Is the employer obliged to issue it?
Some believe that such paper is a relic of the past, but if the HR department or the organization’s management receives a written request for its presentation, the employee cannot be refused.
Taking into account Art. 62 of the Labor Code of the Russian Federation, such a document from the place of work is submitted no later than three working days from the date of application. This norm applies not only to those subordinates who are currently registered in the company, but also to those with whom the employment relationship has already been terminated - a reference letter from their last place of work is issued for them (Determination of the Moscow City Court dated 09/08/2011 in case No. 33-28750). Not only the employee himself, but also government agencies have the right to request a recommendation. Why is it needed? Here is just a small list of situations when she is asked:
- when applying for a new position;
- when applying for a loan;
- when contacting the guardianship authorities;
- for submission to an educational institution;
- when being awarded a prize or state award;
- for the court.
Depending on the place where the document is addressed, the emphasis and formulation of the employee’s qualities are chosen.
Why do you need a characteristic for a leader?
The characteristic can be used both within the company that issued it and sent to third parties. It all depends on the purposes for which the certificate is requested. As a rule, the paper is drawn up in a number of standard cases.
- At the personal request of the manager.
- Upon appropriate request from government agencies. For example, for a court hearing or during investigative activities.
- At the request of the traffic inspectorate or prosecutor's office.
- During the transfer of an employee from one organization to another.
- When senior management makes a decision to appoint an employee to a particular position.
Varieties
Recommendations are:
- external;
- internal;
- positive;
- negative.
External are those documents that are submitted to other organizations or government bodies. When compiling them, it is necessary to clarify with the employee the purpose of the request - the style of writing and the form of presentation depend on this.
Internal characteristics are used, for example, when an employee is transferred to another department or division, for promotion within the organization where he works. Such a document necessarily places emphasis on the employee’s business qualities and work skills.
In some cases, a personnel specialist asks the immediate superior of the person being characterized to prepare a document, telling him in general terms how to write a reference for an employee, and providing him with a sample. This is acceptable and even correct, especially if a new person works in the HR department who does not know his colleagues well, or the team is so large that it is difficult for the HR officer to evaluate the qualities of a particular person.
Please note that the employer is not required to agree on the text with the employee. But if he does not agree with the content, then he has the right to challenge the document in court.
Who signs the testimonial
If the document is drawn up for the head of a structural unit (department, department, workshop), the document is signed by the head of the organization. And if we are talking about the director of the organization himself, then the document can be signed by one of the founders. Or representatives of a collegial body. For example, the Chairman of the Board of Directors.
The negative characteristics of the manager are no different in structure from those presented. In the content, the compiler conducts an analysis between the assigned duties and their actual implementation. Unsatisfactory performance may be evidenced by non-fulfillment of contracts, litigation (with contractors, employees), the presence of disciplinary sanctions, bringing the Company to administrative and other liability.
When writing a profile for a manager, pay attention to compliance with the legislation in the field of personal data and the Regulations on Trade Secrets.
General requirements
The current Russian legislation does not contain any template for drawing up such a document. Nevertheless, general rules still exist.
The paper is drawn up on the official letterhead of the organization. If this is not approved by the internal regulations of the enterprise, then the full details are indicated in the form, especially if it is officially required by any institution.
Let's take a closer look at how to correctly prepare a reference for an employee. It should indicate:
1. Personal data, which includes full name. persons, date of birth, marital status, data on military service and education, information on the availability of various awards.
2. Information about the work. The section contains information about length of service, time of acceptance, personnel movements within the organization, information about the person’s labor achievements and professional skills. If during the course of work the employee was sent for training, advanced training, etc., then this is also worth mentioning. In addition, this section contains information about the employee’s various merits (gratitude, encouragement, etc.) or disciplinary sanctions.
3. Personal qualities. This information is the most important. If the employee is the head of a department, then it is worth noting his organizational qualities, the presence or absence of responsibility for subordinates, the degree of readiness to make difficult decisions, his demandingness towards himself and his subordinates, and other qualities. If the employee is a performer, then the degree of his readiness to carry out the instructions of the manager, initiative, desire for excellent results, etc. should be indicated. Also in this section it is necessary to disclose the relationship of the person with the work collective: whether he enjoys authority and respect, or whether the relationship in the team does not work out due to the complex character or other characteristics of the employee.
Since this is an official document, it must be signed by the head of the organization. A signature and seal are required (if the company has one). It is important not to forget to put the date of compilation.
Another practical tip: try to fit all the information on one sheet.
