Respected Seniors and my dear fellow members
I have newly joined a medium sized IT company wherein the HR dept is still in its formation stage.I have newly joined this community and I find it extremely helpful,especially for people who are beginners like me.I would like to request you all to send me a format to maintain employee records like their joining date current salary appraisals etc
Thanking you in anticipation
Indrani Chakraborty

From India, Pune
Hi Indrani..

MIS report is known as Management Information System... regarding the Manpower status of a particular month, place and overall..

It helps the Management in decision making.. like what are the reasons of resignation.. in which area attrition is high.. and so many things to help in decision making.. with teh help of MIS you may prepare a lot of reports.. Like annual attrition.. region wise attrition.. region wise manpower.. graphical representation of regions manpower status.. and so on..

You may prepare the same at your end.As it will help you to prepare other such formats too.

I am describing you the contents with sheet wise..

First Sheet-

Details of employee

a. E.Code b. Name of employee

c. Date of birth d. Designation e. CTC

f. Address for communication

g.Permanent address h. Contact number

i. Blood group j. Maximum qualification

k. Extra qualification l.Total Experience

Second Sheet-

Salary structure

In this sheet write down the complete salary structure.. and make a column what is salary after any revision

Third Sheet -

New Joinees

In this sheet write down the name of New joinees of that month with detail




DOB n etc.

Forth Sheet -

Resigned employees

In this sheet write the name of employees who resigned during

that particular month with details like name, designation, date of joining,

Date of resignation, last working day.

Fifth sheet -

Attrition rate

Based on this MIS report, you may find out the attrition report, Qualification analysis reports, team management reports and so on can prepare a number of reports..


Amit Seth.

From India, Ahmadabad
Hi Amit
thank you so much for the Information.Actually I was trying to accomodate all the information in the same excel sheet and it was getting cumsy but ur idea of maintaining it in different sheets suits my need
Thanks and Regadrs
Indrani Chakraborty

From India, Pune
Hi Indrani.. Welcome.. its all mine pleasure only that it helped you to prepare the same. Amit Seth
From India, Ahmadabad
HI Indu,
I do understand your concern, having Employee Records in a structured format is quite a challenge. Going forward, retrieving the data from the excel in the desired interpretable format is a bigger challenge.
I suggest that you must try SmilesERM's online employee database service, which currently is in its beta testing available free of cost.
You may visit us at and drop in a mail stating your requirement. Somebody surely will assist you in configuring the system to your unique requirement.

hi indu i send a formate for u manoj
From India, Gurgaon

Attached Files (Download Requires Membership)
File Type: doc emp_rec_493.doc (44.5 KB, 1596 views)

Hi Indrani,

My suggestion is that you mantain your employee record on excel. Include A to Z of employee on one sheet, so as per the requirement you can hide or do whatever information you want to print , create or forward.

All details can be included in a row such as Name, Designation, Deparment, Grade, Date of Joining,Salary Bifurcation, Other Allowances, CTC, PF No ( If applicable), ESI No, Contact No's, Person to be contacted in Emergency, Blood Group, Local Address and Number, Permanent Address and Number and so on as you keep on going add any relevent feild you know. This is for your employee database. For eg if you want CTC you have it, If you want to print only Gross Salary you can by hiding rest of column and you better know how to make Janmpatri for employee.

And for MIS just refer your Approved Manpower Budget and prepare a main sheet which shows department wise /Division wise approved manpower , available manpower, Variance if any and that too grade wise.

In second sheet you can show the total joinings and left cases along with the reason of leaving of the leaving employees. Even you can enlcose the copy of exit interviews for the perusal of the concered head. The other imp sheet of the MIS can be the date of submission of all statutory requirments to concernend Govt offices. In your MIS dont forget to create a column for the training programmes or any that sort of activity done.

Soon i will forward you some good formats which i used to use while i was in India.

From Australia, Balwyn
Hi Manoj Thank you so much for your help .This format will actually help me to maintain the personal records of the employee as hard copies Thanks and Regards Indrani Chakraborty
From India, Pune
Hi Mr Bibhutosh
Thank you so much for your suggestions.I have got a basic idea from your mail that how I can actually maintain the records but the format that I actually require will be a very simple format as the HR dept is still in its formation stage and the manpower strength is also less.Nevertheless I will be highly obliged if you can either post the formats on the site or send it directly to my personal email id which is .
Thanks and Regards
Indrani Chakraborty

From India, Pune
i want to keep records of left Employees of my organization. What is the best and easy method to keep records so that at a glance hr personnel can know about the particular left employee's details.
thanks and regards
Rashmi (India)

From India, Mumbai

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