How to record a resignation. A sample of filling out a work book when applying for a job. Procedure for making an entry

The employer's obligation to record the dismissal in work book upon termination employment contract with the employee is established by the requirements of Articles 66 and 84.1 of the Labor Code of the Russian Federation, as well as the "Instruction on the procedure for maintaining work books at enterprises, institutions and organizations" approved by the Resolution of the Ministry of Labor of the Russian Federation of 10.10.2003 No. 69.

The procedure for filling out a work book upon dismissal

The main guide for HR specialists, which regulates in the most detail the registration of a work book upon dismissal, is the "Instruction" of the Ministry of Labor, which establishes the requirements according to which the work book must be completed upon dismissal, a sample of 2018 according to the wording and confirmation of the record.

• the procedure for making entries and their wording;
• reflection in the record of credentials;
• link to administrative document, according to which the employee was fired.

Each mark in the work record of dismissal must be made in accordance with the requirements of the Instruction and the wording specified in the order of dismissal.

How to fill out a work book correctly upon dismissal

The correctness and correct execution of the termination record is extremely important. The entry is only valid if, when writing:

• the serial number of the record is affixed;
• the date of dismissal is indicated in the format "day, month, year";
• the full wording of the dismissal is indicated, which should include:

• the number of the article under which the employee was dismissed - in numerical terms,
• legal wording of the dismissal clause,
• supplementary part to the main wording - indicated by the employee in the letter of resignation (not a mandatory norm);

• the data of the order of the head on the dismissal of the employee are indicated;
• the record is certified by the signature of an official (an employee of the personnel department or directly by the head of the enterprise) and the seal of the enterprise;
• no corrections were made to what was written.

Each entry in the employment letter of dismissal, during the writing of which textual errors or blots were made, must have a corrective entry certified in the established manner.

Filling out the work book upon dismissal

Making an entry in the work book on dismissal and other entries on changes in the accounting and qualification data of an employee has the right to be done only by an official whose duties include maintaining accounting and personnel documentation. This can be either a full-time employee of the personnel department or a person designated by an administrative order (in cases where the company does not have a dedicated personnel service).

The entry is made in a specific sequence.

When making a note about the dismissal, the specialist fills in four information blocks:

1. Record sequence number
2. date of dismissal

• in three columns of this block Arabic numerals in the format "00.00.0000" the date from which the employee is considered dismissed is entered;

1. The textual wording of the dismissal specified in the order;
2. Number and date of publication of the order.

After the work with the entry of the data is completely completed, the official who performed it certifies it with a personal signature.

Termination of an employment contract with a part-time job can be both at the initiative of the employee and at the initiative of the employer. In this case, an additional basis for dismissal under Art. 288 of the Labor Code of the Russian Federation - hiring an employee for whom this work will be the main one.

Upon dismissal of an internal part-time employee, the entry in the work book looks like this.

Answers to frequently asked questions will help you understand the intricacies of registration of work books. Find out what types of entries should be made, what to write on the cover page, if you need additional job entries or on a rotational basis work.

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What are the rules for filling out a work book a personnel officer must follow

Focus on the requirements of the Labor Code of the Russian Federation and two others normative documents, regulating in detail the work with work books. These are Instructions for filling out work books (Appendix No. 1 to the Decree of the Ministry of Labor of Russia No. 69 of 10.10.2003) and the Rules for maintaining and storing work books, approved by the Decree of the Government of the Russian Federation No. 225 dated 16.04.2003. They describe in detail how the work book is filled in.

Enter in the work book only the types of entries provided for by the rules:

• about and dismissal;
• on permanent transfer to another position;
• on obtaining a second and subsequent profession or specialty;
• on professional development;
• about changing the name of the position occupied by the employee;
• on awarding professional achievements and success in work.

If during the period of the employee's work for the organization its name has changed, reflect the changes in the work book (clause 3.2 of Instruction No. 69). Any other records and additions, such as reprimands and remarks, temporary transfers and relocations, or employment test will be superfluous.

