How to correct the name of the organization in the work book?

According to current labor legislation, every employee is required to have a work book. This document stores information about the employee’s work activity throughout his life, and is also used to determine his total length of service. The registration of the book when an employee is hired, as well as its subsequent filling out, is carried out in the personnel department of the organization.

Sometimes mistakes are made when filling out the document insert, which can seriously affect the subsequent calculation of the pension. For example, an HR employee may incorrectly indicate the date of hiring or dismissal of an employee, as well as make an inaccuracy in the name of the company. We will tell you how to make changes correctly and what documents you will need for this in this article.

The legislative framework

Filling out work books is subject to several regulatory documents, including:

1. Labor Code of the Russian Federation;
2. Instructions approved by Resolution of the Ministry of Labor dated October 10, 2003 No. 69, containing the rules for filling out work books;
3. Rules for maintaining and storing books, approved by Government Decree No. 225 of April 16, 2003.

The Labor Code in Article 66 defines the work book as the main document that stores information about the working life of a citizen. Therefore, when hiring a new employee, employers are obliged to issue an appropriate order and, on its basis, make an entry in his work book. The only exception is part-time work.

Articles on the topic (click to view)

• What should an employee do if the employer has lost his work book?
• Work book for transfer to another position: sample 2021
• Work book certified by the employer for the bank: sample 2021
• Validity period for a copy of a work book for a bank
• Information about disciplinary sanctions in the work book
• The employee does not want an electronic work record book
• Example and procedure for filling out an electronic work book

Since this document is maintained throughout the citizen’s entire working life, all entries made in the document should not cause criticism from the authorities carrying out the inspection. Therefore, errors made must be corrected on time and in accordance with the Instructions for filling out.

Not all personnel officers are attentive to making entries in the work book; they do not attach importance to numbering or the accuracy of information related to admission, transfers and dismissal. But ultimately, all these errors may result in a refusal to consider such records when assigning a pension.

This is especially important when the citizen actually worked in harmful and dangerous work, and the record turned out to be incorrect. In accordance with current legislation, such a record will have to be clarified, or pension fund specialists will be forced to deny the citizen early retirement.

If the form is damaged

If a mistake was made at the very beginning when filling out the work book for the first time, it does not need to be corrected. Instead, all entries must be completed again on a new form.

The old damaged form must be canceled in accordance with the procedure established by paragraphs. 40 and 41 of the Rules for maintaining and storing work books:

• draw up an act of damage and destruction of the form, pasting into it a number cut out from the damaged work book;
• make an entry in the book of accounting of work book forms and inserts in it, indicating the series and number of the damaged form;
• make an entry in the book of accounting for the movement of work books and inserts in them.

When are changes made to the work book?

A limited number of people can make entries in the work book and correct them. Usually, in an organization, by order of the manager, a responsible person is appointed who is assigned these functions.

The list of positions that can be appointed by order has not been established. Therefore, the manager himself has the right to appoint and vest such powers.

Typically this is a HR or accounting specialist. In the case of an organization with a very small staff, the manager can make entries in the work book himself.

Errors are most often discovered during internal audits of personnel documents and then corrections are made by the responsible person. But situations are also common when a citizen discovers an inaccuracy after he has received the work book in his hands. Let's look at typical cases and what to do.

1. The owner of the work record book discovered an error in the information on the title page.

On the title page, according to the Instructions for filling out the book, it is possible to make only the following changes:

• related to changes in personal data (full name, date of birth). In this case, the original information is crossed out with one line, new information is written next to it, and a record is made on the inside of the cover about the document on the basis of which the changes were made. It is certified by the position of the responsible employee, the signature and seal of the organization;
• about education and specialty. In this case, the previous data is not crossed out, but the new entry is entered next to it. This addition does not require certification.

If a work book is being drawn up for the first time and an error is made on the title page, then such a form will be considered damaged and must be replaced.

1. The owner of the work record book discovered an error in information about work or awards.

In this case, you should proceed as follows:

• submit an application to the organization that made the error in the entry with a request to make corrections;
• request from the organization where the citizen worked and whose employee made an incorrect entry in the book for clarifying documents (copies of orders, employment contracts, etc.). With these documents, apply for changes to the employer for whom you currently work;
• request copies of orders, employment contracts, extracts, etc. in the city archive, if the organization has already been liquidated and the documents have been deposited in the archive.

This is important to know: Changing the last name in the work book: sample 2021

How to correct an entry in a work book if there is a mistake in the date?

Expert opinion

Polyakov Pyotr Borisovich

Lawyer with 6 years of experience. Specialization: civil law. More than 3 years of experience in drafting contracts.

