HR guide · Sources checked 10 October 2026
Employee file checklist: what to keep in a personnel file (UK)
A UK employee file usually holds the documents behind each stage of employment (recruitment, right to work, contract, pay, absence and leaving), and this checklist lists them with the source that requires each one. Where no law requires a document, the table says so: those are kept because they are useful, and data protection law still limits how long you keep them.
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Employee personnel file checklist
What to keep, why, and the source
On smaller screens, scroll the table sideways to see every column.
| Document | Why it is kept | Source | Checked |
|---|---|---|---|
| Job description and offer letter | Records the role and the offer made. No law requires these specific documents | No statutory requirement; keep only as long as needed (ICO) | October 2026 |
| Right to work check | Copies of the documents checked and the date the check was made | October 2026 | |
| Written statement of employment particulars | The principal statement is due on the first day of employment; the wider written statement within two months | October 2026 | |
| Payroll records | Pay and deductions, reports and payments to HMRC, leave and sickness absences, tax code notices, taxable expenses or benefits | October 2026 | |
| Minimum wage records | Records showing the minimum wage was paid, producible for a single pay reference period | October 2026 | |
| Working time records and opt-outs | Records adequate to show working time limits were complied with, and a record of any 48-hour opt-out | October 2026 | |
| Statutory maternity pay records | Proof of pregnancy, the date SMP began, payments, amounts reclaimed and any weeks not paid | October 2026 | |
| Appraisals, probation and return-to-work notes | Records of reviews and agreed actions. Useful, but no law requires these specific forms | No statutory requirement; keep only as long as needed (ICO) | October 2026 |
| Accident records | Reportable injuries, diseases and dangerous occurrences. Often kept in an accident book rather than the personnel file | October 2026 | |
| Leaving | Review what you hold when someone leaves: keep what you still need, erase or anonymise the rest | October 2026 |
Sources checked 10 October 2026. Guidance and legislation change: open the linked source before relying on any row. How long to keep each record is covered in how long to keep employee records in the UK.
Employee document checklist by stage
Using the checklist
Work through the file by stage, and keep only what you need.
The ICO says data protection law sets no specific time limits for workers’ personal information and recommends a retention schedule by record type (ICO). Soteriaa’s free HR documents cover the employment contract, job description, offer letter, return-to-work form and appraisal form; drafts need review for your jurisdiction before use.
- Recruitment: role, offer, and the right to work check completed before employment starts.
- Starting: the principal written statement on day one; the wider statement within two months.
- During employment: payroll, minimum wage, working time and statutory pay records; reviews and agreed actions.
- Leaving: review the file and keep only what you still need for a reason you can state.
Jurisdiction
This checklist follows GOV.UK, HMRC, HSE and ICO guidance. Employment law in Northern Ireland differs in places from Great Britain, and sector rules (for example in regulated care or finance) can require further records. It is not a complete list of every record an employer may need, and it is not legal advice.
What Soteriaa does and does not do
Soteriaa’s HR tracking is built for one administrator and up to ten employees or candidates. It is coming soon and not on sale yet; the HR documents are free now. See the HR and employment area. It makes no employment decisions, has no e-signatures and does not delete records automatically. This page is general information, not legal advice; take advice for your situation.
FAQ
Common questions
What should be in an employee file in the UK?
Typically the right to work check, the written statement of employment particulars, payroll and statutory pay records, minimum wage and working time records, and records of reviews. The table on this page links the source for each.
Is an employee file a legal requirement?
No law requires a single file, but several laws require specific records, such as right to work check copies, payroll records and minimum wage records. How you organise them is up to you.
Can Soteriaa store employee files?
Soteriaa’s HR tracking is built but coming soon and not on sale. The HR documents are free to create now.
Create your HR documents free
Contract, job description, offer letter, return-to-work and appraisal forms from the details you enter.