How to certify a copy of the work book

The content of the article

• Why do I need a certified copy of the labor
• When the original is handed out
• How to certify a work book
• Mandatory details
• New certification requirements
• Who has the right to make a copy
• For individual entrepreneurs
• For unemployed
• Errors in certifying a work book
• Date of issue of copy

The main document by which information about a person’s work is known is needed in many cases. If you want to take out a loan, apply for an insurance pension or passport, you need a copy of the labor certificate certified by the employer. It is important to know how to arrange it without errors. The original on hand is very difficult to obtain.

Why do I need a certified copy of the labor

The document gives the following information about the person:

• Experience. By the time of employment, you can determine the experience of an employee in a particular area.
• Places of work. The more people change organizations, the less trust they will have from the employer. Responsible people rarely move to another place. With frequent layoffs, the bank refuses to issue a loan.
• Posts. It’s easy to track an employee’s career progression. A big advantage is given to a person who has growth.
• Reasons for dismissal, which characterize the employee. You can determine if a person left the workplace of his own free will or was fired for violations, according to the article.

Cases when it is necessary to certify a copy of the work book:

• Pension insurance.
• Employment in a new place. An employer will request a document to view information about a potential employee..
• Loan processing. The authorized person of the bank checks the solvency of the person.
• Obtaining benefits and benefits provided by social security authorities.
• Registration of a passport, visa for tourist trips, business trips.

When the original is handed out

This document a person receives on the last day of work when leaving, along with the rest of the certificates and calculation. The second case, when the original work book is issued, is the requirement of Social Insurance when a citizen draws up a pension.

The representative of the personnel department who issues it must leave a copy for himself.

This will help restore the book in case of loss. The employee must return the original to the enterprise no later than three days after receipt.

How to certify a work book

First you need to make a high-quality photocopy of the pages in A4 format:

• start with a title page that contains information about the person;
• copy all pages, the final must have information about the last place and the employer;
• sheets are better numbered to exclude the possibility of replacement or forgery;
• if necessary, stitch pages.

There are two ways to correctly certify a copy of a work sheet:

• Mandatory details, official stamp, put on each page separately.
• Single certification of a stitched document. On the back, a sticker is made indicating the number of pages, which is fastened with a signature with the date and seal. Here you only need to put one stamp to certify a copy.

Mandatory details

To make a photocopy correctly, the person responsible must:

1. Write “Works to date” with the date and a confirmation record – “Copy is true” or “True.” It depends on the internal rules of the organization..
2. Under it indicate your position, put a signature, decrypt the surname and initials.
3. Write a place to store the original document.
4. Put the date, official stamp of the organization. In her absence, write by hand “Believe without a seal”.

New certification requirements

Since July 2019, according to GOST, the rule has been in force – without specifying the storage location where the original is stored, a copy of the labor is considered invalid. This happens even if all the steps and design rules are followed. The inscription on this should be entered above the details and stamp.

Possible places where the document is stored:

• Safe, which is located in the personnel department.
• Enterprise Accounting.
• A personal matter if the organization does not have a safe. A photocopy must indicate its serial number.

Who has the right to make a copy

The list of persons who deal with documents depends on the form of enterprise. In large organizations, this is entrusted to the employee of the personnel department by special order.

A photocopy of the original book is stamped by the head of the company.

If he cannot do this for some reason, the accountant draws up the document. There are features of the procedure for those working in the IP. For unemployed citizens, pensioners, notary certification.

For individual entrepreneurs

If a person works in a private company, confirmation of a copy of the labor is done by the head of the individual entrepreneur. An individual entrepreneur indicates his own details in the document, puts a seal. If the original is lost, a fine is imposed on the IP – from 1000 to 5000 rubles.

For unemployed

If a person is retired or not employed, a notary can certify a copy of the book. Sometimes working citizens also turn to him. Notary services are paid. The validity of such a document is unlimited. If, while decrypting the records, the lawyer identifies inaccurate wordings, he will not certify the document unless filling in flaws are eliminated.

Errors in certifying a work book

• Missed pages with signature, stamped “Copy is correct.” An authorized employee is required to do this on each sheet (exception – stitched photocopy).
• The certification was performed by a person who does not have the right to do this..
• Title page with employee details not copied.
• There is no page numbering in the stitched instance.
• There is no information about the place where the book is stored or the employee’s current work – a new requirement from 2019.
• Incorrectly stamped. The print should touch the text, and not stand on a blank sheet.

Date of issue of copy

An employee must make a formal request (written statement). When working in a small institution, it is possible to express a request orally.

The organization is required to certify and provide a copy of the labor within three days.

If the deadlines are not respected, the official is given a warning or he pays a fine of 1,000-5,000 rubles. The organization impose a penalty of 30-50 thousand rubles.