According to clause 1.2 of the Instructions for filling out the Labor Code, to correct an error in the date of admission or dismissal, you should make a correction entry in the next free line indicating that the erroneous entry is invalid. It is formatted as follows:

• Column 1 – the number is entered in order following the last entry.

For example , an error was made in the entry line number 9. Then the following lines are filled in the work book and the last of them already has number 15. The corrective entry will be made with serial number 16;

• column 2 – date of employment, which is correct;
• Column 3 – write information about what information was an error “Record number ___ is invalid.” Next, the correct information is entered;
• Column 4 – the document on the basis of which the entry was made. It usually coincides with the hiring order.

The same procedure applies when correcting a dismissal record.

An example of correcting an error on the title page of a work book

Below are examples of common errors introduced by a manager or HR officer.

Correction of date of birth

Blots and errors may be found in the date of birth, which is indicated on the title page. An employer who notices an inaccuracy or the impossibility of unambiguously interpreting any of the figures may cross out the date and make a correct entry above it. This right follows from clause 26 of the Rules for maintaining work books. In this case, on the back cover there must be a link to the document from which the date of birth was taken. This is a passport or birth certificate.

Fill date correction

The title page indicates the date of completion or opening of the work book. In it, a personnel employee most often makes a mistake at the turn of the years. For example, with the onset of the new year, when they have not yet had time to rebuild, they indicate the old year. Such a discrepancy can only be detected by comparing the first entry in the work book with the date on the title page.

It can be corrected by the employer who issued the work book, or he will issue a certificate for recording the movement of Labor Code forms. Only on the basis of such a certificate will the employer for whom the citizen currently works be able to make changes.

Changing the last name in the work book: sample 2019

Above we described how changes related to the employee’s personal data are made. When changing the surname, the old one is crossed out with a solid line and the new one is written next to it.

Information about the change of surname and foundation is entered on the inside of the cover. The record must be certified as follows:

• the position of the employee responsible for maintaining work records is indicated;
• the responsible person signs;
• the organization's seal is affixed.

HR specialist Kirillova

Seal (Signature)

Changing employee information

Like any other records, information about an employee in a work book can only be changed when the employer receives supporting documents. As a rule, they are provided by the employee on his own initiative. Depending on the nature of the changes that have occurred, such documents may be a passport, marriage certificate, divorce certificate, change of full name. and other information about the employee.

The employer whose employee is employed at his main place of work must make changes to the work book entries. If an employee also works part-time, his work book is still with the main employer. It is he who makes the necessary changes and corrections to the entries on the title page of the work book. Let's look at how to do this correctly.

Full name and date of birth

The employee's last name, first name and patronymic are indicated on the title page of the work book (the first page immediately following the cover). Initially, this data is filled in as of the date of registration of the work book. However, due to changes in the employee’s life, it may be necessary to change these records - for example, upon marriage or divorce, the surname will be changed. Read more about the procedure for changing your last name here.

You cannot change your date of birth at will. However, it may turn out that the date will be indicated incorrectly - by mistake, or due to the fact that there was an inaccuracy in the documents provided by the employee, which was later corrected. In these cases, it is necessary to correct the date of birth so that it matches that indicated in the employee’s passport.

The procedure for making changes to information about an employee is provided for in paragraphs. 2.3 and 2.4 Instructions for filling out work books, approved by Decree of the Ministry of Labor of Russia dated October 10, 2003 No. 69. To make changes, you must:

• cross out the old data with one line;
• Indicate current information by hand next to it.

Nearby on the back of the cover you must make a note about the change in data. It states:

• document number and date – grounds for changing information (registry office certificate);
• signature of a HR employee;
• seal of the organization or personnel service.

Sample entry on changes to the title page of the work book: “The surname “Ivanova” has been changed to the surname “Petrova” on the basis of a divorce certificate dated 03/01/2018, series 111 No. 111111, issued by the civil registry office of Petrozavodsk. Head of HR Department Makisheva M.A. /Signature stamp/"

These rules apply both in the event of a change in the last name and other data, and in the event of errors. For example, if a mistake was made in the work book in the name or patronymic of the employee, it must be corrected by crossing it out if the work book is already filled with entries. However, if the first name or patronymic was incorrectly indicated when initially filling out the work book form, you need to fill out a new form and write off the old one. Read more about this here.

Education

If during employment the employee received a new education, information about it must be indicated on the title page of the work book. The basis for making an entry will be a diploma of education, specialty, or profession.

