How to issue an extract from the work book? Sample of filling out the statement and rules for registration

Where an extract may be required

Typically, extracts are required in:

• government bodies (to establish the right of a person to subsidies, benefits and other financial benefits),
• banking structures (to analyze the client’s solvency when issuing loans and credits).

However, the list of institutions that can ask for an extract from the employment record is not limited to these organizations - the list is actually much wider. Among other things, an extract may be needed when applying for another job as a part-time worker.

In what cases is it required

When interviewing for a new job, you may need a work permit, which is most often found with your previous employer.

If you urgently need to obtain information about your last place of work, request an extract, which must be issued no later than 3 days from the date of contacting the employer or his representative.

This form is usually required in the following cases:

• registration of a foreign passport;
• resolving issues through the pension fund (confirming the length of service earned, calculating the amount for a pension or when receiving certain benefits);
• filling out a resume when applying for a job;
• loss of a work book to restore an official document;
• processing a loan or participating in similar banking operations;
• going to court;
• registration of visas, subsidies;
• adoption;
• receiving benefits for pregnancy or at the birth of a baby (social protection of citizens).

It is important to have the full amount of information requested when receiving the official form. The employee is obliged to submit a written application with a request to issue an extract, indicating a certain period - the date from which to which date important information is requested.

You can contact your employer in any form. Here is an example of filling out a similar application for drawing up an extract from the employment record:

Why can’t you use the work book itself?

The work book is in the hands of the owner only when he is unemployed. Upon employment, this document is transferred to the personnel department of the enterprise, where all the necessary entries are first made in it, and then it is included in the employee’s personal file. After this, responsibility for the content and safety of the work book passes to the HR specialist. The procedure is organized in this way because the work book is a strict accounting document, on the basis of which the length of service is subsequently calculated and the age pension is calculated.

How to do

The extract is most often issued by the human resources department of the organization where the employee works. Or the right to issue extracts from labor records at the enterprise is vested in a specially authorized person:

• responsible employee of the HR department;
• secretary of the organization (in accordance with the job description);
• Head of the organization.

The extract is certified by the signature of the performer and the seal of the company. How to make an extract from a work book correctly? It is acceptable to use either a specially designed form or to submit a properly executed photocopy of the required page of the original.

At the top of the document there must be its name and details of the issuing organization. A copy of the Labor Code title page is attached or all information about the employee is indicated:

• FULL NAME;
• Date of Birth;
• information about education;
• profession.

The date of registration of the extract and the position of the responsible executor who issued it must be entered.

If the extract is drawn up in the form of a table, the presentation of information about the person’s professional path during the required period is placed in chronological order. Refer to the example we provided for filling out an extract from the work record book.

About your last place of work

An extract from the work book about the last place of work is drawn up as follows. Below the entry about the beginning of work in the organization, an entry is made: “working to date.”

About awards and incentives

This information may be required to confirm the employee's positive characteristics.

For international passport

When applying for a foreign passport, you must list information about your work for the last ten years in the application form. If the technical documentation is stored in the personnel department, then the extract will serve as reference material.

When else will an extract be useful?

• when applying for a bank loan;
• when receiving government payments, benefits and subsidies is formalized;
• when employed part-time;
• to the courts;
• during the adoption or guardianship procedure;
• when applying for a pension to the Pension Fund, etc.

Procedure and deadlines for issuing an extract

If there is a need for an extract from the work record book, the only thing you need to do is write and in any convenient way submit to the employer a free-form application addressed to the head of the enterprise or the responsible employee.

Based on this application, a corresponding order is issued, which serves as the basis for issuing the document.

By law, the extract must be ready within three days from the date of writing the application. At the same time, the employee can indicate other, more compressed deadlines, but the employer is not obliged to meet him halfway. Therefore, if there is any particular urgency, it is better to stock up on written evidence of this and be sure to attach it as an appendix to the application.

Who is doing

This aspect is not covered in the legislation. The employer has the right, at his own discretion, to determine the person responsible for issuing the work book and extracts from it. Typically, these issues are dealt with by a personnel department employee, an organization secretary, or an accountant. In small companies, work books are issued by the manager himself.

The extract is subject to mandatory certification. This is usually the responsibility of any responsible person authorized by the employer. The absence of the manager's signature on the statement does not make it invalid.

It is advisable to additionally certify the document with the seal of the organization. But as of 2021, the requirement for a company to have a seal has been abolished, so an employer can legally work without one.

Do they have the right to refuse an extract?

The work book is the property of the person to whom it is written out, therefore it is under the control of the employer temporarily, namely for exactly the period while the employment contract is in force between the enterprise and the employee.

The employer cannot refuse an extract from the work book - the employee’s right to receive it is enshrined in the labor legislation of the Russian Federation.

If it is violated, a company employee can complain to the labor inspectorate for justice.

Differences between an extract and a copy

In office work, when preparing certificates, two terms are often used: “copy” and “extract”. The copy is intended to fully reproduce the information in the original. Currently, every page of a document (including blank pages) is photocopied to obtain a copy.