Employment record: 100 ready-made samples of ideal records, see the "Personnel System"

Attention! Of fundamental importance is not only the content, but also the design of each entry. Use only pens with dark ink - black, purple, blue, avoid abbreviations and acronyms. Handwriting must be legible and legible. The expert of "Systems Personnel" will tell you, what wording in the form would be considered unacceptable .

Crib. Errors in the work book and how to fix them

How to fill out a work book for a first-time employee

If an employee is employed for the first time, the employer draws up the SNILS and the work book. This must be done within a week from the day of employment, and in the presence of the employee. Besides, new employee can apply for the issuance of a work book instead of a damaged or lost one, if he does not want to issue a duplicate at the previous place of work (part 5 of article 65 of the Labor Code of the Russian Federation).

Filling out the work book for the first time hired begins with the registration of the title page. Use only the standard form provided for by order of the Ministry of Finance of Russia No. 117n dated December 22, 2003 and recorded in the income and expense book. Do not accept or use blank forms purchased by an employee!

Attention! It is about documents strict accountability, so do not forget to enter the series and number of the form used, the details of its owner, date of filling and other required information in book of accounting for the movement of work books and inserts in them .

On the title page, indicate:

1. Surname, name and patronymic of the employee. Copy your passport details without using initials and abbreviations.
2. Date of birth. We recommend using Arabic numerals in the format "dd.mm.yyyy". But if you write the month in words, there will be no mistake.
3. Education, profession, specialty. Consider only completed levels of education, the receipt of which is confirmed by the corresponding diplomas. Do not indicate the details of the diploma!

Students who graduate from the university after 2014 are issued new diplomas indicating the qualifications awarded. Therefore, in the work book of such an employee in the column " Education"Shouldn't just write" higher”, And also indicate the qualification level (bachelor, specialist, master). Maximum possible level education is assigned to highly qualified personnel who have completed postgraduate studies, residency, and assistant internship. Learn more about the nuances of filling out the title and tricks to help from an expert electronic journal"Personnel business".

1. Date of filling out the document... The current date can be indicated in a combined way: day and year - in Arabic numerals, month - in words.

All information is entered on the basis of a passport, certificate, diploma and other documents submitted by the employee, and certified by his signature. Below they put the seal of the organization (if any) and the signature of the personnel officer who filled out the title.

Sample Cover Page: First Employee Hired

The next stage is the registration of a job record. First, in column 3, indicate the full and abbreviated name of the organization. On the line below, in column 1, put down the serial number of the entry, in column 2 - the date, in column 4 - the details of the order for employment. In column 3, write in which position and in which department the employee was hired. The title of the position must correspond staffing table... If the work performed by the employee gives the right to benefits and compensation, for example, early retirement, make sure that the position is indicated in accordance with the professional standard or the tariff and qualification guide.

Crib. What mistakes GIT reveals on the title page

How to fill out a work book correctly when transferring an employee to another position or to another company

Working with work books is one of the most important tasks entrusted to the personnel officer. Therefore, it is so important to know and comply with the regulation on work books and instructions for filling them out, keep accurate records of clean and completed forms, create for them safe conditions storage.

If the document presented by the employee is completed with errors, make all the necessary corrections, and if you have doubts about its authenticity, check the series, number and other details or send a request to Goznak.

Record in the work book about dismissal: 3 rules for entering information + 5 components of the record + 5 most common reasons for dismissal, in addition to their own desire.

The work of an employee of the HR department is complex and responsible.

The cost of a mistake made in the personal documents of the members of the team is high, and not only for the owner of the papers themselves, but also for the personnel officer, who can be punished with fines.

Very often, the personnel department has to make an entry in the work book about the dismissal.

Every good specialist should know about the main types of wording, about the permissible form of making changes, about the articles of the Labor Code of the Russian Federation that correspond to each type of termination of the contract.

General rules for making an entry in the work book about dismissal

An officially registered employee must have a work book, which is kept in the personnel department and in which the responsible person makes records of hiring, promotion, and also termination of the contract.

