Checklist Personnel File

Company Letterhead

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Employee Information

Employee Name: {{employee_name}}

Employee ID: {{employee_id}}

Date of Hire: {{date_of_hire}}

Job Title: {{job_title}}

Department: {{department}}

Recruitment & Onboarding Documents

______ Application Form/CV

______ Offer Letter (signed)

______ Employment Contract (signed)

______ Reference Checks Documented

______ Criminal Record Check (if applicable)

______ Academic Certificates/Qualifications

______ Proof of Identity (e.g., National ID, Passport)

______ Proof of Address (e.g., utility bill)

______ Bank Account Details Form

Compensation & Benefits

______ Salary & Benefits Confirmation Letter

______ Provident Fund/Pension Scheme Enrolment Forms

______ Medical Aid Scheme Enrolment Forms

______ Tax Declaration Forms (e.g., PAYE forms)

Performance Management

______ Performance Review Documents (Annual/Mid-year)

______ Performance Improvement Plans (if applicable)

______ Disciplinary Action Records (if applicable)

______ Acknowledgment of Company Policies

Training & Development

______ Training Certificates/Records

______ Professional Development Plans

Leave Records

______ Annual Leave Requests & Approvals

______ Sick Leave Certificates

______ Maternity/Paternity Leave Applications

______ Other Leave Records

Termination/Exit Documents (if applicable)

______ Resignation Letter/Termination Notice

______ Exit Interview Form

______ Clearance Certificate

______ Final Pay Slip Confirmation

General Correspondence

______ Employee-related correspondence (e.g., commendations, formal warnings)

Declaration

I, {{hr_representative_name}}, confirm that all documents listed above are present and properly filed for {{employee_name}}.

Date: {{date}}

Signature Block

_________________________

{{hr_representative_name}}

HR Representative

_________________________

{{hr_representative_signature_date}}

Date