How to certify a copy of a work book correctly - a sample of a certified copy of a work record

A work book is the main document confirming the fact of a citizen’s employment. It is required not only for calculating the insurance period and subsequent receipt of a pension, but also for many other operations, because it contains all the important information about the activity:

Periods of work in various organizations.
Reasons for dismissal.
Positions held by the owner of the document.

It is worth noting that the copy of the employment document itself is valid only if it is certified by the head or employee of the HR department. If it does not have the necessary signatures and seals, then the organizations that may require it will not accept it.

Why do you need a copy of the work book:

To obtain a loan or mortgage. If the borrower is the holder of a salary card of the bank where the loan is issued, then a copy may not be needed: it all depends on the conditions of the credit institution.
For employment: the owner of the book can take a copy from the HR department to take with it to a potential new place of work. For the manager, this can serve as proof of the presence of the required experience and the absence of negative reasons for dismissal: for drunkenness, theft, etc.
For the pension fund: the insurance period and pension are calculated through it.
To obtain a foreign passport: one of the conditions of the FMS is to provide a copy of the work permit.
To restore the original work document if it is lost. If the loss of the book was due to the fault of the personnel officer or manager, then they should deal with the restoration. If the owner himself has lost this document, then all responsibilities for solving the problem are assigned to him: he will have to visit all the organizations in which he worked previously to put notes on previous places of work.

The list of why a certified copy of a work book is needed is quite extensive: when contacting a particular organization, this document may be required, and if it is not provided, employees have the right to refuse the service.

Important! If the owner of the work book is employed, then it must be kept in the personnel department, whose employees do not have the right to hand it over before the actual dismissal: only the issuance of a certified copy is possible.

Requirements of banks for the work activities of clients

Banks need information about the client’s work, first of all, to confirm the veracity of the information provided by the future borrower, and also for:

determining the degree of solvency of the prospective client;
establishing his main stable source of income;
insurance for possible recovery of the loan amount at the borrower’s place of work in the event of non-repayment.

When making a decision to issue a loan, the bank’s credit commission proceeds from an analysis of the likelihood of debt repayment. An important role in this is played by information about the client’s permanence in labor relations, the source of which is his work book.

Therefore, persons who often change their place of work (who have recently had many entries about employment and dismissal in their work book) cannot always be recognized as reliable clients.

The situation is the same with persons whose work books contain records of dismissal on the so-called guilty grounds provided for in Art. 81 of the Labor Code of the Russian Federation (for systematic violations of labor discipline, absenteeism, appearing at work while drunk, committing theft at the place of work, etc.).

Such clients are often denied a loan, and the reasons may not be explained.

A copy of the work book for the bank

According to labor legislation, the work book is kept by the employer and is issued in cases strictly specified by law. Providing a loan to a bank does not apply to them.

If a citizen needs to provide information about his work activity to the bank, he will need a copy of his work book.

The employee has the right to apply for its issuance to the employer by submitting a written application to this effect, and he is obliged to issue a duly certified copy free of charge within three days from the date of application (Article 62 of the Labor Code of the Russian Federation).

In a copy of a work book for a bank, all pages are usually certified (there can be either one or two spreads of the work book on a sheet). After the last employment record, there should be an inscription in blue pen: “Continues to work in the position of such and such. Record number, current date." This inscription must be certified by the signature of an official (indicating the position).

Features of certification for a bank

The biggest book lovers are banks. There you will definitely need a certified copy of the work book. And different banks assign different periods of validity for such copies. In some banks this period may last only 1 month. Even if the consideration of a client’s credit case at a bank is delayed by the bank itself, the “expiration date” of the copy of the work record book still ends.

The bank asks you to bring a new one, even if there are no new entries in it. Banks even develop their own rules for copying TCs. It’s not worth learning them, because everything can differ radically in different banks. Bank representatives assess the client’s solvency based on the entries in the book.

