The employment order form is a document that can be drawn up either in free form or using a unified template. What comes first: drawing up an employment contract or an employment order? How to draw up this internal document correctly and without errors?

An organization is a small state that has an internal code of laws, a Charter, and is obliged to issue regulations on all important occasions. Hiring new employees is without a doubt one of them. significant events. It doesn't matter at all. Who exactly are you going to employ: a simple worker or a department manager? In any case, the entire package of documents must be completed, as required labor legislation. Let's figure out what kind of papers these are and what place among them is the order to hire an employee.

Personnel documentation for employment

First, let's look at the algorithm for hiring a new employee and present the entire package of documents that accompanies it. After all, before we look at the hiring order template itself, we need to understand on the basis of what documents it can be drawn up and what the HR officer needs to have on hand before starting to register a new employee.

So, the organization conducted the necessary interviews and selected a worthy candidate for employment as a specialist in the sales department. The future employee of the company brought his documents to the HR department and wrote a job application addressed to the manager. At this moment, many old-school personnel officers begin to print an order, indicating this very statement as the basis for it. This is the most common mistake in modern HR administration. Yes, the order can indeed mention the candidate’s statement, but only as an additional document, the basis for issuing a local normative act according to the organization is only signed employment contract. Only after its approval and conclusion can you certify the fact of employment, and only then draw up a registration card and open a personal account in the accounting department.

A set of primary personnel documentation for each employee is compiled in the following order:

1. Application for admission.
2. Employment contract.
3. Reception order.
4. Employee's personal account card.
5. Entry in the work book.

All these forms are completed in exactly this order, although most often this all happens on the same day, so all records and documents have the same date, except that the application can be completed earlier.

Sample employment order: how to write it without errors

After we have dealt with the sequence of documentation, we can dwell in more detail on the employment order itself. This internal administrative act can be drawn up in two ways, both of which are acceptable and legal:

• on a unified form (forms No. T-1 and T-1a, approved Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 N 1);
• in free text form.

Unified primary accounting documents are not mandatory for use since January 1, 2013. This is stated in Information of the Ministry of Finance of Russia N PZ-10/2012. However, those employers who are comfortable with it can continue to use them. If the document is drawn up in the form of text and not a table, it is necessary to indicate all the necessary data in it. Although the Labor Code does not directly regulate the internal regulations of an organization, a sample employment order must necessarily contain a number of information, without which it can be considered invalid. These include:

• data on administrative action (in our case, order);
• last name, first name and patronymic of the employee who is employed by the organization;
• the position (profession) in which the employee will work;
• name of the department or division of the organization;
• the procedure for remuneration and the amount of salary (you can refer to the staffing table);
• probationary period and its conditions (if necessary);
• details of the employment contract with the employee;
• date from which new employee must begin performing his official duties.

The employer can provide the remaining information at his own discretion. Like every regulatory act, the order must have a number and date of preparation, as well as the signature of the person who issued it. It is not forbidden to register several new employees at once with one order if they are hired on the same day. In this case, all of the above information must be indicated for each of them. For example:

ORDER for employment

I order:

1. Hire Marat Sergeevich Koshkin for the position of sales department specialist under the terms of employment contract No. 56 dated April 12, 2019 from April 12, 2019. Establish a trial period of three months, with payment according to the staffing schedule. Head of Department Kurochkin A.P. prepare orders necessary for the performance of his duties by Koshkin M.S.

BASIS: Employment contract No. 56 dated April 12, 2019.

2. Hire Maria Stepanovna Petrova as a cleaner, under the terms of employment contract No. 57 dated April 12, 2019, without establishing a probationary period, with payment according to the staffing table from April 12, 2019.

BASIS: Employment contract No. 57 dated April 12, 2019.

At the bottom of the document, each employee must sign that he or she has read the order. The details of this order must be indicated in the work book.

If an organization uses a unified form, then drawing up a document is much easier, since you only need to fill in the missing information. True, such a form contains some information that may not be indicated in any document, for example, the exact salary amount, the employee’s personnel number. It is convenient to always keep Form No. T-1 at hand - for example, in the template folder of the most popular personnel documents on your computer; to do this, you just need to download it once - the employment order form will serve you for many years.

