Entry of dismissal in the work book: samples and wording. Enrollment in the labor sample Hiring labor sample

Entry in the work book about dismissal: 3 rules for entering information + 5 components of the entry + 5 most common reasons for dismissal, in addition to one’s own desire.

The job of an HR employee is complex and responsible.

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

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

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

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

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

1. What should you 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 management for some kind of misconduct.

And yet there are a number of rules, and first of all they relate to the preparation of appropriate documentation and making 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 payment is the 14th day after revealing his desire in writing.

On the day of his dismissal, the employee must receive:

• calculation (wages for the time worked);
• certificates (about work activities, paid contributions, etc.);
• work book with the text on 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 management stating that the contract with a specific employee is being terminated.

Not only the HR department, but also the person leaving 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 hiring.
2. All data must be recorded with the signatures of management and the company seal.
3. The person being dismissed must make sure that all data in the employment 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. You can send him the entire package of papers by mail or by courier.

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

• truthful (it is impossible, for example, to falsify the dates of the duration of the contract);
• correct (formulated in accordance with all the rules and without errors).

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

Information about dismissal must contain the following information:

If you adhere to the general rules for filling out work books, you will never face claims from either the tax office, the inspectorate, or the fired person himself, who may have problems due to the fact that you entered the data incorrectly.

Why does an employee decide to resign and how to properly document everything in the work book?

The most common reason for workers across the country changing their place of activity is their own desire to leave for another employer.

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

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

1. Old age retirement.
2. Initiative of the hiring party in connection with:
   • 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 independent of the will of the parties, for example, the conscription 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 your 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 demands not only to write “dismissed at his own request,” but to indicate the reason that caused this desire.

Here the personnel officer should act at his own discretion.

If there is a document confirming this good 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 the whole point is the whim of a disgruntled mercenary, it is better to refuse.

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

It was difficult for 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 management, tired of the tense situation, signed it and ordered the corresponding order to be issued.

A new round of conflict began when the former chief accountant began to demand that the personnel officer write in the labor report: “I was fired on my own initiative, because it is impossible to work with such a bad director.”

Naturally, the HR department employee refused to make such an entry, 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 voluntary dismissal?

Such a formulation is a compromise that both employers and employees agree to, even when the real reason is a conflict between the parties, pressure from the hiring party, errors in the employee’s work, or something else.

Dismissal at will is an opportunity to save face for an employee, significantly simplifying the work of HR officers.

The HR department can choose one of two acceptable formulations:

Both of them are correct and have equal legal force.

Just don’t forget to write down in the labor document which part of Article 77 of the Labor Code of the Russian Federation became the basis for creating the record.

If the specialist is of his own free will, then the entry in the work book will look like this:

Sample of a work book.

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

Entry in the work book about dismissal: the most common examples

There are two main forms of entering data into the book, which indicate the calculation of the specialist: “Dismissed...” and “Employment contract terminated...”.

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

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

The contract can also be terminated by the employer rather than the employee.

Then, when entering data into the labor report, 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 secured it with signatures and a seal, hand the document into the hands of the dismissed specialist. You are no longer responsible for his book.

The work book stores all the information about the employee’s work activity and is used to determine the length of his work experience. The currently valid forms of work book and insert are established in the Post. No. 225 of April 16, 2003. How to correctly fill out a work book is indicated in Post. No. 69 of October 10, 2003. These resolutions contain discrepancies on some issues, which requires reference to the Labor Code and makes it even more difficult to draw up a work book.

This is especially true for private entrepreneurs who are forced to take on the responsibility of maintaining personnel records. The slightest deviation from the standards for filling out a work book leads to the invalidity of the information entered, as well as various errors made in the entries themselves. To eliminate the consequences, corrections are made to the relevant columns strictly according to the established pattern. In exceptional cases, the employee is issued a duplicate.