The easiest way is to make a copy of the Labor Code for a working person.

The legislation of our country obliges them to do this. It can and should be certified there. Notarization is required in isolated cases to obtain certificates of confirmation of certain professions. And in all other cases, these copies are certified at the last place of work. There is not a single reason why this request could be refused, even if you do not indicate the place for which a copy of the work record is required.

You can order it for yourself just in case. The manufacturing process is not too difficult, so it is unlikely that such a request will greatly burden the personnel department employees. But in small companies where there are no HR departments and the only accountant works remotely, such a request may seem ridiculous.

Summarizing the situations in which you may need a copy of the work book, you can make a basic list:

for myself. In case of loss or own re-reading;
for the Pension Fund;
for the Federal Tax Service;
to obtain a visa to some countries;
for presentation to a potential employer;
to obtain a bank loan.

In the end, it’s sometimes nice to look through a copy of the work book yourself, to remember how, where, when, what happened. Show it to children and grandchildren, especially if you already have a lot of experience and have something to show.

If a copy of the work record is required for transfer to the bank (in order to obtain a loan, act as a guarantor, etc.), then the procedure for issuing the document by the employer will not differ.

Attention! The main thing is to meet the deadlines, because some banks can determine the “expiration date” of a document at 7 days.

Along with a copy, an extract from the work record book and the employment contract signed with the employer upon admission may be requested. The employee has the right to receive them (Article 89 of the Labor Code of the Russian Federation) within the same time frame - 3 days.

Requirements for the design and validity period of a copy of the work book

Each bank has its own rules regarding documents presented by clients.

They can be found at the bank’s office or on its website on the Internet.

It always contains requirements for a copy of the work book for presentation to the bank: rules for its execution and validity period.

As a rule, banks limit the validity period of a copy of a work book to one month after the date of its certification. However, in some cases, banks reduce the validity period of this document to two weeks, and sometimes even to three days. Therefore, you need to carefully monitor deadlines.

If the employee quits during this period, then a copy of the work book with a certification from the personnel service employee “continues to work at the present time” becomes invalid.

Thus, the answer to the question of how long a copy of a work book is valid for obtaining a loan must be sought in the information of a particular bank about the general requirements for the documents presented and about the loan product of interest to the client.

There are cases when this or that institution may require from citizens who contact them a copy of the work book, which must confirm the place. And this may apply not only to any credit institutions and banks, but also, for example, municipal institutions - to apply for a subsidy or if the family has decided on a procedure such as adoption of a child. It is precisely in such situations that the question arises of where to get and how to certify a copy of the work book.

Validity

The law does not establish a specific validity period for a copy of the book, so this point causes controversy among many. Each organization requesting a copy must establish its own requirements for it. Depending on the purpose for which it is needed, the validity period of the copy may vary. In most cases it is required:

in credit institutions when submitting a request for a loan or credit;
to the Pension Fund to confirm your work experience;
at the Embassies of different countries to obtain entry permission;
in social authorities for registration of benefits;
in courts to confirm the place of employment.

Expert opinion

Novikov Oleg Tarasovich

Legal consultant with 7 years of experience. Specializes in criminal law. Member of the Bar Association.

Previously, this document was needed to obtain a foreign passport. But now it is not required. You can learn more about this from the video presented.

Banks

Here a copy is required to verify the person's employment in a particular position. Using information from the book, they receive the following information important for determining the solvency of a potential client:

