The Top 3 Documents Every Employer Must Give Their Employees (And Why It Matters More Than You Think)

When you’re running a business, it’s easy for paperwork to take a backseat to pressing tasks—especially when you’re juggling customer payments, staff rosters, and those never-ending client emails. There are a lot of helpful documents and 'nice to have' processes, but the top three things we recommend every employer prioritises getting right are:

1. The Employment Agreement

Why it's essential: This isn't just a nice-to-have—it's the law. Every employee must receive a written employment agreement before they start work. It outlines the terms of employment, including hours, pay, holidays, notice periods, and more.

What happens if you skip it? Verbal agreements don't cut it if things go wrong. Without this document, you risk misunderstandings, grievances, and the legal system siding against you.

Pro tip: Even casual and fixed-term workers need one - and the onus is on you to provide one

2. A Job Description (Position Description)

Why it's essential: A clear job description sets expectations, defines responsibilities, and helps both you and your employee understand what “success” looks like in the role.

What happens if you skip it? You leave yourself open to confusion and underperformance. Worse still, if you need to manage performance issues later on, you’ll have no formal foundation to stand on.

Pro tip: A strong job description supports performance reviews, hiring decisions, and even dispute resolution.

3. A Company Handbook or Code of Conduct

Why it's essential: This document outlines your company’s policies, workplace expectations, and values. It can include policies on leave, health and safety, misconduct, and even dress code or social media use.

What happens if you skip it? You risk inconsistency and confusion when issues arise. A well-written handbook protects your business by showing that employees were made aware of your standards upfront.

Pro tip: This document isn’t legally required—but it’s one of the best protections you can put in place.

The Bottom Line

Employee documents aren’t just paperwork—they’re protection. They set the tone, define your culture, and help you stay compliant with New Zealand employment law.

At Employer Direct, we know that most small business owners didn’t sign up to be HR experts—and we’ve got your back. Whether you're hiring your first employee or scaling a growing team, we can make sure you're not just compliant but confident.

Not sure if your employee documents are up to scratch?

Book a free HR audit with our team and get clarity on your biggest risks—no pressure, no commitment, just expert advice when you need it.

Give us a call now →📄 Better systems. Safer business. Happier team.