Free HR Templates Library: 20+ Word and PDF Downloads

Job Description Template

Defines role, responsibilities, requirements, and reporting. Use this for every hire. A clear JD sets expectations from day one and protects you in disputes about role scope.

Download the free job description template

Offer Letter Template

Communicates salary, start date, reporting structure, and key terms. Personalise it with the candidate’s name and role details. Include any signing bonuses or special terms. Keep the tone warm but professional.

Interview Scorecard Template

Records assessor observations during interviews. Rates candidates on role-specific criteria. Ensures consistency across panellists. Later, if a hiring decision is challenged, the scorecard documents your evaluation process. Use the interview scorecard template to standardise interviews.

Day One Onboarding Checklist

Ensures new hires have workstations, access, and introduction to the team. Delegates responsibilities across HR, IT, facilities. A checklist prevents the common disaster of the new hire sitting alone with no login credentials.

Welcome Letter

Sent before the first day. Sets tone. Includes start time, location, what to bring, and a contact for questions. Signals professionalism and reduces first-day anxiety.

Performance Review Template

Evaluates goal achievement and capability over a review period. Use annually, quarterly, or at probation end. The free performance review template includes goal assessment, development planning, and signature section.

Employee Evaluation Form

Rates job knowledge, performance, behaviour, and teamwork. Includes space for narrative and development goals. Different from a performance review; focuses on competency assessment rather than goal progress.

Performance Improvement Plan (PIP)

Formal document for an employee whose performance is below standard. Specifies what needs to improve, by when, and how progress will be measured. A properly structured PIP creates a record of fair process if dismissal later occurs.

Goal-Setting Template

Guides managers and employees to set SMART goals at the start of a performance period. Ensures alignment between individual goals and team objectives. Print or email at the beginning of the year.

Employee Write Up Form

Documents a formal written warning. Includes incident description, prior discussions, expected improvement, and employee response space. The write up form template uses factual language and progressive discipline framing.

Termination Letter Template

Informs the employee of the end of employment. Specifies reason, effective date, final pay, notice period, and return of property. Three variants available: with cause, without cause, and end of fixed contract. Tone is clear, respectful, and factual.

Final Settlement Letter

Details final pay, accrued leave, deductions, and references. Sent on the last working day or alongside termination letter. Clarifies what the employee receives and when. Use the final settlement calculator to ensure accuracy.

Appeal Letter Response Template

Documents your response to an employee’s appeal of a disciplinary decision. States whether appeal is upheld or dismissed and reasoning. Keeps the process transparent and auditable.

Holiday Request Form

Employees complete to request time off. Includes dates, reason (optional), and manager approval. Creates a simple record for tracking entitlements and approvals.

Sick Leave Notification Form

Employee or manager completes when unplanned absence occurs. Records date, expected return, and reason. Helps track patterns and manage coverage.

Return-to-Work Form

Completed after any absence over three days. Confirms fitness to work and identifies any support needed (adjusted schedule, temporary duties). Protects both employee health and business continuity.

Flexible Working Request Form

Employee submits to request compressed hours, work-from-home, or other arrangement. Includes business case. Manager responds with approval or reasoned refusal. Creates audit trail for flexibility requests.

Employee Handbook

Comprehensive document covering company policies, benefits, conduct standards, disciplinary process, and compliance statements. The handbook template includes 12 sections and country-specific customisation guidance.

HR Compliance Checklist

Annual audit tool. Ensures you have all required policies, that they are communicated, and that employees acknowledge receipt. Customise by country and industry. Reduces legal risk.

Confidentiality Agreement

Protects company information. New hires sign before accessing confidential data. Includes definition of confidential information and remedies for breach.

Handbook Acknowledgement Form

Employee signs to confirm they received and understood the handbook. Not agreement with every policy, but receipt of notice. File this in personnel records.