To court
An employment reference for the court is one of the most difficult documents, because it must contain complete information about the employee and should not raise questions. Check that the specifications include:
- full name, not just initials;
- passport details;
- Date of Birth;
- residential address;
- Family status;
- number of children and their ages;
- education;
- belonging to military service.
It is worth talking about the employee’s job responsibilities, relationships with colleagues, describe personal and business qualities, and work achievements, if any. Mention should be made of the presence or absence of violations of labor discipline and disciplinary sanctions.
What to write about
The main requirement for a document is objectivity. As a result, the general description should create an image of the person being characterized and help form the correct opinion about him.
At the same time, the content changes depending on who the recommendation is being prepared for. If an employee intends to contact the guardianship authorities for the purpose of adoption, his personal qualities should be especially noted: for example, kindness, caring, good manners. If a worker is planning to advance up the career ladder or needs to find a job in a new place, such epithets as “executive”, “initiative”, “responsible” will come in handy. For the court, the details of how honest a person is, how he treats his responsibilities, and what kind of relationships he has with colleagues are important.
But there is another, pleasant reason to prepare a letter of recommendation - the awarding of state awards of the Russian Federation. In this case, personnel specialists should be guided by the recommendations from the letter of the Administration of the President of the Russian Federation No. AK-3560 dated April 4, 2012 and the decree of the President of the Russian Federation No. 1099 dated September 7, 2010 “On measures to improve the state award system of the Russian Federation.” The letter contains methodological recommendations regarding the preparation of award documents. It, in particular, says that the information should help evaluate the contribution of the awardee; it is important to mention the qualifications, personal qualities, high merits of the employee, and an assessment of the effectiveness of his activities. It is prohibited to directly list job functions, track record or describe the life path of a specialist. An example of a description of an employee from the place of work available for downloading is in the appendices to the article.
What is a characteristic for a leader?
A manager's profile is a document that describes the personality of the boss and his experience acquired while working in his position. Most often, this paper is required when the question arises of appointing an employee to a management position. However, other options are also possible. For example, if the relevant document needs to be submitted to government authorities. Or when transferring from one company to another.
The purpose of the testimonial is to show the employee’s achievements and reveal his potential. It reflects a person’s attitude towards work, as well as his personal and professional qualities. The basic information that needs to be included in the characteristics can be divided into several groups. Namely:
- general information about work activities;
- list of merits;
- personal qualities.
Fact
Please note that there is no single scheme for compiling this document. The exact content of the characteristics depends on the purposes of its preparation and the requirements of a particular enterprise. However, government organizations must be guided by the requirements of the state standard adopted in 2003.
The manager's profile is an official document. This means that it must be designed accordingly. In this case, the information contained in the document must be described in sufficient detail to reveal a complete and plausible picture of the person’s personality. The general director of the company or another employee with appropriate authority is responsible for the accuracy of the information. An authorized person studies the submitted data, after which he approves the paper, putting his signature on it. If a document is being prepared for transfer to a third-party organization, it must be certified with a round seal.
A character reference can be drawn up both for an applicant for a leadership position and for a person already occupying this position. Depending on their purpose, these papers are divided into several types.
- Production. For passing, for example, medical commissions.
- Service. For transfer to higher managers or organizations in order to resolve the issue of rewarding or, conversely, punishing an employee.
- Attestation. To confirm or refute the professional suitability of an employee when deciding on his transfer to a managerial position.
According to legal acts, providing a reference is a mandatory condition for transfer to a higher position in some industries. This statement is relevant, for example, for judges. In addition, on the basis of a document that comprehensively characterizes the employee’s personality and professional qualities, a number of other, no less important, decisions are made. For example:
- decision to reward or punish an employee;
- decision to promote an employee;
- the decision to appoint an employee to a management position upon his transfer from a third-party organization;
- decision to accept an employee for a position in various departmental institutions.
Examples of positive characteristics
1.
(on organization letterhead)
«______» _______________ 20___
Characteristic
Issued by ______________________________________________
(Last name, first name, patronymic, date of birth, position)
FULL NAME. work(s) in _____________________________________________________ starting with “______” _______________ 20___. During my work, I was repeatedly sent to advanced training courses, which I successfully completed, according to the following programs: ___________________________.
FULL NAME. has an extensive knowledge of his specialty and is always up to date with the latest developments in his field. Has excellent business negotiation skills.
FULL NAME. has established himself as a responsible employee, focused on excellent results, always ready to quickly make innovative decisions and bear responsibility for their adoption and for the actions of subordinates. Ready to work in any conditions, including outside working hours.
He is distinguished by his punctuality and delicacy in communicating with subordinates and colleagues, for which he is respected by the team. Demanding of himself.
