Error in the employment record book: how to correct an entry and confirm your length of service

People most often come with a question about an error in the employment record book before a pension is awarded: it turns out that the employment entry does not match the system data or was made in breach of the rules. Less often, the reason is a new employer who doubts the authenticity of information about a previous place of work. In both cases, the person is dealing with the correction procedure for the first time and does not understand who to approach: the former employer, the archive or a state body.

In this article you will learn which errors occur most often, how they endanger your length of service, and how the correction procedure works now that the main records are kept in the unified system of labour contracts. We will separately look at cases involving an error in the full name or date of birth, and the situation where the employer refuses to correct the entry.

The employment record book in Kazakhstan: what it confirms now

The paper employment record book in Kazakhstan remains valid for periods of work before the transition to electronic records. With the introduction of the Labour Code of the Republic of Kazakhstan in 2007, it ceased to be mandatory when taking up employment: the main document is the employment contract. Since 2020, information on employment contracts has been recorded in the USLC, and new employment entries are kept there rather than on a paper form.

At the same time, the book has not been abolished: it remains the primary source for periods before the introduction of electronic records. It is used to establish length of service for pensions and social benefits for past years, so an inaccuracy in it is an obstacle to confirming entitlement to payments.

• The employee's surname, first name, patronymic and date of birth.
• Name of the organisation and periods of work.
• Position and structural subdivision.
• Date and number of the order on hiring and dismissal.
• Grounds for dismissal and reference to the provision of labour legislation in force on the date of the entry.
• Absence of uncertified corrections and erasures.

Which errors in the employment record book are most common

An error in the employment record book is discovered when confirming length of service. Human error and changes of HR staff give rise to persistent types of defects. Confirmation of length of service depends on the accuracy of the entry, including for pension purposes for periods before electronic records, when the book remains the main evidence of employment.

Errors concern the identification of the employee and orders.

A discrepancy in the surname, name or patronymic with the identity card, or an error in the date of the order or of hiring, casts doubt on whether the entries belong to the person. An incorrect date of dismissal affects the calculation of length of service and the calculation of payments. An error in the job title distorts the nature of the work and may deprive the person of the right to preferential calculation of length of service or early payment.

• Discrepancy of the surname, name or patronymic with the identity card data
• Incorrect date of the order, of hiring or of dismissal
• Absence of a reference to the order in the entry on hiring, transfer or termination of the contract
• Missing entry on transfer to another position or to another subdivision
• Illegible stamp, damage to the form, corrections without proper certification
• Inaccurate or incomplete name of the position, profession or structural subdivision

Why an error in the employment record book is dangerous for length of service

An error in the employment record book and length of service are directly linked: the body that awards payments checks the entries, and a defective entry may not be accepted. The period of work falls out of the length of service, and this affects the amount of the payment, since length of service is taken into account when it is calculated.

An incorrect entry may diverge from the data in the system, and the period will have to be confirmed additionally. While the employer or the archive are available, the entry can be corrected or confirmation of length of service obtained; over time documents are lost, restoration becomes more difficult, and the length of service may remain unaccounted for.

• The body that awards payments does not accept an entry with corrections that have not been properly certified.
• The period of work is not included in the length of service if the entry contradicts the data of the Unified System of Electronic Labour Data or the employment contract.
• The amount of the payment is reduced when a disputed period falls out of the length of service.
• Over time it becomes more difficult to obtain confirmation from the employer or from the archive.
• Timely correction of the entry preserves the possibility of taking the period into account when the payment is awarded.

Who corrects an entry in the employment record book now

Entries from the paper period are corrected by the employer that made them: the HR service checks the entry against the order and the employee's documents and prepares a corrective entry. On reorganisation, the obligation passes to the legal successor, which confirms its status with the constituent documents and makes the correction in its own name.

If the employer has been liquidated, the correction is made on the basis of archive data: the employee obtains an archive certificate or extract, and the entry is brought into line on their basis. A request to the legal successor or to the archive is submitted in writing with copies of the employment record book and documents confirming the work.

