Extract from the employment order: a sample document that can be downloaded, as well as how to correctly make an extract and formalize it, in what cases is it needed?

The size of the administrative act may vary depending on its content. In the case of large documents, preparing a complete copy for the sake of extracting one or several paragraphs does not make sense. It is much easier to prepare an extract that will contain all the necessary information. In addition, the preparation of this certificate allows you to maintain the confidentiality of information about the activities of the company itself. Below we propose to talk about how to make an extract from the order and consider the rules for drawing up such documentation.

In practice, an extract from an order is prepared if the document is large and the required information occupies only a small part of it, or for reasons of confidentiality

Why do you need an extract from the order?

In the process of office work, officials are often faced with the need to prepare an extract from an order to respond to a request received from internal divisions of the company or regulatory authorities . The need to draw up an extract is explained by the fact that such documentation can be several sheets long. It should also be noted that orders received from management may contain confidential information classified as a trade secret. Quite often, administrative documentation contains information about several employees. If it is necessary to provide information to only one person, the clerk must draw up a short excerpt from the act.

Experts say that the documents under consideration can be divided into two conditional types:

Regarding personnel - when preparing this document, the entire administrative section is copied.
Regarding the company’s activities , when creating this statement, only the ascertaining part is reflected.

As a rule, the document being prepared contains only one section, copied from the order. Thus, the prepared form may contain information about the hiring of a specific person for an open vacancy, changes within the company, or termination of an employment agreement with a certain worker.

According to legal experts, the form in question has legal force equal to the administrative act itself.

In what cases is it done?

In accordance with part 1 of Art. 62 of the Labor Code of the Russian Federation, the employer must provide the employee with copies of all documents related to the work, including employment. This is done upon a written application from the employee within three working days.

If the order is consolidated (applies to several employees), then its text will contain as many points as there are people hired and will be large in volume.

In this case, there is no need to copy it entirely, therefore, to save time and maintain corporate ethics, extracts are made separately for each employee.

The main differences between an extract and a copy

Employees who are not familiar with the rules of office work mistakenly believe that an extract and a copy of the order are equivalent documents. Quite interesting is the fact that in the field of jurisprudence, these documents have equal legal force. The main difference between these forms is their content. Copies of administrative acts are made using a photocopier. This means that this form contains all the information as the original act.

An extract from the order contains only part of the information contained in the original document. As a rule, clerks or other officials copy only the administrative part of the document. Another difference between the forms under consideration is that when drawing up an extract, the person filling out the form must certify the document with a personal signature. In the case of copies of documents, there is no need to perform these actions.

When preparing an extract from an order, only the entire stating part is written out, including the word “I order”

Features of compilation

But for most types of statements the form is not approved. But the absence of a strictly regulated form does not mean that a person has complete freedom when drawing up a document. The statement must contain the following mandatory details:

Document name: “extract from...”. For example, if this is a copy of information from an order, the document is called an “extract from the order.”
Date of registration of the paper from which the copy is made. That is, you need to indicate exactly the date the original document was compiled, and not the date the extract was issued.
Signature of the person who signed the original. It is not necessary to sign on the statement.
Form details. As is correct, the details of the original are completely transferred to the copy.

An extract is one type of copy. In order for a document to have legal force, it must be certified. Therefore, it is recommended to put the “certification mark” on the paper. If a company decides to certify a document with a seal, it is necessary to enshrine this method in a local act.

Extracts are compiled on the same principle as original documents. That is, they must contain the details of the company: its name, Taxpayer Identification Number, address and telephone number.

IMPORTANT! To create an extract, the company's letterhead is usually used.

ATTENTION! Is it necessary to certify a copy with a seal? This is only necessary if the paper is intended for third-party users. If a copy is needed for internal purposes, a stamp is not required.

Types of document

As mentioned above, two types of statements are used in office work, differing in their content. A personnel document contains only information related to company employees. This means that this form does not contain a preamble and an explanatory part, which provides the grounds for issuing the order. In this case, only the information contained in the administrative section of the act is indicated.