1. What you should know about the rules for filling out work books?

The dismissal procedure provided for by the legislation of the Russian Federation is quite simple, especially if the mercenary decided to change his place of work on his own initiative, and is not kicked out by the management for some kind of misconduct.

And yet there are a number of rules, and first of all they relate to the execution of the relevant documentation and the introduction of entries that cannot be violated.

The day of dismissal is identical to the last day the specialist was in the workplace. If, after writing, the employee worked for another 2 weeks, then the day of his calculation is the 14th day after revealing his desire in writing.

It is on the day of his dismissal that the employee should receive:

• payment ( wages for the time worked by him);
• certificates (about work activities, paid contributions, etc.);
• a work book with a text on the termination of the contract drawn up in accordance with all the rules.

You cannot make an entry in the labor record without drawing up an order from the management that the contract with a specific employee is terminated.

Not only the personnel department, but also the resigning person himself must be familiar with this order.

When making an entry in the work book about the termination of the contract, the personnel officer must remember that:

1. Information about the dismissal must be preceded by a record of the employee's employment.
2. All data must be recorded with the signatures of the management and the company seal.
3. The dismissed person himself must make sure that all the data in the work record is entered correctly and confirm this with his signature.

The dismissed person is not obliged to personally pick up his documents if he does not have such an opportunity. He can be sent the entire package of papers by mail or sent by courier.

2. The main components of the record in the work book upon dismissal.

• truthful (you cannot, for example, falsify the dates of the duration of the contract);
• correct (executed in accordance with all the rules and without errors).

It is such a text that will not cause complaints from the inspection authorities.

Dismissal information must contain the following data:

If you stick with general rules filling out labor books, you will never face claims from either the tax, or the inspectorate, or the dismissed person himself, who may have problems due to the fact that you entered the data incorrectly.

Why does an employee decide to fire and how to correctly draw up everything in the work book?

The most common reason for a change in the workplace of workers throughout the country is their own desire to leave for another employer.

The legal right of an adult to seek the most comfortable place of work.

The duty of the personnel officer is to correctly make an entry in the labor one, indicating the reason for the calculation:

1. Old age retirement.
2. Employer initiative in relation to:
   • violation of discipline;
   • drunkenness;
   • poor performance of duties;
   • staff reduction;
   • financial difficulties of the company, etc.
3. (when neither the employer nor the employee has anything against bilateral termination of the contract).
4. Circumstances beyond the control of the parties, for example, the recruitment of a specialist into the ranks of the Russian army.
5. Any Good Reason:
   • admission to an educational institution;
   • Moving to another city;
   • the need to follow a husband / wife on a long business trip, etc.

To do this, you should carefully study Articles 71, 77, 81 and 83 of the Labor Code of the Russian Federation.

It happens that the employee himself requires not only to write “fired by on their own”, And indicate the reason that caused this desire.

Here the personnel officer should act at his own discretion.

If there is a document confirming this compelling reason (a certificate from the university, a pension certificate, a certificate from the husband's / wife's place of work about a business trip, etc.), then the corresponding entry can be made.

If it's all about the whims of a disgruntled mercenary, it's better to refuse.

Oksana Ivanovna was an excellent accountant, but she had a very complex character, which deteriorated even more with the arrival of a new director in the company.

It was difficult for the management to find a common language with the chief accountant and, nevertheless, the director did not fire Oksana Ivanovna, noting her as a good specialist.

After another conflict, Oksana Ivanovna wrote a letter of resignation. The leadership, tired of the tense situation, signed it and ordered to issue an appropriate order.

A new round of conflict began when the former chief accountant began to demand from the personnel officer to write in the labor office: "I was dismissed on personal initiative, because it is impossible to work with such a bad director."

Naturally, an employee of the personnel department refused to make such a record, citing the absence of such a clause in the Labor Code of the Russian Federation.
And she did exactly the right thing.

How to make an entry in the work book about dismissal of your own free will?

This wording is a compromise that both employers and employees agree to, even when the real reason is conflict of the parties, pressure from the hiring party, employee errors, or something else.