When does it open

Each work book has its own number, is issued to the employee for life and cannot be replaced with the exception of certain cases. If a recently hired employee does not have this document, you need to open a new one for him. If there was one, but for some reason cannot be provided, this information is reflected in the act, which is certified by the signatures of: the person issuing the new work book, the employee and the witness.

The document is issued for an employee who has worked for the company for at least six days, and must be completed within a week from the date of his employment. This procedure is carried out in the presence of an employee, from whose salary the cost of the form is subsequently deducted.

Work book, sample filling when applying for a job:

How to fill out

All entries in the work book are entered by an official of the organization authorized to do so by order of the manager, most often by an employee of the personnel department. In his absence, this may be an accountant or director of the enterprise. The document is subject to registration in the accounting book and is kept by the employer until the employee is dismissed or transferred to another place of work. If necessary, the employee is given an extract from the book at the place of request.

Extract from the work book - sample filling:

Records are kept in legible handwriting, all words are given in full, without any abbreviations. The numerical expression of dates, characteristics and other information is indicated only in Arabic numerals. Also, you cannot write the name of the month in words. The correct format for filling in the date is 03/05/2020. It is acceptable to use ballpoint, gel and fountain pens. The paste, gel and ink they contain must be highly resistant to water and ultraviolet rays. The optimal colors are blue, dark purple and black shades of coloring pigment.

Documentation

To fill out a work book you need:

• employee's passport (or other identification document);
• diploma of education;
• work record book;
• certificate of individual entrepreneur or Charter of the organization;
• official seal.

For details on how to fill out the title page of the work book, watch the video.

The work book is divided into three parts:

1. A title page containing information about the owner of the document.
2. Information about the work, including the name of the enterprises where the work was carried out and the duration of such work.
3. Awards section.

Please note that the rules for filling out work books oblige you to make adjustments in case of possible changes:

• company name (including legal form);
• type of printing (using different ones in one book is unacceptable!).

Title page

On the first page of the work book you need to indicate all the information about the employee, based on the documents provided by him. It should contain:

• Owner's full name;
• date of birth (in numerical terms);
• level of education (secondary, specialized secondary, higher);
• name of the profession indicated in the diploma;
• date of opening of the work book;
• employee signature;
• signature of the person filling out the document;
• official seal of the organization.

Title page of the work book, sample filling 2020:

Job details

Each page of the middle and most extensive section consists of four columns containing:

1. The serial number of the entry (starting from No. 1 onwards).
2. Hiring date and other events.
3. The record itself, which represents information about the organization (its full and abbreviated name), job title (indicating qualifications) and department. In addition to the fact of hiring, cases of transfer to another position and dismissal are also recorded here. Information about this must be entered in the column within 7 days from the date the order is issued, with the exception of the record of dismissal, which is drawn up directly on the day of its commission.
4. Documentary evidence of the entry - the name of the order, the date of its issue and number (in that order).

For details on how to make notes about work in the work book, watch the video

additional information

1. At the request of the employee, information about part-time work is entered into it. The entry is made on the basis of documents provided by another enterprise where the employee is employed in a combined position. In this case, the same principles for filling out the column are used as when entering information about the main work. The work book must be kept by the employee of the personnel department at the place of main work, who is the only one who has the right to enter any information into it.
2. Acquisition of a second profession, obtaining a rank, and advanced training are also reflected in this section.
3. If the enterprise is renamed, a corresponding entry is made indicating the document that served as the basis for this. This information will be able to explain the discrepancy in the seals given during the employment and dismissal of the employee. The same steps are performed when renaming a position.
4. In case of reorganization of the enterprise, the section notes the dismissal of the employee with his subsequent employment in the new company.

Sample of filling out a work book during the liquidation of an LLC:

Examples

A. S. Kopacheva joined the position of legal adviser at Avelan OJSC on February 27, 2016. On August 12, 2016, she was transferred to the position of senior legal adviser. This fact was reflected in the “Work Information” section.