Changes to education information are made in the following order:

• if changes are made due to the fact that the employee has received a new education, nothing needs to be crossed out (clause 2.4 of the Instructions for filling out work books, approved by Resolution of the Ministry of Labor of Russia of October 10, 2003 No. 69). An additional entry is made on the title page;
• if an entry about education was made incorrectly or erroneously, it must be crossed out (with some exceptions), the correct entry must be indicated next to it, and the basis for its entry (diploma) must be indicated on the right side of the back cover.

Read more about the procedure for making changes and corrections to an education record here.

We make an entry in the work book about renaming the organization (sample)

If the name of the employer is changed, information about this must be entered into all work books of employees currently working in the organization. The procedure is regulated by clause 3.2 of the Instructions for filling out:

• is recorded in a separate line;
• in the work information section (column 3) information about the renaming is displayed, indicating the new name and the date of change;
• Column 4 should contain information about the document on the basis of which the renaming occurred.

Please note that the entry is made in a line without a number.

Information about renaming the employer

What can't be fixed?

It is important to note that the dismissal record must be certified by the seal of the organization. If this was not done on time and further information about employment in another organization follows, then it will not be possible to correct it. It will be quite difficult to enter information about the person responsible for maintaining the book at the previous place of work.

Therefore, it is possible to confirm the authenticity of the dismissal record using a clarifying document. It must be requested from the organization that made the mistake. Otherwise, it will not be possible to confirm the period of work there.

Errors in the form of typos on the title page are quite difficult to correct, since there are indications that corrections and additions are made on the basis of documents. Therefore, many personnel officers decide to leave everything as it is, if the error is not critical. But then the citizen will subsequently have to prove that the document belongs to him. Therefore, the responsible person must fill out the title page as carefully as possible and let the employee review it.

Please note that a work book in which entries on the title page and information about the work are incorrectly corrected is considered invalid.

Registration in Labor Registration Considered Invalid Sample 2021

It can be corrected by the employer who issued the work book, or he will issue a certificate for recording the movement of Labor Code forms. Only on the basis of such a certificate will the employer for whom the citizen currently works be able to make changes.

It is important to note that the dismissal record must be certified by the seal of the organization. If this was not done on time and further information about employment in another organization follows, then it will not be possible to correct it. It will be quite difficult to enter information about the person responsible for maintaining the book at the previous place of work.

Making corrections to the section - Information about work - of the work book

Situation. When transferring a legal adviser from a sector to a department, the HR specialist made an incorrect entry in the “Work Information” section of the work book - she incorrectly indicated the job title. Then it turned out that the transfer date had been changed.

Based on the general requirement regarding the introduction of corrections to the “Information about work” section of the work book, such corrections must be made on the basis of an order (instruction) of the employer. And in exact accordance with its wording.

Main requirements

General rules for correcting errors in the work book An employee of the personnel department of the enterprise where the applicant gets a job is responsible for filling out and maintaining work books. Despite the fact that the Russian Labor Code prescribes the basic rules for maintaining work books, personnel officers can still make mistakes when filling them out. In this case, the main difficulty lies in the subsequent correction of incorrect entries, since many do not know how to do this correctly.

In the duplicate itself, inaccuracies are corrected according to the same rules as in the main work book.

How to make a correction to a work book

1. In column 1, indicate the following serial number.
2. In column 2 - the date of the change.
3. In column 3, write “Record number __ is invalid.” In the next one, make a new, correct entry.
4. In column 4, indicate the correct details of the order or other document, the information from which was incorrectly transferred (clause 1.2. Instructions).

If an error was made during the initial design of the insert, it is necessary to replace the insert form with a new one in a similar manner, and destroy the incorrect one. The series and insert number included in the work book are subject to adjustment. It is advisable to first fill out the insert, and then, after making sure that all the information is correct, enter its data.

Changes and corrections by court decision

In cases where the basis for making changes or corrections is a court decision or a settlement agreement between the parties to a legal dispute, the procedure for making entries in the work book does not change. The fields are filled out in the same order as described above for making changes to information about an employee, job or employer.

The only difference will be the basis document for making entries - a court decision or a settlement agreement. A court decision must enter into legal force - as a rule, this occurs within 10 days after its adoption or, in some cases, immediately. The settlement agreement must be approved by a court ruling as a sign that the proceedings in the case have been terminated. Read more about this here.

How to correct an invalid entry in a work record: a sample of making changes

Incorrect date of employment is a common mistake. This arises for the following reason: when filling out a work book on the sixth working day from the moment the employee returns to work, the HR specialist indicates the date corresponding to the day the information was filled out. In fact, you need to focus on the number in the employee’s hiring order.

