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11 essential HR documents that every business needs

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HR Documents

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:

Letter of employment: features

  1. Simple one- page sheet

  2. Editable in Word

  3. 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:

Employment contract: features

  1. Editable in Word

  2. Legalities included

  3. 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:

Job description: features

  1. Editable in Excel

  2. Simple one-pager

  3. 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:

Code of Conduct: features

  1. Editable in Word

  2. Standards of conduct examples included

  3. 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:

Warning form: features

  1. Editable in Word

  2. Option to indicate type of warning

  3. Space to include suggested remedy

  4. 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:

Leave application form: features

  1. Editable in Word

  2. Space included for name of back up staff

  3. Keep track of days due and remaining

  4. 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:

Performance Appraisal: features

  1. Editable in Excel

  2. Employee rates their skillsets

  3. Space for management to comment

  4. Helps guide the appraisal meeting

  5. 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:

Restraint of Trade: features

  1. Editable in Word

  2. Protects your business

  3. 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:

Weekly time sheet: features

  1. Editable in Excel

  2. Keep track of regular and overtime hours

  3. 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:

This template is great for highlighting the support that team members can leverage if they need it.

Organogram template: features

  1. Fully editable Excel document

  2. Uncomplicated structure

  3. 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 Register template: features

  1. Fully editable Excel document

  2. Uncomplicated structure

  3. Keep track of company structure

And there you have it- a powerful set of HR documents to help any HR department. 

Looking to purchase this document template set?  

Do you have any questions about this HR template set? Reach out to us here and we’ll be happy to help!

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