Employee records, audit-ready .
Every joining document, contract and statutory record collected, digitised and kept current. One organised library your team and auditors can both trust.
Missing paperwork is a quiet risk .
Incomplete offer letters, NDAs and statutory records cause compliance issues, fines and disputes that are entirely avoidable.
Legal protection
Documented records protect the company if a case is ever raised.
Clear communication
Employees and managers know what was agreed and on what terms.
Performance trail
Goals, reviews and outcomes documented through the employment lifecycle.
Fair discipline
Disciplinary and exit decisions stand up because they are properly recorded.
Retention
Confirmations, appraisals and recognition issued on time, people notice.
Audit readiness
Records organised the way auditors expect, not assembled in a hurry.
Documentation, end to end .
Offer letters
Compliant offers with terms and conditions in plain language, issued at hiring.
Appointment letters
Legally sound letters that spell out role, responsibilities and expectations.
Confirmation letters
Smooth move from probation to permanent, with the process and outcomes documented.
Appraisal letters
Transparent appraisal letters linking review outcomes to rewards.
Experience & relieving
Compliant exit documentation that recognises tenure and closes the record cleanly.
Internship completion
Completion letters that acknowledge intern contributions and outcomes.
NDAs
Carefully drafted non-disclosure agreements that protect confidential information.
Custom letters & agreements
Warning letters, redesignation letters and any bespoke document, tailored to your case.
Get your document drafted, now
Any letter or agreement, drafted compliant and tailored to your case.
Book a 30-min call →A controlled library .
Joining documentation
Offer letters, appointment letters and joining kits issued and filed for every new hire.
ID & compliance proofs
PAN, Aadhaar, address and education proofs collected, verified and securely stored.
Digital document library
A single cloud repository, searchable, access-controlled and always up to date.
Version control
Every policy and letter versioned, so you always know which document is current.
Audit readiness
Records structured the way auditors expect, not scrambled together at the last minute.
Get your employee records in order
Move your documentation onto one organised, audit-ready system, managed by HR.
Frequently asked questions .
Both. We start from a controlled, compliant template library and customise per company and per case where needed.
In a cloud document library with access controls and audit logs. Sensitive ID proofs are restricted to authorised HR users only.
Yes, we structure and import existing employee files into the library as part of onboarding the engagement.
Yes. Digitally signed and shared letters issued on company letterhead are valid for employment purposes and accepted in audits.
Frequently Asked Questions
Why is employee documentation important?
It supports compliance, protects against disputes, and keeps payroll and benefits accurate.
What employee documents should a company keep?
Contracts, ID and tax records, attendance, payroll, and statutory registers.
How long should employee records be kept?
As required by law and company policy. Several years is common for statutory records.
What is included in HRTailor's employee documentation service
End-to-end documentation for every employee lifecycle event: appointment letter drafting, salary breakup (Annexure A), EPF Form 11 capture, ESIC IP number generation, Professional Tax and TDS setup, gratuity nominee (Form F), Aadhaar/PAN filing, background verification coordination, annual increment letters, transfer/promotion letters, exit letters, F&F settlement paperwork, UAN transfer, and Form 16 issuance.
Retention periods we manage
- Payment of Wages Act: 3 years minimum for wage registers
- EPF and ESIC: 7 years for contribution records, challans and returns
- Income Tax: 6 years from the end of the assessment year
- Gratuity records: lifetime (payable event uncertain)
- Best practice: 8 to 10 years for every core document, digitised with role-based access
Who this service is for
Indian SMEs from 10 to 500 employees that want audit-ready records without hiring a full-time HR admin. Especially useful before a due diligence review, fund-raise or an EPFO/ESIC inspection. Fixed monthly fee per employee, no per-document upsells.