Permanence of employment . The book shows how long a person worked at his last place of work, as well as his total length of service. By analyzing this information, we can conclude how long a person can stay at work and how long he works in a team. There are people who have only changed 1-2 jobs in their entire lives, and there are people who change employers every 3-6 months. Of course, a reliable client will be a person who has not changed his place of work for a long time.
Last date of work . Most banks will not issue loans if a person has just recently gotten a job. This is due to the fact that the first 3 months are often probationary, and during this period the employee can be dismissed under a simplified scheme. Therefore, the standard requirement of credit institutions is employment in the last place for more than 3-6 months.
Job title . The employee's salary mainly depends on it. And, based on average statistical data, bank employees can determine the average earnings of such a person. In addition, a person holding serious leadership positions will inspire more confidence, since only responsible people who have achieved their position through certain merits can work in it.
Place of work . There are many organizations where employees are not paid promised bonuses, salaries are delayed, and staff can easily be laid off. In addition to them, there are reliable large companies that have been operating for a long time. It is easy to check the reliability of an organization by knowing its name and TIN.

Based on the information that banks need from books of potential clients, in most credit institutions the validity period of a copy is set to 1 month. I also faced such a deadline when I was told that my copy was overdue. But in some credit institutions I also saw that the copy was required to be valid for no more than 2 weeks.

Government agencies

In the Pension Fund of Russia and social security, the validity period of a copy is usually set at 3 months. Although you will need a more recent copy of the book to apply for a pension if you decide to continue working at retirement age. Therefore, before submitting documents, it is imperative to check the requirements for this book.

This is important to know: Registration of a work book when applying for a job: sample 2020

A copy may also be useful to restore a duplicate if your original is lost or damaged. In this case, its validity period will not matter. But the restoration of records on it will be carried out only until the moment when the copy is certified. All other records made in the original after this date will have to be certified by other documents confirming them.

Embassies

Entry for Russian citizens to different countries of the world can be carried out on the basis of agreements with Russia or with a visa. To obtain a visa to enter, you must provide the embassy of that country with a strictly defined list of documents. In most cases, a copy of the book is a mandatory document to confirm that a person has a job. With the help of this copy, embassy staff make sure that the person has a stable income and is attached to his country. Thus, the chances that he will remain illegally in another country are considered minimal.

The validity period of the copy in most embassies is also 1 month. But before submitting documents to obtain a visa, you must clarify all the requirements in advance, as they can be changed at any time.

Procedure

In the case when an employee turns to the employer with a request to issue him a certified copy of the work record book, this must be done no later than three working days from the date of application. An employee may need either all information about his work activity or certain records. In one case, it is necessary to make a copy of the entire work book, in the other, only an extract from this document is required.

The copy of the work book must contain duplicates of all pages. They are photocopied (very rarely copied by hand) on A4, and then handed over to authorized persons in the matter.

Legislation

The book is an important document, therefore its storage is strictly regulated by Labor Law. According to it, when a person is registered for a job, he hands over his book to the employer. And it must be kept during the entire period of employment with him. It is issued on the employee’s last day of work. If necessary, the employee is provided with a certified copy of the book to confirm his experience or employment.

The only exception to the rules is the need to provide it to Social Security. In this case, the employer is obliged to issue the original document against signature. But the employee is obliged to return it no later than 3 days after the Social Security book is returned to him.

All other organizations, regardless of their state or commercial direction, do not have the right to demand the original book if the person is officially employed.

Required marks

This procedure happens quite quickly. In order for duplicate work books to have legal force, each page must have the following marks:

1. A note that this copy is correct is written on all pages of the book.

2. The position of the authorized employee at the time of the certification procedure is indicated.

3. The employee certifying the copy must sign on all duplicate pages.

4. It is necessary to indicate the date of creation of the duplicate or extract.

5. The last page is different from the others. It is marked with o. Later, it is the responsibility of the certifying employee to sign and date the copy.

6. It is necessary that there is a stand in which the employee works. It should be located on each sheet, as well as on the note “Copy is correct.”

