Free Personnel File Audit Checklist (Excel) | Employee Records Checker | Eunoia

If an employee took you to a labour tribunal tomorrow, could you find their signed contract?

A personnel file is your evidence. It shows the terms that were agreed, what the employee was told, and the fair process that was followed. Yet in most businesses the files are incomplete: contracts that were never signed, IDs that were never copied, bank details changed on a phone call. You usually find out at the worst possible moment.

Personnel File Check lets you review every file in one sitting. List your employees, open each file, and mark each document as Present, Missing, Expired or N/A. The workbook does the rest.

What you get

• A completeness score for every employee, with a clear status: Complete, Minor gaps, Incomplete or Critical gap.
• Critical gap alerts. Files missing a contract, ID or signed bank details form are flagged immediately.
• A “missing list” for each employee, ready to send to the employee or their manager.
• The top 5 most-missing documents across the business, so you can fix the process and not just the files.
• Results by department, so you can see where record-keeping breaks down.

20 standard documents, fully editable

The list covers the documents most businesses need: contract, ID, CV, qualifications, reference checks, offer letter, job description, tax and social security registration, bank details form, next of kin, medical certificate, code of conduct, confidentiality agreement, induction, probation review, appraisal, training, leave and disciplinary records. You can rename any document, choose which are required, and choose which are critical.

What’s included

• An Excel workbook with no macros, which works in Excel 2007 or later.
• Space for up to 200 employees and 20 documents.
• Dropdowns and colour-coding for fast checking.
• A summary dashboard with a chart.
• Jurisdiction-neutral wording, so it can be used in any country.

Who it’s for

• HR officers and HR managers.
• Businesses preparing for a labour inspection, due diligence or an audit.
• Internal auditors testing personnel records.
• Payroll teams confirming ID and bank details.

Ready to go further? Complete files are only the start. Our HR & Payroll Audit Program tests recruitment, contracts, payroll, leave, discipline and compliance end to end.