Sample copy of a work book certified by the employer 2021 and 2021

Rules in force at the beginning of the year

Let us note that the sample certification of the work book, which was in force in 2021, clause 3.26 of GOST R 6.30-2003, approved, is currently in use. Resolution of the State Standard of Russia dated March 3, 2003 No. 65-st):

Each sheet of the copy must be certified separately, with the inscription on it: “Correct” or “Copy is correct.” This inscription can be made by hand or use a special stamp.
on each sheet of the copy you must indicate the required details, namely: the position of the person who certified the copy, his signature, the transcript of the signature, the date when the copy was certified and the seal impression. To certify copies, it is permissible to use both the organization’s seal and the HR department’s seal.

On the last sheet of the copy of the work book, it makes sense to write “The employee is currently working” and indicate the current date. This inscription must also be certified by a signature, indicating the position and full name of the responsible employee, and affixed with the seal of the organization (HR department).

For more information about this, see “We certify a copy of the work without errors: sample.”

Errors when preparing documents

The following errors are common:

The organization's seal captures the text or signature of the employee who certified the copy (and it becomes difficult to read what is written in the copy) or is not in the place where it should be (fields marked by MP). The seal impression must be located according to the rules.
Corrections when writing wording are not allowed. A document executed incorrectly will simply not be accepted from an employee, as it will be considered invalid. If a mistake was made, you need to copy the necessary pages again and certify them properly.

Who to contact to get a copy of the work book certified by the organization

The original work book of a working citizen is kept in the organization where he currently works. Who is responsible for maintaining the work record, who should I contact?

Large organization

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

Small organization

Small organizations do not have the opportunity to maintain an entire structural unit that would deal with personnel issues - these responsibilities are usually delegated to either the manager’s secretary or an accountant. You should write an application addressed to the director with a request to provide you with a copy of your work record certified by the organization. An employee performing the duties of a personnel officer knows how to properly certify copies of a work record book.

There are several ways to make a copy:

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

Depending on which organization requested a certified copy, you should decide how to properly make a copy of the work book. In serious cases, you should insist on making a computer copy - the book may contain entries that are difficult to read due to the illegible handwriting in which they are made, or dim seals, when copied, the clarity of the print will be lost. The presence of any of these deficiencies may cause the document to be rejected by the organization that requested it.

Having decided how to prepare a copy of the work book, you should keep in mind that there are 2 ways to certify the document.

On the copy of each page there is a note “Copy is correct”, a signature with a transcript of the person responsible, the date and seal of the organization. The question often arises whether it is necessary to certify each page of a copy of the work book - with this type of document design, this is necessary.
Copies of book pages are numbered and bound. The firmware cord is placed on the last page and glued with a piece of paper, on which a certifying seal and signature of the person in charge is placed. Below is written “numbered and laced” indicating the number of sheets.

Often, employees who also perform part-time functions as a personnel officer are not sure whether it is necessary to put a certification date on copies of the work book. It would not be superfluous to check the presence of the certification date either on each page (1st certification method) or on the last one (2nd method), due to the fact that the copy is legally valid for 1 month.

You need to know what to write on a copy of the work book:

if you work in an organization, they write “Continues to work”}
if you don’t work, write “Not working” indicating the date of dismissal}
if you are a pensioner - “Not working, pension assigned” indicating the reason and date of appointment.

Having received copies of work books in your hands, it does not matter whether these documents are certified by an organization or notarized; you should spend additional time and check the accuracy of the certification of the document in order to avoid errors. An incorrectly made or certified copy will not be accepted at the place of request and you will have to do everything all over again, wasting time, which is often very limited.

Why are copies of documents needed?

Organizations, as legal entities, submit copies of documents to the founder, the tax office, executive authorities, the social insurance fund and others.

Every citizen, whether at work or in life, sometimes needs to provide copies of documents: for example

Certificates confirming receipt of wages; to organizations involved in social security: subsidies, social payments;
A work record book for receiving benefits, for part-time work, to a bank to obtain a loan, to the Pension Fund of the Russian Federation for calculating a pension, at the place of request.

Who to contact to get a copy of the work book certified by the organization

The original work book of a working citizen is kept in the organization where he currently works. Who is responsible for maintaining the work record, who should I contact?

