- Leave Extension Request Letter
A Leave Extension Request Letter is a formal letter written by an employee to their employer, manager, or HR department requesting additional time off beyond the period of their originally approved leave.
Purpose:
1. To officially notify the employer that the employee is unable to return on the...
- Shortlisting Notification Letter
A Shortlisting Notification Letter is an official communication sent by an employer or HR department to inform a job applicant that their application has been reviewed and they have been selected to proceed to the next stage of the recruitment process (e.g., interview, test, or assessment).
Its...
- Social Media Policy Acknowledgment Form
A Social Media Policy Acknowledgment is a document that employees sign to confirm they have received, read, and understood the organization’s Social Media Policy. It records their agreement to follow the rules and guidelines set out for responsible use of social media.
Purpose:
1. To formally...
- Uniform Issuance and Return Form
A Uniform Issuance & Return Form is a company document used to record the distribution of uniforms to employees and to track their return when no longer needed or upon termination of employment. It usually lists item details, sizes, quantities, and the condition of uniforms at the time of issue and...
- Probation Terms Addendum
A Probation Terms Addendum is a supplementary document to an employee’s original employment contract. It is issued when an employer wants to adjust, clarify, or extend the terms of an employee’s probationary period. It does not replace the employment contract but rather adds specific provisions...
- Recruitment Expenses Reimbursement Form
A Recruitment Expenses Reimbursement Form is a document used by a company to facilitate the process of refunding costs incurred by a candidate or employee during the recruitment process. It serves as both a claim record and a control tool for HR and Finance departments.
Purpose:
1. Reimbursement...
- Graduate Trainee Offer Letter
A Graduate Trainee Offer Letter is a formal document issued by a company to a fresh graduate who has been selected to join the organization under a graduate trainee program. It sets out the terms of the trainee’s engagement, including the role, duration, stipend or salary, work expectations, and...
- Employee Consent to Medical and Drug Test
A Consent to Medical and Drug Test Form is a formal written authorization given by an employee or job applicant allowing an employer to conduct medical examinations and drug/alcohol testing. It outlines what tests will be carried out, how the results will be used, and includes the employee’s signed...
- Employee Written Response to Show Cause Notice (SCN)
An Employee Written Response to a Show Cause Notice is a formal letter or document prepared by an employee after receiving a Show Cause Notice (SCN) from the employer. The SCN usually alleges misconduct, poor performance, or violation of company policy, and the response allows the employee to...
- Fire Drill Attendance and Report
A Fire Drill Attendance & Report is an official document used to record details of a fire drill exercise conducted within a workplace, school, or institution. It captures attendance, evacuation times, observations, strengths, weaknesses, and recommendations made after the drill. It serves both as a...
- Employee Underperformance Warning Letter
An Underperformance Warning Letter is a formal written notice issued by an employer to an employee when their job performance consistently falls below the expected standards. It highlights the specific areas of concern, reminds the employee of previous discussions or support given, and warns of...
- Performance Improvement Plan (PIP) Review Minutes
A PIP Progress Review Minutes is an official HR document that records the proceedings and outcomes of a meeting held to review an employee’s performance during an active Performance Improvement Plan (PIP). It captures the employee’s progress against set objectives, feedback from supervisors, support...
- Performance Improvement Plan (PIP)
A Performance Improvement Plan (PIP) is a formal HR document issued to an employee whose performance is below the expected standard. It clearly identifies areas of underperformance, sets measurable goals, outlines the support that will be provided, and specifies the time frame within which...
- Probation Appraisal Form
A Probation Appraisal Form is an official HR document used to evaluate an employee’s performance, conduct, and suitability for continued employment at the end of their probationary period. It provides a structured way for supervisors and HR to assess key areas such as job knowledge, productivity,...
- Leave Cancellation Request
A Leave Cancellation Request is a formal written application by an employee to withdraw or cancel their previously approved leave days. It is usually addressed to the Human Resource Manager or the employee’s immediate supervisor, specifying the leave dates to be canceled and the reason for the...