___________________ ___________________
Position I.O. Last name Signature
2.
«______» _______________ 20___
Characteristic
This characteristic was issued by full name, date of birth: ___________________________, working in _____________________________________________.
(name of organization and its details)
c “______” _______________ 20___ to present in the position of _________________.
Has a higher education in the specialty _____________________________________.
Family status: ______________________________________________.
(indicate presence of spouse and children)
This employee is a worthy professional. He has never been subject to disciplinary action.
He is on friendly terms with his colleagues. He is friendly and restrained, in any situation he is ready for a peaceful resolution of the conflict. There are no bad habits. Has the right life priorities and guidelines. Enjoys participating in the social life of the team.
This characteristic was issued for submission to ___________________.
___________________ ___________________
Position I.O. Last name Signature
Examples of characteristics for a manager
Here are a few examples of job characteristics for directors of departments and enterprises. The documents were drawn up on company letterhead. In each sample, the main text is followed by a date and a signature certifying it.
Example No. 1
Example
Alexey Petrovich Ivanov, born January 28, 1979, has been the head of a department at Zapad-R LLC since September 2011. In 2004, he graduated from the Moscow Institute of Physics and Technology with a degree in engineering.
In the course of his work, Aleksey Petrovich Ivanov manages the work of the department, supervises the work of his subordinates, organizes production activities, and selects employees for existing types of work.
During his time as director of the department, Alexey Petrovich Ivanov proved himself to be a competent specialist, a good boss and an effective organizer. He is proactive, purposeful and energetic. Thanks to his exactingness both to himself and to his subordinates, the department entrusted to Alexey Petrovich Ivanov successfully completed all production tasks.
During his entire time as director of the department, Alexey Petrovich Ivanov never committed a disciplinary violation. When communicating with colleagues and employees of the department under his subordination, he is friendly, moderately strict, and patient. Colleagues and subordinates of Alexey Petrovich Ivanov listen to his opinion, ask for advice and, if necessary, seek help.
Alexey Petrovich Ivanov fully corresponds to his position. He is punctual, fair, capable of making independent decisions and approaches the tasks assigned to him with full responsibility.
This document was issued for submission to a division of the organization Sever-M LLC in connection with the transition to a new position.
Example No. 2
Example
Characteristic
for the General Director of Tekhnologiya LLC
Voroshilov Petr Nikolaevich
date of birth 02/15/1973
04/02/2017, Samara
Voroshilov Petr Nikolaevich has been working in the field of information security since 1994, after graduating from Samara State University in 1993. He began his career as a junior technical specialist. Communication skills and the desire to work for results allowed Pyotr Nikolaevich Voroshilov to become the head of the department in 3 years. And thanks to the need for continuous professional development and the ability to combine acquired knowledge with innovative solutions in practice, in 2000 he assumed the position of General Director of Tekhnologiya LLC.
During his career, Pyotr Nikolaevich Voroshilov proved himself to be an excellent specialist with a non-standard approach to solving problems. Under his leadership, department productivity increased by 67%. He knows how to find a common language with colleagues and subordinates. In communication he is polite and tactful. Shows responsibility and resistance to stress when solving complex production problems.
Over the years of work, Pyotr Nikolaevich Voroshilov has shown high professionalism and good team management skills. Colleagues speak of him as a sympathetic and kind person. He enjoys authority among his subordinates.
Anatoly Vasilievich has been in the position of manager since December 2017. He performs his work conscientiously, showing a high level of professionalism. In his work activities, he never deviates from the regulations, and also ensures that his subordinates act strictly in accordance with their job descriptions. He was repeatedly awarded by the founders of the enterprise for his ability to take initiative in solving production issues. As a leader, he demonstrates himself as an effective manager. The result of its activities in 2020 was an increase in profit volumes by 20% compared to 2020. Despite the fact that the planned figure was at around 11%.
Anatoly Vasilyevich makes decisions fairly and reasonably. When choosing the right strategy, it is guided by legislative norms and legal acts. The work is based on the interests of management. In order to organize an effective work process, he pays attention to establishing interaction between departments, in particular between officials heading both the enterprise as a whole and its structural divisions.
In his work, Anatoly Vasilyevich focuses on improving technical equipment and methods of cooperation with subordinates. He applies the most modern management methods. Thanks to this, he achieved high results in solving production problems and fulfilling all obligations to funds, suppliers, creditors and investors.
For two years, Anatoly Vasilyevich has been leading a program to increase the company’s economic efficiency, as well as reduce costs in order to save resources. During the implementation of this program, it was possible to achieve high efficiency and implementation of the intended goals.
