How to issue a receipt for receiving a work book in hand? Sample receipt for receipt of a work book upon dismissal Receipt for receipt of a labor record book in hand.

is an important document, which displays the employee’s entire career path, his professional and career growth.

Based on records of dismissals from previous jobs, one can judge the employee’s production discipline; based on the articles of dismissal, one can judge his punctuality, conscientiousness, etc.

The sheets in the work book, where awards and promotions are noted, also serve as a finishing touch to the portrait of the employee and the person.

From the moment of admission to the next place of work, this document is stored at the enterprise, in the personal file, and responsibility for its safety lies with the HR inspector or other responsible person.

Why is it necessary?

Without this document it is difficult to find a good job, even if there are other documents certifying the employee's qualifications. When leaving a previous place, there must be a letter indicating the relevant article of the Labor Code and the date. This is important, since when applying for a pension, breaks will affect the continuity of service.

A person who has reached retirement age or wishes to exercise his right to retire according to length of service, must be presented to the pension fund inspector original work book.

Pensioners of the current generation still worked at a time when computer networks did not exist and payments for contributions to the Pension Fund were made by transfers through a bank branch, and paid bills were filed in a folder and stored in the archive.

Those deductions that were made before 2000, in principle, can be checked, but it is very difficult to do this for each individual person, therefore the originals of paid invoices in the Pension Fund are sought only at the request of the court or the prosecutor's office, and usually are content with a work book and a certificate from the place of service.

Preferential pensions can be issued only when there is an original Labor Code and orders from places of work. As we see from the above, TC is the most important document when applying for a pension, because it confirms the presence of work in professions considered harmful.

Since this is a very important document that should always be in your personal file in the HR department, then simply giving it away is unacceptable; a receipt is required to receive it. This leaves a trace of where the original document disappeared from the personal file.

Why is the document issued?

Sometimes, always kept by the employer:

upon dismissal;
when applying for a pension;
when going for an interview when deciding to change jobs.

Resigning signs in a special book, where all cases of document issuance are recorded, so that later, in case of loss, there are no claims against the organization.

If a document is issued temporarily, the owner of the work permit must write written request to the company with such a request, then a receipt for the issuance of a work book will be drawn up.

Applications requesting the issuance of a work book in hand.

Who composes?

Draws up a receipt HR inspector, if the organization is large and there is such a unit on staff. In small companies, the duties of a personnel inspector are usually performed by any of the office workers, who performs them along with other official duties.

This office worker keeps personal files, makes entries in them, as well as in the work books of those leaving or hired. The book issued to the owner first photocopied in full, and after registration the receipt is placed in an envelope with a personal file.

What's included?

The receipt must include date when the document is issued, and term, during which it will be in the hands of the employee.

Like any receipt, this one also contains the employee’s last name and initials.

It is advisable to indicate reason for issue, as well as a signature with full name decoding.

Compilation rules

Receipt does not have an approved form, written by hand at random. Sample receipt:

Receipt

I, a welder of the Mashstroy construction department of the Aluminstroy trust, P.I. Nikitin, received from the personnel inspector L.G. Chirkova. hand over your work book to apply for a pension.

I undertake to return it no later than 30 days from now.

Signature (Nikitin P.I.).

Receipt form for receiving the work book in hand. .

Conclusion

The company needs a receipt because when checking the absence of the original of this document is considered a violation, because the employee did not quit and continues to be listed as employees. Despite the fact that the document is issued temporarily, labor issuance book You will also have to sign the date.

Maybe in the future there will be a document like will not exist at all, if information about harmfulness, length of service, and payment of deductions will be available on the display to every personnel inspector, but for now this document extremely important.

Always kept in the employee’s personal file, this book cannot be just irresponsibly handed over, a receipt will be required. A receipt is drawn up in free form, by hand, the main thing is that this document is written competently and legibly.

Since storage of work records is the responsibility of the employer, he can issue this document to an employee only in two cases provided for by law - upon dismissal or to issue a pension to a continuing employee. But in any case, in 2016, the employee will be required to sign a receipt for the work book, which relieves the employer of responsibility for its safety.

From the article you will learn:

Why is a receipt for receiving a work book required?
In what cases is a receipt for receipt of a work book drawn up?
How to issue a receipt for receiving a work book in hand.

Why do you need a receipt to receive a work book in 2016?