It is important to pay attention to the fact that orders related to personnel are prepared in accordance with the requirements of regulatory authorities. According to current legislation, an official drawing up an order for the appointment or transfer of an employee to a new position must use a unified form. The use of such forms significantly complicates the preparation of extracts from documents. However, not all personnel events are carried out in this form. The current legislation does not have regulations governing the procedure for drawing up orders related to the imposition of disciplinary liability. This means that this document is drawn up in free form, which greatly facilitates the preparation of extracts.

Administrative acts related to the main activities of the company contain information about the actions of management. This category includes documents on the appointment or dismissal of the general director, acts on the staffing table or the procedure for performing work. An extract from such documentation must contain a preamble, the main part and a section explaining the reason for the need to publish the document.

Types of statements

Extracts are divided into these types:

The copy concerns personnel only. Only the administrative part is recorded in the paper.
The copy concerns only the main activity. Only the stating part is recorded in the paper.

As a rule, an extract includes only one semantic unit. For example, this could be a copy regarding the transfer of an employee to another position, the transfer of an employee, or dismissal.

Extracts are also divided into types depending on which original they are made from. For example, there may be the following copies:

About admission to the company. The document is usually requested to confirm employment or register a pension. For example, a copy may be required when applying for a loan.
About dismissal. It is usually requested when applying for a new job or if you lose your work book.
About accounting policy. A copy is needed for tax or accounting purposes.
About vacation. The document must include the basis for granting leave.
About appointment to a position.
About the appointment of bonuses.
About the business trip.

For internal purposes, you may need an extract regarding the main activities of the company.

How to register correctly

Despite the fact that the content of the form in question is based on the main administrative document, extracts are considered as a separate document with its own legal force. According to experts, the purpose of the statement has a direct impact on the content of the form.

Extract from the order, how to fill it out correctly:

First of all, the company name is indicated. To complete this section, you must obtain information from the Charter. In the case of branches and representative offices, the name of the superior body is indicated first, after which the name of the unit is recorded.
Next, indicate the number assigned to the order during registration, as well as the date of its preparation.
The “body” of the document begins with the phrase “Extract from the disposition (order).”
When filling out the “body” of the form, you should take into account its features. In the case of an extract from an order related to the company’s activities, the stating part of the main document is provided. When drawing up a document concerning personnel, the information that comes after the word “I order” is copied from the original act.
Lastly, fill out the section where information about the person who signed the order is indicated.

About hiring

An extract from the employment order, a sample of which will be given below, should contain information about only one worker accepted into the ranks of the organization. When drawing up the document, it is necessary to indicate information about the person acting as the employer . Next, indicate the date of hire, the position of the new employee and the name of the structural unit. The above information must be certified by the signature of the person filling out the form and a company stamp.

Drawing up and processing an extract is not much different from an extract from an order for the main activity

About dismissal

There is no regulation in the current legislation according to which this document is drawn up. This means that when generating such documentation, the official should adhere to the general rules of office work. A sample extract from the dismissal order must necessarily contain information about the enterprise itself and the worker with whom the employment relationship has been terminated. The “body” of the document begins with the wording “Extract from the dismissal order.”

This document belongs to the category of acts dedicated to the personnel of the company. This means that each employee to whom this form relates has the legal right to familiarize itself with its contents. The sixty-second article of the Labor Code of the Russian Federation states that this form can be requested not only by the dismissed employee, but also by regulatory authorities.

As a rule, the need to draw up this document arises when the work book is lost or damaged. It is this circumstance that forces the worker to apply to organizations where he previously worked. Based on the received documents, a duplicate work book is created. In addition, the need to obtain an extract from the dismissal order may be caused by the absence of a mark on the length of work experience in the work book.