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

Instructions for certification

In order for a copy of the work book to have its legal force, it must be properly certified. To do this you need to follow the instructions:

the employee who needs a copy writes a statement addressed to the head of the enterprise. The law does not establish a uniform form for such a document, but it can be approved by a local act of the enterprise. Therefore, you must first find out from the HR department what form to use to write the application. It must contain the following information: position of the head of the enterprise;
his full name;
the applicant's position;
his full name. This information is indicated in the “header” of the document - in the upper right corner. Then the word “statement” is written and its text follows. Here you need to state your request for a copy of the work book and indicate the reason why it is required. A copy of the work book is issued for a specific reason, and not “at the place of request”; At the end of the application, the date of its writing is indicated, as well as the applicant’s signature and its transcript. The application is usually written by hand on an A4 sheet of paper with a black or blue pen. At some enterprises, all documentation is computerized, so the application can be filled out on a computer and then printed. Naturally, it must be signed by the applicant personally. Signature - facsimile will not work.

then the application must be submitted to the head of the organization so that he can put his resolution. It is better to do this through a secretary who will register the application properly. This way it won't get lost. If the company is large, then the application can be sent by email to the manager;
the manager passes the application to the HR department, which reviews it;
there are no objective reasons for refusal, but if, for some reason, the personnel department refuses to issue the applicant with a copy of the work book, then the refusal must be in writing and must also contain reasoned grounds for the refusal;
if there are no reasons to refuse, the employee who is responsible for storing work records begins to prepare a copy of it;
Each page of the book is copied using a copying or scanning machine. A copy is made starting from the title page;
all sheets are fastened together;
on each page, the HR department employee puts the main seal of the organization;
He also makes a note on each page that “the copy is correct.” He certifies this entry with his signature. He also indicates his position and initials;
on the last page the date of certification of the copy is indicated, and a note is also made that the applicant is still working in this organization, and the applicant’s full name and position are indicated. A limited number of employees can certify a copy of the work book. As a rule, this is the head of the personnel department or the head of the enterprise. If the company is small, then the chief accountant may also have such powers;
then the applicant himself puts his signature, deciphers it and indicates the date. This indicates that he is familiar with the specified information and receives a copy in his hands;
these records are also certified by the seal of the organization and the signature of the personnel department employee who issued the copy.

Now the procedure for certifying a copy of the work book is completed.
The validity period of a copy of the work book is limited and is 1 month from the date indicated on the last sheet. Therefore, you need to prepare a copy before presenting the full package of documents to bankers. If the copy is prepared in the above order, then the bank employee will have no reason to refuse to accept it for consideration.

Where does the document certification take place?

The next question that needs to be considered is: “Where can I certify a copy of the work record book?” To receive a completed paper, an employee needs to contact either a specific manager (boss) or the human resources department of his own organization. In some cases, due to the lack of a personnel department in the company, the manager appoints a specific employee to this position, who makes the necessary copies and records and stores employee books.

If your employer is a private entrepreneur, then most likely he himself is responsible for issuing copies of work records. Therefore, you will need to contact him directly with your application. In this case, the employer knows how to certify a copy of the work book; he himself makes all the necessary notes and puts the necessary stamps.

Documentation

The requirements of different banks may differ, but there are documents that any bank will definitely require to apply for a loan. As a rule, these are identity documents. Minimum requirements - when the bank only needs a passport of a citizen of the Russian Federation and a second identity card. Other required documents include:

TIN;
SNILS;
international passport;
military ID;
a certificate confirming the borrower’s income - in free form or in form 2-NDFL;
a copy of the work book.

Some of these documents are almost always ready for presentation, since they are located directly with the borrower. But, when it becomes necessary to provide a copy of the work record in order to confirm the fact of employment, difficulties may arise. Typically, this document is stored in the personnel department of the enterprise where the borrower is employed.

To avoid refusals and paperwork, it is worth studying in advance and taking into account the requirements that banks impose for issuing a photocopy of a document confirming the fact of employment. The methods of its legal certification may be different. And they depend on whether the borrower is employed or does not have an official place of work.

