What documents must an employee's personnel file contain?
Quick answer
- The personnel file contains the individual employment contract (CIM) and all addenda.
- It contains the job description, identity and education documents, and the medical fitness certificate.
- It includes the employee's declarations, performance evaluations and other relevant documents.
- The employer must draw up, keep and update the file for every employee.
- The file must be presented to labour inspectors at a check, on request.
What the law says
- The Labour Code (Law 53/2003) requires the employer to draw up each employee's personnel file.
- GD 905/2017 details the documents and the obligation to present them at a check.
- The file includes the contract, addenda, job description and identity and education documents.
- The medical fitness certificate is mandatory before work begins.
- The employer must issue, on request, copies of the documents in the file.
Practical examples
- Example: at hiring, the file includes a copy of the ID, the diploma and the medical fitness certificate.
- Example: on a promotion, the addendum and the updated job description are added to the file.
- Example: at a labour inspectorate check, the employer presents the complete file of the checked employee.
- Example: an annual performance evaluation is archived in the employee's personnel file.
Common mistakes
- The medical fitness certificate missing from the file before work begins.
- Not updating the job description after the employee's duties change.
- Keeping an incomplete file, without the addenda reflecting contract changes.
- Being unable to present the file at a check due to a lack of organised records.
How 4softhr helps
- 4softhr keeps a complete digital file per employee, with the contract, addenda and job description.
- It stores identity, education documents and the medical fitness certificate in one place.
- It flags missing or expired documents (such as the medical certificate) through alerts.
- It keeps evaluations and declarations, ready to present at a labour inspectorate check.
- It allows quick generation of copies of documents requested by the employee or inspectors.