When is an extract from the work book required and what is indicated in it?

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.

Coverage period

Such a form can include both the entire period of work activity and a specific period, for example, only regarding the current place of employment. You need to know that if you change your place of work or changes in your position, the extract from the work book is automatically canceled. In addition to such a certificate, you can use certified copies of the work book, but in this case, copies will have to be provided on all available pages, whereas the extract can reflect information only for the required period of time. Copies are certified by the head of the organization or the responsible person by affixing a signature and printing on the photocopy of the facing page and the last completed sheet. An example of how to certify a copy of a work record book in 2020:

https://youtu.be/8BRcdT7f_aw

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.

Help taking into account part-time work

One of the most difficult moments is providing information about work when a person is employed in several places at the same time, having a main place of work and part-time work. In this case, the work book is located in the personnel department of the main job, and the personnel department employee must enter information about the additional place of employment into it, as well as provide extracts, if necessary, taking into account the place of combined employment. Thus, an extract from the work book when a citizen is employed in two places, one of which is the main one, the other is combined, must contain information about both the main place of work and the additional part-time one.

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.

What kind of document is this

When preparing various papers and certificates, working citizens are faced with the need to provide confirmed information about their place of work and length of service.
For this purpose, an extract from the work record book is used, since the original of the main work document is handed over to employees in extremely rare cases. In order for an extract from the 2020 work book to be issued, you must write an application:

In response to an application from a working employee, the employer issues a duly certified extract from the work record book or a copy thereof. Issuance must occur no later than three working days from the date of submission of the application. It is not necessary to maintain a separate journal for issuing these certificates.

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.

The main purpose

The issue of issuing any information from the work book, as well as the document itself, is regulated by two articles of the Labor Code:

• Art. 62;
• Art. 89.

According to these provisions, any employee can obtain an extract from the work record book. In this case, the general procedure requires the mandatory writing of a written application, according to which an extract or other document related to information about work experience must be issued within a maximum of 3 working days. The countdown of the period begins on the working day following the date of drawing up the application.

The main purpose of the document is that it certifies the correctness of all information relating to the employee’s work activity:

• length of service – general and at the current position;
• experience in a specific location;
• information about awards;
• information about transfers to a new position and/or to another structural unit of the same company.

In practice, employees may need an extract to submit to official institutions - budgetary and commercial:

• FSS (social insurance);
• Pension fund (for example, to receive state support in the form of maternity capital);
• Labour Inspectorate;
• banks (to confirm your official experience at your current place);
• FMS (for obtaining a foreign passport);
• for litigation;
• to the prosecutor's office.

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.

How to make an extract: sample 2020 - 2018

To correctly draw up this document, it is important to take into account 3 conditions:

1. To compile it, you need to take a letterhead, and not a regular A4 sheet.
2. Clarify with the employee exactly what records he is interested in - only about the current place of work or including some others (selectively).
3. All documents in any quantity are produced at the expense of the employer. Thus, even charging for paper and the use of office equipment is illegal.

Next, you need to fill out the document according to the sample (all requirements are required):

1. At the very top of the form (right corner) the institution’s stamp is placed or you can simply indicate all the details and contact information: telephone, postal address, email, details.
2. After the name of the document, which is written in the center, the book number and information from its first page are indicated. You can fill them out manually, without copying the page itself: full name, year of birth, education received and specialty (profession), as well as the date the book was filled out.
3. Then you need to create a table as shown in the form below. Information of interest to the employee is entered into this table. As a rule, you only need to provide information about your current place of work, so the entire document will fit on 1 printed page.
4. But if you need a lot of information, it is important to remember that they are all compiled only in chronological order - from early to late. In this case, in the case of indicating the current location, you need to write: “working at the present time.”
5. Then you need to certify each sheet of this document by putting the original seal and handwritten signature of the responsible person.
6. If there are 2 or more sheets, they are stitched, each one is numbered (it is enough not to indicate the pages, i.e. only number the sheets themselves). Moreover, the firmware itself also needs to be stamped.

An example of a completed sample extract from a work book is shown in the figure.

NOTE. At the very bottom of the document you need to put the visa “EXTRACT IS CORRECT”. If it is missing, the organization has the right not to accept the document for work. After this, the employee’s immediate supervisor must sign. He indicates his position, the name of the company, puts a signature with a transcript (last name, initials) and puts the date.

How to apply

The form and content of an extract from the work record book are not provided for by law anywhere. At the same time, there are rules that regulate the procedure for preparing statements and their copies.

According to clauses 1 and 5 of the Procedure for issuing copies of 1983, the extract is confirmed by the seal of the manager and signature. It also displays the date of provision, indicating the location where the original document was stored.