Form No. T-1a is intended for registration of a group of workers, it contains identical columns for several people. It can also be downloaded - an order for employment in the T-1a form is convenient in case of mass hiring.

Separately, you need to pay attention to the fact that in some cases the order has a number of features. For example, when registering part-time employees or under a fixed-term employment contract. All these nuances should certainly be indicated in the document. Particular attention must be paid to the issue of registration of minor employees. Let's look at this in more detail.

Order on hiring a minor

Employment of minors, that is, persons under the age of 16, is possible only with the consent of their legal representatives: parents or guardians, as provided for in Article 63 of the Labor Code of the Russian Federation. In addition, in order for persons under the age of 18 to be able to work, they are required to Article 69 of the Labor Code of the Russian Federation must provide the results of a preliminary medical examination, which must be paid for by the employer. Only if these documents are available, can an employment contract be concluded with a minor and an order issued on its basis.

Such persons can only be employed for light work that is not associated with harmful and dangerous production factors. Carrying heavy objects and other work, which, as stated in Article 265 of the Labor Code of the Russian Federation, may cause harm to health and moral development teenager Article 70 of the Labor Code of the Russian Federation Probation for minors is prohibited. All this must be observed in the employment contract, and also reflected in the order. Separately, the document should indicate the length of working hours of such an employee, which, due to the requirements Article 94 of the Labor Code of the Russian Federation cannot be more than:

• 5 hours - for persons aged 15 to 16 years;
• 7 hours - for persons aged 16 to 18 years.

Children under 15 years old can work no more than 2.5 hours a day, as they are expected to combine work and study. It is prohibited to send such persons on business trips and to involve them in work outside of normal working hours, including holidays and weekends. Otherwise, the sample order for the employment of a minor does not differ from the usual internal regulatory act of a personnel nature.

One of the most important basic documents for a personnel specialist is an employment order. Read about the intricacies of its design, download a ready-made sample

From this article you will learn:

How to write a job application

The employment order is drawn up in mandatory, on its basis an entry will be made in the work book. You cannot get by with one job application; the absence of an order is an administrative violation (Part 1 of Article 5.27).

Commercial organizations, according to , have the right to create and use their own forms of personnel document flow. Thus, everything depends on the traditions of the enterprise: some use the usual unified form, others make the necessary changes to it, and others develop their own forms.

The basis for creating an order is an employment contract concluded between the employer and employee.

Design rules

At the beginning of the employment order, the mandatory details of the organization are indicated:

• Name (exactly corresponding to the constituent documents). The abbreviated name of the organization is indicated only in cases where it is enshrined in its constituent documents. Please note that if your organization has an abbreviated name, it must be indicated (in parentheses) after the full name.
• OKPO. Code by All-Russian classifier enterprises and organizations consists of eight digits and is retained by the organization throughout its existence. Essentially, this is a unique number that cannot be repeated by any other organization.
• OKUD. The order for hiring a position according to the All-Russian Classifier of Management Documents has code 0301001. It is this that must be indicated in the column “Form according to OKUD”. If you use forms printed in a printing house, then this code will already be printed in the column.
• Document data: date of issue, place and number in the organization’s document flow. Traditionally, a log of orders for personnel is used, and the number code is double: a digital designation of the date in combination with a digital-alphabetic code: the order of the order for this year and the letter “k” (personnel) or LS (“personnel”).

Since the order is entered into the journal after the manager signs it, it is better to enter these details manually.

Next comes the basis of the document: the number and date of the employment contract. For example, you entered into an employment contract with an employee, in which you indicated that he is obliged to begin work on March 15, 201. Accordingly, this date of the beginning of the performance of official duties in accordance with the employment contract is entered in the employment order.

The “by” column is filled in only in cases where the employment contract is concluded for a certain period. If the employment contract is signed for an indefinite period, the “to” column of the employment order remains blank. If the term of the employment contract is determined, then there are several options for filling out the “by” column. The end of the employment contract may be determined by a specific date. In this case, this date is indicated in the employment order.

