Free checklist template · Word

Employee Records Closure Checklist

An employee records closure checklist makes sure an exiting employee's records are properly closed after the last working day. It covers HRMS status, PF and ESIC exit dates, access removal, archiving the personnel file, deleting data no longer needed and setting the destruction date.

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[Company Logo][Company Name]

EMPLOYEE RECORDS CLOSURE CHECKLIST

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Last Working Day:: [Last Working Day]
Exit Type:: [Resignation / Retirement / Termination / Death / Other]

A. HR Operations

HRMS status changed to Exited with last working day
Employee code marked deactivated in code register
Date of exit marked for PF on employer portal
ESIC exit updated (if covered)
Removed from group insurance from [Date]
Relieving and experience letters issued and acknowledged

B. IT and Admin

Email, HRMS, VPN and application accounts disabled
Biometric template and photo removed from attendance / access devices
ID and access cards returned and destroyed
Company devices returned and wiped

C. Finance

Full and final settlement paid on [Date]
Gratuity paid, if eligible (5+ years' continuous service)
Form 16 to be sent to personal email after year-end

D. Records and Data Minimisation

Record	Action	Location / Method	Destruction Due	Done By
Personnel file	Archive	[Archive room / restricted folder]	[DD/MM/YYYY]	[Initials]
Payroll records	Archive	[Payroll system]	[DD/MM/YYYY]	[Initials]
Emergency contacts and family details	Delete (no longer needed)	[HRMS]	Immediately	[Initials]
Working copies and email attachments	Delete	[Shared drives / mailbox]	Immediately	[Initials]

Legal hold checked (no pending dispute or claim)
Retention dates recorded in retention log

Data no longer required after exit is deleted, and archived records are held only for the retention period, as required under the Digital Personal Data Protection Act, 2023 and applicable labour and tax laws.

HR Operations
[HR Name]
Date: [Date]

IT
[Name]
Date: [Date]

Approved by
[Authorised Signatory]
Date: [Date]

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What this template includes

HRMS status and last working day update
Statutory exit marking for PF and ESIC
System and physical access removal
Final documents issued and acknowledged
Data minimisation: what is deleted now vs archived
Archive location and destruction due date

When to use it

After the last working day of any leaver
After full and final settlement is paid
When closing records of a deceased employee with nominee settlement
Bulk exits during a restructuring or site closure

How to customise this template

1Link to your exit clearance and F&F process
2List all systems that hold employee data
3Insert retention periods from your schedule
4Assign owners from HR, IT, admin and finance
5Add a final check by the HR head for senior exits

HR tips

Mark the PF exit date promptly so the employee can transfer or withdraw
Remove biometric templates and photos from access devices
Keep a personal email to send Form 16 and final documents
Never delete records needed for statutory periods or pending disputes

Retention and exit obligations vary by law and state. Review this checklist against applicable labour laws and your retention schedule with a legal adviser where needed.

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Frequently asked questions

What should HR do with employee records after exit?+

Close the HRMS record, complete statutory exits, archive the file with restricted access, delete data no longer needed and destroy the rest after the retention period.

Who marks the PF exit date?+

The employer usually marks the date of exit on the employer portal after the last working day.

Can a former employee ask for their data to be deleted?+

Yes, and the company should delete what it no longer needs while keeping records the law requires.

All 50 employee personal & master records →

[Company Logo][Company Name]

EMPLOYEE RECORDS RETENTION CHECKLIST

Company:: [Company Name]
Review Date:: [DD/MM/YYYY]
Records Owner:: [HR Name]
Approved by:: [Authorised Signatory]

Part 1: Retention Schedule

Record Category	Examples	Trigger	Retention Period	Format
Recruitment	CVs of unsuccessful candidates, interview notes	Closure of vacancy	[Period]	[Paper / Digital]
Personnel file	Appointment letter, change forms	Date of exit	[Period]	[Format]
Payroll and tax	Salary registers, Form 16, TDS	End of financial year	[Period]	[Format]
Statutory registers	Attendance, wages, PF, ESIC	Date of last entry	[Period]	[Format]
Health and safety	Accident reports, medical fitness	[Trigger]	[Period]	[Format]

Part 2: Periodic Review

List of records reaching end of retention generated
Legal / HR checked for disputes, claims or investigations (legal hold)
Records on legal hold excluded and noted
Destruction approved by authorised signatory

