannot be circumvented.

External part-time work, according to Articles 60.1 and 282 of the Labor Code of the Russian Federation, is the performance of other regularly paid work under the terms of an employment contract in free time from the main job. does not oblige the employer to check whether the external part-time worker has a main place of work, nor does it oblige him to change the terms of the contract when the external part-time worker is dismissed from the main place of business. According to Article 72 of the Labor Code of the Russian Federation, changes to the terms of the contract determined by the parties are allowed only by agreement of the parties.

Thus, if the employer does not want to hire an external part-time worker for the main job, the entry will be made only after the external part-time worker gets a job in another permanent position.

If the employer decided to change the terms of the contract for an external part-time worker and signed a contract with him at the main place of work, the entry is made as usual.

Why does it exist?

The main function is quite obvious; in the Russian Federation, the work book serves as the main evidence of the length of service (both labor and insurance) of a citizen, without which it is impossible to register a pension and accrual of social insurance benefits. This document is also required:

• to reflect data on all changes in the employee’s activities, transfers and positions held;
• to record information about the reasons for dismissal from work;
• to record awards.

This is very important information, which can subsequently be reflected only in a single copy (during the liquidation of an enterprise, for example). Therefore, the employer must ensure that the document form is filled out correctly and responsibly by qualified employees. More on this later.

Insert design

If all blank pages of the work are completed, the subsequent information is entered on the insert form. As a rule, it is sewn into the end of the document. And on the title page of the main book a stamp is placed indicating the issue of the insert, indicating its number and series. The cost of the insert is paid by the employee. The rules for filling out are the same as for the main labor document:

1. The insert is filled out by the employer.
2. The date is stamped on the title page.
3. Up-to-date information concerning the worker is added.
4. The entry is certified by the personal signature of the person filling it out and a seal.

How to fill out for the first time

If a person is hired for the first time, the company issues a labor contract for him five days after signing the employment agreement. It is drawn up in the presence of its owner.

Information that is required to be filled out:

• Owner's personal information.
• The type of work performed by the hired person.
• Transfer or retraining
• Various prizes and rewards.
• Inscription about dismissal, showing the reason.

Form for entering information about an employee:

1. Information about the accepted identity is recorded on the basis of passport data.

• Full names are written without abbreviations.
• The employee's date of birth must also be recorded without abbreviations.

1. Education of the owner of the trading company.

• Information about education is entered on the basis of the submitted materials.

1. The profession is recorded as it appears on the presented ID.

• Most often this refers to continuing education classes.

1. After making all the entries, the employee is obliged to check the correctness of completion and sign in the appropriate box.
2. The final part of filling out the title page is the seal of the institution.