• submit an application to the organization that made the error in the entry with a request to make corrections;
• request from the organization where the citizen worked and whose employee made an incorrect entry in the book for clarifying documents (copies of orders, employment contracts, etc.). With these documents, apply for changes to the employer for whom you currently work;
• request copies of orders, employment contracts, extracts, etc. in the city archive, if the organization has already been liquidated and the documents have been deposited in the archive.

Think before you name

There are a number of legal requirements for the name of an organization, and along with them, unwritten rules, compliance with which will not only avoid mistakes when registering a name, but also increase its effectiveness.

Is it necessary to make changes to the loan agreement in connection with a change in the name of the borrower organization ?

Any organization has a full and abbreviated name, distinguished by the decoding of its legal form: LLC, CJSC, State Unitary Enterprise, Municipal Unitary Enterprise, OJSC, JSCB, etc. (Article 54 of the Civil Code of the Russian Federation).

Some organizations are required to indicate in their name the nature of their main activities:

• credit organizations - the name must use the word “bank”, “banking”, etc., and if it is contained in the abbreviation of the full name, for example AKB, it is no longer necessary to insert it into its name;
• insurance companies - you need to use word forms of the words “insurance”, “reinsurance”, “insurance broker”, etc.;
• pawnshops, exchanges – it is necessary to use these words and/or their forms in the name;
• Non-profit organizations (religious, public, consumer, etc.) by their name must indicate what they do.

ATTENTION! The word “clearing” in the name may be used exclusively by clearing organizations and no others. Similar requirements apply to the words “exchange” and “microfinance organization”.

The following cannot be included in the title:

• words denoting government bodies at any level (except for organizations established with the participation of the state);
• previously registered names of international and intergovernmental associations;
• words and combinations that do not meet the requirements of morality, humanism, and the interests of society.

Some words require special permission to be used in the title.

The organization must be named exclusively in the state (Russian) language. This requirement does not exclude the possibility of using foreign words, but only in Russian transcription.

IMPORTANT! The name of the organization is considered registered and “occupied” from a legal point of view from the moment it is entered into the Unified State Register of Legal Entities. Only from this moment can it begin to be used for its intended purpose: indicated in advertising, on product packaging, in documentation, etc.

In what cases and how are corrections made in the work book?

Corrections made to the work book can be divided into two types:

1. Corrections that need to be made when changing or supplementing the employee’s personal data on the title page.
2. Corrections that need to be made when an error is discovered in the “Job Details” and “Award Details” sections.

Expert opinion

Polyakov Pyotr Borisovich

Lawyer with 6 years of experience. Specialization: civil law. More than 3 years of experience in drafting contracts.

There is a separate case when an error is discovered when filling out the title page; in this case, it is not corrected, but a new form is filled out.

Corrections can be made in the following ways:

1. Crossing out one line that does not interfere with the reading of the entry and putting the correct information next to it.
2. Recognition of information as invalid by making an appropriate entry.

The first method can only be used on the title page, since crossing out information in other sections is strictly prohibited.

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:
Deduction for unworked vacation days upon dismissal: detailed instructions

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

General rules

The instructions for filling out work books and the Maintenance Rules contain clear instructions on how to make corrections in the work book. The 2021 sample that meets the requirements of these acts can be viewed.

The entry is incorrect

If errors are found in a record, it can only be corrected by declaring it incorrect. This rule applies to information contained in the work and award sections.

An entry can be invalidated in two ways:

1. An entry is made stating that entry No. 000 is invalid, and the correct entry is entered in the next line. That is, the correction is made in two lines with different sequence numbers.
2. One entry recognizes the invalidity and explains the reason. For example, they write “Record No. 5 is invalid, reinstated.”

If the entry about invalidity is on a separate line, then nothing is entered in column 4 (ground).

All entries are numbered in chronological order.

Text contributed by another organization

If the mistake was made not by the current employer, but by the one for whom the employee previously worked, then corrections can be made as follows:

1. An organization that made a mistake.
2. The organization for which the employee currently works, but provided that the relevant documents are provided to it, for example, if the employee has an error in the grounds for dismissal, then a copy of the order with the correct entry and a covering letter describing the situation is required.

Such a package of documents is more consistent with the rules of office work, although the law simply states that an official document must be provided.

Correction by the organization making the entry after dismissal

If the correction is made by the former employer, then he must indicate his full name, and only then recognize the invalidity of the entry and make the correct one. Then the signature of the person responsible for maintaining labor records and the seal of the organization are affixed.

