The work book is presented by a document reflecting the experience of a particular person. It contains information about where a citizen was employed in his life, for what reason he was dismissed, and also indicates various awards and other important information. Therefore, it is often necessary to obtain a copy of the work book. Each employer must know how to properly form this document, how it is certified, and what information is included in it.
When is required?
The need for such a document may arise for various reasons. It should be provided to various state bodies, and a copy of the work book is considered a really significant document. If the original is lost, this leads to numerous negative consequences, since it is quite difficult to restore previously existing records, and this is especially true if a citizen replaces many places of employment in a short period of time.
Why do I need a copy of the work book? Most often this document is required in the following situations:
- Registration of the visa necessary for visiting other states.
- Transfer of information to the PF regarding the place of work of a citizen.
- Providing documentation to the Pension Fund for calculating seniority at retirement.
- Registration of a passport.
- Restoring the original document.
- Drawing up a resume, which is then transferred to a potential employer.
- Getting a loan at a bank or other similar institution.
It would seem that everything is clear. But in many of the above situations, people are interested in why a copy of the work book is needed. Based on this document, employees of various state bodies can obtain information about the place of employment and the length of work of a citizen.
What are the requirements?
In order for the copy to have legal force and be accepted by various state authorities, the management of the company where the citizen works must understand the rules for the design and certification of this document. Therefore, the requirements are taken into account:
- you won’t be able to do it yourself, since the original is in the personnel department, therefore it is the employees of this department who are involved in this process;
- to obtain a document, you must correctly write an application for a copy of the work book, drawn up in the name of the head of the company, and it certainly indicates the reason for preparing the paper;
- for it to be valid, it must be endorsed by the head of the enterprise.
If a copy is simply made, then it will not have legal force, therefore, a refusal to accept documentation will be received.
How is it certified?
Certification of a document must be performed according to certain rules. How to certify a copy of the work book? For this, the nuances are taken into account:
- initially all pages of the original should be photographed, for which standard copying equipment is used, but unreadable text is not allowed;
- It is not allowed to make copies on two sides of one sheet;
- the accuracy of the information contained on each page is confirmed using the seal and signature of the head or responsible person;
- there are no requirements for the form of printing, so any company stamp or office seal can be used;
- a document is issued free of charge, therefore the employer does not have the right to demand any remuneration from the employee;
- documentation is created solely on the basis of a written statement previously received from the employee.
It is very important to know how to certify a copy of the work book. In this case, the employer will be able to provide the employee, upon request, with the correct legal document.
How fast is it done?
This document is often needed urgently. Issuing a copy of a work book should not take more than three days from the moment the application for its creation is submitted to the employer. In case of violation of this period, the head of the company may be held administratively liable on the basis of Art. 5.27 of the Code of Administrative Offenses.
Violations of this period are allowed only if there are good reasons. The late issuance of a copy of the work book may be due to such factors:
- the employee is absent from the workplace on the day when documentation is required to be transferred to him;
- the employee refuses to accept the documentation certified by the employer.
A standard document is generated within one day, so you do not have to wait too long.
When is invalid?
There are situations in which a document issued at the place of work by various organizations is recognized as invalid. A copy of the work book will not be accepted under the conditions:
- the document contains false information or errors in the personal information of a citizen;
- on the title page there is no signature of the head or seal of the enterprise;
- the date the form was issued does not coincide with the date it was completed.
If at the time when a document is required, the person is not officially employed, then for notarization of the copy you will have to contact a notary. The services of this specialist are paid, but as a result, the correct copy of the work book will be obtained.
Document Validity
The legislation does not provide accurate information on how long properly certified documentation can be used. The validity period of a copy of a work book can be different, since it depends on what kind of policy is pursued by the organization that requested this document.
Banks and various government agencies require the preparation of this document within a month as a standard. Often, the validity period is reduced to 2 weeks. This is due to the fact that different institutions must verify the solvency of a citizen, and it should also establish where he works in a specific period of time.
If a copy of the work book is submitted to the court, then there are no restrictions on the period of its validity.
If, for any reason, the validity period is missed, then you do not have to perform the certification process again, since it is only necessary to renew the certificate, for which purpose the seal is reprinted and the date of completion of this process is indicated.
Why is the last page certified?
An important stage in the formation of the correct copy of the book is the competent design of the last page. This is due to the fact that it contains a lot of important information. These include information about where a citizen is currently working. The name of the full name of the person is indicated here, as well as the date of the certification and seal of the company.
Be sure to have the phrase “copy true” on this page. A sample copy of the work book can be found below.
It depends on the correctness of the certification whether a citizen will be able to use the documentation to receive various public services, draw up important documents or receive a loan. If there are violations, a refusal of acceptance may be received.