• correction of the entry by the employer that made it, if the organisation is still operating;
• applying to the employer's legal successor in the event of reorganisation;
• requesting an archive certificate if the employer has been liquidated;
• checking the entry against the order, employment contract and other documents;
• a written application with copies of documents confirming the work attached;
• taking into account that entries made after the transition are kept in the employment contract and the Unified System of Labour Contracts (ESUTD).

Procedure for correction: from application to a new entry in the employment record book

The procedure for correcting an employment record book begins with a written application by the employee to the organisation that made the erroneous entry, or to its legal successor in the event of reorganisation. The application states which entry is incorrect and why, and asks for corrective information to be entered. Copies of documents confirming the correct data are attached to the application: the order on hiring, transfers or dismissal, the employment contract, and a certificate confirming the renaming of the organisation.

On the basis of the application, the organisation issues an order to make a correction in the employment record book. The order records the basis and content of the new entry, as well as the invalidation of the previous entry. The employee is made familiar with the order against signature.

• the employee's application stating the incorrect entry and the reason for the correction
• a copy of the order on the basis of which the entry was originally made
• a copy of the employment contract or additional agreements to it
• a certificate confirming the renaming, reorganisation or liquidation of the employer, if this affected the entry
• documents confirming the correct information: diploma, certificate, extract from the ESUTD

An error in an employment record book will not disappear on its own and over time only makes it harder to confirm length of service: the sooner the correction is started, the easier it is to gather the grounds and find the necessary documents.

What documents are needed to correct an employment record book

The collection of documents begins with the applicant's identity document and written evidence of the fact of employment and the content of the disputed entry: orders on hiring, transfers and dismissal, the employment contract with additional agreements, and employer's certificates confirming the period of work and the position. An extract from the ESUTD allows the data in the unified system to be checked against the paper document and discrepancies to be identified.

If the organisation has been liquidated, the evidence is based on archive documents. A request is sent to the state archive at the location of the organisation and to its legal successor, if one has been identified. An archive certificate of length of service confirms the periods of work, positions and grounds for hiring and dismissal where the primary HR documents have been lost.

If there is an error in the full name or date of birth in the employment record book

A discrepancy between the data of the holder of the book and the identity document occurs because of a change of surname, an error made when it was first completed, or a typo in the date. If an error is found in the full name or the date of birth is incorrect, it is important to understand: the book does not certify identity and does not confirm civil status.

Identity is established by the identity document showing the current surname, first name, patronymic and date of birth. A certificate of change of name, marriage or birth confirms that the previous and the new data belong to the same person. These documents eliminate the discrepancy and confirm that the entry relates to the holder.

• Check the identity document data against the entries in the employment record book and the information in the ESUTD.
• Prepare documents confirming the change of full name or date of birth: marriage certificate, certificate of change of name, birth certificate.
• Check that the IIN in the records matches the IIN in the identity document.
• If an entry in the record book does not match the document, submit an application to make corrections in the manner established for maintaining employment record books.
• Make sure that the correct information is reflected in the employment contract and in the unified system of employment contract records.
• Keep copies of all documents on the basis of which the changes were made.

What to do if the employer does not correct the employment record book

If the employer refuses to correct the employment record book, the first step is a written application addressed to the head describing the erroneous entry and demanding that the document be brought into line with the information about the employment. The application is registered or handed over against signature on the second copy — this leaves confirmation of the fact and date of submission.

A refusal or evasion is documented: the original of the reasoned refusal or the mark of registration of the application and witness testimony are kept. Copies of the employment contract and other documents confirming the disputed period are useful. For periods before 2007, the employment record book remains the main evidence of length of service, including for the award of a pension, so a distorted entry affects the employee's property interests.

