Hi, Could you please help me and tell me what should imperatively contain an employee file. Kind regards, M.U.
From Rwanda, Kigali

Pls find the below the list of documents to filed in an employees personal file.

Primary Documents:

1) Employee CV
2) His interview evaluation sheet
3) Offer letter - accepted copy
4) Signed copy of the bond if any
5) Employee personal profile (filled by the employee while joining)
6) Photo copies of the other forms filled by him while joining (like PF, ESI, Insurance, Gratuity, Visiting card request, email id / login id request etc)
7) Proof of Education (photo copies of all his educational certificates)
8) Proof of Previous Experience (photo copies of all the relieving letter / acceptance of resignation letter)
9) Latest 3 months payslip of previous employer
10) Form 16 from last employer
11) Medical Certificate (if applicable)
12) Signed copy of Confidential disclosure Agreement
13) Employee photo

Later Add-ons:
1) Probation review form
2) Conformation letter
3) Appraisal Reviews
4) Promotion & increment letters
5) Appreciation letters
6) Copy of Address proof / salary proof letter given to the employee based on his request
7) Waring letter - if any
8) Transfer letter (and it goes on &on .....................actually we need to file the copies of all the correspondence to & fro with the employee till he is with the company )
9) Copy of the resignation acceptance letter
10) Copy of relieving letter
11) copy of full and final settlement
12) Exit interview form

After the employee leave the organization also we need to have the personal file for future reference.

From India, Madras
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