If the contract has a limited validity period, its expiration date is entered into the order; if the validity period is not specified, then it does not need to be entered.

After this, the content is formulated. It is extremely important to accurately enter the terms of the employment contract, avoiding discrepancies (Part 1, Article 68 of the Labor Code of the Russian Federation):

• Employee working conditions. Be careful, especially if we are talking about harmful or dangerous working conditions according to the SOUTH.
• Character labor activity.
• Position of the hired employee, structural unit.
• Payment procedure.

In addition to the listed points, the order may include operating hours, information about the probationary period and other necessary information.

There is no need to put a stamp only if such a requirement is specified in the local regulations of the organization. But you need to sign. This is done by the head of the enterprise or an employee performing his duties (usually a deputy).

Familiarization with the order

You cannot delay placing an order. The employee must be familiarized with it no later than 3 days from the start of actual activities at the new location. Therefore, the HR department has these 3 days to prepare the document.

It is convenient to provide for this point in the design and add additional lines to the document for the employee to fill out: date of review, personal signature and transcript.

According to Article 62 of the Labor Code, employees have the right to receive copies of all personal documents. So if the HR department is contacted with such a request, it must be granted.

A copy (or an extract, if the order was drawn up simultaneously for a group of hired employees) is made according to the following rules:

1. The employee must write a written request to provide a copy.
2. The copy is certified.
3. Time to fulfill the request is 3 working days.

Order storage period

The employment order has a long shelf life. According to, it belongs to the group of documents on personnel. Such documents are stored for 50 years from the date of issue.

This period applies only to documents created after 2003; those published earlier are stored for 75 years.

For the first 5 years, the order is stored in the personnel department, in a folder with documents of the same year of similar nomenclature. Only after this time has passed it can be transferred to the archive. Then it must be destroyed.

The fact that an employee is hired is recorded using an appropriate order, which is issued on the basis of a document signed between the employee and the employer.

The employment order is prepared and executed by an employee of the personnel or legal service, signed by the head of the organization and brought to the attention of the hired employee against signature. In the future, this order is already the basis for making appropriate entries in its work book, as well as for the accounting department to open an employee’s personal account.

To register and record persons hired, an organization can develop and use its own text form of an employment order. In this case, the content of the order must reflect the following data:

• indication of administrative action,
• surname, first name, patronymic of the hired employee,
• the position (profession) for which the employee is hired,
• name of the division or department,
• wage level,
• conditions of the probationary period (if necessary),
• date of conclusion and number of the employment contract on the basis of which the employee is hired.

A hiring order can be issued to a group of employees. Then all of the above points must be indicated in the order for each employee separately.

Also, to register persons hired under an employment contract, you can use a special unified form of an order (instruction) on the admission of an employee(s): form No. T-1 - used for the admission of one employee, form No. T-1a - for a group of employees.

Filling out the unified form No. T-1 and T-1a should not cause any difficulties, but there are still some features of their design that require explanation:

1. If an employment contract is concluded with an employee (employees) for an indefinite period, then in the “Date” line of form No. T-1 (in the “Work period” column of form No. T-1a), the “to” column is not filled in.

1. In form No. T-1, one of the forms of labor organization must be indicated as the conditions of employment and the nature of the work to be performed. For example, “part-time”, “permanently”, “as a transfer from another organization”, “to perform certain work”, “to replace a temporarily absent employee” and so on.
2. The tariff rate, salary and allowances in the employment order are indicated in accordance with and must correspond (coincide) with the terms of remuneration specified in the employment contract.

The main advantage of unified employment order forms is their comparative simplicity, much less formalization compared to the text version, which is largely arbitrary. In the unified forms there is no need to make notes about the employee’s agreement with the working conditions, about the completion of the necessary training, medical examination, and so on. However, this entails the need to draw up approval sheets, a medical examination, a briefing sheet, etc.

According to the issued order, the employee must begin his professional duties on a certain day. If the employee does not go to work on the specified day without good reason, the order may be cancelled.

Registration of employee employment is strictly regulated by labor legislation. The issuance of an employment order occupies one of the central places in this procedure, along with the conclusion of an employment contract.