About the business trip

An extract from the administrative act on a business trip must contain the company details, name of the document, registration number and date of preparation. Next, the text contained in the administrative part of the original act is copied. The completed form must contain the signature of the head of the company and its transcript. The information given in the extract must be certified with the company stamp of the company.

Extract example document is drawn up

Quite often, the secretary has to prepare extracts from documents for partner organizations, supervisory authorities, company employees and other persons.
At the same time, you have to work with internal documents, the content of which may constitute a trade secret, and it is not so easy to draw up an extract.

From the point of view of the executor, an extract is an office-work analogue of a copy of a document, which is drawn up if there is such a need.

This may be due to the presence of information in it that constitutes a trade secret for the company. Another case when an extract is useful relates to large documents. In this case, the applicant simply does not need the entire document, but only the part that contains the necessary information is sufficient.

In this case, it immediately becomes clear that it is necessary to obtain a clear request from the third party organization or interested party what information they need. Extracts are certified with a signature in the same way as copies of documents, which should be a requirement in the company’s office management instructions.

It is possible to provide for different procedures for certifying an extract for internal use and for a third party. In the second case, the organization’s seal is required, but in the first case, you can get by with the remaining details.

Read in the electronic journal: Some departments establish strict requirements for the preparation of extracts from individual documents, but for a private company these requirements are not mandatory. It will be enough to take into account the main principles of the formation of this type of document.

Please note that on the extract from the document the secretary must indicate the number and date of internal registration of the original document for which the extract is being drawn up.

The introductory part of the document, for example, the preamble of an order on the main activity or the reasons for issuing an order on personnel, should also be left unedited and completely included in the extract.

But the administrative part needs to be shortened, leaving only the essential aspects of the document that relate to the request.

For example, you can leave one or more order items. Then the position of the person who established (issued) the order, full name or initials and last name without a signature are entered in the extract.

A feature of this format for providing information about the company’s internal documents is the need for the responsible person to certify the extract.

Extract from document registration

Various services of an enterprise are usually interconnected. That is why documents from one department may be useful to another for work.

For example, the accounting department necessarily needs an order for the main activity to calculate wages for employees. Or the HR department needs an extract from the employment order to register the employee’s personal file.

A former employee who has lost his work book can also contact HR. To confirm his work activity, he may request copies of documents on admission, all kinds of transfers and dismissal from work. In this case, the specialist must immediately provide him with all the necessary documents within three days.

For each fact, a separate extract from the order is drawn up. Sometimes extracts are needed for another organization: a higher or controlling organization, or for social security authorities to issue a pension to an employee.

Often such documents are prepared for presentation to the court or police in case of loss of documents.

An extract from the order makes it possible to obtain the necessary information of the appropriate sample. There are many options. In the statement, indicate information about the employer (name, legal address, contacts), all information about the employee located on the title page of the work book, as well as information for the required period of time in chronological order.

https://youtu.be/aS3hQ6AYXbs

This information can be presented in the form of a table (example 1). The original document is the primary source, the main document that sets out the information or working conditions.

Usually the originals exist in a single copy and are kept in the files of the personnel department. But there are exceptions - employment contracts, contracts on financial responsibility and job descriptions are initially prepared in two copies, one of which is taken by the personnel officer, and the second is given to the employee.

The “signature” requisite includes: the title of the position of the person who signed the document; his personal signature; decryption of the signature (initials and last name separated by a space). Since the certificate is drawn up on a form, when filling out the “signature” detail, the name of the position is indicated in an abbreviated version, i.e.

the name of the organization is not included (see

Example 1). The “signature” detail includes: the title of the position of the person who signed the document; his personal signature; decryption of the signature (initials and last name separated by a space). Since the certificate is drawn up on a form, when filling out the “signature” detail, the name of the position is indicated in an abbreviated version, i.e.

the name of the organization is not included (see

Example 1).main, fixing information or working conditions. Usually the originals exist in a single copy and are kept in the files of the personnel department.

