When contacting some authorities and institutions, a person is required to confirm his employment, in particular, a copy of the work book, which must be certified accordingly. It is necessary when applying for a loan, receiving subsidies for utility bills, submitting documents to the guardianship council for the adoption of a child. To be sure that the document will be accepted, it is necessary to legally certify a copy of the work record book correctly.
The person who has the right to certify a copy of the work book
According to the established regulatory enactments, a copy of the employment document is certified by the person responsible for the personnel documents. In large companies, this is the HR department or HR service. In small businesses that do not have staff members on their staff, their functions are performed by an accountant. The director of the company can also certify a copy of the work book.
How to properly certify a copy of a work record book
It takes up to 3 days to issue a copy of the work book and hand it to the employee. If you need complete information about the length of service and places of work of the employee, then it is recommended to certify a copy of the work record book as follows:
- make copies of all sheets of the work sheet, on which there are records, starting with the title page indicating personal data and ending with a sheet containing information about the last place of work;
- on all sheets, except for the last one, the personnel worker or manager writes "the copy is correct", puts the current date and seal, indicates the position and signs, the seal and text should be located partially on the direct copy of the document, and partially on the blank part of the sheet;
- a copy of the last page of the work book is drawn up in the same way, only the phrase "Currently working" is added.
If it is necessary to provide selective information about a specific place of work, then the employer issues an extract from the employment, which is also a legal document. For this, a copy of the title page and pages containing the necessary entries are made, which are certified in the same way as the work book.
Whatever records of seniority or place of work are not needed, they must be certified by the employer or his representative, who currently employs the employee and has a work book.
To certify a copy of the employment document, and this document was legally binding, it is necessary to place each spread of the book on a sheet in A4 format.
Copy of work book: validity period
A copy of the work book is valid for one month after its issuance, provided that no new entries were made in the document. If the employee quit or changed his profession, then the copy of the labor license becomes invalid.
You can certify a copy of your employment record at a notary office. Then it will have a validity period without restrictions, but before entering new data into the document.