Let's figure out what rules the creation of this document must comply with.

What labor legislation says about the order and its form

The formalization of the relationship begins with the signing by the employee and the employer of the main document for them - the employment contract.

The next mandatory stage is the issuance of an order (instruction) on hiring the employee.

Now, due to changes in accounting legislation, employers have the right to use independently developed and approved forms of accounting documentation, including employment order forms. It is also possible for the organization to make changes and additions to the unified form with their approval as part of the organization’s accounting policies.

In practice, most organizations, when issuing an employment order, continue to use the unified T-1 and T-1a forms unchanged, since they are convenient and universal.

Basis in the employment order

The order on the unified form T-1 indicates the employment contract concluded between the employee and the employer as the basis.

An application for employment is not a basis for issuing an order, nor is a memorandum of an official authorized to carry out actual admission to work, or other internal documents.

If the employer considers it necessary to also refer to these documents in the order, he should enter the corresponding column in the approved order form.

Deadlines for issuing an employment order

Regarding the timing of drawing up and issuing an order, the law only says that it must be presented to the employee against signature within three days after the actual start of work.

This means that the employer must issue an order no earlier than the employment contract comes into effect, and no later than three days after the actual start of work.

In any case, the period for issuing an order for employment should not precede the start of work, so that in the event of cancellation of the employment contract (according to Article 61 of the Labor Code of the Russian Federation, if the employee has not started work, the employer has such a right) to draw up a smaller number of documents.

The procedure for familiarizing an employee with an issued order against signature within three days is simple: in the text of the order itself (in the unified form No. T-1) there is a place for this and the date of its execution.

The design and issuance of an order to hire an employee do not differ in any other features.

The order must be prepared, signed and brought to the attention of the employee against signature within three days from the date on which he began to perform his duties. In fact, the execution of this document represents the transfer of information from the employment contract into the fields of the unified T-1 form. Let's look at how to fill out an employment order (2019 sample) step by step.

How to issue an order for employment

Step 1. Fill out the header

We enter the name of the organization and the eight-digit OKPO code. Please note that we are considering a job order (example) for a fictitious organization, so when filling out your primary documents you will have to enter your own codes.

Step 2. Enter the employee’s personal data

Write down your full name. employee in genitive case, as well as other information (name of unit, position, conditions and nature of work, salary, duration of probation, etc.). It doesn’t matter whether you are making an order for the chief accountant, general director or a simple mechanic, the filling procedure will be the same. All information is recorded exclusively in the wording specified in the employment contract.

Step 3. Assign a number and sign with the manager

Each organization has its own document registration system: some automatically register in electronic programs, others do it manually on paper. Regardless of the registration method, we recommend that you adhere to the following rules:

• details of employment orders and details of employment contracts must be the same, this will avoid confusion and unnecessary bureaucracy. In addition, this does not contradict current legislation;
• After assigning the necessary details, we sign the order (hiring) with the head of the organization.

Step 4. Introduce the employee

The employee must be familiarized with the document confirming the start of his employment with this employer within the first three calendar days. That is, if he began to fulfill his job responsibilities on Friday and the next two days he has days off, he needs to introduce him on Friday.

Step 5. File and register

We file the original with the employee’s note about familiarization in the nomenclature folder. We enter information about the document details into the employment order log. Below you can download the entire completed order for the appointment of a chief accountant in 2019 at Pion LLC.

Do I need to put a stamp on the order?

The employment order form does not apply to personnel records documents that require an imprint of the employer's seal. A seal will be required if you have to certify its copy. In addition, the unified T-1 form does not provide space for a seal imprint.

Registration of an order for employment in a journal

The employer is obliged to organize the recording of these documents. For this purpose, the employer, by its local regulations, can appoint a responsible employee for maintaining this journal. These could be:

• personnel officer;
• accountant;
• office manager;
• any other person at the discretion of the employer, but, as a rule, from among those responsible for documentation hiring and dismissal of employees.

The journal form must include the following required fields:

• date of publication of the normative act;
• his number;
• registration date.

An inventory is sometimes used as a journal, which can be placed in the nomenclature folder for storing regulations on the hiring of employees, and the presence of the fields indicated above is mandatory.