Large organization

Small organization

There are several ways to make a copy:

photocopy of the document;
scanned copy of the document;
computer typing of information contained in the work book;
handwriting.

Having decided how to prepare a copy of the work book, you should keep in mind that there are 2 ways to certify the document.

On the copy of each page there is a note “Copy is correct”, a signature with a transcript of the person responsible, the date and seal of the organization. The question often arises whether it is necessary to certify each page of a copy of the work book - with this type of document design, this is necessary.
Copies of book pages are numbered and bound. The firmware cord is placed on the last page and glued with a piece of paper, on which a certifying seal and signature of the person in charge is placed. Below is written “numbered and laced” indicating the number of sheets.

You need to know what to write on a copy of the work book:

if you work in an organization, they write “Continues to work”;
if you are not working, write “Not working” indicating the date of dismissal;
if you are a pensioner - “Not working, pension assigned” indicating the reason and date of appointment.

Legislation

Every employer should know that the records of his employees are required to be kept by him. And he bears full responsibility for them. The issuance of books to employees is strictly regulated by Labor legislation, namely Article 62. It says that it is allowed to provide the original only if it is necessary to submit it to Social Security. And the employee who received it from Social Insurance is obliged to return it to the employer no later than 3 days. In all other cases, a copy or extract of the book must be issued.

If the original is lost, the employer is obliged to issue a duplicate, including all the information that was indicated in the book. However, it is not always easy to recover records from other employers, as documentary evidence of their existence will be required. In the absence of such evidence, the employer can only enter the information available to him and the total number of working years.

For failure to comply with the rules for storing the book, a fine may be imposed on the employer and organization. For an official it will be no more than 5 thousand rubles, and for an organization 30-50 thousand rubles.

Therefore, in order to avoid this liability, documents should be stored in a safe in an archival manner.

How to properly certify a work book

If an employee applies for a certified work book, the employer must provide him with the necessary documents no more than three working days from the date of application. There are cases when information about the entire work activity of an employee, as well as selective records, is needed. In the first case, you should order a copy of the work book, in the second - an extract.

A copy of the work book must contain duplicates of all pages (including the first and last - about the current place of work). Each page is first photocopied (in very rare cases, copied by hand or typed on a computer) on an A4 sheet, and then given to authorized persons in this matter for signature.

With the extract, things are almost the same, with the only exception that only the first page is included in the duplicate work book (on which data about its owner should be indicated: full name of the owner, his date of birth, education, profession) and those pages that were required from the employee to be submitted to one or another authority.

The certification procedure goes quite quickly. For duplicates to become legal documents, each page of the copy must bear the following markings:

A mark indicating that the copy is correct. This is exactly what is written on every page.
The position of the person who carries out the certification procedure is indicated.
The certifier puts his signature (must have a transcript next to it) also on all duplicate pages.
The date the document was created must be indicated.
The last page is different from the rest. There is a note on it: “Working at the present time.” Then - the position of the certifying employee, his signature with an explanation of his last name and date.
The organization's seal is required. Placed on each sheet near the inscription “Copy is correct.” In this case, you need to make sure that part of the print goes on the copy itself, and part on the free space on the sheet.

Only if all these requirements are met, the work book can be considered a formalized document and have legal force for a period of one month.

Who should I contact to certify my work record?

To receive a certified extract or copy of his work record, an employee must contact either his immediate employer (boss) or the human resources department of his organization. In some cases, due to the lack of a personnel department in the company, the manager appoints a certain employee who becomes the authorized person for maintaining and storing work books of all employees.

If your employer is a private person, then you should ask the entrepreneur himself for a certified work record. He himself makes all the necessary marks and puts his stamps on the document.

Certification of work record in special cases

Some institutions are particularly picky about copies of work records. In such cases, you will need to prepare the document in the proper way.

The first step is to make duplicates of each page, and it does not matter if one or two pages are on one photocopied sheet. Then all the same entries are made (except for the last entry, which is optional), certifying the authenticity of the document

The next step is to stitch all the sheets with white threads and glue a piece of white paper (usually in the form of a square) to them, on which there should be the following entry about the number of sheets stitched. After this, each page is numbered (if they were not numbered previously) and the employer’s stamp is placed on the last page of the document.