The work book is the main document confirming the length of service calculated when calculating the labor pension. And, like any document - the basis for monetary payments, it must be maintained and stored in strict accordance with the procedure established by law. The rules for maintaining and storing work books, producing work book forms and providing them to employers are regulated by the normative act of the same name, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225 (hereinafter referred to as the Rules).

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Encyclopedia on registration of turnkey work books from the Personnel System.

In accordance with the law, storage of employees’ work records is the responsibility of the employer with whom they have concluded employment contracts at their main place of work. These documents, which are strict reporting forms, must be stored in a specially designated room or, if there are few of them, in a separate safe, and registered in a special logbook. Personal responsibility for their safety lies with the employer and the personnel employee, whose responsibilities for recording and storing work books are included in the order. That is why it is necessary to prepare a document such as a receipt for receiving a work book - in order to accurately determine the moment of transfer of responsibility from the manager and personnel officer to the employee.

Issuance of a work book to an employee is permitted by law only in two cases: if the employee is dismissed (clause 41 of the Rules) and if he needs to receive social benefits, to confirm the right to which he will need to provide information about his length of service (Article 62 of the Labor Code of the Russian Federation). In each of these cases, he must provide the employer with a receipt confirming the issuance of this document and relieving the employer of responsibility for its safety forever or for a certain period of time.

A receipt for receipt of a work book in 2016 (no matter whether it was drawn up personally by the employee, his relative or authorized representative) must be written in legible handwriting and contain the following details:

full name of the document (“Receipt for receipt of work book”);
place and date of document preparation;
last name, first name and patronymic of the recipient, his passport details, permanent registration address;
name and details of documents confirming the degree of relationship or authority of the authorized person (if the work book is issued to a relative or authorized person);
a proposal containing clear wording that the work book has been received, indicating its series and number;
the reason why you need to obtain a work book;
signature of the recipient of the document and its transcript.

Cases when a receipt for receiving a work book is drawn up

However, in practice, guided by their internal documents, some organizations require citizens to submit original work books confirming their existing work experience when preparing documents. Therefore, in addition to cases of registration of social benefits, an employee’s work book (necessarily with a receipt for its receipt!) may be required:

for calculating a pension if the employee wants to continue working after reaching retirement age;
when obtaining a foreign passport and work visas to some foreign countries;
when applying for a large bank loan.

Receipt for receiving the work book in hand

The original work record book has a higher degree of protection than any copy, which is why such not entirely legal requirements are established. The personnel service of the enterprise has to meet the employees halfway and give them the originals of the employment documents against receipt.

The legislation does not regulate either the form or the text of the receipt for receipt of the work book, but the presence of the above details in it will indicate not only the fact that the employer handed over the work book to the employee, but also that he received it of his own free will within the specified period . It is the presence of details that makes the receipt of the work book in hand in 2016 an official, legally significant document. In the event of a trial, this document will be unambiguous evidence that the employee has assumed responsibility for its safety during the period of issue.

When the employee returns the document to the personnel service, the receipt for receipt of the work book must be destroyed. An appropriate entry must also be made in the work record book indicating that the work record book was returned in proper form.

Sample receipt for receiving a work book in hand:

to CEO

LLC "April"

Ivanov I.I.

RECEIPT FOR RECEIPT OF EMPLOYMENT CARD

I, Petrov Petr Petrovich (passport seriesXXnumberXXXXXX, issued by ХХХХ, residing at the address: ХХХХХХ), working as an engineer in the design department, I hereby confirm receipt of a duly executed work book of the TK-series from the HR department of April LLCXX numberXXXXXX.

Purpose of issuing a work book: for presentation to the OVIR for registration of a foreign passport. Issue period: 2 calendar days from 06/1/2016 to 06/2/2016.

06/01/2016 Signature I. O. Last name

Attached files

Employee's application for issuance of a work book (form).doc

Available to subscribers only

Employee's application for issuance of a work book (sample).doc

In some situations, an employee may need to receive his work book in hand. To do this, he will have to write an application for the issuance of a work book. When the book is received, you will need to write a receipt.

Application for issuance of a work book (sample)

Before you begin to compile this application, you should contact the organization's personnel service and find out if there are any instructions for filling it out. The legislation does not establish a specific form, but individual companies may have special rules.

