Who should keep offer letters and employment agreements?

13 Comments

1. Anne R.February 27,2023 at 5:40PM UTC

   Human Resources!
   As the HM, I would approve the offer letter before it went out to the hire and get a final copy after employee signed it. I did not see any other documents the employee signed/completed. That stayed with HR where it belongs. I wouldn't need it for any reason. The HM would and should speak with HR to get the documentation.

2. AnonymousFebruary 27,2023 at 5:57PM UTC

   Why are you not asking your legal department? Compliance is also very much a legal issue. Go there first.

3. Bonnie CoventryFebruary 28,2023 at 1:31AM UTC

   Go to your legal department and also it may vary state to state where those records are kept. If applicable see if a copy can be uploaded on to their profile in your ATS system, this way your new hire also has quick access if there's any question and HR can also view for clarity. Good luck!

4. AnonymousMarch 1,2023 at 1:56PM UTC

   Legal department member here. These are not typically held with Legal, they're held with HR. If there is a substantial Legal department and they have an employment attorney, it's *possible* they would have it, but HR should absolutely have them on file.

5. AnonymousMarch 1,2023 at 1:57PM UTC

   Like others have said, go speak with your Legal dept.

   In my experiences and companies worked at, only HR are privee to private and legal documentation like this.

6. AnonymousMarch 1,2023 at 1:58PM UTC

   Do not go to the internet for compliance advice. Please check with your legal and compliance departments to find the official policy for your firm.

7. AnonymousMarch 1,2023 at 2:01PM UTC

   if this is not your standard procedure, tell the Hiring Manager this. And/or inquire with your manager and/or legal department. This sounds odd. You don't give alot of details, but I sense that you're getting a weird vibe on this from the Hiring Manager. Why? And why is he/she asking? (is this a new person with the company who might not know standard procedure?)--You have an obligation to protect the hiree and follow compliance...to be clear on what that is. Good luck and let us know more please.

8. AnonymousMarch 1,2023 at 2:02PM UTC

   Sounds like you may need to consult with your IT department about the security risks around that. Once the hiring manager has these documents, he will be under the same scrutiny an HR department would be under to keep documents secure. This is very personal information. Maybe you should let him know that if you give him this information, he will be under strict compliance to keep the data secure, or that you will have to check with your Security team to see if this is compliant. They may back down from there knowing that they will be held to a higher standard than most. Check with your Legal department if you have one or your Security Team in IT.

9. Karen LMarch 1,2023 at 2:08PM UTC

   I have 20 yrs in HR. Only inexperienced leaders will ask this or they want to see any unusual conditions that the company may have agreed to. I would tell him/her there's nothing unusual and that you'd rather carefully contain those documents. Some people are irresponsible with employee information. I have also seen them share passwords to their computer if they are on vacation. I would go with a gentle "careful protection of that info." Hiring managers only need if there are special concessions or if the bonus amount Is different than normal or another difference. Agree with another poster to check with your leader as well.

10. AnonymousMarch 1,2023 at 2:43PM UTC

    I’ve been in HR over 15 years and have never provided an OL to a HM. They would know the details it contains prior to it going out, but don’t get a copy of it. While in Talent Acquisition, I’d send out OL’s but the official record keeper is the HR side of the house. I’d let them know that’s not SOP and refer them to HR with the request.

11. AnonymousMarch 1,2023 at 7:03PM UTC

    Why would you send something to an IC that a manager can’t see? That makes no sense at all! If it’s not personal info on a specific employee (I get there may be few sensitive things a mgr shouldn’t see but very few) there should not be secrets here. In reality employees typically go to their manager directly with most questions after they’re hired, they’re not running to the recruiter that hired them or HR directly for questions. So if the info isn’t sensitive it just makes sense for them to be able to discuss things with their manager. It’s a healthier experience for them to talk directly and a manager unable to answer things because their access is blocked is actually a blocker between the employee and their boss and hurts that relationship as the IC questions their boss’ knowledge in general if they can’t answer basics. As a hiring manager who has access to all info my new employees receive from the company, it seems so weird that it’s a thing to keep things so secretive. It shouldn’t be be a political thing like HR against the company’s Mgrs. Share the info to make the overall employee experience better.

12. AnonymousMarch 1,2023 at 9:05PM UTC

    Companies and recruiters have all kinds of ways of getting information, some of it private and is none of their business! This would fall in the category of private - and not another companies business. It may be they are looking for a way to compose a letter of their own to someone. Politely tell them you do not disclose any business transactions from other and former companies. I would want to know their reason, but, that is up to you as to if you feel you want to ask

13. Crystal HowellMarch 2,2023 at 12:41AM UTC

    I would let him know the company policy and if he has an issue, he can request it from HR. An employees personal information must be kept safe.

    Maybe he is planning on leaving? Who does that?