Whether you need to forward a complaint to the HR manager or address an employee's unruly behavior in the workplace, a formal letter continues to be a standard form…
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Important HR Documents and Their Usages (With 20+ Samples)
Get to know some of the most important HR documents in the workplace through the following samples:
Application for Employment
Establish a systematic procedure of processing job candidates through an application form.
Company Policies and Procedures
Set company policies and procedures by putting them in writing.
Contract of Employment
Form a binding agreement with new company hires by having an employment contract in place.
Employee Attendance Record
Use a record to keep track of your employees’ days of attendance, absence, and tardiness.
Employee Disciplinary Action Form
Maintain a healthy work environment by taking disciplinary action against unruly behavior.
Employee Evaluation Form
Conduct an evaluation of company employees with the help of this form.
Employee Exit Clearance and Release Form
Use an exit clearance and release form to finalize an employee’s resignation or termination.
Employee Handbook
Guide employees on the rules and regulations of the company through a handbook.
Employee Recognition Toolkit
Recognize employee contributions with the help of the toolkit provided.
Employee Termination Report
Keep a record of an employee’s separation from employment through a written report.
Employee Warning Notice
Notify employees of a violation or action that has been committed using this sample.
HR Privacy Notice
Inform employees of how their data will be managed by sending out a privacy notice.
Human Resources Memo
Create a memo to quickly deliver information to a particular group of recipients.
Job Offer Letter
Simplify the hiring process by sending a job offer letter to selected candidates.
Job Satisfaction Survey
Assess whether stakeholders are satisfied with the job done by administering a survey.
Leave Request Form
Allow staff members to request time off from work by filling out a leave request form.
Manual on Training Needs Assessment
Understand the fundamentals of a training needs assessment with the help of this manual.
New Employee Checklist
Manage new staff members by using a checklist as your guide.
New Employee Onboarding Checklist
Prepare to onboard new employees by using a checklist to make sure all bases are covered.
Staff Performance Appraisal Form
Provide feedback on an employee’s job performance through an appraisal form.
HR Documents and How They Are Used
HR documents are generally made up of government and legally mandated elements that are designed to meet company and human resource policies and practices. From forms, letters, and checklists, to policies, reports, and records, each of these HR documents plays a key role in the company’s overall operations. Listed below are some of the common documents prepared and processed by human resources.
Employment Contract Agreements: Legal contracts are basically prenups that protect you when you and your partner reach the end of the honeymoon stage and things take a turn for the worst. This clarifies the dos and don’ts that both parties must adhere to during and after employment. The terms and conditions of the agreement are usually non-negotiable, so don’t expect employers to adjust to your standards unless they have a good reason to.Employee Handbook: This is a manual that defines the company’s primary HR and employee programs and procedures. Establishing a code of conduct for employees to refer to will guide them in knowing what’s acceptable and unacceptable in the workplace. Since most companies in the same jurisdiction cover the same topics of that of another, feel free to use a template or sample for guidance.Employee Records: As the workforce continues to expand, the HR department’s ability to manage staff members becomes more critical. An employee’s personal information, job role, and salary are just a few things that human resources should be knowledgeable about for its own sake. Bear in mind that employees are considered to be a valuable asset of a company, so keeping records that concern laborers must be made a priority. Hiring Materials: Well-established companies are known for having an extensive recruitment process. That’s because bringing new talent on board takes more than just a resume and an interview to complete. Employment applications, checklists, and training tool kits are just a few examples of HR documents related to this area of expertise.Attendance Records: Employees who exhibit tardiness are often given a written warning for their poor behavior. They are usually sanctioned or dismissed from the company after a few more warnings, which isn’t exactly a good quality to find in one’s personal record. Leave applications are also filed and submitted to the HR department for further evaluation and approval. Performance Management: This goes beyond an organization’s annual performance review. Managers are constantly working to improve the efficiency and effectiveness of company operations through a continuous, year-long effort of planning, tracking, and reviewing a set of goals involving employee objectives, performance, and contributions. Probationary progress review, extension, and completion forms are just some of the HR documents designed and implemented for performance appraisals.
The Use of Documentation
Documenting critical incidents, whether positive or negative, enables the company to keep a record of employee performance from a period of time. Important documents like these can be useful for the company to assess how employees must be trained, disciplined, or rewarded based on the behavior and performance that have been demonstrated. Without proper documentation, hiring and terminating staff members will be all the more difficult for managers to do. Employers simply aim to build a work environment that is fair, consistent, and supportive of the growth and development of each of their employees.