If no special rules are provided, the application for the issuance of a work book is drawn up according to the general rules:

the application must be written on an A4 sheet;
in the upper right corner indicate the name of the company, as well as the surname and initials of the manager;
in the same column you need to write down your position, as well as your last name and initials;
in the middle of the sheet write the word “statement” in capital letters;
after this you need to indicate the reason why the work book was required;
at the end you need to put your signature and date;
After the HR employee accepts the application, they put the company stamp on it.

It is worth noting that the application must not contain any errors. Both handwriting and printing on a computer are allowed.

A sample application for the issuance of a work book is presented below:

Receipt for receipt of work book (sample)

A receipt for receipt of a work book in hand, just like an application, does not have a legally approved form. However, it must include the following information:

Company name;
the position held by the employee, as well as his last name and initials;
title of the document in capital letters: “receipt”;
the reason why the receipt is issued;
the date the document was drawn up;
the circumstances that served as the basis for extradition;
signature of the employee to whom the book was issued;
position, surname and initials, as well as the signature of the personnel specialist.

A sample receipt for receiving a work book is presented below:

Cases when a book may be required

The original work record book may be required to be submitted to the Pension Fund to apply for an old-age pension. The period of use of the original is limited. The employee only has three days to use it. After this, it must be immediately returned to the employer. The legislation does not provide any grounds for extending this period.

There are also other cases when a work book may be needed:

obtaining a loan from a credit institution;
registration of a foreign passport;
receiving government subsidies;
admission to university via correspondence.

However, in these situations, the employer does not issue the original book, but its certified copy. You can read more about why a copy of the work permit may be needed, as well as the procedure for its certification, in.

Step-by-step instructions for obtaining a book

What should an employer do if an employee does not return the book?

As practice has shown, quite often there are unscrupulous employees who do not return work books.

The employer has the right to file a claim in court by presenting a receipt, as well as an entry in the accounting journal. In such a situation, the employer will win the case without any problems, and the unscrupulous employee will receive a fine and be fired.

Deduction for book from salary

Employers have the right to withhold money from wages due to non-return of a book only by a court decision. The employer himself does not have the right to calculate the amount of deductions.

Therefore, if an employee does not want to return the work book, he should immediately go to court.

A work book is an important document for any working citizen. If a person does not work, then it is in his hands. When applying for employment, the list of documentation required from the applicant must include the designated certificate. If a citizen is on the staff of a certain company, then this document is stored in the personnel service of this enterprise. And from this moment on, the administration of the enterprise bears full responsibility for its safety. By order of management, a specific person is selected whose responsibilities include recording the documentation of all employees.

Upon dismissal, this document is given to the employee. However, many employers wish to receive official paper from the recipient confirming the fact of issue. Having received such confirmation, company managers can protect themselves from unscrupulous employees who may file claims after dismissal.

How to write a receipt for receiving a work book?

Issuing a personal work book to an employee is possible in two situations:

In case of dismissal;
The need to apply for social benefits.

The form of receipt for receipt of a work book upon dismissal is arbitrary. Traditionally, they use company letterhead, so the name of the company is already there.

If an employee needs to make a written request, he should immediately enter company and personal data. In the central part you need to write the name of the document itself and the basis for its preparation. The circumstances of this basis are mentioned, after which the employee must sign. A personnel employee of the enterprise is also required to sign not far from his signature.

Receipt upon receipt of a work book upon dismissal - sample

If it is necessary to issue a document that will serve as confirmation of the receipt of a work permit, emphasis is placed on the fact that at the time of issue the document is in good condition. In addition to the specified information, it is required to reflect the name of the company and personal data of the applicant and manager. A mandatory requirement for the receipt is the signature of the dismissed employee. A specialist from the HR department also signs, confirming that the document has been issued after dismissal.

Receipt for temporary receipt of a work book - sample

The second possible reason for obtaining a work certificate, besides dismissal, is the opportunity to receive certain benefits and resolve issues related to them. For example, a pensioner may need to recalculate his pension. Such a letter is drawn up in the name of the director or in the name of the head of the personnel department. The applicant must clarify his data and confirm the issuance on his own behalf. The confirmation document must contain a mention of the need to return the book. You should also write down the period during which the deed will be returned.

