16 important HR documents
Here are some examples of essential HR documents for any organization, regardless of
type and size:
1. Job descriptions
Job descriptions are essential for explaining the exact duties of different employees.
They may include information about the position's key responsibilities, compensation,
direct manager and requirements. Descriptions are helpful when recruiting new people
and evaluating an employee's performance.
2. Organization chart
An organization chart illustrates the company's employee structure. It shows how
different jobs relate to each other and who is responsible for managing different people
in the organization. It may be helpful internally if employees have questions and be a
useful resource for interested parties hoping to understand the company's hierarchy.
3. Staffing plan
A staffing plan is essential for helping an HR department understand its current
employees and plan for future staffing needs. It involves evaluating the current skill sets
within an organization, identifying gaps and comparing these with the company's goals.
This allows the HR employees to determine what types of employees they may need to
hire and prioritize recruiting efforts.
Read more: How To Create a Staffing Plan in 9 Steps (With Benefits)
4. Employee handbook
Organizations typically distribute an employee handbook to all employees upon hire.
These handbooks act as a centralized resource for employees to understand the
company's policies, expectations, benefits and processes. They may include copies of
other important HR documents within them, such as attendance policies or company
culture information.
Read more: What Should Be Included in an Employee Handbook
5. Compliance documents
Compliance documents include the various records and employee data related to laws
and legal regulations. This may include information about payroll, benefits,
compensation, taxes, insurance and similar concerns. As this information is generally
confidential, it may be helpful to organize these documents by employee.
6. Performance metrics and documents
Performance metrics help establish expectations for employees and provide structure
for reviewing and disciplining employees. These documents may complement job
descriptions and include an explanation of the evaluation process, discipline processes
and copies of letters managers may send. For example, an HR department may provide
a template of a warning letter to send to an employee who violated a policy.
7. Time and attendance policy
It's essential for an HR department to establish and share the company's time and
attendance policy. This documents explains the standard working hours, expectations
for employees to work and the repercussions of violating the rules. It may also explain
how employees can track their time and attendance with the organization.
8. Exit documents
Just as the HR department helps welcome new people to the organization, they're
responsible for processing people leaving. These documents may relate to the
expectations for when an employee gives their notice, templates for letters of
recommendation or exit interview information. They also relate to termination, such as
policies for what employees receive upon termination or templates for termination notice
letters.
9. Compensation and benefits overview
The HR department maintains records regarding the compensation and benefits
employees receive from the company. Compensation-related documents may include
salary structure information for different employees, official processes for raises and
explanations about how pay periods work. Benefits information may outline the benefits
the company provides and when employees become eligible to receive them.
10. Recruiting documents
Recruiting documents help the HR department plan for and complete recruiting efforts
efficiently. These documents may include templates for offer letters, interviewing
materials, guides for checking references and policies for hiring employees. It may also
be useful to create an organizational system that clearly demonstrates a candidate's
progress through the recruiting process.
11. Company values
It's essential for HR to have copies of information about the company. For example, it
may have documents about the company's history, mission, values and vision.
Employees benefit from having access to this information by knowing more about the
company and how to act to ensure they align with the company's overall culture and
goals.
Read more: Vision, Mission and Values Statements: Definitions and Tips
12. Expense tracking
Some companies allow employees to report expenses so the company can reimburse
them. It's crucial for the HR department to explain who qualifies for this and what the
criteria is for reimbursement. The documents may also outline how employees can
submit the expenses and how they can expect to receive their repayment.
13. Dress code policy
Establishing a dress code is often important for organizations. This policy helps the
company create and present a specific image to the public, so it's important to be
specific about what is and isn't acceptable work attire. Be sure to include information
about the consequences of violating the policy or what accommodations may be
available to employees.
14. Onboarding documents
Onboarding documents include all paperwork and information that the HR department
requires new employees to provide. It may include an onboarding checklist, a new hire
checklist, an outline of the onboarding process and copies of company policies for the
employee to review. Some documents also concern the entire organization, such as
templates for announcing and introducing the new person to the organization.
Read more: How To Create an Onboarding Checklist (With Template)
15. Training and development
It's important for the HR department to plan its training and development efforts. These
documents may establish expectations for employees to complete relevant training,
outline how to request a speaker or set goals for professional development. It may also
be useful to have documents explaining whether the organization reimburses
employees for additional training they pursue, such as through a tuition reimbursement
program.
16. Contracts
The HR department may create and update a variety of different contracts. It may also
collaborate with lawyers to ensure the legality of these agreements. Common contracts
or templates they keep include new hire contracts and contracts for freelance workers.
