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    The work record is the main document on the work activity and work experience of the employee, which is presented by the candidate when applying for a job. The exceptions are cases when an employment contract is concluded for the first time. In this case, the organization should start the work book, and the employee should write an application for the establishment of the work book.

    In addition, an employee may need to write an application for the establishment of a work book if the work book has been lost or has become unusable. Just keep in mind the following. Having received an application for the establishment of a new work book, it is no longer possible to refuse an employee to issue it (Article 65 of the Labor Code of the Russian Federation).

    How to apply for a work book

    A unified application form for establishing a work book is not approved by law. Therefore, the employee has the right to write such a statement in any form. The main thing is that it should be written in the name of the head of the organization and contain an explanation of the reason for the absence of the document on hand.

    See also "An employee has lost his work book"

    How to get a work book?

    The work book is the main document on the labor activity and experience of all working citizens on the territory of the Russian Federation. The obligation and procedure for drawing up this document are strictly regulated by the norms of labor legislation, which are of an imperative nature. This article is devoted to citizens who found a job with their first employer or are just going to find a job and are wondering how to get a work book for the first time.

    Employment history

    The Labor Code of the Russian Federation obliges all organizations, as well as individual entrepreneurs who use hired labor, to keep records of the labor activity and length of service of all employees working in their main employment for more than 5 days. The document of such accounting is the work book.

    The form and procedure for drawing up work books are approved in two regulatory legal acts:

    • in the Rules of April 16, 2003 (hereinafter - the Rules);
    • in the Instructions dated October 10, 2003 (hereinafter referred to as the Instructions).

    The main document on labor activity and work experience of an employee is a work book (part 1 of article 66 of the Labor Code of the Russian Federation). Labor books are kept in the form approved by the Government Decree of 16.04.2003 No. 225.

    The employer is responsible for organizing work on maintaining, storing, recording and issuing work books and inserts in them. But the person responsible for the direct maintenance, storage, accounting and issuance of work books is a specially authorized person who is appointed by order (order) of the employer (part 3 of article 66 of the Labor Code of the Russian Federation, paragraph 45 of the Rules, approved by Government Decree No. 225).

    We will tell you about the procedure for issuing the original work book to the employee in our consultation and provide a sample of the corresponding application.

    Immediately, we note that sometimes the issuance of a work book is understood to mean its registration for a person applying for a job for the first time (part 4 of article 65 of the Labor Code of the Russian Federation). For an application for the issuance of a work book for the first time, the sample is extremely simple: "In connection with the conclusion of an employment contract, for the first time I ask you to issue me a work book." A similar statement is drawn up when drawing up a work book for an employee who enters without a work book due to its loss, damage, etc. (part 5 of article 65 of the Labor Code of the Russian Federation). But in these cases, we are not talking about handing out a book to an employee.

    Can the original work book be issued?

    In general, the work book is returned to the employee on the day of his dismissal (part 4 of article 84.1 of the Labor Code of the Russian Federation).

    Another case, when an employee has the right to receive the original work book, is the employee needed the work book for the purpose of his compulsory social insurance (security) (Article 62 of the Labor Code of the Russian Federation).

    In other cases, when an employee needs a work book, the employer must issue a certified copy of it or an extract from the work book. This must be done within 3 working days from the date of receipt of the corresponding one.

    The employer does not have the right to issue the original work record book instead of a copy at his own request or at the request of the employee.

    Issuance of a work book at the request of an employee

    When an employee leaves, a work book should be issued to him automatically. That is, the employee should not write any applications for its receipt. But another situation is also possible. For example, on the day of termination of the employment contract, the employee was absent from work or refuses to receive a work book. In this case, the employer must send the employee a notification about the need to come for a work book or agree to send the book by mail. Accordingly, the employee can transfer this to the employer.

    As for the issuance of the original work book to an employee who does not quit, then, as mentioned above, this is possible if the employee needs a work book for the purposes of his compulsory social insurance (security) (for example, for the appointment or recalculation of a pension). In this case, the employee's statement is also indispensable. The employer must issue the original work book no later than 3 working days from the date of receipt of the application from the employee.

    An employee to whom the employer issued the original work book is obliged, no later than three working days from the date of receipt of the work book from the body that carries out compulsory social insurance (security), to return the work book to the employer (part 4 of article 62 of the Labor Code of the Russian Federation).

    When issuing an original work book for an employer, it is important to document this fact. For example, make an entry in the book of accounting for the movement of work books or take a receipt from the employee about the receipt of the original work book. Thus, the employer will be able to avoid liability if, say, an employee loses his work book.