Receipt for receipt of the work book of the deceased - sample

In the event of the death of an employee, his relative may become the recipient of a worker’s work certificate. In the text of the corresponding letter, the relative indicates:

Your full name and passport details;
Then confirms the fact of issue of the document;
He also writes down the full name of the deceased relative who is the owner of the work document.

If there are no complaints regarding its execution and the entries made, then this information is also entered into the document. At the end, the citizen puts a personal signature and indicates the date of writing the confirmation act.

Receipt for obtaining a work book for a pension - sample

In this case, the employee who is on the payroll takes a work book in order to submit it to the Pension Fund. The employee indicates the period within which he undertakes to return this document. It should also be noted in the text of the appeal that there are no complaints about the execution of this document. Here, too, two signatures must be present - the recipient employee and the inspector from the personnel department.

Journal of registration of receipts for receipt of work books

As with many other documents, the rule about the need to take into account all incoming documentation is also relevant here. A log book is suitable for this case. There are no mandatory requirements for its content or form in the legislation. You can use even the simplest standard form, consisting of four columns:

Full name of the employee;
The phrase “I received a receipt”;
Date of issue;
Confirmation signature.

When conducting office work, each representative of this area is required to know the necessary rules established in relation to a specific process. An important condition is careful compliance with all standards.

The employer is responsible for the safety of the work records of its employees throughout the entire period of their employment. When a document can be issued to an employee, and how to formalize such issuance, we will tell you further.

Work books: storage

The rules for maintaining and storing work books are approved by Decree of the Government of the Russian Federation dated April 16, 2003 No. 225. The storage location is usually the personnel department or accounting department of the company, that is, the department responsible for registration for work and dismissal.

Work books and inserts are taken into account in a special Accounting Book. It records all work books received from employees upon their entry to work and issued to employees who have no previous work experience. When a new form is issued to employees without work experience, the employer, at their request, makes a deduction for the work book from wages in the amount of the cost of the form.

When can you issue a work permit?

It is permissible to hand over a work book only in two cases:

upon dismissal of an employee - on the last day of his work with the employer;
to provide the original document to the Pension Fund when assigning a pension, an application for the issuance of a work book will be required, and the employee is obliged to hand over the work book to the employer, after its return by the fund, within three days (Article 62 of the Labor Code of the Russian Federation). The employer has no right to refuse such issuance.

In other cases (to obtain a loan, travel abroad, etc.), the work book is issued to the employee in the form of a certified copy (Clause 7 of the Rules, Article 62 of the Labor Code of the Russian Federation).

Application for issuance of a work book

If an employee temporarily needs a work book in order to provide it to the Pension Fund, he must write an application. The form of such an application has not been officially approved, but it must contain:

the phrase “I ask you to issue a work book”, the application must also contain the purpose of such issuance,
confirmation that the employee has been notified that he must transfer the work book to the employer within 3 days after its return from the Fund,
employee signature and date.

Application for issuance of a work book (sample):

A.A. Petrov

from the head of the control department

Krylova Anna Ivanovna

Statement

According to Art. 62 of the Labor Code of the Russian Federation, I ask you to give me a work book, series TK-III No. 0123456 in the original for presentation to the branch of the Pension Fund of the Russian Federation at the place of residence in connection with the registration of an old-age labor pension.

The employee was notified of the obligation to return the original work book to the HR department of Avangard LLC no later than 3 working days from the date of its return by the Pension Fund department.

June 20, 2017 Krylova

Receipt for receipt of work book

When issuing the original document to an employee, the employer should not only make a photocopy of it, but also take a receipt from the employee confirming receipt of the work book in hand, thereby relieving himself of responsibility for its safety while away from the territory of the enterprise.

What should such a receipt contain:

date of compilation,
series and book number,
reason for issuance,
deadline for returning the document by the employee,
employee signature.

When the employee returns the work document, the receipt must be “cancelled”, and the employee is given a “counter” receipt from the employer for the return of the document.

Receipt for receipt of work book (sample):

General Director of Avangard LLC

A.A. Petrov

from the head of the control department

Krylova Anna Ivanovna

Receipt

I, Anna Ivanovna Krylova, confirm that on June 20, 2016, in the personnel department of Avangard LLC, I received the original work book, series TK-III No. 0123456, for presentation to the branch of the Pension Fund of the Russian Federation at the place of residence for registration of an old-age labor pension.

I undertake to return the received work book within 3 working days from the date of its return by the Pension Fund department.