But there are exceptions - employment contracts, contracts on financial responsibility and job descriptions are initially prepared in two copies, one of which is taken by the personnel officer, and the second is given to the employee. A certified copy is a verbatim repetition of the entire document, secured with a seal, visa and certification.

Certificates, copies and extracts from documents

You are here This article is devoted to certificates, copies and extracts from documents. Copies and certificates are currently prepared in each organization.

But extracts are not used at all enterprises. Let's look at the requirements for the execution of these documents, and also determine their purpose. Help In accordance with the All-Russian Classifier of Management Documentation (OK 011-93), there are several different forms of documents, the names of which include the word “help” and which relate to different documentation systems.

See for yourself: Fragment of the document All-Russian Classifier of Management Documentation.

How to draw up an extract from a document sample

You will also find out what errors in the PVTR the inspector will pay attention to first and how to draw up a regulation on remuneration. Let's consider the complex issues of staffing and staffing: how to maintain one convenient file instead of two documents, and how to adopt a local regulatory act.

Download the book Typically, the request concerns information about a specific employee. But the administrative document is often summary and, along with the requested information, contains information about other persons who have nothing to do with the request. In this case, you need to understand how to make an extract from the order (the 2017 sample will serve as a guide) and issue it.

Can the employee himself apply for an extract? Article 62 of the Labor Code of the Russian Federation gives him this right.

Moreover, even a former employee of an organization can apply for an extract (for example, to correct an incorrect entry in the work book at a new place of work).

All extracts and copies of work-related documents are issued free of charge based on a written application from the employee.

The legislator has established a three-day period during which it is necessary to prepare, certify and issue the requested documents.

Drawing up an extract from an order is a standard procedure, which, however, may raise questions even among experienced HR practitioners.

Documents of this type have legal force only if all the required details are present and full compliance with the source in the part that interests the person who requested the document.

The basis is the original order.

The procedure is as follows:

The fragment of the administrative part of the document corresponding to the subject of the request is transferred to the extract (see sample);
the initials, surname and position of the manager who issued the order are written down in full;
the heading “Order” is replaced by the wording “Extract from the order”;
first, the “heading” and preamble of the order are copied, as well as its details - registration number and date of issue;
At the bottom of the sheet, space must be left for certification details.

Make sure that the extract contains, without exception, all the details used in the original: name and legal address of the enterprise, date and place of issue of the order, taxpayer identification number.

To certify a document, you need to mark it as “Correct.”

This is usually done by the employee who issued the extract - a human resources employee or a secretary.

The certifier must indicate his position and full name under the mark. If a document takes several pages, each one is certified!

Then the date of registration of the extract and the stamp of the HR department are affixed. Actually, for a document intended for the internal needs of an organization, this is enough.

But if an extract is requested for the purpose of submission to third-party institutions or organizations, it must be additionally certified with the company’s seal. Download documents on the topic: To understand how this happens in practice, consider a sample extract from the order for the main activity.

Tip 1: How to issue an extract from a document

Information from the register is publicly available and open; any person can obtain it.

To obtain an extract you need: Instructions 1 First check with the organization to which you will provide the extract about its validity period, so that your efforts to obtain it are not in vain.

2 Submit an application to the tax authority with a request to issue an extract about a specific organization or individual entrepreneur, or about yourself (there is no established form for such an application).

At the same time, write the full name, organizational and legal form, TIN.

The application is signed by the manager. The application may not indicate what information about the organization you would like to receive, but you can list it.

You should determine how to receive the statement: in person or by mail.

You can order any number of copies of the statement.

To provide an extract to the court, you need to remember that it is valid for 30 days.

You can submit your application by post or electronically via the website www.nalog.ru. To submit in person, a power of attorney is issued to the employee of the organization.

3 Pay the state duty according to the details indicated on the tax office website or on information stands. The cost of the extract is 200 rubles; legal entities are provided with the extract free of charge.

For urgent production of an extract, the fee is 400 rubles. You will receive information about your company for free.

