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Employee Life Cycle Joining to Leaving

October 29, 2013 Leave a comment Go to comments

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
  1. Copy of all the Code of Conduct Forms.
  2. 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 :-
    1. Transfer of PF ( Form 13 )
    2. Refund of PF ( Form 19 )
    3. Refund of Pension ( Form 10C )
    4. Monthly Pension ( Form 10D )
    5. Claim for Gratuity ( Form I )
    6. Superannuation ( Transfer of employee’s fund, claim for pension
    7. In case death  HR concerned will be claimed to following forms duly filed by legal heirs :
      1. Provident fund
      2. Employee Pension Scheme
      3. Gratuity
      4. Superannuation
      5. EDLI
      6. Group Term Insurance
      7. Group Term Insurance under GIGS

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


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