What are the Employment Documents? 2025 Updated List

Starting a new job brings with it certain legal and administrative processes for both the employee and the employer. Chief among these processes is the employment documents. As of 2025, the documents required for the recruitment process are shaped by both the Social Security Institution (SGK) employment documents and internal procedures.

In this article, we provide a list of personnel employment documents prepared in accordance with current legislation, along with a detailed explanation of why these documents are necessary and how to obtain them. Here is an updated list of all social security employment documents and other documents that may be required of an employee as of 2025.


Personnel Entry Document List (2025)

The entry documents required from newly hired employees are primarily divided into two categories, based on legal requirements and the organization's internal regulations. Below, you can find the standard documents required from an employee:

  1. Photocopy of National Identity Card
  2. Required for identity verification and Social Security procedures.
  3. Residence Certificate
  4. Required to officially document the employee's address information. This can be easily obtained through e-Government.
  5. Criminal Record
  6. A clean criminal record is required in some sectors (especially security, education, public services, etc.). It can be obtained free of charge from e-Government.
  7. Diploma or Graduation Certificate
  8. Shows that the appropriate educational requirements for the position have been met.
  9. Health Report
  10. Obtained from the workplace physician or authorized health institutions to document the employee's suitability for the job.
  11. Family Status Notification Form (for AGI)
  12. Tax deductions applicable based on family status are determined through this form. SGK Employment Notice
  13. This document is prepared by the employer and reported to the SGK. However, the employee's approval may be required. This document is one of the most important SGK employment documents.
  14. Employment Contract
  15. Determines the rights and responsibilities between the employee and employer. Although it is not a legal requirement to be in writing, it is crucial for ease of proof.
  16. Military Service Status Certificate (for male employees)
  17. Required especially in public institutions and some private sector companies.
  18. Photo (2)
  19. Required for purposes such as creating an HR file and issuing a workplace entry card.
  20. Tax Identification Number
  21. May be required for bank transactions and payroll records.


What are the Social Security Institution (SGK) Employment Documents?

The Social Security Institution (SGK) requires certain documents to register employees and ensure insured employment. Here are the basic documents included in the SGK employment documents:

  • Employment Notice
  • The employer must enter the SGK system no later than the employee's start date. Failure to do so may result in administrative fines.
  • A Photocopy of the National Identity Card
  • Required to ensure the employee's identification information is entered accurately during registration in the SGK system.
  • Residency and Family Status Declaration
  • Considered in income tax and insurance premium calculations.

These documents are critical for both employees' access to social benefits and the employer's ability to fulfill their legal responsibilities.


Why Are Insurance Employment Documents Important?

Insurance employment documents serve as proof that an employee has been insured since the day they were hired. These documents:

  • The employee's social security rights (retirement, healthcare, work accident, and occupational disease insurance) are guaranteed.
  • The employer is protected from criminal penalties during Social Security Institution (SGK) audits.
  • These documents can be used as evidence in legal disputes that may arise between the employer and the employee.


Things to Consider When Preparing Employee Employment Documents

  • Documents must be complete and up-to-date. It is particularly important for documents such as criminal records and medical reports to have a current date of issue.
  • All documents must be stored in accordance with the Personal Data Protection Law (KVKK) and not shared with third parties.
  • Archiving documents digitally is also recommended to prevent potential loss.


As of 2025, onboarding processes will be systematically conducted in accordance with both legal requirements and corporate procedures. In this process, the onboarding documents detailed above are crucial for both protecting the employee's rights and ensuring the employer fulfills its legal obligations.

If you are in the process of onboarding a new employee, this updated onboarding document list will serve as a guide. Remember, thorough documentation preparation is not only a legal requirement but also a sign of corporate discipline.



Serpil KARAKAYA