Personnel & Employee Files
Every employee file complete, every month.
Personnel is the day-to-day backbone of HR: contracts, files, attendance, leave and the paperwork behind every hire and exit. We run it under the Labor Law so your records are complete, current and defensible.
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Your journey with ERTQAA
How we deliver Personnel & Employee Files
Set-up
Contracts, job descriptions and employee files created under the Labor Law
Daily operations
Attendance, leave, letters and disciplinary procedures handled
Monthly update
Files and records reconciled; report issued to management
Renewals & probation
Deadlines tracked and actioned in advance
Exit & clearance
End-of-service settled lawfully and documented
What’s included
Everything your HR office would do — run by our team
From the first contract to the final clearance, these are the tasks ERTQAA takes over for your company.
Hiring & contracts
- Employment contracts in an approved, compliant format
- Hiring file and joining documents collected and checked
- Probation period tracked and evaluated on time
- Job descriptions written and kept up to date
- Appointment, promotion and amendment letters
Employee files
- A complete paper and electronic file for every employee
- Regular check that every required document is in place
- Data, job titles and grades updated as they change
- Documents archived and retained for the legal period
Attendance & leave
- Attendance and working-hours policy set up and applied
- Overtime, lateness and absence calculated
- Leave balances maintained for every leave type
- Annual, sick, casual and unpaid leave administered
- Attendance and leave reports for management
Letters & requests
- Letters to banks, embassies and government bodies
- Experience and salary certificates
- Clearance forms and acknowledgements
- Day-to-day employee requests answered
Discipline & investigations
- Penalty regulations applied to each case
- Investigations run under the correct procedure
- Warnings and deductions issued and documented
- Every case documented so it stands up legally
Labor Office paperwork
- Hiring and termination notifications to the Labor Office
- Employee register and wage register kept up to date
- Labor Office forms linked to each employee file
- Penalty regulations approved and applied
- Employee files prepared for any inspection visit
Exit & end of service
- Resignation, termination and contract expiry handled
- End-of-service entitlements calculated
- Clearance completed across departments
- File closed and experience certificate issued
Reports you receive
Every file complete — and every deadline visible
Management sees the full picture of its workforce records each month, and every employee file is ready for inspection at any time.
Monthly personnel report
Hires, exits, leave balances and contracts due for renewal — in one clear summary for management.
Employee file audit
Every employee file checked against the Labor Law document checklist, with missing items flagged.
Renewals & probation tracker
Contracts and probation periods ending in the next 60 days, so no deadline passes unnoticed.
Attendance & leave summary
Absence, lateness and leave taken by department, compared with the previous month.
Disciplinary & letters log
Warnings, investigations and official letters issued, with dates and outcomes.
End-of-service file
Final settlement, clearance and exit documents completed and signed for every leaver.
Meetings with management
Regular reviews, so nothing is left to the last minute
We review your personnel records with management on a fixed calendar — before problems reach an inspection or a dispute.
Personnel review
First week of the month
- Hires and exits of the past month
- Contracts and probations due
- Attendance and disciplinary cases
File audit review
After each quarterly audit
- Audit findings and missing documents
- Policy and contract gaps
- Corrective actions and owners
Workforce records planning
Before the new budget year
- Headcount and contract types plan
- HR policies and forms update
- Document retention rules
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Let’s talk about Personnel & Employee Files
Tell us about your company and we will propose the right scope for this service — or for your full HR function.