Special cases

Next, we’ll look at how to certify a copy of a work record book in some individual cases. Many institutions are particularly picky about these papers. In such a situation, you will need to prepare documents accordingly. First, you need to make duplicates of each page (it is worth noting that it is not so important whether one or two pages will be located on one photocopied sheet). Then the same entries are made indicating the authenticity of the act.

The next step is to lace all the photocopied sheets of the work book with threads and glue to them on the back side a small piece of white paper (rectangle or square), on which there must be a record of the number of sheets. Therefore, each page is numbered, a certain number, position, signature of the certifier and the seal of the employer are placed on this rectangle or square.

If you are still unsure whether such a copy is suitable for the requesting organization or not, then you need to contact this company directly. Its employees will tell you how to certify a copy of your work record book and give you a sample of a correctly executed document. After this, with peace of mind, you can go to the employer and ask to provide the necessary certificate.

Where and in what cases is a copy required?

Nowadays, a labor document is an extremely important document confirming a person’s official employment. This is precisely why it is often necessary to submit a copy of it. So, why do you most often need a copy of a work record?

Often copies of the work book are needed in the following situations:

for processing credit loans, regardless of type, in banking institutions;
to restore lost work, because if you have a certified copy, this will take a short period of time;
for writing a resume;
for the Pension Fund;
to submit documents for a foreign passport;
for other purposes - the list of such is not small.

Almost always, when applying for a new job, you need to provide information about previous ones.

The position that the applicant previously held will serve as evidence of the presence of the necessary experience needed in a particular situation.

According to the legislation adopted within Russia, after signing an employment contract, the original employment contract must in any case be kept in the personnel department.

And there is no way to take it from there. This is precisely why a certified copy is needed. Then potential employers can easily see the experience of their future employee.

Sometimes it happens that an employee or employer has lost his or her employment. In this case, its restoration is recommended. If there is no copy of the document, this operation takes a lot of time.

If the employee has a certified copy, this can actually be accomplished in only 1 day. Therefore, you should make sure that you have such a document in advance. This will make your task much easier if you lose the original.

You can also attach a copy of your employment history to your resume if you are sending it to the employer by regular mail or email. In this case, you should contact the employer in advance with a request regarding its production.

Obtaining a foreign passport

In recent years, our citizens have increasingly begun to fly abroad. There are a variety of reasons for this: a business trip, an invitation to visit, a vacation. To travel outside our country, a citizen must obtain a foreign passport. In order to obtain such a passport, you need to present a number of documents to the migration service, among which must necessarily be information about your current place of work. Currently, when applying for a new type of passport, all working citizens must fill out an application, in one of the paragraphs of which labor activity over the past 10 years is recorded. In some countries this is no longer necessary, but in Russia it is still necessary.

The procedure for certifying a copy of a work record book by a notary

There are situations when a copy of the work record is required. In this case, you must contact a notary. The main condition is that the book must be in your hands. In the Russian Federation, the notary will issue a certified copy after a few days. For this procedure, you need to prepare a passport or other document confirming your identity. If one is not available, it is allowed to use a power of attorney. After following the necessary rules, the notary must correctly certify a copy of the work book according to the established template.

As a rule, this procedure takes a short amount of time: from several minutes to one hour. The validity of such a copy is limited only by the validity period of the work book itself. However, do not forget that if you change jobs or are fired, the certified copy loses its legal force.

It will be necessary to pay for the notary services provided according to the price list. And, of course, as mentioned above, if you doubt whether the certified copy of the work record book is drawn up correctly, you can always ask for a sample from the organization that requested this document from you.

From July 1, 2020, GOST R 7.0.97-2016 comes into force. There are new rules for certifying copies of work records. How can an employer certify a copy of a work record book in accordance with the new requirements?

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From July 1, 2020, the legislator changes the rules for certifying copies of work records. If the employer makes a mistake in the registration, the copy of the work document will not be valid. Let's look at what requirements were in force and what requirements will apply to copies of the employment contract from July 1.

