Employee Files
Employee Files and Record Keeping
Keeping Good Employee Records
One of the most important parts of HR administration is making sure employee information and records are accurate and up to date. Some information is particularly important because it can affect employment rights, pay and other legal obligations.
For example, an employee's start date determines when they qualify for certain employment rights. Their contract of employment sets out the terms and conditions of their employment and may need to be referred to in all sorts of situations. And if those terms change, such as their working hours, this will affect their pay, holiday entitlement and other arrangements.
So, if someone asked you for an employee's start date, signed contract or details of changes to their employment terms, could you find the information quickly? What about their sickness absence record, holiday entitlement or previous pay increases?
Having well-organised employee files means you have the information you need, when you need it. It also helps you manage employees consistently, meet your legal obligations and avoid unnecessary disputes.
You don't need a complicated filing system. Whether you keep paper files or use an electronic HR system, the important thing is that records are organised, accurate and kept up to date.
Where appropriate change in employment should be confirmed in writing to the employee. Visit the Documenting Changes page for further guidance.
What Should You Keep in an Employee File?
There isn't one prescribed way to organise employee files, but we recommend keeping records in separate sections so information is easy to find. For example:
Employment Terms and Personal Details
Offer letter and employment contract or written statement.
New Starter Form and relevant personal information.
Evidence of right to work checks.
Changes to employment terms, salaries or job roles.
Probationary review records and outcome letters.
Relevant employment references and qualifications.
Pay, Benefits and Company Equipment
Salary review and bonus letters.
Details of employee benefits.
Pension information where appropriate.
Records of company equipment issued.
Employee loans or training repayment agreements.
Holidays and Absence
Holiday records and requests.
Sickness absence records.
Self-certification forms and fit notes.
Return to Work interview records.
Relevant absence correspondence.
Training and Performance
Current job description.
Training records and qualifications obtained.
Appraisal and performance review documents.
Objectives, targets and development plans.
Employee Relations
Important file notes and correspondence.
Records of performance or conduct concerns.
Disciplinary and grievance correspondence.
Relevant investigation records and outcomes.
You don't need to keep unnecessary copies of everything. Some information may be better maintained in payroll, an HR system or a separate restricted-access file.
Particular care should be taken with confidential or sensitive information, including medical records.
Keeping Files Organised and Up to Date
An employee file is only useful if the information is accurate and you can find what you need. Make sure relevant documents are added when changes occur or important matters are dealt with.
You should also consider who needs access to particular information. For example, a manager may need access to performance objectives but not detailed medical information or confidential grievance records.
Employee records should be stored securely and retained only for as long as there is a legitimate reason to keep them.
See our separate GDPR and Data Protection guidance for further information.
Practical Tips
Have a file for every employee. Use a consistent structure so information is easy to find.
Keep important documents together. Avoid having employment records scattered across emails, managers' computers and different folders.
Keep records factual. Write notes that accurately reflect what happened or was agreed.
Update files promptly. Add relevant correspondence and documents rather than leaving them until later.
Restrict access where appropriate. Not everyone needs access to every part of an employee's record.
Review records periodically. Check that information remains accurate and is not being retained unnecessarily.
Remember: A well-organised employee file is not about creating paperwork for its own sake. It's about having a reliable record of the employment relationship and being able to find important information when you need it.
See Documenting Changes During Employment for guidance on recording changes to employment terms, company equipment and other arrangements.
Last Reviewed Nov 2026