10+ Employee Record Examples in MS Word | Pages | Google Docs | Outlook | PDF


The work of a human resource person can be both challenging and fulfilling at the same time. That’s why you should always be ready to answer any inquiry and take any challenge that comes your way. And what’s the best way to do this than to compile a recording of all the company’s human resources? Yes. You need to make an employee record to keep all the necessary information on one page. To help you with that we Employee Record Examples that you download with a click of a button. Not only that, but we also have an excellent guide to help you in creating one, should you need one. Browse our resources today and be ready!

10+ Employee Record Examples

1. Employee Records Template

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File Format
  • MS Word
  • Pages
  • Google Docs
  • Outlook

Size: A4, US

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2. Free Employee Statutory Holiday Record Template

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File Format
  • MS Word
  • Pages

Size: A4, US

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3. Free Employee Pay Slip Record Template

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File Format
  • MS Word
  • Pages

Size: A4, US

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4. Free New Employee Record Sheet Template

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File Format
  • MS Word
  • Pages
  • PDF

Size: A4, US

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5. Free Employee Record Web Counseling Template

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  • MS Word
  • Pages
  • PDF

Size: A4, US

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6. Employee Record Update Form

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File Format
  • PDF

Size: 142 KB

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7. Changes in Employee Record

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  • PDF

Size: 151 KB

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8. Employee Record Example

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  • PDF

Size: 327 KB

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9. Employee Records Management

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  • PDF

Size: 89 KB

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10. Employee Record Keeping Requirement

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  • PDF

Size: 181 KB

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11. Employee Record Sheet

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File Format
  • PDF

Size: 836 KB

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What is an Employee Record?

An employee record is a document that has all the necessary information about a certain employee within the company. This document provides the employer, human resource personnel, and other individuals a glimpse of the employment data of a specific employee, which can be useful in many ways.

What are the types of employee records?

In today’s world, we do not have an absolute answer to everything. Heck, even the vaccines for the COVID virus have different brands. That’s why you can also expect that employee records are not one document to rule ‘em all. Nope, there are at least six types of employee records that human resource personnel keeps and use. Listed below are these six types of employee records.

  • Basic Information

Basic information is those documents with the most basic information about an employee. Information written on this document includes name, address, contact information, birthday, social security numbers, and other identification numbers.

  • Hiring

Hiring documents are those papers that deal with the hiring process of the employee. These things include resumes, cover letters, job descriptions, and other documents that deal with the recruitment side of human resources.

  • Performance and Development

Job Performance and Development are those documents that reinforce the quality of an employee. Documents included in this are attendance, promotions, training certificates, awards, and other documents of the same type.

Before and after each employee does his job, he is enforced to follow the leadership, rules and regulations, and core plans of a company. That’s where these employment-related agreements come into play, and that’s why the human resources keep them, as well.

  • Compensation

Another record that human resource personnel takes note of are documents that provide an idea of the compensation the employee received through his/her time in the company. This is useful when it comes to promotion and other job-related agreements’ compensation.

  • Termination and Post-Employment

These documents are paperwork that the company keeps after the employee is done working with the company. This is an important reference to keep to ensure that your company won’t deal with any lawsuits or disputes later on.

How to Create an Employee Record

It is really difficult to pinpoint a single employee record. As mentioned earlier, there are at least six varieties of employee records in the current market, so you can create different types of employee records as the need arises. However, we will provide steps below that you can generally follow through no matter what type of document you wanted to make.

Step 1:Determine the Purpose

The first step in creating a template lies in understanding the purpose behind it. If you try to create a data card then you sure will need a table. However, an employment agreement wouldn’t need tables at all. So, your first step should be in determining how you will use the template.

Step 2: Use the Ideal Program

The next thing you should do is to find the ideal program that you can use to create your template. If you are trying to create spreadsheets, Microsoft Excel, Apple Numbers, and Google Sheets are your idea programs. However, for documents, you might opt to use Microsoft Word, Google Docs, and Apple Pages.

Step 3: Create a General Structure

Employee templates are useful as a reusable format that you can pull up whenever you need one. That’s why you should make a general structure that you can use easily. Make sure that people can easily use this by not making the form complicated at all.

Step 4: Ensure Mobility and Flexibility

After having an excellent blank document or worksheet that you can save its file on your server, the company’s cloud account, and other servers where your employees can use it whenever and wherever they are. You can also create a corporate mobile application or program that has personal logins so you can be sure that specific employees get the right templates suited for their work.

FAQs

Why is employee record keeping important?

The act of keeping your company’s employee records is an excellent practice that your company’s human resources can do to ensure that the company has all documents necessary for any disputes or lawsuits later on. It is also excellent to collect these to know certain individuals that can help your company when you need one.

How long should HR keep employee records?

Depending on the state or country you are in, you might have at least a year to keep employee records. Some states require companies to keep some records for more years, as well.

What is an employee file?

An employee file or personnel file is a document that has basic information about a certain employee. It might have other supporting documents such as payroll and medical, but it is the master file that has all the general information about the employee.

Employees come and go. However, an excellent company is always ready to hire the best men and women in the market because they have the necessary information that they can utilize properly. Nonetheless, it lays on you, the human resource personnel, to keep a record of the best employees so that your company can always have answers to any human resource challenges. So keep your records right today by using these samples and guides.

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