HR Templates for All Your Business Needs

Various challenges to an enterprise can be overcome with a well-equipped HR department.

Learn more about how to use essential HR document templates to strengthen your business.

A human resources (“HR”) department is crucial to the good management of a business. Having an effective HR department enables the smooth running of a company. Matters such as talent recruitment, onboarding, handling employee benefits and dismissals are all dealt with by the HR department. Therefore, it is imperative for an HR department to be well-equipped with document templates to guarantee best practices for your business.

Before you learn more about the must-have HR templates for your business, read more about the Top 7 HR Policies Every Company Must Have.

What are the essential functions of an HR department?

A company’s HR department oversees the entire lifecycle of an employee’s time at the company, and ensures the smooth running of various aspects of business operations.

Recruitment and onboarding

The rapid growth of businesses today means companies are always looking to expand and develop. Therefore, the recruitment of talented personnel is very important. The HR department may play an active role in the recruitment process.

For instance, they may be responsible for posting the company’s job openings, for identifying potential candidates, interviewing and screening applicants and coordinating the selection process with managers.

After employees are successfully recruited, the HR department will also be closely involved with the employee’s onboarding process, ensuring the employee enjoys a smooth transition into the company’s business environment and work culture.

The HR department may introduce to the new hires the company’s structure, vision and values and ensure that they are successfully integrated into the organisation. For example, the HR department may organise activities for new employees to familiarise themselves with the office and their fellow colleagues.

Training and development

Training and development is essential for a successful business, benefitting both the company and the employees. If deployed in the right way, training and development can improve employee retention in the long run, and improve employee performance and their wellbeing. A company’s HR department often plays an integral role in devising programmes to retain top talent and improve job satisfaction and productivity. For instance, the HR department may introduce the array of tools that employees can utilise during their time at the company.

Furthermore, through leadership training, the HR department may also nurture future leaders of the company. Supervisors and managers could be trained on how to handle department-level employee relation matters and hone their supervisory skills.  

Employer-employee relations

A company’s HR department is also responsible for handling the relations between employers and employees. By evaluating job satisfaction, employee engagement and performance, the HR department may strengthen the employer-employee relationship. In particular, circumstances of workplace conflict can be taken up with HR, who may develop an organised response to deal with and resolve the conflict.

Compensation and benefits

A company’s compensation programme and policies can be handled by the HR department. The HR department can evaluate competitive pay practices and set the compensation policy for the company, as well as policies regarding insurance and health coverage rates.

Employment law compliance

It is critical for a company’s HR department to comply with employment law obligations in each jurisdiction, to ensure fair employment practices, safe working conditions and general satisfaction with the working environment. Hence, the HR department should be well-aware of employment laws, such as those contained in the Employment Ordinance (Cap. 57) in Hong Kong, for example, and implement strategies to fully comply with the relevant employment laws.

Essential HR templates

A business may face a wide variety of potential issues and unforeseen circumstances. The company’s policy should be clearly documented to protect business operations and its employees. Putting in the time and effort to well-prepare your HR department will guarantee smooth operations in the long run.

Job Description Outline Template

The HR department of a company should advertise any available positions at a company. They may use a Job Description Outline Template in their job posting to attract new talent.

A Job Description Outline Template clearly describes the job title, department, purpose of the job, and key tasks and objectives of the job. It is very important for such fields to be clearly stipulated so potential candidates who match the company’s job requirements can apply accordingly. The HR department can use this template to draft posts to be published on recruiting or headhunting platforms.

Recruitment Checklist

Alongside issuing job posts to recruit new talent to the company, the HR department may also plan its recruitment process and timeline. A Recruitment Checklist may be useful.

A Recruitment Checklist consolidates an HR department’s plans and procedures for hiring new talent. It outlines the number of vacancies the company intends to offer and the planned start dates of the new recruits. In addition, a structured planning guide aids the HR department detailing the planning, preparation, advertisement, application handling and completion stages.

Request for Employment Verification

During the screening process, potential candidates will be shortlisted. It is crucial to conduct a background check and verify the candidate’s previous employment details, so that application information can be confirmed to be authentic and accurate.

The HR Department of a company can use a Request for Employment Verification Letter. Prospective employers can reach out to the candidate’s ex-employer to verify any past employment information as part of their routine background check, requesting the ex-employer to verify matters like the candidate’s previous job titles, duration of past employment and any recommendations.

Job Offer Letter

After the HR department has screened potential candidates and identified the new hires, it can issue a Job Offer Letter to confirm the arrangement with the candidate.  DocPro Offers three versions of a Job Offer Letter, one for non-exempt employees (i.e. hourly workers who are paid for overtime hours), a short version (i.e. a version without main terms that form part of the employment contract), and a long version (i.e. a version with essential information that forms part of the employment contract).

A Job Offer Letter is addressed to the new hire and informs them of the position offered at the company. It states important details such as remuneration, start date, benefits, scope of work, holiday entitlements and company pensions. It may also stipulate that the job offer is only valid upon satisfactory fulfilment of pre-employment checks. Shall the candidate accept the offer, they will be expected to sign and date the copy of the letter and return it to the company. Depending on the preferences and business practices of the HR company, the Job Offer Letter may state that the Letter is part of the new hire’s employment contract. Inserting relevant details into the Job Offer Letter is crucial in ensuring that the new hire knows what to expect as part of the job offer.

