Workplace Forms Pack: 32 HR forms for small businesses

What’s inside

• 32 editable Word (.docx) forms, A4, supplied in a zip file. Most are one page. A few run to two.
• Each form sets out its purpose, when to use it, the related policy, and a sign-off block
• A one-page how-to guide: seven steps to set the forms up, store completed forms, and keep sensitive ones (grievance, family violence, injury, data breach) in fewer hands
• A forms register listing every form, its related policy, and who owns it

The 32 forms

What each form is for, by topic. The numbers match the file names and the forms register.

Hiring and starting (5)

• F-01 New starter details. The details you need to put someone on the books, collected once.
• F-02 Induction checklist. A first-week walk-through of how your workplace runs.
• F-03 Policy acknowledgement. A record that the person was given the policies, had a chance to ask questions, and knows where to find them.
• F-04 Interview assessment. The same scored questions for every candidate, so the decision can be explained later.
• F-05 Reference check. What the referee said about the candidate’s work, written down as it was said.

Performance (3)

• F-06 Probation review. A structured conversation at the mid-point and the end of probation.
• F-07 Performance review. A regular review where both people write their notes before they meet.
• F-08 Performance improvement plan. A short, dated plan for when the work isn’t at the standard and informal coaching hasn’t been enough.

Leave and hours (5)

• F-09 Leave application. One place to ask for leave and record the decision.
• F-10 Flexible work request. A written request and a written answer, with the dates visible.
• F-11 Timesheet. The hours actually worked, including overtime and time off in lieu.
• F-12 Right to disconnect exception log. A short record when someone is contacted outside their hours, or a standing exception applies.
• F-29 Casual conversion request and response. The request, the pattern of work and your written reply, with dates.

Complaints and discipline (3)

• F-13 Grievance form. A way to put a concern in writing, for when writing helps.
• F-14 Investigation interview record. A note of what was asked and what was said, read back so the person can correct it.
• F-15 Disciplinary meeting record. The invitation, what was put, what was said, and the outcome.

Health and safety (8)

• F-16 Incident, hazard and near-miss report. Written down while it’s still clear. Near misses and hazards count too.
• F-17 Workplace inspection checklist. A walk around the workplace: what’s sound, what isn’t, and the date to fix it.
• F-18 Psychosocial hazard risk assessment. The hazard, who it affects, what you already do, and what you’ll do next.
• F-19 Return to work plan. A dated plan, with suitable duties written down, for someone coming back after injury or illness.
• F-20 First aid record. A confidential note of first aid given at work.
• F-21 Working alone check-in log. Check-in times, and what to do if one is missed.
• F-22 Remote work agreement. Where the work is done, how you stay in contact, and what a safe home setup needs.
• F-25 Vehicle pre-start check. A quick walk around the vehicle before it’s driven.

Money, property and conduct (4)

• F-23 Conflict of interest declaration. The interest, the work it could affect, and what will be done about it.
• F-24 Gifts and hospitality register entry. A record of any gift or hospitality beyond the trivial.
• F-26 Travel and expense claim. What was spent, why, and the receipt.
• F-27 Property issue and return. Keys, laptops, cards, uniforms and tools: what went out, what came back, and in what condition.

Leaving and other records (4)

• F-28 Exit interview. A last conversation, recorded as it was said. Attending is optional.
• F-30 Data breach record. What leaked or might have leaked, whose information, and what you did in the first hour.
• F-31 Reasonable adjustments request. A written request for a change at work because of disability, injury, illness or another protected need.
• F-32 Consultation meeting record. Who was there, what was put, what was said, and what happens next.

Free templates and ours

The Fair Work Ombudsman has free templates for some of this paperwork, such as a leave application and a timesheet. Ours are different in two ways: each form names the policy it goes with, and the forms register keeps track of which forms you use and who owns each one.

Who it is for

Australian employers who look after staff paperwork themselves: owners, office and practice managers, and not-for-profit coordinators without an HR team. The forms are designed to sit under our Workplace Policy Pack. Each one names its related policy, so you can also use them with policies you already have. We supply these forms as templates. They are not legal or medical advice.

What you’ll be able to do

• Hand people the right form straight away, instead of making one up under pressure
• Record leave, hours, incidents and complaints the same way every time
• Keep one clean master of each form, with a register showing which ones are in use
• File completed forms as proper records, in the right place
• Show that key steps happened, with dates and signatures: a policy was given, a complaint was received, a meeting was held

Buy now

The forms sit under our Workplace Policy Pack, or get both in the bundle. Building a staff handbook? See how to put an employee handbook together.

Need policies and forms written for your organisation? See our policies & procedures service.