    In other cases, for example, an employee asks for the original work book for submission to the bank, the employee's application should be left without consideration. The employee does not have the right to demand the original work book in cases not provided for by the Labor Code of the Russian Federation, and the employer, accordingly, has no right to issue the original work book.

    How to write an application for issuing a work book in your hands

    An application for obtaining the original work book is drawn up in any form. It is addressed to the name of the head of the organization, contains the full name, position of the employee, his request to issue a work book, as well as the reason why the work book is requested.

    We will give a sample of filling for the employee's application for the issuance of a work book.

    A person starting a work career and an employee of the personnel department who formalizes his hiring need accurate information on how to issue a work book for the first time. We will analyze the procedure for acquiring and filling out this document, as well as the procedure for storing work books, an algorithm for actions in case of loss or handing over to an employee.

    The procedure for drawing up a work book

    The work book is a document reflecting the work biography of a citizen. When a person applies for an old-age pension, it is the work book that serves as an official confirmation of his seniority.

    Important: when drawing up this document, you should exclude any errors in the writing of the employee's passport data. An employee of the personnel department of a company or individual entrepreneur must fill out a work book in the presence of the hired citizen, after which he is obliged to let him check the correctness of the specified data. If a mistake is made (at least one letter in the full name, number in the date of birth, etc. is incorrectly written), the employee should insist on filling out the form again.

    Please note: a citizen is not entitled to fill out his work book on his own, this is the responsibility of a personnel officer or other representative of the employer. The law does not oblige a new employee to write an application for drawing up a work book for the first time, but its sample will be useful if such a document is provided for by the rules of the employing organization.

    If an employee, for whom a work book has been entered at the first place of work, gets a job in another company, the second book is not issued. In the second place of work, a citizen works part-time. Whether to enter information about this work period in the work book, the law leaves it to the discretion of the employee himself. An appointment for a second job is made by a personnel officer at the main place, for this you need to show him a supporting document (certificate, or a copy of the order, or a copy of the employment contract).

    Purchasing a work book

    Some information

    The employer is obliged to have the required number of work book forms and inserts in it in accordance with the law. And he does not have the right to demand from an employee that he independently buy a work book. When issuing a work book to an employee, the employer has the right to take a fee from him, the amount of which is determined by the amount of expenses for its acquisition.

    When figuring out how to get a work book for the first time, it is important not to make a mistake, who should purchase the document form - the employee himself in the bookstore (in the market, at the kiosk) or the employer.

    It is not recommended to buy a work book form on your own, since there is a risk of buying a copy that does not meet current standards or manufactured by an enterprise that does not have the right to produce such forms.

    Important: the employer is obliged to purchase work books for personnel, and he has no right to demand from the employee being hired to buy the form on his own.

    The employer must also:

    • keep a special book of accounting for the issue, storage and income-expense of work books, where documents of new employees are registered;
    • keep the work books of employees, bearing responsibility for their safety;
    • issue a work book to an employee upon his dismissal, making an appropriate entry in the above book.

    Please note: after drawing up a work book, for the first time, the law allows the employer to deduct from the salary of an employee who has a work book, its cost. But only on the basis of a special order, with which it is necessary to familiarize this employee with a signature. You cannot deduct this amount from the person's salary without his consent.

    How to fill out the work book

    A blank work book form is filled out on the basis of three documents:

    1. new employee's passport or photocopy;
    2. educational document;
    3. the order of employment.

    The work book is drawn up for a person hired no later than seven days from the date of signing the corresponding order. At the same time, entries are made in this document on admission / transfer to a position, rewarding, advanced training.

    Information about the dismissal is entered into the labor book on the same day, and the document is immediately handed over to the person with whom the employment relationship has been terminated.
    For the first time, the presented sample will help to carry out the correct design of the work book.

    The main spread indicates:

    • Full name - exactly as in the passport;
    • Date of Birth;
    • education, profession, specialty - as indicated in the provided educational document.

    Immediately after filling out these data, the personnel officer provides the employee with a work book for:

    • checking the entered data;
    • setting a personal signature.

    If the form is damaged, the personnel officer is obliged to draw up an appropriate act, and then write out the work book again.

    Corrections in the work book relate to changes in the name of the employee (if the person got married and took the last name of the spouse, etc.) or information about education.
    Correction order:

    1. carefully cross out the inscription with one stroke so that it is readable;
    2. write down the new information above;
    3. write next to the name, number and date of the document that served as the basis for the correction (marriage certificate, diploma of education, another document);
    4. certify the entry with the signature of the person who made the correction and the seal of the company.

