What Should Be Included in an Employee Personnel File? Seeking Your Advice!

Dear Cite HR Member,

Can anyone please tell me what should be the CONTENTS of an Employee Personnel File, i.e., his present/permanent address, his CV, driving license, and his certificates? Do you have any specific form/format for this? I need to update/upgrade my employees' file. Your suggestions/advice in this regard will help me a lot.

Thanks & regards,
Rekha

Hi Rekha,

Employee personel file should include the following documents:

1. Appointment form With Photo

2. PERSONAL DATA FORM

3. COPES OF EDUCATIONAL / PROF. QUAL. CERTIFICATES

4. COPY OF AGE CERTIFICATE

5. PF / FPF, ESI Form

6. GRATUITY NOMINATION FORM

7. MEDICLAIM PROPOSAL FORM

8. CONVEYANCE DECLARATION FORM

9. DRIVING LICENSE COPY

10. COPY OF PASSPORT / RATION CARD

11. HOUSE RENT DECLARATION WITH ADDRESS

12. COPY OF APPOINTMENT LETTER

13. REFERENCE LETTERS (2) ON RS. 10/- Stamp Paper

14. JOINING REPORT

15. REFERENCE CHECK(Reliving certificate from last Employer)

16. APPLICATION FOR EMPLOYMENT

17. CONFIDENTAIL AGREEMENT BOND(D cat and above)

18. COPY OF CONFIRMATION LETTER OF APPOINTMENT

19. INTERVIEW SHEET

20. ASSESSMENT FORM & TRAINING REPORT

21. PARTICULARS OF SALARY ENHANCEMENT IF ANY

22. VOTER'S LIST / I. CARD COPY

23. PROMOTION LETTER(S)

24. TRANSFER LETTER(S)

25. HOUSE RENT AGREEMENT (LEASE DEED)

26. COPY OF INTERNAL, EXERNAL PROGRAMME ATTENDED

27. DISCIPLINARY ACTION MEMOS

28. APPLICATION OF ADVANCE / EXGRATIA IF ANY

This do cahnge from company to company.

Hope this would be useful to you.

Regards

Kiran.N

Hi Kiran,

Thank you so much for answering my query within the shortest time. I'll work on this. Yes, there are certain things which I won't be able to include. Thanks again.

Any more suggestions from the other Cite HR members will really be helpful for me.

Thanks & regards,
Rekha

Hi Rekha,

Kirn has covered almost all the necessary aspects. Here are a few more things you can add:

1. Copy of the offer letter
2. Experience/clearance certificate from the last employer
3. Medical fitness certificate
4. Joining report/induction report
5. Job description, etc.

Regards,
Mahasweta

Everything has been covered in a detailed manner. However, as per my company rules, the following additional documents may be of help to you:

- IQ Test Result
- Change Form (in case of marital status changes, etc.)

TC.
Rgds,
Safi

Hi Rekha,

Please find the attached document below. It is the checklist of the contents in an Employee File.

Cheers. :)

Hi,

You can refer to the thread: https://www.citehr.com/190737-person...-employee.html Here, you will find an Excel sheet created by one of the CiteHR members as an attachment, which will help you manage employee data.

Regards,
DGB