• a written application to the head demanding correction of the entry
• registration of the application or handing it over against signature with a copy retained
• keeping the written refusal and other confirmations of evasion
• copies of the employment contract and documents on the disputed period of work
• a complaint to the state labour inspectorate
• an application to the court to establish the fact of length of service in special proceedings, if the period cannot be confirmed otherwise

Comparison: paper employment record book and entries in the USECR

Information about employment in Kazakhstan is distributed between the paper employment record book and electronic entries in the unified system of employment contract records (USECR). Since the introduction of the Labour Code of the Republic of Kazakhstan in 2007, employment record books have not been mandatory: the main document is the employment contract, and since 2020 contracts have been recorded in the USECR. Therefore, the question of 'employment record book or USECR' comes down to the period of work.

Up to and including 2007, length of service is, as a rule, confirmed by entries in the paper employment record book made by the employer. Since 2020, information about the employment contract, hiring, transfer and dismissal is generated in the USECR on the basis of the employer's data. The entries are available to the employee through the personal account on the electronic government portal.

• Periods before 2007 — rely on the paper employment record book.
• Periods from 2020 — check the entries in the USECR through the personal account.
• Periods 2007–2019 — compare both sources: the contract and the record book.
• If there is an error in the USECR — demand a correction from the employer, as it is responsible for the accuracy of the data.
• Keep copies of contracts, orders and certificates — they will help confirm the disputed period.

Information on periods of work may be contained in several sources at the same time; where they diverge, the documented length of service prevails.

Typical mistakes and time limits: employment record book checklist

Checking entries in an employment record book is not just for HR: confirmation of length of service depends on the accuracy of the information, and for periods before the switch to electronic records the book remains the main evidence of employment, including when a pension is assigned. Typical mistakes occur in dates, the wording of orders, the spelling of the position and the name of the organisation. The checklist below helps to review the document systematically and understand who corrects each type of mistake.

When checking, focus on the employee's details, the dates of hiring and dismissal, references to orders, the stamp and the signature of the responsible person. An incorrect wording of the reason for dismissal or the absence of a reference to a provision of labour law is grounds to ask the employer for a correction or a supporting certificate. If the organisation has been liquidated, confirmation of length of service goes through the archive and other documents, but the book retains its evidentiary value.

• The surname, first name, patronymic and date of birth match the identity card.
• The sequence of hiring and dismissal dates, with no gaps or overlapping periods.
• Accurate wording of the position and the reason for dismissal with a reference to the provision of labour law in force on the date of the entry.
• The presence of the manager's signature, the organisation's stamp and a reference to the order.
• The entries match the information in the employment contract and the UESLD.
• No erasures, uncertified corrections or entries made by an unauthorised person.

When an employer is liquidated, requests are sent to the archive and state bodies; for periods before the transition to electronic records, the employment record book remains the main evidence of employment history.

When you need help with an employment record book in Almaty

While the employer that made the entry is still operating and keeps HR documents, correcting it is straightforward. Difficulties begin if a document is needed from a liquidated organisation, the archive is lost, the former employer refuses to make a correction or issue a certificate, or the entry is disputed: an incorrect date, a distorted job title, a reference to a non-existent ground. A formal answer of "correction is impossible" does not resolve the issue of confirming employment history.

Since 2007, an employment record book in Kazakhstan has not been mandatory: the main document is the employment contract, and since 2020 contracts are recorded in the Unified System of Electronic Labour Data (ESUTD). Therefore, for periods before 2007, correction comes down to confirming the entry with documents from the employer or archive, and for periods from 2020, to correcting the data in the ESUTD if the employer failed to submit it or submitted it with an error.

• The employer has been liquidated and the HR documents were not transferred to archival storage.
• The former employer refuses to make a correction or issue a certified copy of the document.
• The archive is lost: the fonds have not been preserved, and the archive's replies do not contain the necessary information.
• The disputed entry contradicts the data in the employment contract or the ESUTD records.
• The period of employment is not confirmed by the record book, the contract, or the records system data.