    After filling out the first spread of the work book, the personnel officer turns the page and makes a record of employment, indicating in the columns under the appropriate numbers:

    1. serial number of the record;
    2. date of admission;
    3. “Hired for a position ...” indicating the name of the structural unit of the company, if it is mentioned in the employment contract with the employee;
    4. name, number and date of the decision (order, order) on employment.

    Please note: an employee who has submitted an application in writing or orally for the issuance of a work book for the first time has the right to demand from a personnel officer to make a record of his studies at the stationary department of the university, service in the Armed Forces, or another period included in the length of service, after which the citizen is hired for work.

    If an employee has presented a document confirming military service, after the entry on employment is made in the work record book, it is allowed to enter data about the service after this entry.

    Keeping the document and issuing it to the employee

    Interesting information

    In accordance with the rules, an employee can be hired at enterprises from the moment of reaching the age of majority, that is, from 18 years old, but in some cases it is permissible to admit minors from 14 years old with the written permission of parents and guardianship authorities. In this case, the work book must be drawn up when hiring an employee, regardless of whether he is an adult or not.

    The work record kept in the organization cannot be handed over to the employee during the period when he is in an employment relationship with the employer.
    If a working person needs this document to be submitted to one or another authority, the citizen must apply to the employer with an application for a copy of the work record book or an extract from it.

    The employer is obliged to satisfy this application, and the authorities are not entitled to demand the original document from the person whose work book is kept at the main place of work.

    Loss of work book

    The loss of a work book through the fault of the company in which the document was stored obliges the employer to restore the lost document:

    • write out a duplicate of the labor to the employee;
    • restore all data about the employee's experience and other records in the document, submitting requests to the necessary services and paying the corresponding costs.

    If an employee loses a work book, a duplicate of the document is also issued by the employer (at the request of a citizen), but data recovery becomes the concern of the person who made the loss.

    Ask questions in the comments to the article and get an expert answer

    The work book is a mandatory document for official employment for citizens of the Russian Federation. Throughout your career, information will be entered into it about the organizations in which you worked, what position you held and in what period of time. In addition, it will contain information about the employee's insurance experience at different periods of time.

    When applying for an official job for the first time, you will need to get a work book. How to draw up such a document, and what is required in this case, we will describe in detail in our article.

    In accordance with the Labor Code of the Russian Federation, such a document as a work book must be drawn up within a week after applying for a job. However, this is not only the responsibility of the employer, but also of the employee himself.

    The work book is entered on the employee upon submitting the corresponding application and providing the necessary documents that will be required to fill out the cover page of the form. Now we will analyze in detail the application itself and the list of required documents.

    Statement

    An application for registration of a work book is drawn up in free form, with the obligatory indication of the following information:

    • Name of the organization;
    • The position of the full name of the employee of the HR department or the head, depending on who has the authority to maintain personnel records;
    • Position name of the applicant;
    • In the text of the application, it is necessary to make a request for registration of a work book in connection with the first employment. If the reason for issuing a new document is the loss of an old work book, then this must be indicated;
    • Date of compilation and signature of the applicant.

    Further, with this statement, a new employee of the organization should contact the head of the personnel department or the manager, who in turn will ask to provide the necessary documents, and possibly a work book form. Some large organizations with high staff turnover independently purchase work book forms for their employees, but the requirement to present the form on their own is completely legal. A blank work record book can be purchased at Rospechat, in a bookstore, or at a stationery store.

    Required documents

    For the initial filling of the work book, you will need to enter the data of the person to whom this document belongs. There will be not only information about the owner of the document, but also about his education and specialty. These data will be entered in the title page of the work book. Thus, you will be required to:

    • Passport of a citizen of the Russian Federation;
    • Education document;
    • A document on obtaining a specialty.

    There is one more important point in the initial registration of a work book. If the employee did military service, then information about this will also need to be entered in the work book. In this case, you will also need to provide a military ID. If during the service the employee was awarded awards, then it will be necessary to submit documents confirming this.

    The service is entered in the "Job Information", where in the second column there will be the date of filling in the book (hh.mm.yyyy), in the third the period of military duty, and in the fourth a reference to the military ID number, and the designation of awards. Only after filling out the title page and information about the military service in the work book can information on employment be entered in the organization where the document is being processed.

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