When dismissing an employee, in column No. 3 you must indicate the regulatory act of the Labor Code, according to which this measure was applied. The entry must be confirmed by the seal of the company or human resources department and the signature of the person who filled out the work book. The employee must also sign in this column, thereby confirming his agreement with the entries made during his work.

A. M. Sholokhov served as a salesman at CJSC Continent. On March 6, 2017, he was fired for absenteeism without a valid reason. The dismissal order was signed on the same day.

Awards

This section contains information about the titles assigned to the employee, diplomas, certificates and other awards provided for by the company’s internal regulations and legislation. These do not include verbal gratitude from management, as well as regularly paid cash bonuses included in the payroll system. Which explains the complete lack of information in this section, which is found in the work books of most workers. Moreover, various certificates and diplomas issued to an employee without issuing a corresponding order are also only a nominal expression of gratitude, not reflected either in the work book or in the personal file.

Filling out a work book 2020, sample:

Insert design

If all the free spaces in the work book have been used up and there is nowhere to make new entries, the insert opens. Usually it is sewn into the end of the document, since there are no specific instructions about this in the instructions for filling out work books. A stamp is placed on the title page (or cover) of the main book about the issue of the insert, indicating its series and number.

The rules for maintaining both documents are identical; the title page of the insert must also be completed. The numbering of entries continues after the number at which filling out the work book ended. If errors were made when filling out the insert, it will be disposed of in the presence of the commission, drawing up a report. The same applies to rejected or outdated work records.

We are ready to answer any questions you may have - ask them in the comments

Proper HR record keeping is a real science. In order to avoid mistakes leading to administrative penalties, HR department specialists must follow the standards established in Russian labor legislation with 100% accuracy. Including those articles that stipulate the rules for maintaining documents regarding the hiring and dismissal of employees.

Labor Code to help

In order to dismiss an employee in full compliance 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 figure out on your own how to formulate this or that reason for dismissal; you should remember that the wording for all possible reasons for this is clearly stated in the Labor Code of the Russian Federation. When making an entry, it is necessary to indicate the number of the article, part, and also paragraph of the Federal Law - this is precisely the norm established in the article.

Why do you need a work book and what information does it contain?

Before starting a more detailed conversation about records for reasons for dismissal, let’s consider why a work book is needed in the first place. As the law explains, a work book is an important document that allows you to calculate your total work experience, for example, for calculating a pension; contains information about education, and also informs employers about the merits of the new employee in previous places of work and the reasons for dismissal from there. The following must also be included in the work book:

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

If an employee has changed his last name or his name has changed while working for the company, this must also be noted in the work book.

Now let’s take a closer look at the most common reasons for dismissals and the rules for entering information about this into the work book.

Caring on your own - how to reflect it in your labor report

Oddly enough, it is precisely leaving work on a person’s personal initiative that most often raises doubts among novice personnel officers: what to refer to, what entry to make in the employment record in this case? Due to the fact that the Labor Code contains several articles suitable for this situation, there are several options:

1. first option: rely on . Then you should write something like the following: “In accordance with clause 3, part 1, 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 a little differently: “In accordance with clause 3, part 1. Art. 77 of the Labor Code of the Russian Federation, dismissed at his own request.” This possibility is indicated in (the Instructions were specially developed and approved by the Russian Ministry of Labor).

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

Among others, this may include child care if necessary until the age of 14, a certificate of transfer of a spouse to work in other regions, etc. If you have any questions regarding this point, you can read the article in more detail - a detailed explanation is given there.

Regardless of the reason that served as the basis for parting with work at one’s own request, after entering this fact into the work book, it is necessary to put the signature of the personnel officer, the signature of the employee with the inscription “acquainted”, as well as the seal of the enterprise.

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

As the main personnel document regulating the relationship between employer and employees states, 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 one's own free will;
• by order of management, but only with consent.