If you are still unsure whether a particular organization will accept such a copy of the work document or not, then contact directly the authority itself that requires it from you. There you will be provided with a sample for correct certification of the work record book. Only then will it be possible to go to your employer with peace of mind and ask to issue this document.

How to certify documents according to the new rules?

From July 1, 2021, the document must be certified based on the new requirements of GOST R 7.0.97-2016. According to the new GOST, the certification rules directly depend on the purpose for which a person needs a copy.

To make it convenient to process a large number of documents, an organization can produce an appropriate stamp with permanent information “True”.

It is necessary to remember that if a photocopy of a document includes several sheets, then all pages must be certified and their number must be indicated.

Copies of documents intended for internal use can be prepared in a simplified manner, in accordance with paragraph 5.26 of GOST R 7.0.97-2016, it is necessary to write “True”, note the position of the authorized person, put his personal signature, as well as a transcript: full name, date of certification .

Thus, for the internal document flow of an organization from 2021 it is necessary:

indicate the entry “True”;
Full name, position, signature of the employee who certified the document;
indicate the date of certification.

The signature of the employee who certified the copy of the document certifies the seal of the organization.

If copies of documents must be sent to another organization or institution, then the new rules require indicating the place where the original copy of the document is stored.

For example: The original document is stored in MBDOU No. 9, at the address: Krasnoyarsk, u. Spring 13a, in case No. 03 for 2021.

According to the new GOST, in accordance with paragraph 5.24, a seal is placed so that it does not cover the signature of the authorized person or it is affixed in the place designated “MP”. The standard does not specify whether a seal impression can be captured by an indication of a position. The seal is supplied after the document is completely prepared. Therefore, it is better for her to go to the job title.

The new GOST is recommended (clause 4 of the Preface to GOST R 7.0.97-2016). And in some provisions it contradicts the instructions given by the Ministry of Finance (letter dated October 29, 2015 N 03-02-РЗ/62336) and the Federal Tax Service (letter dated October 2, 2012 No. AS-4-2/16459). According to inspectors, the seal should be affixed in such a way as to fit onto the paper sticker, personal signature and full name of the person certifying the document. The new GOST makes opposite requirements - the signature of a person and the seal imprint should not touch.

Thus, given the contradictions and the advisory nature of the new GOST, when certifying copies of documents for the Federal Tax Service, it is better to use the instructions of controllers.

An incorrectly certified copy during inspection may cause increased attention from labor inspectors, as well as cause litigation.

How to correctly issue an electronic signature mark that allows you to visualize the document. This mark is made where the original (live) signature should be on paper counterparts. When certifying electronic documents, the “True” stamp (sample) contains such details as: a phrase stating that the document is signed with an electronic signature; signature key certificate number; Full name of the owner of such a certificate; validity period of the corresponding certificate.

How to properly certify a copy of a work book sample

Government Decree No. 225 of 2003 instructs the personnel employee on the procedure for handling work books. According to Art. 7 of this legal act, an extract from the book must be issued no later than three days after the employee applies for it. You need to get it certified within this time frame. In order to receive the paper, the employee must write an application addressed to the employer. Without an application, the document cannot be certified and issued. After the boss’s resolution is written down on paper, the personnel officer gets down to business and assures.

An extract must be distinguished from a copy. The difference is that the copy reflects the entire activity, and the extract is only a part, a segment of the information of interest. How to properly certify a document?

First you need to scan the pages. Modern technologies make it possible to do this using a scanner or a special device. Then on each page there is an inscription from a personnel employee stating that the copy is correct, his position and full name, for example, “The copy is correct. Head of OK Petrova M.S. Signature.".

The entry made is also certified by a seal on each page. The stamp is placed, capturing the text, not in a blank area of the sheet, which makes it impossible to add any unreliable text. Any seal can be affixed: HR department, office, etc. – this is not a fundamental question.

On the last sheet of the copy the following entry is placed: “Working to the present time. Head of OK Petrova M.S. Signature. Date of"

It is very important to make such a record, since it is it that indicates that the employee is currently working in this organization. The date is also stamped on each page.

How long is a certified copy of a work book valid?