Part 3: Destruction

Checklist · Word

Employee Records Retention Checklist

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[Company Logo][Company Name]
NEW JOINER DOCUMENT CHECKLIST
Joiner Name:
[Employee Name]
Designation:
[Designation]
Date of Joining:
[Date of Joining]
Checked by:
[HR Name]
A. Identity and Address
- PAN card copy
- Aadhaar – masked copy (last 4 digits visible only)
- One address proof (passport / utility bill / rent agreement)
- Two passport-size photographs (for ID card)
B. Education
- Highest qualification certificate (original seen and returned)
- Class 10 certificate (date of birth proof)
- Professional certificates or licences required for the role
C. Previous Employment (experienced joiners)
Checklist · Word
Employee Document Checklist
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[Company Logo][Company Name]
EMPLOYEE PERSONAL INFORMATION FORM
Company:
[Company Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Form Date:
[Date]
1. Personal Details
Full Name (as per PAN / ID)
Preferred Name
Date of Birth (DD/MM/YYYY)
Gender (optional)
Nationality
Marital Status (optional)
2. Contact Details
Personal Mobile Number
Alternate Mobile Number
Personal Email ID
Current Address with PIN Code
Permanent Address with PIN Code
3. Statutory and Payroll Details
Form · Word
Employee Personal Information Form
Download .docx

Full Name (as per PAN / ID)
Preferred Name
Date of Birth (DD/MM/YYYY)
Gender (optional)
Nationality
Marital Status (optional)

Personal Mobile Number
Alternate Mobile Number
Personal Email ID
Current Address with PIN Code
Permanent Address with PIN Code

[Company Logo][Company Name]

EMPLOYEE MASTER DATA SHEET

Company:: [Company Name]
Data as on:: [DD/MM/YYYY]
Maintained by:: [HR Name]

This sheet holds the minimum master data needed to run payroll, headcount reporting and statutory compliance. Bank details, health information and identity documents are kept in separate restricted records and are not entered here.

Emp ID	Employee Name	Department	Designation	Reporting Manager	Date of Joining	Employment Type	Work Location	UAN	ESIC No.	Status	Last Updated
[Employee ID]	[Employee Name]	[Department]	[Designation]	[Reporting Manager]	[DD/MM/YYYY]	[Permanent / Contract / Trainee]	[Work Location]	[UAN]	[ESIC No. / NA]	[Active / Notice / Exited]	[DD/MM/YYYY]
[Employee ID]	[Employee Name]	[Department]	[Designation]	[Reporting Manager]	[DD/MM/YYYY]	[Permanent / Contract / Trainee]	[Work Location]	[UAN]	[ESIC No. / NA]	[Active / Notice / Exited]	[DD/MM/YYYY]
[Employee ID]	[Employee Name]	[Department]	[Designation]	[Reporting Manager]	[DD/MM/YYYY]	[Permanent / Contract / Trainee]	[Work Location]	[UAN]	[ESIC No. / NA]	[Active / Notice / Exited]	[DD/MM/YYYY]
[Employee ID]	[Employee Name]	[Department]	[Designation]	[Reporting Manager]	[DD/MM/YYYY]	[Permanent / Contract / Trainee]	[Work Location]	[UAN]	[ESIC No. / NA]	[Active / Notice / Exited]	[DD/MM/YYYY]

Column guidance

Emp ID: never reuse an ID after an employee exits.
Employment Type: use only the values in your drop-down list.
ESIC No.: enter NA where wages exceed the ESI coverage limit of ₹21,000 per month.
Status: change to Exited only after the last working day is confirmed.

Privacy notice: [Company Name] collects the details on this page only for workforce administration, payroll and statutory reporting. Access is limited to authorised HR staff, and the record will be kept for as long as the employee is on the rolls and for the archival period in the records retention policy, after which it will be securely deleted or destroyed. You may ask HR to see or correct your data, consistent with the Digital Personal Data Protection Act, 2023.

Template · Word

Employee Master Data Sheet

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[Company Logo][Company Name]

Name of Establishment:: [Company Name]
Address:: [Company Address]
Registration No.:: [Registration Number]
Register Period:: [DD/MM/YYYY] to [DD/MM/YYYY]

Sl. No.	Emp ID	Name of Employee	Father / Spouse Name	Gender	Date of Birth	Designation	Nature of Employment	Date of Joining	Date of Leaving	Reason for Leaving	Initials of Authorised Person
1	[Employee ID]	[Employee Name]	[Name]	[M/F/Other]	[DD/MM/YYYY]	[Designation]	[Permanent / Fixed-term / Contract]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Resignation / Retirement / Other]	[Initials]
2	[Employee ID]	[Employee Name]	[Name]	[M/F/Other]	[DD/MM/YYYY]	[Designation]	[Nature]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Reason]	[Initials]
3	[Employee ID]	[Employee Name]	[Name]	[M/F/Other]	[DD/MM/YYYY]	[Designation]	[Nature]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Reason]	[Initials]

Instructions for maintaining this register

Enter employees in order of joining and keep serial numbers continuous.
Fill Date of Leaving and Reason for Leaving only after exit formalities are complete.
Corrections must be struck through once, rewritten and initialled with the date.
The register must not hold bank, health or full Aadhaar details.
Produce the register when requested by an authorised inspector.