The specialist at the former place of work must indicate one of these two points, while the personnel officer from the new job no longer needs to write about the reasons for the transfer. It is enough to confine yourself to a brief note that the employee was hired for such and such a position as a 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 department specialists, when recording information about dismissal, refer to Article 80 of the Russian Labor Code. But you need to remember that this article does not serve as a basis for dismissal. It only regulates the termination of a previously concluded employment contract between the organization and the employee. If a personnel specialist from a new job discovers this error in an employee’s work record, he will ask the person who made it to correct it. Thus, a small mistake can lead to unnecessary troubles and worries.

Dismissal by agreement of the parties

Sometimes, in order to finally part with an unlucky employee, employers resort to a rather neutral note with the wording: “Dismissed by agreement of the parties.” In this case, it is necessary to refer to. It must be said that the Labor Code does not provide for any strict requirements for this kind of 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 so-called “compensation” or, more simply, monetary compensation.

Retirement: correct entry in the work book

Sooner or later, all people leave their workplace due to retirement. Therefore, every personnel officer must know exactly how to make an entry in the labor record in these cases.

To begin with, it should be said that the dismissal of an employee in connection with an upcoming 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 the order of dismissal from his position in connection with reaching retirement age, an entry can be made in the work book.

In case of dismissal upon retirement, you need to rely on the article. An employee, like a HR specialist, must put a personal autograph on the entry, and then it must be certified with the company’s seal.

Other grounds for dismissal

As the Labor Code of the Russian Federation states, there are three most common types of grounds for separation from an employee: at the request of the employer, general, and due to circumstances beyond the will of the parties.

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

• declaring the enterprise bankrupt;
• making a decision by a legal entity to terminate an employment contract.

In these unpleasant cases, in the work book you need to refer to the article, and not to, and introduce wording that corresponds specifically to it.

Thus, before writing to the employment record of an employee about dismissal, it is advisable to check the Labor Code. All possible reasons for dismissal are indicated in it in different articles and described in detail. In order to save yourself and the person being fired from possible problems in the future, it is necessary to avoid mistakes and refer specifically to those articles that correspond to certain circumstances for parting with a former employee.

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An entry in the work book about voluntary dismissal is one of those working moments in which it is most important to comply with all the requirements of the law and take into account the nuances. After all, a mistake made when preparing this personnel document can lead to serious legal liability. Let's try to figure out what wording of entries is approved by law and what is the procedure for making them. Let's look at how to make an entry in the employment record about voluntary dismissal, using examples.

Let's consider another example: how to make an entry in the work book about dismissal 2020 if the employee leaves for a new place of work due to transfer? Then the dismissal is formalized by way of transfer: the entry in the employment record is formulated as “the contract is terminated.”

However, there are other circumstances, often painful for both parties, when the initiative is taken not by the employee, but by the employer. Below is a sample of dismissal in the work book 2020 when reducing staff: in this case, it is most advisable to use the wording:

Dismissed at the initiative of the employer due to a reduction in the number of employees of the organization...

When making notes about the dismissal of an employee, you can use various formulations provided for by existing legislation. However, it is worth giving preference to the grounds that are already formulated in the Labor Code of the Russian Federation.

Thus, we looked at how the work book is filled out when leaving at your own request in 2020, as well as at the initiative of the employer.

It remains to find out what the responsibility of the employer and the official (HR employee) is in the event of errors in the preparation of personnel documentation.

Responsibility

In case of violation of the rules for maintaining, storing and recording personnel documentation, responsibility for Article 5.27 of the Code of Administrative Offenses of the Russian Federation:

• for officials and individual entrepreneurs - a warning and a fine from 1000 to 5000 rubles;
• for legal entities - from 30,000 to 50,000 rubles.

The punishment for repeated violation is even more severe:

• for HR officers and individual entrepreneurs - up to 20,000;
• for legal entities - up to 70,000.