Dismissal of one's own free will is an opportunity to save face for an employee, which greatly simplifies the work of personnel officers.

The HR department can choose one of two valid wordings:

They are both correct and equally valid.

Just do not forget to write in the labor document which part of article 77 of the Labor Code of the Russian Federation became the basis for creating a record.

If a specialist voluntarily, then the entry in the work book will look like this:

A sample of registration of a work book.

How to make an entry in the work book?
Dismissal of an employee.

Employment record of dismissal: the most common patterns

There are two main forms of entering data in the book, which testify to the calculation of the specialist: "Fired ..." and "The employment contract was terminated ...".

Both options are considered valid and can be used to make changes to the documentation.

To correctly, pointing to the basis, formulate the text, use the following table:

The contract can also be terminated at the initiative of the employer, not the employee.

Then, when entering data into the labor book, you need to refer to Article 81 of the Labor Code of the Russian Federation:

Having made an entry in the work book about the dismissal and securing it with signatures with a seal, give the document in the hands of the dismissed specialist. You are no longer responsible for his book.

Introducing ready samples filling out work books in 2020, which are prepared in strict accordance with the Labor Code of the Russian Federation.

Trudoviks began to fine accountants and personnel officers for errors in filling out work books. The Simplified Journal will help you correct mistakes without penalties:

Rules for filling out a work book in 2020

Instructions for filling out work books approved by the Ministry of Labor social development RF dated October 10, 2003 No. 69.

According to Instructions:

• records of dates in all sections should be made in Arabic numerals (day and month - two-digit, year - four-digit).

For example, if an employee was hired on December 25, 2020, an entry is made in the work book: "12/25/2020"

• use a black, blue or purple fountain pen, gel pen or ballpoint pen to make notes
• no reductions allowed

For example, "ave." instead of "order", etc.

• in the sections "Information about the work" and "Information about the award" it is not allowed to cross out entries made earlier (even if they are invalid)

Even a small typo in the work is a reason for the FIU not to count the length of service of the employee, see what mistakes can be dangerous in the article.

How to fix a mistake in a work book

If it is necessary to change any record, it is necessary after the last of them to indicate the subsequent serial number, the date of making a new record, and then in column 3 write: "The record after the number is so-and-so invalid."

After that, you need to enter the data as required. For example: "Admitted to such and such a profession (position)." Then, in column 4, the date and number of the order (order) or other decision of the employer is repeated, the entry from which was incorrectly entered in the work book, or the date and number of the order (order) or other decision of the employer, on the basis of which the correct entry is made, is indicated.

In the same manner, the record of the transfer to another job, etc., is invalidated.

If the record of dismissal in the work book is invalid

If there is an entry in the work book about dismissal or transfer to another permanent job, which was subsequently declared invalid, a duplicate of the work book is issued at the written request of the employee without making an entry in it that was recognized as invalid.

In this case, the inscription: "Duplicate" is made in the upper right corner of the first page of the duplicate work book.

On the first page (title page) of the previous work book, it is written: "A duplicate has been issued in exchange" with an indication of its series and number.

Electronic work books

The idea of ​​switching to electronic work books has been discussed for a long time, because it is obvious that a work book on paper is inconvenient for both the employee and the employer. Moreover, the Pension Fund of the Russian Federation annually spends great amount time to transfer information from labor and process them. Based on the above, we came to the conclusion that electronic document really good solution.

The Government of the Russian Federation intends to allow the use of both "ordinary" and electronic work books. In any case, the transition will be carried out gradually, and filling out work books on paper will still remain topical issue in 2020.

Samples of filling out a work book in 2020

The seal in the labor office is placed only if available.