This procedure is not prescribed by law, but the affixing of the company name indicates who made the corrections, and the official’s signature and seal certifies it.

Wrong dates indicated

If the error is that the date of admission, transfer, dismissal, etc. is indicated incorrectly, the correction is made in the same order. That is, the entry is declared invalid and the correct edition is made.

The order details were entered incorrectly

Incorrect or inaccurate order details are also a recording error and are corrected in accordance with the general procedure.

Correction of award information

In the “Information about awards” section, it is also unacceptable to make corrections by crossing them out. Therefore, if an error is identified, the entry is invalidated and either the correct entry is entered or the reason for cancellation is indicated (the entry for No. 5 is invalid due to an error in the award order).

Replacing information on the title page

In the case when a person’s personal data changes, this is not considered an error, but changes must be made. They do this as follows:

1. An entry that has become irrelevant is crossed out with one line, and the correct one is placed next to or above.
2. They make a note about this on the cover of the labor document and indicate the documents that served as the basis.

The date of birth is changed in the same way.

Separately, corrections (additions) of information about education or specialty should be noted. If the employee has received a second specialty or education of a different degree, then the data is simply separated by commas, since in this case obtaining a higher education does not invalidate the secondary specialized education.

Correcting inaccuracies in the insert

All corrections and changes to the insert are made in the same order as the work book.

If the data on the title page of the work document is replaced, the same procedure must be repeated in the insert(s).

Entry is invalid

An entry is considered invalid if errors are found in it. The legislator does not explain in which section the error should be made. This means that any entry where an error is found must be invalidated.

The error can be either factual or spelling. For example, there was a typo in the title. This entry also needs to be corrected, especially if the position is on the list of those that provide certain benefits (early retirement).

Additional questions

Is it possible to skip lines in TC

Inscriptions must be made without skipping lines. However, if there is a stamp on the previous entry that takes up one or two lines, then they need to be skipped.

It is unacceptable to enter information about your organization on someone else’s seal.

What pen should I use to fill out a work book?

When entering information about work into a book or insert, as well as when filling out the title page, entries must be made carefully, without any erasures. To do this, the personnel officer should have a blue, purple or black ballpoint pen that does not smear and is not too pale.

The recording must last a long time and be clear. If it gets smeared, it will have to be restored. They can rewrite the entry and declare it invalid even if the color of the information text is excessively dull, which makes it difficult to read.

The instructions also cover the use of ink. Currently, this permission is actively neglected by personnel officers, since there are practically no specialists left who master calligraphy, which requires the use of ink. If an ink blot is created when using them, the book may be considered damaged.

Is it possible to fill out a work book with a gel pen? Regarding helium pens, there are no direct instructions prohibiting their use. At the same time, their use is strictly not recommended:

Free legal consultation

We will answer your question in 5 minutes!

Free legal consultation We will answer your question in 5 minutes!

Call: 8 800 511-39-66

Ask a Question

1. Their use can lead to damage to the work page, where entries have already been made on the reverse side. Helium paste can damage them, making the text illegible.
2. Helium paste does not always make the recording legible, as it leaves a wider groove.
3. Gel pastes are more easily smeared and even erased, which can ultimately render the TC unusable.

This is also important to know:
Dismissal due to the death of an employee: step-by-step instructions for registration

If the pen is used improperly or if smudged or poor-quality entries are made, the labor inspectorate may impose a fine.

How to certify a copy of a work record book

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 as of 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).

   

What to do if an entry is missed

Entries must not violate serial numbers. If this happens, making an entry should be based on the general error correction algorithm in the TC. That is, under the next serial number you need to make an entry stating that an error was made (an entry was missed), and under the next serial number you need to make it.

But such actions cannot be carried out arbitrarily. In order for such an error to be corrected, a special order and grounds for correction are required. If the entry was missed by another employer, you must:

1. Make a request regarding an error.
2. Receive the necessary documents from the person responsible for the error.
3. Force him to correct his mistake.

Keep in mind that the mistake must be corrected by the employer who made it. In some difficult cases, it is necessary to seek correction of the error through the courts. Arbitrary interference is unacceptable.

This is very important because a missing entry can appear in two cases:

1. By mistake of one of the employers.
2. In case of fraudulent transactions with the work book on the part of the employee himself.

In both cases, vigilance and caution must be exercised.

When can you use the letter “ё” in writing your full name?

Many people are concerned about the question of whether it is possible to use the letter “е” in writing a first or last name.

Refer to the employee's passport.

If this letter is written in your passport, then you can safely put it.

If “e” is written in your passport, then you should not deviate from the passport data. Everything is extremely simple.