No regulatory act provides for the validity period of a certified extract. In most banks it is valid for two weeks. In a number of other organizations, the period has been extended to a month.

Sometimes there are cases when a person wants to take a document in advance and at the time of submission to another organization it turns out that it is overdue. In this regard, the HR officer does not have to scan the document again; it is enough to put a fresh date and signature on the existing one.

Who can certify a copy of the work record?

The document is certified by the person assigned to do so by the head of the company. As personnel practice shows, most often actions are carried out by personnel employees. Moreover, such a function can be performed equally by both the head of the personnel department and the inspector subordinate to him.

Can a copy of the work record be certified by an accountant?

In large organizations with a large staff, as a rule, such responsibilities are assigned to personnel officers. But if we are talking about a small company in which the staff does not provide a personnel department, then who, if not an accountant, has to provide assurance. Based on this, the accountant in some cases can certify the document.

Common mistakes

All employees responsible for this must know the procedure for certifying copies. But at the same time, each employee is obliged to check the correctness of the document issued to him. Because it is he who will have to go several times to the organization where this copy is required if it is not certified correctly. When checking a certified copy, pay attention to the following common mistakes:

Not all sheets bear the signature of the person being certified . This situation only applies to cases where the copies are not stitched into one document.
Not everywhere there is a stamp “Copy is correct” . Sometimes the employee is in a hurry and stamps very quickly. Therefore, there is a risk that he will miss one or two pages. This error also only applies to unflashed copies.
The employee who certified the copies does not have authority . Pay attention to who exactly is responsible for certifying documents in your company.
There is no inscription indicating that the employee continues to work. This is a very important inscription without which it is not clear until what point the person worked.
There is no new requirement for information about the storage of the original book. Now, without this inscription, a copy of the book will not be accepted.
The company's seal stamp is affixed to a white sheet of paper without touching the copy itself. The stamp must touch at least part of the copy made.

Knowing the main nuances and common mistakes, you need to carefully check the issued document. Also, the employee himself should pay attention to how the copy is certified, and whether all pages of the book are photocopied. You can learn more about this from the video presented.

How to certify a copy of a work record book

If you are responsible for maintaining, storing and recording work books in an organization, and such a responsibility is assigned to you by order, you will have to certify a copy of the work book. Instructions 1 Ask the employee who contacts you with a request to certify a copy of the work record for the bank to write an application for the issuance of a certified copy of the work record.

Important

You must fulfill his request no later than three working days from the date the employee submits such a statement. 2 Make photocopies of all completed sheets of the work book, including its first page indicating the last name, first name and patronymic of its owner

On the copy of the last page, put in pen the inscription “Currently working in the position...”, indicate your position, sign, decipher the signature, put the date of certification of the copy and the seal of the HR department.

Step-by-step instructions for the employer: how to apply? A copy is issued at the request of the employee by the employer within three days (Article 62 of the Labor Code). The employer has no right to demand remuneration for this and wonder why a copy was needed.

Info

The right of a citizen to access his personal data is provided for in Article 89. TK, for his violation of Art. 90. Liability is provided for officials, including criminal liability.

The employee draws up a written appeal to the employer, which looks like this: addressed to the head of the organization (the full name of the company, position and full name of the head are indicated);
the full name and position of the employee are indicated;
the appeal is called the “Application”;
the content part includes a request to issue a copy of the work book with reference to Art. 62.

General introductory information

Every employer knows that the work books of his employees must be kept by him, and he himself is responsible for their safety. At the same time, according to the information established in Article 62 of the Labor Code of the Russian Federation, the employer can provide the original work book at the employee’s request only if the document is required by Social Insurance employees, who, in turn, are obliged to return the work book to the employer no later than 3 days after it receipt.

Thus, in all other cases, the employer issues an extract from the book or a copy of this document. If the book is lost or damaged, the employer issues the employee a duplicate with the corresponding entry and all the information contained in the irretrievably lost original.

Of course, sometimes it is quite difficult to restore records made by other employers, because to enter such information you need to have documents confirming them and all that remains is to record the total length of service.

