Essential HR documents

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40 templates
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Having access to comprehensive HR document templates is essential for organisations to thrive.

Whether you're an HR professional or a company without a dedicated HR department, these templates offer a structured framework to streamline processes, ensure legal compliance, and foster a positive work environment.

With ready-made solutions for recruitment, onboarding, performance management, and compliance, this toolkit empowers organisations of all sizes to save time, resources, and confidently manage their workforce.

We also have budget-friendly bundles featuring this toolkit:

What are Essential HR documents?

Our Essential HR Document Templates Toolkit offers a collection of essential templates that all HR departments or Companies need to streamline HR processes and ensure compliance with legal requirements.

The toolkit's purpose is to provide HR professionals with readily available resources to standardise documentation, enhance efficiency, and maintain consistency across various HR functions.

Disciplinary Policy Template

  • Sets out procedures for managing disciplinary issues in the workplace, ensuring fair treatment of employees and compliance with employment laws.

Equal Opportunities Policy Template

  • Promotes equality and diversity within the organisation, preventing discrimination and fostering an inclusive work environment in accordance with relevant legislation.

Equality, Diversity, and Inclusion Policy Template

  • Formalises commitment to equality, diversity, and inclusion, ensuring compliance with equality legislation and promoting diversity in the workplace.

Ethics Policy Template

  • Establishes ethical standards and expectations for employee conduct, promoting integrity, transparency, and ethical behaviour.

Flexible Working Policy Template

  • Sets out procedures for requesting and managing flexible working arrangements, supporting work-life balance and compliance with employment regulations.

GDPR and Data Protection Policy Template

  • Ensures compliance with GDPR regulations and protects personal data, safeguarding data privacy and reducing risks of data breaches.

Grievance Policy Template

  • Provides a framework for addressing employee grievances, ensuring fair treatment and resolution of workplace issues.

Health and Safety Policy Template

  • Outlines responsibilities for maintaining a safe work environment, preventing accidents, and ensuring compliance with health and safety legislation.

Homeworking or Remote Working Policy Template

  • Sets guidelines for employees working remotely or from home, ensuring health, safety, and productivity of remote workers while complying with relevant legislation.

Hybrid Working Policy Template

  • Defines hybrid working arrangements combining office and remote work, supporting flexible work models and employee well-being.

IT Policy Template

  • Establishes guidelines for acceptable use of company IT resources, ensuring data security, confidentiality, and compliance with IT regulations.

Maternity Leave and Pay Policy Template

  • Outlines entitlements and procedures for maternity leave, ensuring compliance with maternity leave legislation and supporting expectant mothers' rights.

Mental Health Policy Template

  • Addresses mental health issues in the workplace and promotes employee well-being, supporting employees' mental health needs and reducing stigma surrounding mental illness.

Paternity Leave and Pay Policy Template

  • Outlines entitlements and procedures for paternity leave, ensuring compliance with paternity leave legislation and supporting new fathers' rights.

Performance Improvement Policy Template

  • Provides a framework for managing employee performance issues, supporting employee development and fair treatment.

Reimbursement of Expenses Policy Template

  • Sets out procedures for reimbursing employee expenses, ensuring fair and consistent reimbursement practices.

Sick Absence Policy Template

  • Outlines procedures for managing employee sick leave, ensuring fair treatment of employees and compliance with sick leave legislation.

Whistleblowing Policy Template

  • Encourages reporting of unethical conduct or wrongdoing within the organisation, protecting whistleblowers from retaliation and promoting transparency.

Changes to Terms and Conditions of Employment Letter Template

  • Notifies employees of changes to their employment terms and conditions, ensuring transparency and compliance with employment contract requirements.

Flexible Working Request Letter Template

  • Allows employees to formally request flexible working arrangements, supporting work-life balance and compliance with flexible working regulations.

Less than Two Years Service Dismissal Letter Template

  • Communicates termination of employment for employees with less than two years' service, ensuring compliance with unfair dismissal legislation and providing reasons for dismissal.

Offer of Employment Letter Template

  • Formally offers employment to successful candidates, establishing terms and conditions of employment and reducing risks of disputes.

Pay or Salary Increase Notification Letter Template

  • Notifies employees of pay or salary increases, ensuring transparency and compliance with employment contract terms.

Probation Termination Letter Template

  • Notifies employees of probationary period termination, providing reasons for termination and ensuring compliance with employment contract terms.

Resignation Acceptance Letter Template

  • Acknowledges receipt of employee resignation and confirms resignation acceptance, confirming end of employment relationship and reducing risks of disputes.

Annual Leave Request Form Template

  • Allows employees to request annual leave, ensuring fair allocation of annual leave and compliance with entitlements.

Exit Interview Questions Form Template

  • Gathers feedback from departing employees during exit interviews, identifying reasons for turnover and potential areas for improvement.

Induction or Onboarding Programme Checklist Form Template

  • Guides the onboarding process for new employees, ensuring consistency in procedures and facilitating integration.

Job Application Form Template

  • Collects essential information from job applicants, ensuring fair and non-discriminatory hiring practices and compliance with data protection regulations.

Job Description Form Template

  • Defines roles and responsibilities for specific job positions, ensuring clarity and alignment between employer and employee expectations.