If after the formation of the copy a person changes his place of work or even his position changes, then it ceases to have legal force, and therefore cannot be used for any purpose.
Step by step instructions
The process of creating and certifying a copy of this document is implemented in several successive stages:
- Initially, a company employee draws up a statement. It is formed in the name of the head of the enterprise. It indicates the name of the company, F. I. O. and the position of the head, F. I. O. and the position of the applicant himself, as well as a request to make a copy of the work book. It is additionally recommended to leave a link to Art. 62 of the Labor Code, which states that the employer must, at the request of the employee, form this document free of charge. At the end, the date of preparation of this statement is indicated.
- The application is considered within three days. Often a decision is made immediately on the day it is submitted. Based on the document, an order is issued to provide a copy. In addition, a responsible employee can be appointed to deal with this process if the employer himself does not want or cannot complete the procedure.
- Copies of all pages of the work book are made, after which they are all certified by the seal and signature of the head or responsible person.
- A record is made on the last page stating that a citizen is currently working for the company. Information on the position of the person responsible for certifying the copy is entered. The date of its formation is affixed, and a signature is also put.
- All sheets are numbered and stapled. A copy made in accordance with all the rules is then transferred to the company employee.
A copy of the work book correctly certified by the employer can then be used for any purpose. The process of its creation does not take much time, therefore, a document is often issued on the same day when an application is prepared by an employee of the enterprise.
What is not allowed to do?
In the process of forming this document, it is not allowed to perform certain actions by responsible persons. They can lead to the fact that such a copy will not have legal force, therefore, it will not be accepted by different organizations. The copy will be declared invalid, therefore, the employee himself may have certain difficulties with contacting state authorities.
When forming a copy, it is not allowed to perform the following actions:
- cannot scan a document;
- During the process of creating copies of pages it is not allowed to change the scale;
- the person responsible for this process cannot make any notes or corrections to the document or its copy;
- certain requirements for the quality of the image must be observed, therefore all data must be readable, as well as the smallest letters or numbers must be clearly distinguishable;
- if you want to transfer a copy to the Pension Fund, you must create it immediately before contacting this institution, since only the document created during the last month is accepted;
- if any adjustments are made to the work book or the citizen’s place of work is changed, then the properly formed copy he has is invalidated, therefore, cannot be used for any purpose.
The employer must either independently engage in the process of generating such a document, or trust this process only to responsible and qualified employees with the appropriate knowledge and authority. If, due to the fault of the management of the company, the employee cannot draw up various documents, since a copy will not be accepted, he may demand compensation.
Nuances for PF
Most often, the need for a copy of the work book arises when applying to the PF. It is on the basis of this document that a citizen will be able to prove his experience. In Art. 66 of the Labor Code indicates the possibility on the part of the employees of this fund to require a citizen to provide a copy of the work book.
Often, employees of the PF require the original at all, although in most cases the employer refuses to issue this document. This is due to the fact that according to the requirements of the NAP, it is the employer who is responsible for storing various documents in the process of each citizen’s work in the company, which includes the work book. Therefore, a written refusal is usually formed, which is transmitted further to the PF.
To apply for a loan
Some banking institutions before issuing borrowed funds to a citizen require him to prepare numerous documents, which include a competently certified copy of the work book.
For the formation of the document it is necessary that on each page there should be an inscription “copy is correct”, and also the date of making the copy is put down. Be sure to have on each page the seal of the company and the signature of the person involved in this process. The seal must be placed in such a way that its print covers the signature of the person in charge and the written text.
If each page does not have a signature and seal, then all sheets must be stitched together, and the threads are fixed with a sheet indicating the number of pages. Additionally, this sheet is stamped and signed.
Rarely do banks require a copy of a work book, since usually a certificate from the place of work is sufficient for different institutions.
Lenders require a document made before applying directly for the loan amount, because they want to be sure that the copy contains really relevant information.
Features of the appeal to the notary
If a person needs a copy of the work book, and at the same time he is unemployed, he will have to turn to a notary for services. To do this, it is important to provide the specialist with a passport, an original work book and other documents, if necessary.
Certification of such a document is considered to be a simple and quick process, but at the same time a considerable amount of funds will have to be paid to a notary for services. A correctly certified document is valid indefinitely, therefore it loses legal force only after any changes are made to the original.
Thus, you may need a copy of your work book for your passport, visa, pension, or other public services. Therefore, it is important to understand how correct it is made out, how it is certified, and also for how long it has legal force. The company management should know well how the document is certified. If a person is unemployed at the time of processing various benefits or state services, he can turn to a notary for certification.