Induction Checklist

The HR department of a company can use an Induction Checklist after welcoming a new employee.

An Induction Checklist guides the staff members responsible for helping a new employee integrate smoothly into the company and post. The Checklist contains checkpoints that staff can meet to ensure the entire induction procedure is complete, such as introducing the new employee to their fellow colleagues on their first day and organising an interview with the line manager to review how the new employee is settling into the company.

Equality and Diversity Monitoring Form

Most companies are committed to developing their diversity and inclusion best practices. This can enhance innovation and creativity for the company, and encourage a company’s staff to adopt diverse perspectives.

To aid a company in implementing its diversity and inclusion policies, the HR department of a company can choose to use an Equality and Diversity Monitoring Form, which can be distributed to the company’s employees. Employees can fill in a questionnaire indicating their gender, sexual orientation, religious beliefs and ethnicity, for example. The company may then gather such information to evaluate whether its hiring policy is in line with its diversity and inclusion policy, and can make amendments if necessary.

Anti-Harassment and Bullying Policy

Every company should strive to create an environment of mutual respect and acceptance. A company’s HR department can use a template for Anti-Harassment and Bullying Policy in establishing the company’s policies and stance against all forms of harassment and bullying. DocPro offers a short-form Anti-Harassment and Bullying Policy, which contains general rules and practices, and a  long-form Anti-Harassment and Bullying Policy, which includes the guideline should there be any complaints or investigations.

The company may include general principles of zero-tolerance against harassment and bullying, as well as details of what constitutes harassment, sexual harassment and bullying. According to their needs, the HR department can choose to also include the procedure for employees of the company to issue complaints, conduct investigations, along with the decision-making and appeals procedure.

Leave Policy

Companies will have different policies and practices when it comes to their employees taking leave. Companies that have clear leave policies can provide assurance to employees that they will be guaranteed days off. The rules and regulations related to different types of leaves should be detailed in different leave policy documents.

DocPro offers various leave policy templates for your specific leave policy:

• Paid Time Off Policy: for employees to take paid time off for an employee to use a number of days for his or their personal purposes
• Study Leave Policy: when employees choose to pursue courses or qualifications during their time of employment and are required to take leave for their studies
• Casual Leave Policy: provides guidelines and rules when employees need to take urgent leave for unforeseen personal matters
• Sabbatical Leave Policy: to provide guidelines for some eligible employees to take extended time off away from their employment to focus on their personal development
• Unpaid Leave Policy: when employees take unpaid leave for special circumstances outside the scope of the other types of leave covered by the company
• Paternity Leave Policy and Maternity Leave Policy: when employees who are new fathers or pregnant require leave entitlements
• Parental Leave Policy: guidelines for employees who are parents need to take care of their newborn children or newly adopted children and are required to take leave
• Bereavement Leave Policy: in case of the death of an immediate family member, employees are provided with guidelines as to the rules and procedures for their leave
• Annual Leave Policy: the amount of leave that all employees are entitled to, and how it may be accrued, are provided
• Comprehensive/General Company Policy: provides rules and procedures governing types of leave and outlines the company’s general policy
• Sick Leave Policy: where an employee is required to take leave for medical reasons, the policy regulating this leave is detailed

Notice/Communication Letter of COVID-19 Cases

The COVID-19 pandemic has seen a significant impact on businesses worldwide. If an employee has tested positive or has been identified as a close contact, the HR department of a company is responsible for notifying employees of a company. In the age of the global pandemic, providing a safe working environment for employees includes informing staff about the occurrences of COVID-19 cases in their offices and any measures that the company in response to protect their wellbeing.

The HR department may use a Notice/Communication Letter of COVID-19 Cases. The Letter should detail which department the employee worked in and their last day of work, as well as contingent measures to curb the spread of the virus within the work environment.

Work From Home Policy

Many companies may adopt flexible working arrangements, especially in light of the pandemic. As such, policies should be put into place to ensure that business operations continue smoothly, and employees remain well-equipped and efficient even when working at home.

The HR department may issue a Work From Home Policy. The policy will detail which employees are eligible to work from home, how applications to work from home should be submitted and the responsibilities of the employees who intend on working from home. Also, the policy may also include the details of how an employee can register their attendance and privacy and confidential considerations when an employee brings sensitive material out of the office.

Disciplinary Policy

In the unfortunate circumstances of employee misconduct or performance problems, the HR department may refer to the company’s Disciplinary Policy to set out the relevant procedures and guidelines.

The policy may set out the procedure for conducting disciplinary proceedings against an employee so the HR department is clear on how to efficiently and effectively proceed with the disciplinary action, as well as how an employee may appeal any decision after the review.

An effective and well-functioning HR department will allow your business to flourish. A solid relationship between the HR department and your company’s employees will enable your company to reach its full potential. As such, make sure your HR department is well-equipped with the necessary documents so that they are prepared in any situation.

Please note that this is a general summary of the position under common law and does not constitute legal advice. As the laws of each jurisdiction may be different, you may wish to consult your lawyer.