Happy new beginning calendar year numbering in the journal must be started anew, while existing information cannot be deleted; they must be stored for 75 years, according to subparagraph “b” of paragraph 258 of the List approved by Order of the Ministry of Culture dated August 25, 2010 No. 558. These deadlines must be maintained, even if you have order for hiring part-time work at 0.5 rates.

How long is a job order kept?

The employment order must be kept for 75 years, the basis for this is clause 19 of the List of Archival Documents, approved by Order of the Ministry of Culture dated August 25, 2010 No. 558.

Examples of orders

Before you start looking at the examples, please note once again that the employment order form can be executed either on a unified form (T-1) or in free form using the organization’s letterhead. The main and main point regarding this document can be expressed in four points:

• actual availability;
• written form;
• compliance with the wording in the employment contract;
• employee's notes on familiarization.

Example of an order for temporary work

When applying for a temporary job, the order must fill in a field indicating the end of the employment contract, and also indicate in the line “Conditions of employment” that this work activity is temporary for the employee.

Order for employment under a fixed-term employment contract, sample

Order for hiring 2019 individual entrepreneur

It differs from a regular order in the absence of an OKPO code, name structural unit. This work, as a rule, is temporary.

Example of an order for hiring an individual entrepreneur

Order for employment with a probationary period

The absence or presence of a test is indicated in the employment contract by agreement of the parties. Information about the probationary period must be indicated in the employment order.

Order for employment with a probationary period, sample

Order for employment at 0.5 rate

Such employment is possible with internal or external part-time job. In this case, the size of the 0.5 rate is not indicated in the order itself; only the size of the salary is indicated, the maximum limit of which cannot exceed half of the corresponding rate according to the staffing table.

Example of an order for hiring a part-time job

Order for hiring a part-time worker

In principle, it is no different from the previous example, in which we saw a sample order for employment at 0.5 rates. Here, as an option, you can consider the example of replacing a temporarily absent employee (on parental leave). In this case, the end of employment field is not filled in, because the main employee can leave at any time.

Example of an order for hiring a temporary part-time worker

It should be noted that part-time workers, both external and internal, are not necessarily accepted on a part-time basis. You cannot accept a job at a higher rate: for example, you cannot make a sample order for employment at 1.5 rates. In the case of part-time workers, you can start with 0.5 and then go down.

Order for employment at 0.25 rate, example

The difference between these two orders is in the salary figures that are set for the employee upon hiring.

Order on hiring a convicted person

When hiring a convicted person, in addition to the main package of documents, an order to appear for work is provided, which is issued by the penal inspection. At the same time, a fixed-term employment contract cannot be concluded with a convicted person (there are no grounds in).

An example of an order to hire a convicted person

In the hiring order, we do not indicate that the employee is convicted.

Order for hiring a driver

As a rule, they are accepted into garages or motor transport departments.

Example of an order for hiring a driver

Sample order for hiring the same driver for the main job at 0.5 rate

Order for employment by transfer

If an employee is transferred from one legal entity to another, the order for employment will be in the T-1 form (the former employer will issue a document on dismissal, the new employer will issue an acceptance document).

If the transfer is internal, an order is issued in form T-5.

Example of an order for employment by transfer, form T-5

Employment order, sample form for admission to another organization

Order for hiring a director

When employing employees, the order for their employment is signed by the employer. When hiring a general director, the order is signed by the chairman of the meeting of the company's owners, even if the director is chosen from among the owners. If general manager- the sole owner, he himself signs an order for employment, but as the sole founder of this company.

Example of an order for hiring a director

If the founders have decided and the new director is not against it in principle, then they can make a decision and issue an order for 0.5 rates, a sample of which is below.

Order on hiring a minor

A nuance of this order may be the circumstance that in the case of employment of a minor under the age of 14, it is not the employee himself who must be familiarized with the employment order, but one of his parents. When employing minors over the age of 14, they sign the documents themselves.

Example of an order for hiring a minor

At the same time, when hiring minors, one must remember about the prohibitions and restrictions for this category of workers that are established. Besides,