Performance Appraisal Form Template

  • Evaluates employee performance against predefined objectives, documenting performance discussions and supporting fair treatment.

Probation Review Form Template

  • Assesses employee performance during probationary period, supporting fair evaluation and decision-making regarding probationary extensions or terminations.

Recognition Nomination Form Template

  • Allows employees to nominate colleagues for recognition or awards, promoting employee engagement and morale.

Record of Training Completed Form Template

  • Tracks employee training and development activities, ensuring compliance with training requirements and supporting skill development.

Reference Request Form Template

  • Requests references from previous employers for job applicants, verifying candidate credentials and reducing risks of hiring unsuitable candidates.

Return to Work Interview Form Template

  • Conducts interviews with employees returning from extended leave, identifying any issues affecting employee well-being and facilitating smooth transition back to work.

Confidentiality Agreement Template

  • Protects sensitive company information and intellectual property, safeguarding proprietary information and reducing risks of data breaches.

Statement of Terms and Conditions Contract of Employment Template

  • Provides written statement of employment terms and conditions as required by law, ensuring clarity and transparency in employment relationship.

New Employee Announcement Script Template

  • Announces new employee's arrival to the team or organisation, facilitating smooth integration of new employee into the workplace.

Training and Development Plan Template

  • Outlines individual employee's training and development needs, supporting employee skill development and career progression.
Essential HR documents
essential hr documents
essential hr documents

What's included?

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Use this model disciplinary policy to help and encourage employees to improve, achieve and maintain standards of conduct, attendance and job performance.

The Equal Opportunities Policy provides specific protection to the Company in respect of the Age Discrimination Regulations that came into force in October 2006.

Our Equality, Diversity, and Inclusion Policy Template promotes a diverse and inclusive workplace, fostering a culture of equality and respect.

Use this model ethics policy to define how people within your organiation will interact with one another, as well as how they will interact with customers or clients and suppliers of goods or services.

Our Flexible Working Policy outlines guidelines for employees seeking alternative work arrangements, fostering work-life balance and productivity.

This model policy outlines how the Company will comply with statutory requirements of GDPR and data protection.

Use this model grievance policy to set out a formal framework for an employee to raise a problem or complaint to their employer.

Our health and safety policy prioritises employee well-being, ensures legal compliance, and fosters a culture of safety in a proactive and accountable manner.

Use this if you require a robust and practical Homeworking or remote working policy.

Use this if you require a robust and practical Hybrid working policy.

This model policy outlines the standards expected of users of Company communication systems, and the action taken in respect of breaches of these standards.

Use this if you require a robust and practical Maternity leave and pay policy.

If you want to promote mental health in your workplace, and how you aim to support your employees, this model policy template is essential.

This model policy provides information about Statutory Paternity Leave and pay.

This policy descibes how the organisation will manage where an individual's performance falls below the standards expected.

Our Reimbursement of Expenses Policy Template outlines guidelines for employees to claim expenses, ensuring transparency and compliance with company reimbursement procedures.

Our Sick Absence Policy Template facilitates effective sick leave management, supports employees' health, and minimises disruptions in the workplace.

Use this model whistleblowing policy to detail the framework in which employees and others who have serious concerns about any aspect of your business can voice those concerns.


This document is used where the Company wishes to change certain terms and conditions of employment with agreement of the employee.

Our Flexible Working Request Letter Template simplifies the process, enabling employees to request flexible arrangements with confidence and clarity.

Our Less than Two Years Service Dismissal Letter template helps employers notify employees of their termination before completing two years of service.

After choosing the right person for the job, after making a verbal offer send them an offer letter for them to formally respond to.

If a decision has been made to increase an employee's pay or salary, issue this model notification letter template to inform the reason and effective date.

Our Probation Termination Letter template streamlines the process, ensuring compliance and effective communication with professionalism.

If an employee resigns, issue this model resignation acceptance letter to provide specific end of contract information, such as the date of their last day of work.


Our Annual Leave Request Form template simplifies the process, enhancing efficiency and ensuring accurate record-keeping.

Our Exit Interview Questions Form ensures a thorough and structured approach to gathering valuable feedback from departing employees.

Use this model induction programme checklist to record key stages of a new employee commencing work with a Company.

If you are recruiting into your organisation, this model job application form template will help you to review candidates consistently and effectively.

Job descriptions can help identify particular skills or abilities that are necessary for a position or the environmental pressures that apply to the position.

A regular performance appraisal or performance development review is important to keep track on the employee in terms of their performance against objectives or other standards, and to maintain their development.

Our Probation Review Form Template streamlines evaluation, ensuring consistent and objective assessments during the probationary period.

Use this model recognition nomination form to gather suggestions for an employee award.

Use this model form to record any internal training that an employee/team/group has attended and completed.

This form can be sent standalone to a referee nominated by the new employee, or alongside a cover letter.

This form should be used to record the Return to Work Interview between the manager and employee.


Use this model standalone confidentiality agreement prior to discussion of a role / project / consultancy in detail.

Our Statement of Terms and Conditions Template ensures legal compliance, providing employees with essential details about their employment.


Our new employee announcement script template provides a structured approach for introducing a new employee to the organisation.


Our Training and Development Plan template helps you create effective strategies to enhance employee skills and foster professional growth.