The changes were supposed to be introduced on July 1, 2020, but then Rosstandart postponed the project release date by a year.

How to get it certified by a notary and how much does it cost?

Copies of documents certified by a notary always have advantages over other duplicates. This method, although it is more expensive, provides the document with greater legal force and, speaking of how long it is valid, know that it has an almost unlimited validity period.

As for the work book, its notarized copy is valid until changes are made to the document or it loses its validity.

The cost of labor certification varies depending on the region of work and the prices of a particular notary. In order to certify a copy by a notary, you will need a minimum package of documents:

passport;
employment history;
general power of attorney (in some cases).

In addition to the availability of these documents, an important condition is also the quality of the work report itself - it must be drawn up in compliance with all requirements, and not have any damage or incorrect corrections. In case of invalidity, the labor notary has the full right to refuse to issue a copy of it, and if necessary, the refusal must be justified in writing.

Before the introduction of new requirements, it was easier to certify a copy of the work book

To certify a copy of the work book according to the previous GOST R 6.30-2003, the following had to be done. The employer had to indicate the entry “Copy” on the first page of the copy of the document. All sheets had to be stitched with thread and numbered. The personnel officer drew the ends of the thread onto the back of the outermost sheet of the copy. There they sealed everything and made a single entry: “That’s right. Stitched, numbered and sealed with n sheets.” The “Signature” detail indicated:

the position of the person who signed the document;
his personal signature;
decryption of the signature with initials and surname;
date of document certification.

The stamp in the copy of the work document was placed in the “Place of printing”

All pages of the copy were usually certified with the organization's seal. The employer had to affix a stamp to the copy of the employment document in the same place where the “Place of stamp” requisite was placed. If the details were not on the document, then the seal was affixed so that the imprint captured part of the person’s job title.

From July 1, the personnel officer must certify copies of work records according to the new rules

GOST R 7.0.97-2016 introduces new requirements for copies of labor documents from July 1, 2020.

In the copy of the work from July 1, a certification mark is placed under the signature

To certify a copy of the work book, you need to put a mark on the certification of the copy either under the “Signature” requisite or at the bottom edge of the sheet. The second rule applies if the document is without a signature at all.

From July 1, two options for certification marks will be introduced for copies of labor documents

GOST introduces two options for marks on certification of a copy of the work book

Mark for internal use copies. Here the employer must put the word “True”, indicate the position of the person who certifies the copy, put his signature, a transcript of the signature, and the date of certification (clause 5.26). Essentially, the same provisions apply as in the previous GOST 2003.
Mark for the remaining copies. This applies to copies for external entities. From July 1, in the copy of the employment document, the employer is obliged to indicate the storage location of the original document from which he made the copy. For example, “The original work book is stored at the address: Moscow, st. Academician Korolev, building 3, office __.” Also, the mark on the certification of the copy must be confirmed with the seal or stamp of the organization.

The organization's stamp is made specifically for certifying copies. The text of the stamp confirms the information that is placed in the copy of the work book: the stamp contains the full address of storage of the original work book.

To certify a copy of the work book from July 1, you need to put the stamp correctly

From July 1, 2020, not only the rules on how to certify a copy of a work record book will change. The new GOST introduced additional requirements for the placement of a seal in a copy of the work document:

In the copy of the employment document from July 1, the seal should not include the employee’s signature.
It is best to place the seal in such a way that it captures part of the signatory’s position (at least 80%). At the same time, the stamp in the copy of the employment document cannot be placed between the position and the full name of the signatory. If the personnel officer stamps it this way, it will be considered a violation of GOST requirements.

A certified extract from the work record book may be needed under different circumstances.

Let’s look at how to properly certify a copy of a document so that you don’t have to contact the HR department again later, and we’ll also find out what details and seals must be affixed to the employment document.

Is a copy of the work report required to get a visa?

To prepare certain documents for traveling abroad, you need to present a copy of your employment document, and not only for your international passport.