- Sabbatical Leave Request Letter
A Sabbatical Leave Request is a formal written application made by an employee to their employer asking for an extended period of leave, usually ranging from a few months to a year. Unlike annual leave, sabbatical leave is generally taken for purposes such as further studies, research, professional...
- Sample Leave Recall Letter
A Leave Recall Letter is a formal written notice issued by an employer to an employee who is already on approved leave, directing them to return to work earlier than scheduled. It usually specifies the reason for the recall, the date the employee is expected to resume duty, and how the unused leave...
- Staff Loan Application Form
A Staff Loan Application Form is an internal document used by employees to formally request a loan or salary advance from their employer. It captures important details such as the employee’s personal information, employment details, loan amount requested, repayment terms, and approvals from HR and...
- New Hire Personal Data Form
A New Hire Personal Data Form is an HR document used during employee onboarding to collect essential information from a newly recruited staff member.
What it is
A standardized form completed by new employees when they join an organization.
It captures key details such as personal...
- Reference Check Questionnaire
A Reference Check Questionnaire is a structured form used by employers, HR officers, or recruiters to gather information from a candidate’s previous employers, supervisors, or professional contacts about the candidate’s past performance, behavior, and suitability for a new role.
It is a...
- Paternity Leave Application Form
A Paternity Leave Form is an official document that a male employee fills in to request time off work after the birth of his child. It records details such as the employee’s information, spouse’s name, date of birth of the child, leave dates requested, and includes required supporting documents like...
- Sample Job Requisition Form
A Job Requisition Form is an official HR document used by a department or manager within an organization to formally request approval to hire a new employee or fill an existing vacancy. It contains details about the position such as the job title, number of positions, department, employment type,...
- Employee Demotion/Downgrade Letter With Reasons
The Demotion/Job Downgrade Letter is an official HR communication given to an employee when their current role, title, or grade is being lowered.
What it is:
1. A formal written notice informing an employee that they are being reassigned to a lower position.
2. It specifies the reasons for the...
- New Hire Document Checklist & Acknowledgment
It is a structured form that lists all the documents an employee must submit at the start of employment (such as ID, KRA PIN, NHIF, NSSF, academic certificates, employment contract, bank details, etc.).
It also contains an acknowledgment section where the employee signs to confirm they have...
- Work Permit/Pass Application Support Letter
The purpose of a Work Permit/Pass Application Support Letter is to formally request the Immigration Department to issue a permit/pass for a foreign employee or consultant, demonstrating that:
1. The position cannot be easily filled by a Kenyan.
2. The applicant’s skills are essential for the...
- Employee Next of Kin Declaration Form
A Next of Kin Declaration Form is an official HR document where an employee provides the details of a person (or persons) who should be recognized as their next of kin. This includes their name, relationship, contact details, and identification information.
The main purposes are to:
1. Emergency...
- Internship Offer Letter
An Internship Offer Letter is a formal written document issued by a company to a selected intern, confirming their internship placement. It serves as the official communication of acceptance into the internship program, outlining the role, duration, reporting structure, and key terms of the...
- Pre-Employment Medical Examination Consent Form
A Pre-Employment Medical Examination Consent Form is a document signed by a job applicant to authorize a company to arrange and receive the results of a medical examination before confirming employment.
Purposes:
1. Collects the applicant’s agreement to undergo the medical tests.
2. Authorizes...
- Interview Schedule Sheet
An Interview Schedule Sheet is a planning document used to organize candidate interviews, showing time slots, candidate details, and panel composition.
Its purpose is to:
- Ensure smooth and efficient interview flow.
- Avoid scheduling conflicts and time wastage.
- Provide panelists with a...
- Interview Invitation Email/Letter
An Interview Invitation Email/Letter is an official communication from an employer (or HR department) to a shortlisted candidate, notifying them that they have been selected to attend an interview for a specific job position.
It is a formal notice that:
- Confirms the candidate has passed the...