Checklist Key Record Keeping

Company Letterhead

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Employee Personal Information

Copy of Identity Document/Passport: {{employee_id_doc}}

Proof of Address: {{employee_proof_of_address}}

Bank Account Details: {{employee_bank_details}}

Emergency Contact Information: {{emergency_contact_name}}, {{emergency_contact_relationship}}, {{emergency_contact_phone}}

Tax Number/ID: {{employee_tax_id}}

Employment Contract and Offer Letters

Signed Offer of Employment Letter: {{offer_letter_date}}

Signed Employment Contract: {{contract_start_date}}

Job Description: {{job_description_version}}

Confidentiality Agreement (if applicable): {{confidentiality_agreement_date}}

Qualifications and Background Checks

Copies of Academic Qualifications/Certificates: {{highest_qualification}}, {{qualification_date}}

Professional Body Memberships (if applicable): {{professional_body_name}}, {{membership_number}}

Reference Check Reports: {{reference_check_date}}

Criminal Record Check (if required by role): {{criminal_check_date}}

Driver's License (if applicable): {{drivers_license_number}}

Payroll and Compensation Records

Remuneration Schedule/Salary Slip History: {{pay_period_start}} - {{pay_period_end}}

Benefit Enrollment Forms (e.g., medical aid, pension fund): {{benefit_enrollment_date}}

Tax Declarations and Forms (e.g., IRP5/IT3(a) equivalent): {{tax_year}}

Leave Applications and Approvals: {{leave_period_start}} - {{leave_period_end}}

Performance and Training Records

Performance Review Documents: {{review_date}}, {{reviewer_name}}

Training Records and Certificates: {{training_course_name}}, {{completion_date}}

Disciplinary Records (if any): {{disciplinary_action_date}}

Health and Safety

Medical Examination Reports (if required by role): {{medical_exam_date}}

Records of Workplace Incidents/Accidents (if any): {{incident_date}}

Termination/Exit Documents (if applicable)

Resignation/Termination Letter: {{resignation_termination_date}}

Exit Interview Notes: {{exit_interview_date}}

Certificate of Service: {{certificate_of_service_date}}

Final Pay Slip and Tax Documents: {{final_pay_date}}

Acknowledgement

I, {{employee_name}}, acknowledge that I have reviewed this checklist and confirm that all relevant documents pertaining to my employment are on file or have been submitted to {{company_name}}.

Date: {{acknowledgement_date}}

Signature Block

___________________________

{{employee_name}}

Employee Signature

___________________________

{{hr_representative_name}}

HR Representative Signature

Date: {{signature_date}}