The HR Document Set Every Singapore Company Needs
Most HR disputes are really documentation disputes. Having the right paperwork in place before you need it is the cheapest insurance a company can buy.
Founders scaling their first team in Singapore often build HR documentation reactively — a contract here, a policy there, usually after something has already gone wrong. A small, consistent document set from the first hire onward avoids most of that friction, and satisfies what the Ministry of Manpower (MOM) and the Employment Act actually expect.
Employment Contracts and Key Employment Terms
Every employee covered under the Employment Act must receive written key employment terms (KETs) within 14 days of starting work, covering job title, duties, working hours, salary and notice period at minimum. Most companies fold this into a full employment contract rather than a bare KETs letter, which also lets you address confidentiality, IP assignment, and post-employment restrictions where relevant.
The Employee Handbook
Not a legal requirement on its own, but the practical backbone of consistent HR decisions. A handbook typically covers leave policies, code of conduct, disciplinary procedures, IT and data use, and workplace safety expectations. Its real value shows up when a dispute arises: a written, consistently applied policy is far easier to defend than an ad hoc decision made in the moment.
Statutory Leave and Benefits Documentation
- Annual leave in line with the Employment Act's minimum entitlements based on length of service, or your company's more generous policy if one applies.
- Sick leave and hospitalisation leave entitlements, tied to the employee having served the qualifying period and having seen a certifying doctor.
- Maternity, paternity and childcare leave records, which also intersect with government-paid leave schemes that require specific documentation to claim reimbursement.
- Public holiday and overtime records for employees covered under Part IV of the Employment Act.
Performance and Disciplinary Records
Documented performance reviews, warnings and disciplinary actions matter most exactly when you'd rather not need them — if a termination is later disputed, MOM and the courts will look for a documented, consistent process rather than take an employer's account at face value.
Work Pass and Immigration Documentation
For foreign employees, this includes the work pass application and supporting documents, and ongoing records that support levy and quota compliance. These records need to be kept current, since a pass renewal application inconsistent with actual employment terms can create problems beyond the immediate paperwork.
Offboarding Documentation
Resignation or termination letters, final settlement calculations (including any pro-rated leave encashment), and exit interview records where used. A clean offboarding paper trail protects the company if a former employee later raises a claim with MOM's Tripartite Alliance for Dispute Management.
Building your HR document set from scratch, or catching up on gaps?
Compliz prepares and maintains the employment contracts, policies and statutory HR records your company needs, aligned with the Employment Act and MOM requirements.
Request a QuoteFrequently Asked Questions
Is a written employment contract legally required in Singapore?
The Employment Act requires written key employment terms within 14 days of starting work; most employers use a full contract to cover this requirement and more.
Do small companies need an employee handbook?
It's not a strict legal requirement, but it's the main tool for applying policies consistently and defending decisions if they're ever disputed.
How long should HR records be kept after an employee leaves?
Retention periods vary by document type; payroll and Central Provident Fund (CPF)-related records are generally expected to be kept for several years to support any future claim or audit.
What should be in a termination letter?
The reason (if applicable), effective date, notice period or pay in lieu, and final settlement details, consistent with the employment contract and the Employment Act.
Do foreign employees need different HR documentation?
The core contract and policy documents are similar, but foreign employees also need work pass-related documentation kept current alongside their employment records.