Have you ever asked why documents are so significant for any business? They go about as confirmation of records of all the official activities of the organization. HR Documents are fundamental to record all the exchanges, activities, and occasions identified with the association in any organization. You have to have all the Important HR Documents to ensure that your business organization is smooth and the Internal Control System is solid. Therefore, ensure you get these records.

The documentation procedure isn’t the most astonishing, yet it is essential for each business. Recording business data is significant nowadays. These Important HR records assume a crucial job in any business organization.

You have to record and file official archives in the unique business world. These HR archives will be helpful later on or in unexpected conditions.

Keep up meaningful HR reports with the most extreme consideration since they are “proof” of considerable activity and occasions. The establishment of a fruitful association is a proficient documentation procedure and support.

Types of Documentation

Many essential HR documents form a necessary part of the documentation process.

Policies, Procedures, Performance Management, and Statutory Documents form the core of Critical HR documents. These are important to outline the expected employee performance and workplace standards that need to be maintained orderly in which the employees know what is expected of them.

These documents hold records in written format. It includes permanent records like employment contracts, recruitment-related documents such as Job Descriptions, Resumes, Background checks, Company Policies, etc. Documents may be formal as well as informal.

Informal records such as meeting discussions and discussions with managers are as vital as formal documents.

Formal Documentation has to be held with care. These documents play an essential role in administrative or legal issues.

Why Documentation is Important

Documentation is essential to legalize agreements and conditions between employers and employees. Here are the documents needed from the interview process to the employee leaving a particular organization.

Recruitment Process Documents

The selection system has many steps, for example, screening, interviewing, meeting, selection, induction, and onboarding. A hiring authority uses all of these procedures to choose a suitable candidate from the shortlisted ones.

All processes need official documents and keep track of how and where the process is heading.


The Following Documents Are Vital When It Comes to The Recruitment Process.

  • Job Description
  • Letter of Employment
  • Manpower Requisition
  • Recruitment Tracker
  • Candidate Evaluation Form
  • Reference Check Guide
  • Internship offer letter

1. Job Description

A job description is a document designed to provide job applicants with an outline of the primary duties of the role they are applying for.

The description is usually carried up by the individual in the company responsible for managing the selection method for the role, often with the support of the organization’s HR department and an external recruiter.

Why is Job Description Important?

A job description is a vital part of the job application process as, with the right data, it should help applicants decide whether the role is in line with their skill set and whether it is a work they want to do.

Job Description Doc

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2. Manpower Requisition

The human resources requisition form is used when employers have staff positions. If an employer wants to make a new employee or replace an employee leaving the company, he must submit a Manpower requisition form. This system allows the employer to maintain overall executive control of the hiring process, staffing numbers, and expenses. These requisition forms contain the start date, job title, and job description. They also include the no. of working hours and pay rate, the education and experience required, and any particular job requirements.

Manpower Requisition

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3. Reference Check Form

Reference checking intends to verify a candidate’s information (e.g., resume) and provide a different perspective. Both instances present a better picture of how the candidate would perform.

Reference Check Form

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4. Internship Offer Letter.

In many colleges, it’s mandatory to have an internship for a specific time; when the student gets selected, they need an internship offer letter that specifies terms and conditions.

Internship offer letter

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5) Performance Appraisal

A performance appraisal is a systematic review of an employee’s job performance and overall contribution to a company. Also known as a “yearly review,” “performance review or evaluation,” or “employee appraisal,” a performance appraisal evaluates an employee’s skills, accomplishments, and growth, or lack thereof. Organizations use performance appraisals to give employees big-picture feedback and justify pay raises, bonuses, and termination decisions. They conduct at any time but are annual, semi-annual, or quarterly.

Why is Performance Appraisal Necessary?

It’s important because companies have limited funds, and a well-maintained performance document shows how much a candidate has contributed in 1 year to the company. Also, it helps employees to manage work plans and time.

Performance appraisal 1
Performance appraisal 2
Performance appraisal 3
Performance appraisal 4

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Exit Formalities and Documentation

When an employee plans to leave the job, they should complete some formalities before leaving the old company and joining the new company. This article provides a useful checklist of things an employee should accomplish before leaving the old company.

6) Experience Letter

An experience letter is a letter issued by an employer to an employee, usually when the employee is leaving the organization, certifying the work done and expertise gained by the employee in the organization.

Why is The Experience Letter Need?

  • Proves that the employee worked in the organization issuing the letter.
  • Describes the experience gained and skills acquired by an employee in an organization.
  • Acts as a helping document for the information given by the employee in his resume.
  • Describes the employee’s designation in an organization
  • Enlists the roles and responsibilities of the employee in an organization

Experience letter

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7) Salary Certificate

The company issues a Salary certificate on the letterhead and signed by the employer. A salary certificate is a document that states the employee’s last paycheck.

Salary certificate

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Final Word

Documents are essential for any organization to keep records, measure employee performance, and legalize contracts; it helps the company stay organized and minimize mistakes. Nowadays, everything is digital, so the documents. Therefore, it’s best to use less pen and paper and keep records digital.