4 Obtain an extract directly from the tax authority.

Production time is no more than five working days from the date of application.

on the topic Please note Services for obtaining statements are provided by various commercial organizations.

You can also order an extract from them via the Internet by filling out a form on the website.

The price of the service depends on the timing of the service. Useful advice It is not necessary to obtain an extract from the register to receive information. Use the “Check yourself and your counterparty” service on the website www.nalog.ru.

Sources:

https://youtu.be/Rtj9lHYEyrM

In the main document, select those text fragments that you want to see in the extract. If you want to retype it in its entirety, you don't need to highlight anything. On a blank sheet of paper at the top center of the document, print the full name of the organization.

Just below, indicate the name of the document, for example, “Extract from order No. 12 of 02/01/2012.”

Extract from the order: sample

Personnel orders include all orders relating to labor relations and personnel procedures:

temporary or permanent transfers;
rewards and disciplinary sanctions.
hiring and firing;
granting leave;
business trip directions;

Deadlines established for issuing statements

In order to receive the form in question, an employee or employee of the regulatory body must make a written application addressed to the head of the organization. This application should indicate the grounds for obtaining the information provided in the administrative documentation. An application received from regulatory authorities or the employee himself must be registered in a special journal. This step will minimize the risk of possible conflicts.

According to current legislation, the employer does not have the right to refuse to issue the form. The Labor Code provides a number of rules according to which an extract is issued. The deadline for completing the form is three days from the date of receipt of the written application.

An extract may be required to be submitted to a pension fund or other authorities

Statement validity period

At the legislative level, no provisions have been developed regarding the validity period of statements. Like a copy of a document, this certificate has no validity period. The storage time is determined by the relevance and statute of limitations of the original administrative act: for example, such papers from a personal file can be destroyed immediately after the dismissal of a subordinate. But this is relevant only in relation to personnel statements, and certificates with excerpts from administrative documents on the main activity are stored for five years, like other documentation.

Validity time and storage features

The current legislation does not have regulations limiting the validity period of the document in question . This means that the extract from the order, a sample of which is given in this article, is of an unlimited nature. If the prepared act concerns the company’s personnel, it must be transferred to the personnel department for storage along with the employee’s personal file. From all of the above, we can conclude that the storage period of the document is equal to the storage period of the employee’s personal file within the organization itself.

Download the required documents

Our website contains information about personnel documents, which can be found at the link in our Documents section, where similar excerpts can be found.

An extract is a document, but only on the condition that the text complies with all requirements. Any employee of the organization can submit a request for it if necessary, but the information in it can only be provided to the person who requested it.

Under what conditions can they refuse to receive a document?

Every employer must adhere to the rules set out in regulations issued by regulatory authorities. According to the established rules, each employee has the legal right to fill out an application to receive an extract from the order of enrollment, transfer, assignment on a business trip or other events . The second part of the sixty-second article of the Labor Code provides a list of grounds that can be indicated by an employee when drawing up an application. As mentioned above, the processing time for the document is three working days.

Conclusions (+ video)

In this article we looked at an example of drawing up an extract from an administrative act. This document is used as confirmation of various facts about the company’s personnel and the actions of the employer. From all of the above, we can conclude that the regulatory authorities do not have strict requirements regulating the preparation of the form. However, when creating a document, you must adhere to standard office process rules. The completed form must be certified with the seal of the manager and a company cliché.

https://youtu.be/SiZzpQEBrL4

Cases of registration

What can be classified as cases in which it is required to provide an excerpt from a source on applying for a job?

So, information formatted in this way can be useful in the following situations:

This form serves as confirmation of the number of years worked, that is, work experience; this information may be required when applying for pension payments
serve as confirmation that a citizen is an employee of a particular company; such data can be useful in situations resolving judicial issues
in cases where it is necessary to issue any benefits or other payments.

If a company worker needs to provide a sample from the order, then he will need to write a statement indicating the purpose for which he is asking for this document to be drawn up.