How to issue a duplicate work book. Sample

In what situations is it possible to issue a duplicate?

The right to receive a duplicate work book, regardless of the reasons for its damage or loss, is granted by law to every citizen who has official work experience.

The issuance of a replacement copy is permitted in several cases.

1 case. The main (primary) form was lost by the owner himself. A citizen who has lost it applies in writing to the place of his last employment. In the statement, he notifies about what happened and asks to provide a duplicate. Within up to 15 days, the employing organization must issue a replacement document, indicating information about the employee’s length of service and employment before starting work in the last organization.

Case 2. Using the document is impossible for a number of reasons. If it has fallen into disrepair due to disrepair or careless handling, then the citizen receives a duplicate at the last place of employment. On the original that has become unusable, a mark is placed on the issuance of a replacement copy, its series and number are indicated.

Case 3. Work records have been lost en masse at the enterprise. Various force majeure circumstances, including natural disasters and technological accidents, can lead to such an emergency. For affected employees, the length of service will be established by an act of a special commission under the regional executive authority.

Case 4 The original form contains information that later turned out to be invalid. If records of this type are discovered (about transfer, about dismissal), the citizen contacts the place of employment to obtain a copy without indicating invalid facts. The requested document is drawn up without indicating erroneous information, a mark indicating the transfer of a duplicate is placed on the original, and the original is returned to the owner.

Case 5 The primary copy records suspension from work due to wrongful conviction. The fact that the record is invalid is confirmed by a verdict acquitting the citizen, or a decision to dismiss the (criminal) case. Records that have official confirmation of invalidity are not reflected in the issued version.

Important! When, after making a duplicate, the original is found instead of the lost document, the duplicate will subsequently be considered the only official confirmation for calculating employment and length of service. The replacement form must be registered in the accounting book, so in the future it is the length of service that is taken into account. The found original should be preserved for provision to the social security structures when assigning an old-age pension.

The procedure for issuing a duplicate in the event of a massive loss of technical documentation

The massive loss of labor documentation at an enterprise due to emergency circumstances, fire, accident and other natural events, due to the exceptionality of the situation, does not require applications for a duplicate work book from employees.

In such cases, duplicates are issued to all employees at the initiative of the employer.

Expert opinion

Novikov Oleg Tarasovich

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

A special commission must be created, which includes representatives of the employer, trade unions, and other interested organizations (clause 34 of Resolution No. 225).

This commission is engaged in establishing and confirming the work experience of employees, including requesting and receiving all the necessary supporting documents from the employees’ previous places of work, and also collects and analyzes orders, contracts, statements preserved at the enterprise, interviews witnesses, etc.

This is important to know: Example and procedure for filling out an electronic work book

In the most difficult cases, work experience is proven in court. Based on the act, which is issued by the commission based on the results of such work, the employer draws up a duplicate of the Labor Code.

As you can see, the process of restoring a lost TC is quite labor-intensive. The gradual transition to electronic work books planned by the Government of the Russian Federation from 2021 will completely solve the problem of preserving employee data on work experience.

Documents for indicating records of experience

Confirmation of employment by documents in the form of contracts, agreements, orders is allowed. Salary certificates and records of members of trade unions or cooperatives are also taken into account as evidence. But they must contain notes about contributions paid from official income.

For private (individual) entrepreneurs, the basis for determining length of service will be statements from the Pension Fund of the Russian Federation with the dates of receipt of the policyholder's transfers.

Certificates from enterprises about the period worked must indicate registration numbers and dates of orders regarding actions in relation to the employee (hiring for a position, dismissal).

Any information provided to determine length of service must be endorsed by an authorized specialist of the enterprise or the head of the personnel department, and then certified with the seal of the organization.

Sample application for issuance of a duplicate

FILES

General Director of Alpha LLC Nikolaev A.A. Petrova Anna Ivanovna, supply department engineer

statement.

Due to the loss of my work book, I ask you to issue me a duplicate work book.

To obtain a duplicate, I provide information about previous places of work before joining Alpha LLC:

1) Vega LLC (Samara), approximate operating period 2015-2017. 2) Gamma LLC (Samara), approximate operating period 2012-2015. 3) IP Soloviev A.I. (Ulyanovsk), approximate period of work 2009-2012.

04/01/2017

Petrova A.I.

A duplicate of the work book has been issued, series TC No._____________________ “______”________________2017. _________________________________ signature of a personnel service employee

Which is better: restore or get a new one?

The current labor legislation of the Russian Federation states that an employee who has lost his work book or irreparably damaged it is obliged to submit an application for restoration of the document.

