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HR documents are records maintained by Human Resources departments to manage employees and ensure compliance, encompassing everything from employment forms and contracts to performance evaluations and policy guidelines.

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    Step-by-Step Process of Employee Onboarding by HR

    • Offer Letter & Pre-Joining Formalities

      • Preparation and issue of customized Offer Letter with salary breakup.
      • Sharing of pre-joining document checklist with the candidate.
      • Collection of:
        • PAN, Aadhaar, Passport-size Photo
        • Educational & Experience Certificates
        • Bank Account Details & Cancelled Cheque
        • Previous Employer’s Relieving Letter (if applicable)

    • Statutory Compliance Registration

      Upon acceptance of the offer, we initiate all employee-specific registrations:

      • UAN (EPFO): Universal Account Number generation and KYC linking
      • ESIC IP Number: Registration under Employee State Insurance (if applicable)
      • Gratuity Nomination (Form F): Registered nomination for gratuity eligibility
      • Gratuity Nomination (Form F): Registered nomination for gratuity eligibility
      • Professional Tax Declaration: As per state-specific rules
      • Form 2 for EPF Nominee: Digitally filed for social security coverage

    • Digital Documentation & Internal Record Setup

      • Creation of Employee Master File (physical or digital as per client preference)
      • Uploading and storing:
        • Appointment Letter
        • Joining Report
        • ID Proofs, Address Proofs, Experience Letters
      • Emergency Contact & Family Detail
      • Internal Email / Access ID activation (for digital environments)

    • Salary Structuring & Payroll Integration

      • Custom salary structuring as per client’s CTC model & tax optimization
      • Integration into payroll with:
        • PF, ESIC, PT deductions
        • Income Tax projections & TDS planning
        • Reimbursement or variable pay components
      • Bank account mapping for salary credit

    • Welcome & Induction

      • Orientation documentation support (HR Policies, Code of Conduct, POSH Policy)
      • Induction schedule setup (if opted by client)
      • Employee handbook preparation (customizable as per business/industry)

    Comprehensive List of Important HR Documents

    Employee Hiring and Onboarding Documents

    • Job Description (JD):  Defines role, duties, and qualifications
    • Employment Application Form:  Collects candidate information
    • Interview Evaluation Form: Records interviewer’s assessment
    • Offer Letter: Formal job offer with terms
    • Appointment Letter: Legally binds the employment
    • Joining Report: Confirms date of joining
    • Background Verification Report: Validates past records
    • NDA (Non-Disclosure Agreement): Ensures confidentiality

     

    Employment records

    • Employee Master Form / Personal Data Form: Complete employee profile
    • Aadhar Card, PAN Card, Address Proof: KYC & legal identification
    • Bank Details & Cancelled Cheque:  For salary processing
    • Educational and Experience Certificates: Proof of qualifications
    • Form 2 (PF Nomination):  EPF nomination
    • Form 11 (EPF Declaration):  EPF membership declaration
    •  ESIC Declaration Form:  For ESIC enrolment
    •  UAN & ESIC Registration Number:  For statutory compliance
    •  Professional Tax Declaration (where applicable):  PT compliance

    HR Policy Documents

    • Employee Handbook / HR Manual: Outlines company policies
    • Code of Conduct: Defines acceptable behavior
    • Leave Policy: Leave eligibility and process
    • Attendance and Work Hours Policy: Tracks time and attendance
    • Dress Code Policy: Applicable in service industries
    • Grievance Redressal Policy: Formal complaint handling
    • Sexual Harassment Policy (POSH): Mandatory under PoSH Act, 2013

    Compensation and Payroll

    • Salary Structure / CTC Sheet:  Detailed breakup of salary
    • Monthly Payslips:  Payment record
    • Form 16 (TDS Certificate):  Annual tax statement
    • Reimbursement Forms: Expense claims
    • Bonus / Incentive Declaration: Variable pay documentation
    • Gratuity Nomination Form (Form F): Gratuity claim record

    Performance Management

    • KRAs / KPIs: Targets for employees
    • Appraisal Form:  Performance review document
    • Promotion / Increment Letters: Communication of appraisal results
    • Warning / Disciplinary Notices: Behavior/discipline records

    Exit & Full and Final (F&F)

    • Resignation Letter: Employee’s intent to leave
    • Exit Interview Form: Feedback & insights
    • No Dues Certificate: Clearance from all departments
    • Full & Final Settlement Statement: Final dues calculation
    • Experience Letter: Service certificate
    • Relieving Letter: Marks end of employment

    Important Registrations of HR documentation

    PAN (Permanent Account Number)

    For TDS deduction u/s 192 because  Without PAN, TDS is deducted at higher rate (20%)

    Aadhaar Number

    Identity and address proof  Also needed for EPF, ESIC, Bank KYC

    UAN (Universal Account Number)

    To be generated on EPFO portal if new & linking previous EPF accounts For EPF contributions

    ESIC Insurance Number (IP Number)

    Generated from ESIC Portal For medical and insurance benefits

    Bank Account Number + IFSC

    For salary credit Cancelled cheque or passbook copy required

    Gratuity Nomination (Form F)

    To register nominee for gratuity

    Professional Tax Declaration (State-specific)

    Declaration of employment under PT for states like Maharashtra, Karnataka, etc.

    Background Verification ID

    For third-party background check need BGV ID or reference ID by agency.

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    Here are some Frequently Asked Questions about HR Documents

    What are HR Documents?

    HR (Human Resources) Documents are official records that help manage and govern employee relationships, policies, recruitment, and compliance within an organisation. They ensure legal, procedural, and ethical consistency.

    Why are HR documents important?

    HR documents are essential for:

    • Establishing clear policies and expectations
    • Ensuring compliance with labour laws
    • Providing legal protection in disputes
    • Standardising onboarding, payroll, and performance processes
    • Managing employee lifecycle effectively

    What are the most common HR documents every company should have?

    Some of the core HR documents include:

    • Offer Letter
    • Employment Agreement
    • Appointment Letter
    • Employee Handbook / HR Policy Manual
    • Leave Policy
    • Code of Conduct / Ethics Policy
    • Non-Disclosure Agreement (NDA)
    • Performance Appraisal Forms
    • Exit / Relieving Letter
    • Experience Certificate

    Is it mandatory to issue a written Employment Agreement?

    Yes. As per Indian labour laws and good HR practices, a written Employment Agreement helps define:

    • Terms of service
    • Probation and termination conditions
    • Confidentiality and IP clauses
    • Working hours, compensation, and benefits

    What is the role of a Non-Disclosure Agreement (NDA) in HR?

    An NDA in HR protects sensitive business information like:

    • Trade secrets
    • Client lists
    • Internal strategies

    Employees sign NDAs to legally commit to maintaining confidentiality during and after employment.

    How long should a company retain HR documents?

    As per best practices and statutory guidelines:

    • Personnel files: Retain for at least 3 to 7 years after employee separation
    • Payroll records: Retain for 8 years for compliance with tax and audit purposes
    • Statutory records (PF, ESI, gratuity): Retain as per labour law norms.

    What documents do I need to respond to an Income Tax Notice?

    Required documents can vary but generally include the Income Tax Notice copy, proof of income, TDS certificates, investment proofs, and any other relevant documents.

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