A copy may also be needed in the following situations:

obtaining a business or work visa;
for trips to certain countries - for example, Japan (you will also need to provide 2-personal income tax).

It should be remembered: the list of documents required for a visa is regulated by the legislation of the state where the visit is planned. Therefore, if a copy of the work is required, you must make it and then present it. Otherwise, if the prescribed procedure for applying for a visa is not followed, it will be impossible to obtain it.

Where and how to obtain a copy (extract) of a work record book with its certification - instructions

A work book is a legally important document. While the citizen is working, it should be kept by a specialist in the human resources department, or by the immediate supervisor of the organization.

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 general rule, if you are denied assurance, ask for a written explanation.

, where the reason for the refusal will be written down.

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.
In a notary office, it is enough to verbally announce your request, but when contacting the personnel department or your immediate supervisor, you will need to write a statement. This requirement is especially often made by large companies with a small number of employees.
Determining the pages that need to be certified.
Confirmation may not be required from the entire document, but only from a few pages. It is worth checking which periods of work experience are required for confirmation. Usually the specialist makes a copy of the first sheet, which contains information about the citizen’s identity, and additional sheets of the book.
Waiting for and receiving a certified copy.
When applying in writing, count 3 working days. It is after this time that you will be able to obtain a certified copy of the document from an official (clause 7 of the Decree of the Government of the Russian Federation number 225, approved on April 16, 2003).

Don’t forget to discuss with the notary how long it will take to prepare the document. It is possible that you will receive an extract from the book on the day of your application.

How to make a copy?

One of the easiest ways to obtain a copy of this document is to directly contact the personnel department of the employer organization or the person responsible for resolving this issue. The time frame within which a copy of the document will be provided varies from 24 to 72 hours .

However, the process of photocopying work book sheets has its own very important nuances that must be observed. The first thing to remember is that double-sided copies are prohibited . Each of the spreads is placed on a separate A4 sheet of paper and photocopied. Only the correct copy can be legally certified.

Certification rules

To ensure that there are no problems with the copy, all pages of the document must contain the following details:

seal of the employing organization;
a capital inscription stating that the present copy is correct;
date of issue;
signature and position of the person who certified the copy.

The certification mark, like the seal, should be affixed in such a way that they capture part of the main text . The last page should be supplemented with an inscription about the employee’s status: whether he is currently working or has already been fired. In the second case, it is necessary to indicate the exact date when the employee stopped working.

There is an alternative method of certifying such a document as a work book. You can avoid putting details on each page. But to do this, you need to number the pages and fold them in the appropriate order. After numbering the pages, sew them together with thread, noting on the final page the number of numbered and stitched sheets . The final stage of certification, according to this method, will be affixing the seal of the organization, position and date of the person who completed the copy.

If the work book is in the hands of the employee, then after making a copy it must be notarized . This can, of course, be done with a notary. But if inaccuracies were made when preparing the insert or the work book itself, then problems will most likely arise with the certification.

How to certify a copy or extract of a work book correctly - mandatory details, signature and seal

Please remember that certified copies are not always accepted. It happens that a HR specialist puts a stamp in the wrong place, and the citizen receives a refusal because of this.

To avoid embarrassing situations and to avoid having to redo documents, the extract should be certified correctly.

Please review the received copy carefully. It should contain the following information at the end of the document:

Record number.
Suggestion: “Works until now.”
Specialist position.
Initials of the official.
Certification date.

Important:

There must be a seal of the institution or company you work for.

Also on the copy of each spread, under it, on the sheet there should be:

The words written without quotation marks are “Copy is correct.”
The initials of the specialist are indicated.
The position of the person certifying the document is entered.
Signed by a HR specialist.
Date of.

The most common errors are related to incorrect printing. It must be placed in a specially designated place.

We prepare a copy of the work book: instructions for the employee: sample, application, validity period