A work book is a document that must be presented to the manager when applying for a new job. Of course, with the exception of cases when the employee gets an official job for the first time. In addition, neglect by a manager of the established procedure for maintaining, filling out and storing documents (including work records of subordinates) is a serious offense for which certain punishment is provided.

However, the Labor Code of the Russian Federation also determines the employer’s obligation to create a new work book if the employee does not have one when starting work.

How to fill out the document

Filling out and registering duplicates is carried out in accordance with the Regulations of the Russian Federation on work books (04/16/2003, No. 225), in particular the Rules for their maintenance and storage, and the Instructions of the Ministry of Labor and Social Protection of the Russian Federation for filling out work books (10/10/2003, Resolution No. 69 ).

What is the sequence of actions to register a duplicate?

The procedure for obtaining a duplicate work book is determined by law and involves the following actions:

Those who have lost their work book apply to their last place of employment to obtain a replacement document.

The management of the enterprise issues an order to the relevant department to prepare a duplicate. The person submitting the application must familiarize himself with the order and put his signature on it.
The employer's specialist collects information about the employment of the applicant in past periods.
A duplicate work book form is drawn up based on current regulatory rules.
Information about the re-issued copy must be recorded in the journal of strict reporting forms.
The applicant is given a completed copy after signing the receipt in a special journal.

What information is included in the form?

The completed form must reflect the information contained in the original version, including:

personal data about the citizen;
information about employment before the start of activities at the place of last work;
information about awards, transfers, dismissals;
a link to the reasons for performing all actions.

The title of the new copy (in the upper right corner) is stamped with the stamp “Duplicate”. Information about the citizen from the passport or identity card is also added here, which should not be expired on the day of filling.

The citizen’s birth data must be indicated in full (without abbreviations); patronymic, first and last names must also be indicated. A diploma or certificate serves as a source of information about the employee’s education and specialty. In case of incomplete education of a citizen, the entry will be made according to the information from a certificate from an educational institution or an academic record book. The recipient personally certifies the information on the title page, and the HR department specialist puts the date of completion and his signature with the seal of the enterprise (HR department).

Important! The “Work Information” section begins with a record reflecting the total amount of work experience up to the moment the employee was hired at the last place of employment. At the same time, it is not specified which organizations the citizen worked for in the past and during what period.

Next, periods of employment for certain jobs are recorded in the prescribed manner in columns 1 to 4, respectively:

record number (in order);
day of admission to the organization;
the name of the enterprise and the position for which the employee was registered;
indication of the basis for the entry in column 3 (about admission).

Information about transfer to another job in one organization (if any) is carried out in a similar way.

After the specified information, data on the dismissal is entered in columns 1 to 4, including the record number in order, the date of dismissal, on the basis of which law (standard) the employee was dismissed and the document on the basis of which the record (of dismissal) was made. The completed section is certified by the signatures of the HR department employee and the owner of the work book, then the seal of the employing organization is affixed.

All entries are made according to the documents provided for each type of past employment of the employee. Information is not transferred to the form if complete information for any period is not available. In the “Information about awards” section, information about previously received awards and incentives is indicated only upon receipt of supporting documents.

Important! The work book belongs to strict reporting forms. Therefore, the issuance of a new document is registered in a special accounting journal, and the previously registered form is removed from accounting as the next (second) entry.

What fee is charged for issuing a document?

With an application for a duplicate work book, a citizen applies to the enterprise that is his last place of work. It does not matter whether he was dismissed on the date of application or continues to work in this structure.

The company has the right to withhold payment for the issuance of a replacement document in an amount corresponding to the cost of purchasing a new form.

the form is damaged through no fault of the citizen who submitted the application;
the form (title page) is filled out incorrectly;
The enterprise lost the work books of its employees due to emergency circumstances.

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Attention! The issuance of a replacement form instead of the previously used one always occurs only in the form of a duplicate. If a citizen has lost the original, a new work book can be issued to him. This situation is only permissible when first starting a job.

It should be noted that the document will contain information about employment and length of service only from the date of commencement of work in the enterprise that issued the new form.

The work book not only confirms the fact that a citizen is employed, but also serves as a guarantor of pension accruals in the future. Therefore, despite the possibility of obtaining a replacement document instead of a damaged or lost copy, it is advisable to carefully and carefully treat your own work book.

Collecting information about places of work in the past can not only take a lot of time, but also, for various reasons, turn out to be incomplete, which will ultimately affect the amount of the accrued pension.

The main document confirming a person’s work experience can be considered a work book. If lost, you can make a duplicate of the work book. The filling pattern in 2021 remains the same. Let's look at what the rules are regarding duplicate books.

What does a restored work record look like?

In its content and appearance, the restored work book is similar to the original one.