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Responsibility for delayed payment of wages

Failure to comply with the rules for storing documents established by current legislation - the organization and the employer, in particular, may face a fine, the amount of which currently amounts to:

no more than 5,000 Russian rubles - for the employer;
from 30,000 to 50,000 Russian rubles – for the organization.

Therefore, according to the requirements of the legislator, for the proper storage of documents of its employees, the employer must have a safe .

In what cases is a copy of the work record certified by the employer required?

There is a general rule that a copy of the work report is personally certified by the direct supervisor in cases where this is required by law. This mainly applies to government institutions: the Pension Fund, social security authorities, courts, when the length of service must be confirmed by the signature of the employer. In cases that do not require this, the signature of an ordinary inspector will do.

When certifying a document, it is important for a personnel employee not to miss the details; all details must be reflected in it:

information about the official;
signature;
date of;
seal.

If a small detail is overlooked, the copy will be considered invalid, as a result of which the employee will have to make additional travel routes, and the authority of the company represented by another organization will be undermined. It is very important to complete everything accurately and on time, since we are talking about fulfilling the employee’s requirements stipulated directly by labor law

How to stitch and number a copy

The prepared sheets are numbered and stitched, seal the threads with a sticker from a rectangle of paper approximately 4 - 6 cm in size, put an o and indicate the number of sheets. The date and signature (with transcript) of the person who certified the document is also affixed.

If the sheets of copies are not sewn together, then the certification (Correct, position, signature, full name, date, storage location if necessary) must be on each sheet.

How to properly certify a work book

The certification procedure goes quite quickly. For duplicates to become legal documents, each page of the copy must bear the following markings:

A mark indicating that the copy is correct. This is exactly what is written on every page.
The position of the person who carries out the certification procedure is indicated.
The certifier puts his signature (must have a transcript next to it) also on all duplicate pages.
The date the document was created must be indicated.
The last page is different from the rest. There is a note on it: “Working at the present time.” Then - the position of the certifying employee, his signature with an explanation of his last name and date.
The organization's seal is required. Placed on each sheet near the inscription “Copy is correct.” In this case, you need to make sure that part of the print goes on the copy itself, and part on the free space on the sheet.

Only if all these requirements are met, the work book can be considered a formalized document and have legal force for a period of one month.

Who should I contact to certify my work record?

If your employer is a private person, then you should ask the entrepreneur himself for a certified work record. He himself makes all the necessary marks and puts his stamps on the document.

Certification of work record in special cases

Some institutions are particularly picky about copies of work records. In such cases, you will need to prepare the document in the proper way.

Need for a copy

There are many situations when this document is required. Remember that if you are officially employed, no one has the right to demand the original book from you, except Social Insurance. In all cases, you may only provide a certified copy. To obtain it at large enterprises you usually need to write a written application. In smaller organizations, a verbal request can be made. You must be given a copy within 3 days.

A copy may be required:

when contacting a credit institution;
when applying for additional work;
when applying for benefits and allowances;
when obtaining a visa to travel to another country.

Also, such a copy can be useful in various other situations. Based on the document provided, you can find out the following information about the person:

His total experience . Depending on the number of years of work, you can determine how experienced and accustomed a person is to working.
Number of places of work . If an employee often changes positions and organizations, this indicates that he is not permanent. This information usually has a bad effect when applying for a job or issuing a loan.
Positions held . This information may indicate a certain level of income of a person, as well as his professionalism. If a person has climbed up the career ladder, then he will inspire more confidence in the bank.
Reasons for dismissal . In each case when a person changes jobs, the reason why he left is indicated. There are situations when this happens not at the request of the employee, but because of his negligent attitude to work. Such a record will not benefit the employee.

By analyzing a person’s work activity, you can easily get a picture of his life. Permanent responsible people usually rarely change jobs. And people who are in search of themselves as employees usually do not stay in the work team for long.

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

If the citizen is not on the staff of the organization or is not employed, then the document can and should be in hand. Certification methods directly depend on where the book is stored:

In the first case, the document is certified by the employer or the head of the personnel department.
Under the second condition, certification takes place in a notary office.

As a rule, if you are denied certification, request a written explanation stating the reason for the refusal.

Attention

In general, in practice, what happens is that the citizen is not refused, and without any problems, a copy of the book is issued - and then certified. Registration of a document extract is carried out in several stages:

Personal contact with the organization.

