11 essential HR documents that every business needs
Setting up your HR department, or even streamlining the one you have can be a lot of work. That’s why we’ve put together this list of HR documents to help along the way.
You can purchase this template pack by scrolling to the bottom of this article and clicking on the “click here to purchase” button.
First up in the HR document pack, we’ll look at everything employment related-
Letter of Employment
When you find the right person for the job, you’ll need to offer them employment. We’ve put together a simple one-pager template that does the work for you.
What you'll need to complete the template:
- Full names of employee
- Contract type
- Remuneration
Letter of employment: features
Simple one- page sheet
Editable in Word
- Covers additional provisions (bonuses and appraisals)
Once the employment offer has been accepted, you’ll need the employment contract. Take a look at that next-
Employment Contract
Congratulations on finding the right person for the job! It’s very important though, to make sure you document the terms of your engagement. That’s why a formal employment contract must fall part of your HR documents.
What you'll need to complete the template:
- Details of the employee
- Job description
- Contract type
- Remuneration
Employment contract: features
Editable in Word
Legalities included
Examples included
Always make sure both parties have signed this document and each receives a copy. This will help avoid uncertainty.
Another HR document that goes hand-in-hand with the employment contract is the job description sheet. Let’s look at that next.
Job Description
Outlining what’s expected of the employee is important because it provides clarity to staff. That’s why we’ve put together the job description template
What you'll need to complete the template:
- Names of the employee
- Designation
- Department
- List of duties
Job description: features
Editable in Excel
Simple one-pager
Clean, modern look
The next HR document you’ll need in relation to employment is the Code of Conduct-
Code of Conduct
Every company should have a code of conduct. This helps employees understand how the business operates and what’s expected from them. It also helps keep your business reputation squeaky clean.
What you'll need to complete the template:
- Standards of conduct
- Contact information for media statements
Code of Conduct: features
Editable in Word
Standards of conduct examples included
Simple to understand
The next HR document you’ll need is the warning form-
Warning form
The warning form is used when an employee has breached the company’s code of conduct. It can also be used where there’s been a breach in policy.
What you'll need to complete the template:
- Names of employee
- Employee's staff number (if that's how your business operates)
- Job title
- Details about misconduct
Warning form: features
Editable in Word
Option to indicate type of warning
Space to include suggested remedy
Simple to understand
Another HR document that you’ll need is the leave application form.
Leave Application form
You’ll need to keep track of leave taken throughout the year. This document helps you determine if leave is still due when requests come in.
What you'll need to complete the template:
- Names of employee
- Leave period
- Type of leave
Leave application form: features
Editable in Word
Space included for name of back up staff
Keep track of days due and remaining
Simple to understand
The next document you’ll need in your HR department is the performance appraisal.
Performance Appraisal sheet
This sheet helps you and your team evaluate their performance. It helps keep track of staff’s strengths and weaknesses.
What you'll need to complete the template:
- Employee details
- Manager's details
- Time for employee and manager to complete and meet to discuss
Performance Appraisal: features
Editable in Excel
Employee rates their skillsets
Space for management to comment
Helps guide the appraisal meeting
Simple to understand
Another thing that all companies need is a restraint of trade agreement. Let’s look at why-
Restraint of Trade agreement
This document should form part of the employment contract. It protects your intellectual property. If you’d like to know more, check out this interesting read.
What you'll need to complete the template:
- Employee details
- Period of restraint
- Areas relating to restraint
Restraint of Trade: features
Editable in Word
Protects your business
Simple to understand
The last HR document that’s employment related is the weekly time sheet.
Weekly time sheet
Easily keep track of team members’ hours with a weekly time sheet.
What you'll need to complete the template:
- Employee details
- Manager's details
Weekly time sheet: features
Editable in Excel
Keep track of regular and overtime hours
Simple to complete
And that’s a wrap for the employment related documents. Next we’ll look at company structure documents-
Company Organogram
This may seem like a simple thing to cover, but it’s importance can’t be overstated. A simple organogram goes a long way in outlining the structure of your business.
What you'll need to complete the template:
- Group people with the same title together
- Include assistants' names where necessary
- Add email addresses where required
This template is great for highlighting the support that team members can leverage if they need it.
Organogram template: features
Fully editable Excel document
Uncomplicated structure
Easily reproduced if needed
The next HR document we’ll look at is the list of directors in the company structure documents-
Directors List
This may seem like a simple document to have to cover, but keeping an updated list of directors is an important part of HR’s duties.
What you'll need to complete the template:
- Directors' names
- ID numbers
- Residential addresses
- Date of appointment and
- Resignation or ceasing to act date
Directors Register template: features
Fully editable Excel document
Uncomplicated structure
Keep track of company structure
And there you have it- a powerful set of HR documents to help any HR department.
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Do you have any questions about this HR template set? Reach out to us here and we’ll be happy to help!
Hey, I'm Kalyn. I hope you enjoyed reading this post.
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