The statement is made either manually or on a computer. Usually it is placed on one sheet of A4 format, but if there are several of them, then the extract is numbered and stitched. Moreover, each page is certified by the signature and seal of the organization.

The statement is drawn up in a free format, but it is advisable to include the following information:

1. Title of the document.
2. Employer company name.
3. Position of responsible person.
4. Full name of the responsible specialist.
5. Information about the owner of the work book (employee) : his full name, date of birth, education and profession (from the first page).
6. Work book number.
7. The date of its registration (coincides with the first employment).

Otherwise, the information may vary depending on the purpose of obtaining the extract. But usually it is indicated here that the specified employee continues to work for the company to the present day. The information contained in the extract must necessarily duplicate the data of the original document. For example, data about the place and period of work for a particular employer is entered here in chronological order.

A sample of filling out an extract from the work book can be downloaded here. The extract must include a signature from the responsible person and its transcript.

Notarization of extracts is not required: it may be needed only in exceptional situations (for example, when applying for employment in a foreign company).

What is it for?

The document may be required to be submitted to the social security department, the Pension Fund, the court, to obtain a foreign passport or a loan.

For international passport

If a package of documents is submitted electronically through the State Services portal, employment information is entered into the application form. Therefore, you do not need to provide an extract from your work record book.

It should be prepared during the in-person procedure for obtaining a foreign passport.

You will need an extract from the work book with information about employment for the last 10 years.

For social protection

The document is included in the list of requirements when applying for social benefits or maternity capital, as well as when adopting a child.

Most often, an extract from the work book with information about the last place of work is required.

To the Pension Fund

When registering or re-registering a pension, an employee can confirm his length of service with an extract from the work book, an original or a copy of this document.

Since 2020, the employer has no right to refuse to issue an employee a work book for submission to the Pension Fund in accordance with federal laws on insurance and funded pensions.

For the court

In the case of litigation or enforcement proceedings, an extract from the work book for a specific period appearing in the case may be required.

When receiving a loan

Banks request such documents to confirm the employer and the minimum length of service at the last place of employment.

Most often, information is required for the last 6 months.

How to get the original work book

Sometimes it is necessary to issue not an extract, but the original work book.

Company management is reluctant to agree to issue the document. Especially if the employee is experienced and there are fears that after this he will go to another place of work. Some are afraid of the risk of illegally developing a new original document.

The legislation describes only one case when a company does not have the right to refuse applicants. This is if any documents are drawn up with the participation of the FSS.

Therefore, in most situations, the administration itself decides whether to agree to the issuance of documents or not. The description of the procedure will look something like this:

1. First, they make a statement. Its form is free, or the use of letterhead is assumed.
2. It is often necessary to indicate both the basis for the issuance and a clear time frame within which the issue must be resolved.
3. The book is handed out. And the employee must sign a receipt agreeing to return the document to the other party.

Registration procedure

How to make (execute) an extract from a work book sample? The procedure for obtaining an extract consists of several stages.

Let's look at each of them, creating step-by-step instructions.

Statement

To receive an extract, the employee must first write an application in which he must indicate:

1. In the upper right corner is the name of the company or full name of the individual entrepreneur in accordance with the entries in the constituent documents.

2. On the next line in the dative case is the surname and initials of the director of the company.
3. Next line: in the genitive case, the position held by the applicant (must match the one indicated in the staffing table), his last name and initials. This completes filling out the header.
4. Now in the middle of the sheet the word “statement” is written in a lowercase letter.
5. Below, the text of the application begins with a red line, where the employee asks for an extract from the work book. The reasons why the document was needed are not indicated.
6. The last to be placed is the date of writing the application and the signature of the applicant.

Where to apply?

The application is submitted directly to the manager . After reviewing the document, the director decides whether to satisfy the employee’s request or not.

If the decision is positive, the application is marked with the date of consideration and the signature of the manager.

Based on this resolution, an order is drawn up to provide the employee with an extract from the work record book. Here the executor of the order is appointed. Usually this is the same personnel employee who is responsible for storing and recording work books.

What is indicated?

The extract is drawn up in accordance with the above form. The applicant does not need to provide any additional documents for registration.

In addition to the data that we have already discussed, the document must indicate the following personal information about the employee:

• full last name, first name and patronymic;
• information about date of birth;
• the level of education;
• profession.

(form) extract from the work book.

Who issues the extract?

He compiles an extract in accordance with the above form and hands it over to an employee of the HR department . He certifies it with his personal signature and company seal.

The director's signature is not required to certify the extract.

According to the Labor Code (Article 62), the extract must be provided to the employee within three days from the date of submission of the application. The law does not provide any grounds for refusing to receive a document.