Duplicate entries are made on the basis of certain documents, including:

Concluded employment contract;
Certificates from previous places of work;
Archival certificates about the duration of work at previous places;
Orders of managers on hiring and dismissal;
Salary slips, payslips, etc.

In addition, these documents must be submitted in their original form. Photocopies are acceptable, but only duly certified and with actual signatures and seals of the organization.

Since sometimes it is not possible to obtain the above documents and employees do not provide all the necessary certificates, a certain minimum of information has been developed that should be contained in a duplicate work book.

So, the restored work book must contain information about the employee’s continuous work experience at the time of his hiring to his current position, as well as information about employment and awards from his last place of work.

The length of service is indicated by a number without indicating all employers for its period, and then, based on the documents provided, it is signed in chronological order as follows:

In the second column - the date of taking up the position and leaving it;
In the third column - the name of the enterprise, the position and qualifications (grade) of the employee, the reason for dismissal (if it is documented);
If there were internal transfers, this is also noted;
If any part of the information is not supported by documents, then only confirmed information is entered, and the fourth column indicates the document on the basis of which this entry was made.

The main difference between the entries in the restored work book and the information in the original document is that in the latter case the information is entered on the basis of the manager’s orders on hiring and dismissal, and in the former, in addition to them, documents containing links to the relevant orders can be used.

This is what a sample duplicate work book looks like:

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Basic information

The procedure for maintaining and storing work books is described in the Rules and in the Instructions for filling out. The same regulations list those cases in which it is necessary to issue a duplicate of this document.

HR department employees have the right to draw up and issue a duplicate work book if:

it was lost by the owner or employer}
it contains a record of transfer to a new place or dismissal, which is declared invalid}
it is unsuitable for further use (heavily soiled, burnt, torn, etc.).

In the process of issuing a duplicate document, the personnel officer puts a note at the top right corner of the title page: “Duplicate.” In the same place, but on the old work book, they write: “A duplicate was issued in return.” Under this inscription indicate the series and number of the new document in accordance with paragraph 1.2 of the Instructions.

Loss of a book by an employee

A work book is issued to an employee only on the day of his dismissal from his current place of work. In all other cases, he is obliged to give his subordinate a copy of this document or an extract from it. Issue occurs upon application of the employee within three days. It is prohibited to issue the original work book to employees.

But sometimes it becomes necessary to provide labor documentation to the Pension Fund. In this case, the owner of the document can continue to officially work. According to labor legislation, this state body only accepts the originals of all necessary documents, except for the work book, but sometimes this may also be required.

The HR officer can issue a work document against receipt to its owner, but the HR employee is not relieved of responsibility for it. If the owner loses this document, then within 15 days the employer must prepare all the necessary papers and issue a new employment document. In turn, the employee is obliged to immediately write a statement about the loss of the document, in which he describes in as much detail as possible the circumstances under which he lost it, and makes a request for the issuance of a new one.

Therefore, in some cases, personnel officers consider it a rational option to independently attribute labor to the Pension Fund.

If the lost book contained information about other organizations in which its owner worked, then when entering information in the “Work Information” column, first write down data on continuous or total experience, which must be documented. Personnel officers record the total length of service, indicating the number of years, months and days of work in total. The names of organizations or employee positions are not included.

After this information, a transcript of the previous entry by periods of work is recorded. All entries are made in the same way as during normal employment/dismissal based on the documents provided. If an employee is transferred from one permanent job to another within the same enterprise, this is also mentioned. In some cases, complete hiring and termination records may not be available. Then it is necessary to record the data that is available and documented.

What papers need to be prepared?

The list of necessary documents for issuing a duplicate work book is not defined by law. These may include copies of orders or certificates issued at previous places of work. According to the Instructions, every employer is obliged to assist former employees in obtaining the necessary documents to confirm their work experience.

Sometimes the question arises of how to issue a duplicate work book using the SZVK-4 form. Each employee who is a member of the pension insurance program submits information about his work experience to the relevant territorial body every year. These data are based on orders and other documents that confirm the working conditions of a person. Thus, an employee can receive a duplicate work book, without needing to indicate previous places of work.

Loss of the book by the employer

Most often, the loss of work records occurs en masse, as a result of various emergency situations, for example, due to an environmental disaster, natural disasters, etc. The Labor Rules address this issue. According to this normative act, the length of service of an enterprise's employees is determined by a special commission, which consists of members appointed by executive authorities.

The commission may include representatives of employers or bodies authorized by employees, for example, members of trade unions. In order to establish the fact that each individual person works at a particular enterprise, as well as the periods of work, it is necessary to collect all available documents that can confirm this. Such documents may be:

union cards and cards}
pass books}
various certificates, found employment contracts.

