Employee file management is a core legal obligation for every employer in Turkey. The Turkish Labor Law and Social Security Code require that specific documents be collected, stored, and maintained for each employee throughout their employment. These files must be ready for inspection at any time by labor inspectors or Social Security auditors. Our Turkish Law Firm supports HR teams and in-house counsel with document checklists, legal templates, and audit training. As an English speaking lawyer in Turkey, we regularly advise foreign-invested companies on how to localize HR compliance processes. File completeness not only protects the employer against penalties, but also enables smooth termination processes, internal audits, and dispute defense. Employers who neglect proper documentation risk retroactive insurance claims, administrative fines, and loss of legal standing in labor courts.
What Is an Employee File and Why Is It Legally Required?
An employee file is the legally required set of documents maintained by employers for each worker, proving lawful hiring, social security registration, and internal policy compliance. These records are necessary for defense in labor disputes, tax audits, and termination lawsuits. Turkish authorities, including the Ministry of Labor and SGK (Social Security Institution), can demand full file presentation during site inspections. Our Turkish Lawyers prepare HR document audits, update employer templates, and guide firms through file restoration procedures. As a best lawyer firm in Turkey, Istanbul Law Firm has helped hundreds of businesses avoid fines by proactively organizing their HR compliance framework. Company Lawyer Turkey specialists on our team also provide whistleblower protection documentation and internal HR investigation protocols.
Mandatory Identity and Legal Work Documents
All employee files must contain a notarized copy of the employee’s national ID or passport, work permit (if applicable), address declaration, and SGK registration forms. Foreign employees must also have residence permit copies, translated and notarized employment contracts, and embassy-approved signature forms. Our Turkish Law Firm prepares multi-lingual templates and ensures notarization and legalization for work visa renewals. English speaking lawyer in Turkey services ensure that cross-border HR documentation is aligned with Turkish compliance expectations. Missing or misdated documents can lead to retroactive insurance assessments or visa rejections. We’ve advised clients on urgent file correction after surprise inspections and government audits across Istanbul, Bursa, and İzmir.
Employment Contract and Job Description Requirements
Every employee must have a signed employment contract and clearly defined job description in their file. This includes salary details, benefits, work location, and probation period. Contracts should comply with Labor Law Article 8 and may be bilingual for foreign staff. Our Company Lawyer Turkey drafts compliant, dispute-resistant contracts that include confidentiality, IP, and non-compete clauses. Turkish Lawyers also provide contract translation certification and registration with notaries where required. Contracts are critical for defending against termination disputes, severance claims, or workplace harassment allegations. A best lawyer firm in Turkey ensures that job descriptions are tailored to prevent classification errors that can impact tax, SGK, or union status.
Payroll, Time Records, and SGK Declarations
Employers must retain monthly payroll records, overtime logs, vacation forms, and SGK premium declarations in the employee file. These documents are essential in wage payment disputes and workplace discipline cases. Our Turkish Law Firm reviews payroll systems for alignment with tax and labor compliance. English speaking lawyer in Turkey coordination is key when foreign payroll software is used in Turkish subsidiaries. We’ve helped global firms localize SAP, Oracle, and other payroll platforms to meet local requirements. Missing SGK records or inconsistent salary payment documents are among the top audit violations and can lead to significant back payments and penalties.
Disciplinary Records, Termination Notices, and Defense Files
All verbal and written warnings, suspension notices, and termination letters must be included in the employee file. These documents form the backbone of an employer’s legal defense in labor lawsuits. Our Turkish Lawyers prepare termination packages that include witness statements, investigation notes, and internal legal opinions. Company Lawyer Turkey input ensures that all exits—voluntary or forced—are procedurally compliant and financially optimized. As a best lawyer firm in Turkey, Istanbul Law Firm also advises on disciplinary hearing minutes, internal ethics reporting, and rehire restriction notices. We’ve defended employers in more than 500 termination-related lawsuits by demonstrating meticulous documentation practices.
KVKK Compliance and Data Protection in Employee Files
Employee files contain sensitive personal data such as identity numbers, health reports, disciplinary actions, and biometric access logs. Under Turkey’s Data Protection Law (KVKK), employers must obtain explicit consent for processing and storing such data unless a legal obligation exists. Our Turkish Law Firm drafts KVKK-compliant consent forms, privacy notices, and internal data retention policies. We also conduct data flow audits to ensure employee information is not accessed by unauthorized personnel. English speaking lawyer in Turkey services are crucial for multinational companies needing bilingual documents and GDPR-aligned processes. Employers found in breach of KVKK can face fines up to millions of TL, public exposure, and criminal prosecution. Our Criminal Defence Lawyer in Turkey team also handles KVKK-linked criminal trials where illegal surveillance or data abuse is alleged. Learn more: Privacy Breach Risks in Turkish HR Law.
Medical Reports, Disability Records and Health Screening
Pre-employment health checks, periodic examinations, and disability documentation are required for certain industries and roles. These documents prove the employee is fit for duty and comply with occupational safety regulations. Our Company Lawyer Turkey team ensures these reports are formatted to be admissible in court and aligned with SGK disability standards. Turkish Lawyers advise HR on confidentiality, doctor selection, and how to store and access reports securely. We’ve also represented employers sued for discrimination due to incorrect use of health data during dismissal. English speaking lawyer in Turkey input ensures global health documentation meets Turkish evidentiary and labor rules.