Privacy notice: [Company Name] collects the details on this page only for maintaining the statutory register of employees and confirming service history. Access is limited to authorised HR staff, and the record will be kept for the period required by applicable labour laws and the company retention policy, after which it will be securely deleted or destroyed. You may ask HR to see or correct your data, consistent with the Digital Personal Data Protection Act, 2023.

Maintained by
[HR Name]
[Designation]

Certified by
[Authorised Signatory]
For [Company Name]

Employee Master Register

Download .docx

[Company Logo][Company Name]

EMPLOYEE DATABASE FORMAT – FIELD DICTIONARY

Organisation:: [Company Name]
Version:: [Version Number]
Approved on:: [DD/MM/YYYY]
Data Owner:: [HR Name]

This field dictionary defines the employee database for [Company Name]. Each field must have a stated purpose; fields without a purpose are not collected.

Field Name	Data Type / Format	Mandatory	Purpose	Access Level	Retention
Employee ID	Alphanumeric, unique	Yes	Primary key across systems	All HR, payroll, manager	Permanent (service record)
Full Name	Text, as per PAN	Yes	Identification, payslips	All HR, payroll, manager	Employment + retention period
Date of Birth	DD/MM/YYYY	Yes	Age checks, PF records	HR, payroll	Employment + retention period
Aadhaar	Last 4 digits only	No	Identity check, PF KYC	HR only	Employment + retention period
Bank Account / IFSC	Numeric / 11-character code	Yes	Salary credit	Payroll only	Employment + retention period
[Field Name]	[Format]	[Yes / No]	[Purpose]	[Role]	[Period]

Access levels

HR administrator: full read and edit access.
Payroll: salary, bank, statutory fields only.
Reporting manager: work-related fields for direct reports only.
Employee: read access to own record through self-service.

Privacy notice: [Company Name] collects the details on this page only for designing and operating the employee database. Access is limited to authorised HR staff, and the record will be kept for the retention periods listed against each field above, after which it will be securely deleted or destroyed. You may ask HR to see or correct your data, consistent with the Digital Personal Data Protection Act, 2023.

Template · Word

Employee Database Format

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[Company Logo][Company Name]
EMPLOYEE ID ALLOCATION FORM
Form No.:
[Reference Number]
Date of Request:
[Date]
Requested by:
[HR Name]
A. Joiner Details
Name of Joiner [Employee Name]
Designation [Designation]
Department [Department]
Reporting Manager [Reporting Manager]
Work Location [Work Location]
Date of Joining [Date of Joining]
B. Category
- Permanent employee
- Fixed-term employee
- Trainee / Apprentice
- Intern
- Rejoining employee (previous ID: [Employee ID])
C. Allocation (HR Operations)
Form · Word
Employee ID Allocation Form
Download .docx

Name of Joiner	[Employee Name]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Work Location	[Work Location]
Date of Joining	[Date of Joining]

[Company Logo][Company Name]

EMPLOYEE CODE REGISTER

Company / Entity:: [Company Name]
Code Series:: [Prefix]-0001 to [Prefix]-9999
Register Owner:: [HR Name]

Employee Code	Employee Name	Department	Category	Allocation Form Ref.	Date Issued	Date Deactivated	Access Removed (Y/N)	Status	Remarks
[Employee ID]	[Employee Name]	[Department]	[Permanent / Contract / Intern]	[Reference Number]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Y/N]	[Active / Deactivated]	[Remarks]
[Employee ID]	[Employee Name]	[Department]	[Category]	[Reference Number]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Y/N]	[Status]	[Remarks]
[Employee ID]	[Employee Name]	[Department]	[Category]	[Reference Number]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Y/N]	[Status]	[Remarks]
[Employee ID]	[Unallotted]	-	-	-	-	-	-	[Available]	[Next in series]

Rules

Each code is allotted once and is never reused.
Every row must reference an approved Employee ID Allocation Form.
On exit, enter the last working day as the deactivation date within two working days.
Quarterly, reconcile active codes with the payroll register and note mismatches below.

Quarterly reconciliation date
Mismatches found
Action taken

This register holds only the details needed to control employee codes. It is accessible to HR operations and internal audit only, as part of the company's data-minimisation practice under the Digital Personal Data Protection Act, 2023.

Employee Code Register

Download .docx

Employee Records Closure Checklist

Preview of the checklist

A. HR Operations

B. IT and Admin

C. Finance

D. Records and Data Minimisation

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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