Employee Documents Joining to Leaving

Attached please find complete list of documents required at the time new joiner to reliving of employee. These documents might be differ according to company policies.


Employee Documents

(Joining to Leaving)


Employee File Contain(at the time of joining):-

1.      Personal Information form

2.      Copy Of updated CV

3.      copy of offer letter

4.      copy of appointment letter

5.      welcome letter

6.      Confirmation Letter

7.      interview assessment sheet

8.      Education certificate (SSC, HSC/ Diploma, Degree)

9.      experience certificate

10.  Salary certificate

11.  Employee joining report

12.  PAN Number Copy

13.  Passport Copy (if Any)

14.   Physical Fitness Certificate

15.   Photo Id proof

16.  Salary Slip of current employment

17.  PF Forms

18.  ESI form

19.  Employee Superannuation Form

20.  Employee Group Gratuity Form

21.  Group Medical Insurance Policy Proposal Form for Employees

22.  Life Insurance Beneficiary Form

23.  Form 12B – Form for furnishing details of income under section 192(2) {Salary Declaration}

24.  Code of Conduct for Prevention of Insider Trading

25.  Declaration/ Undertaking

26.  Declaration of Dependents

27.  Photographs

28.  Copy of employee ID card ( ID number )

29.  Detail of family members

30.  Nominee detail ( for PF,ESI, Gratuity etc amount )

31.  Mail Communication print outs

32.  Copy of Employee Agreement/Employment letter

33.  Declaration to be bound by staff rules

34.  Declaration of fidelity and secrecy

35.  Salary Slips of last three months from previous employer

36.  Reliving / Resignation Letter

37.  Contact Details incase of emergency

38.  Employment Application along with attested photograph

39.  Form I-9 ( Employee eligibility verification )





Documents given to the employee once they have joined the organization (not attached in the employee file) :-

1.      The company’s vision & mission statement

2.      The Policy manual

3.      Their Job profile

4.       HR manual containing some general policies regarding leave, reimbursement rules

5.      A Directory or Sheet containing imp. Telephone nos. & ext. nos.

6.      Organizational Structure

7.      HR Policies

8.      List of special welfare policies

9.      Employee events planned for the quarter

10.  Office layout to cafeteria & restrooms and other important areas.

11.  Company’s Do’s and Dont’s

12.  Their Annual Action Plan -to be submitted back after a month –LPG

13.  Copy of all the Code of Conduct Forms.

14.  List of Holidays


Documents to be maintained during the cycle of employment ( Keep updating Documents time  to time ) :-

  1. Appraisal Forms
  2. Performance Related Pay / Bonus Letter
  3. Promotion Letter
  4. Copy of any certificate/degree  get after joining an organization
  5. Attested copy of any change in address, contact detail etc
  6. Record of Leave
  7. Attendance record
  8. List of project/task performing
  9. Maternity Detail
  10. Any up gradation either from employee or employer side
  11. Check list ( should be filled during first 2 weeks and then after  3 months)




Documents to be required at  time of reliving :-

1.      Noticed period (15/30 days)

2.      Clearance Certificate (no dues certificate )

3.      Exit interview Form

4.      Reliving & Experience letter

5.      Retirement detail

6.      List of Forms :-

a.     Transfer of PF ( Form 13 )

b.     Refund of PF ( Form 19 )

c.     Refund of Pension ( Form 10C )

d.     Monthly Pension ( Form 10D )

e.     Claim for Gratuity ( Form I )

7.      Superannuation ( Transfer of employee’s fund, claim for pension

8.      In case death  HR concerned will be claimed to following forms duly filed by legal heirs :

a.     Provident fund

b.     Employee Pension Scheme

c.     Gratuity

d.     Superannuation

e.     EDLI

f.        Group Term Insurance

g.     Group Term Insurance under GIGS



Note :- above mentioned documents/forms might be differ according  to company policies.


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