Is the new GOST mandatory for use?

The new GOST for document preparation, like most other standards, is advisory in nature. Naturally, you can not pay attention to it at all and in a formal sense this will not be a violation.

Nevertheless, standards in such situations are adopted for this purpose, so that all organizations rely on them and conduct document flow according to the same rules.

This means that it is better to adhere to the updated rules, especially if a copy of the work document is made for a third party. This will also become a kind of respectful gesture towards the employees of that organization.

The new standard will be mandatory for the organization only if the rules of the GOST, which entered into force on July 1, 2021, are directly stated as mandatory by an internal order/directive of management. In this case, personnel employees have the right to certify a copy of the employment report only according to the new rules that came into force on July 1, 2021.

New order

From 01.07.2019 GOST R 7.0.97 - 2021 comes into force. It is this document that contains the procedure for certifying a copy of the work book 2019 (clause 3.26 GOST R 7.0.97 - 2021, Resolution of the State Standard of Russia dated 03.03.2003 No. 65-st , order of Rosstandart dated December 8, 2016 No. 2004-st). The certification must contain:

the inscription “True”;
position of the person who certified the copy;
signature;
transcript of the signature (full name);
certification date.

The specified GOST also contains a sample certification of a work book from 2019:

When providing a copy to another organization, the certification mark must be supplemented with an inscription indicating the storage location of the original document. It should look like this:

“The original document is located in (name of organization) in file No.... for... year.” The inscription made is certified by the company seal.

It is clear that if work books are not stored in the nomenclature file, but “in bulk” in a safe, then on the copy it is enough to indicate only the location of the original book without indicating the file number and year.

In what cases is it necessary to certify labor records?

A citizen can order a certified duplicate for the following organizations:

bank – for obtaining a consumer loan;
consulate - for visa processing;
Pension Fund - to check the length of service when assigning a pension;
FSS - when assigning benefits.

In 2013, Order No. 320 of the Federal Migration Service of the Russian Federation came into force, which abolished the obligation to provide a copy of the work report when applying for a foreign passport. There is a special questionnaire for this.

How to properly certify a work report for a bank

A copy for the bank is required if the citizen needs to provide employment records to apply for a loan.

ATTENTION! The employer issues the original book only upon termination of the employment contract. In other cases, a duplicate is issued if necessary.

A copy for the bank is prepared in a standard manner, however, specific banking institutions may put forward individual requirements for the document. They need to be specified according to the location of the requirement. The most common requirement of banking organizations is to indicate that the citizen is currently employed.

The employee has the right to a copy

An employee can contact his employer for a copy of his work record by writing a corresponding application addressed to the head of the organization. If the company is small, then you can limit yourself to an oral request. Moreover, the administration of the enterprise cannot refuse to issue an employee a copy of the work report. The right to receive a certified copy or extract from the work book is provided for by current legislation (clause 7 of the rules, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225). In addition to the obligation to issue a copy, the law also establishes a maximum period during which the document must be provided to the employee. Three days are given to certify the work book and issue a copy (clause 7 of the rules, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225).

List of sources

opersonale.ru
russiansu.ru
hr-portal.ru
pbcns.ru
blogkadrovika.ru

Application, and only written

According to the labor legislation of the Russian Federation, a document is issued on the basis of an employee’s application to the head of the organization with a written application for the issuance of a copy of the work record book.

It indicates why the employee needs a copy of the document and where it should be submitted, the date is set, and the applicant signs.

The legislation does not clearly stipulate the form of a written request for the issuance of a duplicate work book. At many enterprises, HR departments develop the form and procedure for submitting a request on their own.

If there is no uniform form for such an appeal in the organization, then it is drawn up arbitrarily. Here's an example:

Then the HR employee also puts the date of receipt and signature. This is done in order to comply with the legal requirement for the specified period for issuing the document.

The manager then signs an order to issue a copy, based on the reasons for the request. A certified copy of the order is served on the applicant after its registration.

Responsibility for the timely and high-quality execution of this order is usually assigned to an employee of the human resources or accounting department.

After receiving an application from an employee, the employer must satisfy his request within three days. This is regulated by law.