Thanks to the effective work of Anatoly Vasilyevich as a manager, the number of highly qualified employees at the enterprise has increased. He devotes a lot of time to attracting new personnel and retaining them among the company's employees. It provides good career opportunities for qualified personnel. Promotes their career advancement by helping them cope with difficulties, disciplining and coordinating their activities.
Anatoly Vasilyevich helps improve working conditions in the company, coordinating work on their safety. He develops, coordinates and improves a program aimed at preserving a company's trade secrets. As well as a program aimed at protecting the environment from adverse factors.
Anatoly Vasilyevich fully fulfills all the duties assigned to him. He systematically improves his professional skills and broadens his horizons. Thanks to this, the quality of his work always remains at a high level. Over the course of two years, he completed 3 advanced training courses at the G. V. Plekhanov Academy, M. V. Lomonosov Moscow State University and D. I. Mendeleev Russian Chemical Technology University. In addition, he studied with foreign colleagues.
Anatoly Vasilyevich knows how to competently apply the acquired knowledge in practice. In addition to high erudition, he has a high degree of efficiency and determination. He is sociable and active. When communicating with colleagues and subordinates, he is correct and good-natured. During stressful situations, he shows composure, restraint and pronounced leadership abilities.
Anatoly Vasilyevich has leadership skills at the highest level. If it is necessary to solve spontaneous problems, I am ready to offer a non-standard solution. Helps eliminate deficiencies as quickly as possible. In communication he complies with the rules of business ethics. Calm.
Maria Alexandrovna has been the manager of the regional office since October 2011. She copes with the duties assigned to her conscientiously. Demonstrates deep knowledge in the professional field and a high level of intelligence.
Fluent in English and French. Has two higher educations in management and philology. Regularly takes advanced training courses.
Work is based on job descriptions. She was not subject to disciplinary action. Manages the department effectively. Shows initiative and responsibility.
Under the leadership of Maria Alexandrovna, the company's branch consistently achieves high economic indicators. Profit growth is about 5.3 per half year.
The decisions that Maria Alexandrovna makes are unanimously supported by the team. When choosing a management strategy, she is guided by logic and knowledge. Makes decisions quickly but carefully. Always ready to dialogue with employees. Takes criticism calmly and approves of subordinates making proposals to optimize the work process.
Pays attention to establishing fruitful cooperation with representatives of other regional offices. Always listens to the wishes of the company's management team and makes rational additions.
Develops and implements programs aimed at attracting experienced personnel to the company and improving the skills of existing employees, thereby supporting the development of their career growth and helping to increase the efficiency of their work.
Maria Alexandrovna is non-conflict. In communication she is reserved, but good-natured and responsive. Shows interest in various areas of activity and is optimistic about trying new development strategies.
Maria Alexandrovna strives for self-improvement and acquiring new knowledge and skills. To do this, she studies psychology, management and information technology.
Regularly conducts training seminars on effective management in other regional branches of the company. He regularly attends conferences, where he exchanges experience in the professional field with domestic and foreign colleagues. She approaches the tasks assigned to her responsibly. Shows initiative and independence.
Example of a negative recommendation
Let's look at what a finished reference for an employee looks like in a negative way (drawing such a review is possible, for example, in the case of personnel certification).
Vesna LLC
№ 567/13
Characteristic
Petrova Olga Ivanovna, born on March 8, 1984.
Olga Ivanovna Petrova has been working at Vesna LLC since January 2018. Holds the position of sales manager. The manager's responsibilities include the following:
- sale of enterprise products;
- interaction with clients;
- drawing up a marketing plan for the enterprise;
- searching for new product sales channels;
- maintaining contacts with clients;
- Maintaining client records.
From the first days of work in the team of Petrova O.I. showed herself to be a conflicted person. She repeatedly expressed her negative opinion about the company’s employees and its management. Expressed disdain for management and clients.
Professional skills of Petrova O.I. not tall. There are no opportunities to improve professional potential.
In the course of fulfilling the assigned tasks, there were repeated delays in delivery of products due to the fault of this employee. The plan for selling products is not systematically fulfilled.
Petrova O.I. repeatedly received disciplinary sanctions and reprimands due to being late for work and repeated absenteeism. This employee cannot cope with his immediate responsibilities. The question of inadequacy for the position was raised.
Head of Sales Department
Sumarkin M.V.
22.05.2020
Templates to use
All ready-made examples of characteristics for an employee, which are below, are given for your reference. But they are quite suitable for use for practical purposes if you enter the data of specific employees. In our case, a sample for the position of driver is given for different situations.