How to write wording in a work book

RIGHT: Dismissed due to the reduction in the staff of the organization, paragraph 2 of part 1 of article 81 of the Labor Code of the Russian Federation

WRONG: Dismissed due to the reduction of the staff of the organization, paragraph 2 of part 1 of Art. 81 of the Labor Code of the Russian Federation

Cover page decoration

The title page is filled in by the organization (IP), the work in which for the employee was the first in his life. On the title page, you need to write the name of the employee, date of birth, education, profession, date of filling out the work book, the signature of the employee and the signature of the person who maintains personnel records in the company (personnel officer, accountant, manager or individual entrepreneur).

Changes to the title page

To make changes on the title page, cross out the wrong one and write the correct inscription on the right according to our sample. Date and sign.

Recruitment

Hiring is done as follows. In the left column, put the record number and date. In the column "information about the hiring ..." write the full name and abbreviated organization or individual entrepreneur.

Example:

• Limited Liability Company "Alpha" (LLC "Alpha")
• Individual entrepreneur A.A. Petrov (IP A.A. Petrov)

Transfer to another position

Transfer to another position is made out by order. See below for a sample book.

Dismissal at the employee's own request

Dismissal is formalized in strict accordance with the Labor Code of the Russian Federation. In this case, you need to write on the basis of which article of the Labor Code of the Russian Federation the employee was dismissed. If you make a mistake here, then the employee can challenge the dismissal in court. You cannot shorten the inscription.

The wording should be as follows: The employment contract was terminated on the initiative of the employee, paragraph 3 of part 1 of article 77 of the Labor Code of the Russian Federation.

Below this inscription is the signature of the personnel officer and the signature of the employee.

Please note that upon dismissal, the signature of the personnel officer and the employee is put in the book.

Dismissal due to staff reduction

For dismissal on staff reduction, the wording must be as follows: Dismissed due to reduction of the staff of the organization, paragraph 2 of part 1 of article 81 of the Labor Code of the Russian Federation

Company name error

In the work book, you indicate the full and abbreviated name of the company in the form of a title - before the employment record (Instruction No. 69). Inconsistencies in the name need to be corrected so that the FIU does not deprive the employee of work experience in your company. The name in the book may differ from the charter if the company has made changes to the Unified State Register of Legal Entities or has erroneously written the information.

The company changed its name. Write that the organization has been renamed, and indicate the details of the document on the basis of which the company changed its name.

You are mistaken in the name. If you filled in the wrong name before the job application, cancel the record. To do this, make a note, without a number, that there was a mistake in the name (see sample 6 below). An incorrect name cannot be crossed out.

The correct management of personnel records is a real science. HR specialists in order to avoid mistakes that lead to administrative penalties, it is necessary to follow with absolute accuracy the norms established in the Russian labor legislation. Including those articles, which spell out the rules for maintaining documents in terms of hiring and dismissing employees.

Labor Code to Help

In order to carry out the dismissal of an employee in full accordance with the law, among other procedures, it is necessary to make a correct entry in his personal work book. However, you do not need to independently figure out how to formulate this or that reason for dismissal, it should be remembered that the wording for everything possible reasons this is clearly spelled out in the Labor Code of the Russian Federation. When making an entry, it is imperative to indicate the number of the article, part, as well as paragraph Federal law- this is the norm established in the article.

What is a work book for and what information does it contain

Before starting a more detailed conversation about records for reasons of dismissal, let's consider what a work book is generally needed for. As the law explains, the work book is an important document that allows you to calculate the total work experience, for example, for calculating a pension; contains information about education, and also informs employers about the merits of a new employee at previous jobs and the reasons for dismissal from there. Also, it is necessary to enter in the work book:

• dates and reasons for the transfer of an employee from one position to another;
• information about hiring and firing;
• information about obtaining additional professions;
• messages about completed courses for advanced training and retraining;
• data on part-time jobs;
• information about awards and achievements, etc.

If an employee has changed his surname or during his work in the company, its name has changed, this must also be noted in the work book.

And now we will take a closer look at the most common reasons for dismissals and the rules for entering information about this in the work book.