The extract is only a part, an excerpt from the original. It includes certified copies of the title page and pages containing information about the employee’s length of service for the requested period. The extract has legal force only when it is properly executed and certified.

Sample extract from work book

The extract is made either manually or copied via a photocopier, and either a simple A4 sheet or the organization’s letterhead can be used. Regardless of the mode in which it is prepared, it must be certified by the autograph of the responsible employee. Usually the extract fits on one page, but if there are several of them, then each one must be signed , numbered and stamped.

The extract must contain the following information:

• document's name,
• name of the employing organization,
• position of responsible person,
• last name, first name, patronymic of the person responsible who made it,
• information about the owner of the work book (i.e. the person who actually needs the extract): his last name, first name and patronymic, date of birth and information about education and profession.
• work book number,
• the start date of its maintenance.

The rest of the information depends on the specific need for which it was made, and it is necessary to put a note that “This employee has been working in the company to this day.”

Finally, the extract must have the signature of the responsible person with a transcript.

General rules for issuing an extract

The extract is compiled in accordance with certain rules.

1. The document is drawn up on the company’s company sheet and contains the following mandatory information:

• information about the employer, namely the name of the company, his address and contact details;
• information about the employee’s work activities for the required period of time (place of work, length of service and position);
• if any, awards and incentives are indicated.

1. The extract must include information from the title page of the work book:

• the employee's surname and initials, as well as his year of birth;
• education;
• specialization.

1. Then:

• at the end it states that the employee is currently working in the company;
• all information indicated in the extract must be certified by the signature of the personnel officer, as well as the company seal. The date of compilation is indicated at the end.

If the statement includes several pages, they must be numbered and stitched. Each page must be certified.

What form of work record will be required when applying for a job starting in 2021?

The transition to an electronic format for employees is completely voluntary. In other words, if he wants to keep a paper form, then this is possible by submitting a corresponding application to the personnel service of his organization before the end of 2021.

Thus, if a citizen still has a paper form after 2021, then this is what should be provided. However, the new system for recording work activities assumes that newly hired employees will present certificates from the Pension Fund of the Russian Federation upon employment. They can be either digital or paper.

Important! For those citizens who will be applying for official work for the first time after 2021, paper forms will not be issued. And since they did not carry out work, they will not need to provide such documents.

Filling rules

Among the general rules, when an official application for an extract from the work book has already been received, there is a standard sequence of actions:

• Having a form, it is important when filling out the form to strictly adhere to the data placed on the title page of the original (name of the original, series and number, full name of the owner, year of birth, education received, profession and date of filling);
• copy the requested information without distortion, strictly observing all the columns of the book;
• The identity of the information is verified with the original.

To fill out the form, use the organization's letterhead. If the latter is not available, it is recommended to use the provided online service. Each sheet is signed by the responsible person after the document is bound. The binding must contain a note about the total number of pages.

If the employment contract is valid at the time of requesting the form, the person completing the form must indicate that the employee is currently working, indicating the date, certifying the information with his signature and the seal of the organization.

Certification of extract and registration

After an extract from the work book has been prepared, the responsible employee who is entrusted with the responsibility for maintaining personnel records must certify it with his signature. In this case, the position of such employee must be indicated.

The extract will be valid even in the absence of the signature of the head of the organization.

Usually the signature is certified by a seal. However, from 2021 this is not mandatory. From now on, enterprises, organizations and institutions are exempt from the mandatory requirement to use a seal and stamp.

It is enough to record in a special internal journal, which is designed to record the movement of work books, information about when, to whom and in connection with what a copy or extract from the document was made.

Validity

When dealing with office work, it is necessary for personnel and employees of other authorities to know the validity period of the extract. For banks (when applying for a mortgage loan), for the Federal Migration Service, the period is usually 1 month. For visa applications, the certified form will be valid for no more than 3 months.

Within a month, interested parties will have to re-issue the extract for: adoption, registration of child benefits, participation in legal proceedings. But for other organizations, limits are set individually.

Russian legislation does not strictly specify restrictions on the validity period of similar copies of the original.

Employer's liability for non-delivery

In cases where employers unreasonably refuse to issue an employment statement or simply delay the registration procedure itself, employees have every right to file complaints.

These issues are resolved by the labor inspectorate, which helps to quickly deal with problems. In case of non-compliance with the legislation of the Russian Federation, systematic and malicious violations of the current rules and norms of the Labor Code, fines are imposed.

It is important for companies to be more attentive to the requirements of officially employed workers, helping them implement their plans for social protection of the population. In 2020, monetary penalties may amount to up to 50 thousand rubles. for a separate operating organization or up to 5 thousand rubles. to the guide.

A repeated violation in issuing the requested certificates or necessary information will increase the amount of the fine to 70 thousand and 20 thousand rubles, respectively.

The extract is issued in person against receipt, indicating basic information about the executed document. The procedure is recorded in a special journal, where work records are systematically recorded.

This approach to office work will significantly protect against all sorts of discrepancies in issuing statements and will allow you to systematize individual requests for copies of the work report.