If these documents are missing, then to restore the work book and issue a duplicate, the testimony of two or more witnesses who know the employee and worked for the same employer or in the same system will be sufficient.

In the event that a person already worked for an employer whose books were lost, this fact must also be confirmed by the commission on the basis of documents and testimony. After considering the case, the commission members draw up a report that indicates all the established periods of the employee’s work, length of service and profession.

As soon as the act is drawn up, the employer, based on it, issues a duplicate to the owner of the lost work book. It should be noted that the Record Book Rules only cover mass loss. Since all work books must be stored in a special safe, isolated cases of loss of books are theoretically impossible if the employer does not violate the law.

Issuance of a duplicate book if the entry is invalid

If an employee of the HR department made a mistake when making an entry about work in the work book, then one of two decisions is made. You can make a new entry under the next serial number, which will cancel the validity of the previous one. Another option is to issue a duplicate, issued anew.

Even in the old Instruction, approved in 1974, which regulated the procedure for maintaining and storing work books, it clearly defined the procedure by which duplicates were issued. The employee had to submit his written application to the employer for the issuance of a duplicate work permit. Often this happened due to incorrect recording of dismissal or transfer to another company.

The employer for whom the person last worked wrote out a duplicate. Any documents to confirm the work experience that preceded entry into the current organization were not necessary. Therefore, all the entries that were in this work book, except for the last one containing an error, were copied in order.

According to the old rules, in addition to the duplicate, the employee also received the old work report, with an error. This second work record was necessary for transfer to the social security authority for subsequent documentary confirmation of the fact that the employee has the length of service indicated in the current duplicate, but not confirmed.

The current Rules do not differ much from those indicated above, but have their own characteristics. During the registration procedure, the employee first of all submits to his employer a statement that the entry about transfer or dismissal in the work book contains an error. This employer gives the task to the HR department to issue a duplicate of the work report, where it is necessary to transfer all the entries previously made in the first book. The last step is to issue a duplicate and issue it to the owner.

In what case is “duplicate” written on a work record?

Regardless of the reason for which a duplicate is issued, this entry is always made. It must be remembered that although the Rules do not indicate the purpose of returning the book, it still remains a confirming document of the work experience of its owner. Any discrepancy between the entries in the first book and in the duplicate is a reason to doubt the legality of both until they can prove which of them is drawn up correctly. Therefore, HR department employees must carefully enter all information from one book into another.

As many years of practice have shown, correcting entries in the work book is extremely undesirable, especially when it comes to filling out a duplicate of it. Moreover, the duplicate must fully correspond to the first book, even in minor spelling errors and corrections. Most often, they are allowed due to ignorance of the norms provided for by law or the Rules of Practice (how it is necessary to abbreviate long names of organizations, positions, in which cases abbreviations are not permissible, etc.).

The personnel officer of the enterprise in which a duplicate work book is issued has the right to correct an inaccuracy in the entry made in the original document by another employer. This is provided for in paragraph 27 of the Rules. Among the errors that this HR employee can correct may be references to any article of the Labor Code (a typo in the title or its absence), as well as missing or unnecessary abbreviations. The correction is carried out by declaring the entry invalid and replacing it with the correct wording when preparing a duplicate work book.

Issuance of a duplicate booklet subject to renaming of the enterprise

The instructions for filling out the books include clause 7.1, according to which after the employer indicates information about the employee on the title page of the document, he must sign it and then put the company seal. But there are cases when the organization in which a person last worked changed its name and at the same time its seal. Moreover, every minor change in the name and seal is significant. If this happens, at the current place of work, the HR department employee is obliged to put a new seal on the title page, since a duplicate was issued at this enterprise.

Each section of the duplicate is carried out by personnel officers in accordance with the rules set out in the Instructions, namely in paragraph 7.2. In the third column, “Job Information,” enter the full name of the organization that existed at the time the employee arrived. For example, the company at that time had the following name: Limited Liability Company "Makro" (abbreviated as "Makro" LLC).

After an agreement was concluded with the organization Macro LLC, the company changed its name to Limited Liability Company Macro-Consulting. As a result, in all work books of the company it is necessary to indicate a new name (make an entry under the next number or register their duplicates). If the book itself is a duplicate and at the same time the first for this enterprise, then in the personnel department they put the seal of Makro-Consulting LLC instead of Makro LLC on the title page.

All subsequent entries regarding the renaming must be certified by the employee responsible for the entry and storage of books, as well as by the seal of the enterprise. Similar situations arise periodically. For example, a person worked in a company for three years, from 2008 to 2011. During this period of time, he turned to his superiors with a request to issue him a duplicate of a lost or damaged work book. After receiving the duplicate, the name of the company may have changed, as a result of which the employer will have to re-issue this document.