Care on your own - how to reflect in labor

Oddly enough, but it is precisely the departure from work on the personal initiative of a person that most often raises doubts among novice personnel officers: what to refer to, what record to make in the labor force in this case? Due to the fact that the Labor Code contains several articles at once that are suitable for this situation, there are several options here:

1. first option: rely on. Then you need to write something like the following: “In accordance with paragraph 3 of Part 1 of Art. 77 of the Labor Code of the Russian Federation, the employment contract was terminated at the initiative of the employee. " This recording is not satisfactory;
2. can be formulated in a slightly different way “In accordance with clause 3, part 1. Art. 77 of the Labor Code of the Russian Federation, dismissed of his own free will. " Such a possibility is indicated in (The instruction was specially developed and approved by the Ministry of Labor of Russia).

In cases where an employee leaves the position on his own initiative for reasons that allow him to receive some benefits, subsidies and other benefits, the personnel specialist must clearly indicate these reasons.

Among others, it may include childcare if necessary up to the age of 14, a certificate of the transfer of a spouse to work in other regions, etc. If you have any questions on this point, then you can read the article in more detail - there is a detailed explanation.

Regardless of the reason that served as the basis for parting with work of their own free will, after entering this fact in the work book, you must sign the personnel officer, the signature of the employee with the inscription "familiarized", as well as the seal of the enterprise.

What to write in the labor book if an employee is transferred

According to the main personnel document governing the relationship between the employer and employees, in cases where an employee is transferred from one place of work to another, the basis for the transfer plays an important role. A transferred person can be:

• of their own free will;
• by order of the management, but only with the consent.

Specialist for former location work must indicate one of these two points, while the personnel officer with new job it is no longer necessary to write about the reasons for the transfer. It is enough to confine ourselves to a short note that the employee has been accepted for such and such a position by way of transfer.

Important! When making any records of dismissal in work books, you must strictly follow the letter of the law and avoid mistakes. Quite often, HR specialists, when writing down information about a dismissal, refer to Article 80 of the Labor Code of Russia. But you need to remember that this article does not serve as a basis for dismissal. It only streamlines the termination of a previously concluded employment contract between the organization and the employee. If a personnel specialist from a new job discovers given error in the employee's work book, he will ask the person who entered it to correct it. Thus, a small mistake can lead to unnecessary trouble and worries.

Dismissal by agreement of the parties

Sometimes, in order to finally part with an unlucky employee, employers resort to a rather neutral entry with the wording: "Fired by agreement of the parties." In this case, it is necessary to refer to. I must say that the Labor Code does not provide for any strict requirements for such dismissals, but it is worth remembering that an agreement is possible only with the mutual voluntary consent of the parties.

In addition, in this case, the employee has the right to the so-called "compensation" or, more simply, monetary compensation.

Retirement: the correct entry in the work book

Sooner or later, all people leave their workplace in connection with retirement. Therefore, each personnel officer must firmly know how to draw up a labor record in these cases.

To begin with, it should be said that the dismissal of an employee in connection with the onset of a pension is possible only when a certain age is reached and only on the basis of his voluntary desire.

After the employee declares his will in writing and the management of the enterprise signs an order for dismissal from office due to reaching retirement age, you can make an entry in the work book.

In case of dismissal on retirement it is necessary to rely on the article. An employee, like a specialist in the personnel department, must necessarily put a personal autograph under the record, then it should be certified with the seal of the enterprise.

Other grounds for dismissal

According to the Labor Code of the Russian Federation, there are three most common types of grounds for parting with an employee: at the request of the employer, general, and due to circumstances beyond the control of the parties.

But, in addition to these grounds for dismissal, there are also several additional ones. These include:

• bankruptcy of the enterprise;
• decision-making legal entity on the termination of the employment contract.

In these unpleasant cases, in the work book, you need to refer to the article, and not to, and make the appropriate wording for it.

Thus, before writing to the labor of this or that employee about the dismissal, it is advisable to check the Labor Code. All possible reasons for dismissal are indicated in it in different articles and are detailed in detail. In order to save yourself and the person being dismissed from possible problems in the future, it is necessary to avoid mistakes and refer precisely to those articles that correspond to one or another circumstance for parting with a former employee.

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