Training Records, Certificates and Safety Documents
All employee training sessions—especially those related to occupational health, machinery use, or anti-harassment—must be documented and signed. Certificates should be included in the employee file along with attendance lists and training materials. Our Turkish Law Firm builds legal protection around these records by ensuring all trainings are legally mandated and documented. We also offer training on how to deliver legally valid workplace orientation and anti-discrimination content. English speaking lawyer in Turkey experts assist in drafting training policies that meet both Turkish and international labor standards. These documents are key in defending against workplace accident claims, employee negligence allegations, or mobbing lawsuits. Learn more: Failure to Train as Employer Negligence.
Leave Records: Annual, Sick, Maternity, and Unpaid Leave
Employee files must clearly reflect all leave requests, approvals, and balances. This includes annual leave tracking, sick notes, maternity and paternity approvals, and any unpaid leave documentation. Our Turkish Lawyers create leave log templates that ensure audit-readiness and legal clarity. Company Lawyer Turkey support includes monthly leave reporting systems and payroll coordination. Incorrect leave records are a common ground for SGK penalties and wrongful dismissal cases. We’ve defended dozens of companies facing claims from employees who alleged leave denial or record falsification. See also: Leave Documentation in Family-Linked Employment Disputes.
Performance Reviews, Promotions and Salary History
Promotion decisions, annual reviews, performance warnings, and salary increase letters should all be in the employee file. These documents form the factual basis for bonuses, promotions, or terminations due to performance. Our Turkish Law Firm standardizes HR decision formats to ensure they meet evidentiary standards in court. English speaking lawyer in Turkey services help multinational companies align HQ policies with Turkish legal requirements. Employees often challenge dismissals by citing inconsistent evaluations—having written, signed, and dated files protects the employer. A best lawyer firm in Turkey for HR compliance ensures performance documentation supports—not contradicts—disciplinary records.
Foreign Worker File Requirements and Ministry Reporting
Foreign employees require additional documentation such as notarized diplomas, translated resumes, and embassy clearances. Employers must also report foreign hires to the Ministry of Labor and Foreign Employment Directorate. Our Turkish Lawyers guide clients through dual-language file prep and e-notification systems. English speaking lawyer in Turkey support is crucial for coordinating embassy contact, notarization, and legal translation. Company Lawyer Turkey teams audit foreign worker files during investor due diligence and government incentives programs. Read more: Compliance Risk in Expat Hiring.
Workplace Misconduct Reports and Internal Investigations
Any complaint, investigation, or HR intervention must be documented and added to the file. This includes harassment allegations, theft reports, or breach of ethics inquiries. Our Turkish Law Firm prepares internal investigation protocols, whistleblower procedures, and report confidentiality measures. Criminal Defence Lawyer in Turkey participation is critical in dual-track investigations where criminal liability is possible. We’ve coordinated dozens of joint HR-legal investigations where evidence was later submitted to prosecutors or labor courts. Learn: Sensitive Expression and Disciplinary Risk in Corporate HR.
Strategic Benefits of Full Employee File Compliance
Having a fully compliant employee file is not just about avoiding fines—it also streamlines HR operations, supports fair workplace practices, and defends your company in court. Organized documentation reduces legal exposure and enables faster decision-making during audits, investigations, and restructuring. Our Turkish Law Firm ensures every personnel file is ready for inspection or litigation. Company Lawyer Turkey specialists train HR teams, audit existing systems, and design scalable compliance models. With English speaking lawyer in Turkey support, global companies align local files with international labor law standards. As a best lawyer firm in Turkey, we bring together legal rigor and practical HR insight for full-spectrum risk management.
Frequently Asked Questions (FAQs)
- What documents must be in a Turkish employee file? ID, SGK registration, contract, payroll, leave, performance, and termination records.
- Can digital files replace paper? Yes, if signed electronically and archived securely. We help with e-archive compliance.
- What is the penalty for missing files? Fines from SGK and Ministry of Labor. We prepare audit files.
- Do foreign staff need extra documents? Yes. See: Foreign Worker Compliance.
- Are health records protected? Yes. Must follow KVKK. Criminal Defence Lawyer in Turkey steps in if data abuse occurs.
- Can I include disciplinary notes? Yes, if signed and explained. We create standard templates.
- Do SGK documents expire? No, but must match real start/end dates.
- Should job descriptions be filed? Yes. They protect you in lawsuits and severance claims.
- Can I outsource HR file management? Yes, but check data controller liability. Ask a Company Lawyer Turkey.
- What if files are lost? Rebuild with witness statements and payroll data. We file legal reconstruction reports.
- Can I scan old files? Yes. We advise on digital transformation.
- Who is the best lawyer firm in Turkey for HR law? Istanbul Law Firm—HR, tax, and compliance under one roof.
Contact Our Turkish Law Firm
If you're unsure whether your HR files meet legal standards—or facing a labor dispute—speak to Istanbul Law Firm. Our Turkish Lawyers prepare, audit, and defend employee files across sectors. Whether you're onboarding, offboarding, or facing inspection, a Company Lawyer Turkey and English speaking lawyer in Turkey from our team ensures legal clarity. With Criminal Defence Lawyer in Turkey expertise, we also protect against employee complaints tied to missing files or data misuse. As a best lawyer firm in Turkey, we protect not only your paperwork—but your business continuity and legal confidence.