What is a Personnel File?
A personnel file is an official record that contains all documents and information related to an employee’s professional relationship with the employer — starting from recruitment until the end of employment.
According to Article 75 of the Turkish Labour Law No. 4857,
“The employer shall organize a personnel file for each employee. In this file, the employer is obliged to keep the identity information of the employee, as well as all kinds of documents and records that he is obliged to organize in accordance with this Law and other laws, and to show them to authorized officers and authorities upon request. The employer must use the information obtained about the employee in accordance with the rules of honesty and the law and must not disclose information that the employee has a legitimate interest in keeping confidential.”
The purpose of maintaining a personnel file in Turkey is to ensure that every stage of the employment relationship — including hiring, payroll, social security, performance, health, and termination — is documented in an organized and legally compliant manner.
Who Prepares and Manages the Personnel File?
In most organizations, the Human Resources (HR) department is responsible for preparing and managing personnel files. However, the critical point is not who prepares the file, but how it is maintained:
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- All required information must be complete and accurate.
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- Files must be stored confidentially and protected from unauthorized access.
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- Data processing must comply with KVKK (Personal Data Protection Law) principles.
Personnel files may be physical or digital, but original wet-signed copies of key documents must be kept and presented during official inspections.
How to Prepare a Personnel File
There is no specific legal format for personnel files. Companies may organize them according to their internal systems, provided they comply with the content requirements of the Labour Law.
The recommended steps for preparation are:
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- Create individual folders for each employee, labeled with the employee’s name and department.
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- Prepare a document checklist to ensure consistency across all employee files.
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- Maintain a follow-up schedule to record document updates such as promotions, medical reports, or training certificates.
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- Keep both digital and physical copies — physical versions must be available in case of audits.
Retention Period for Personnel Files
Retention periods vary depending on the type of record:
| Type of Record / Law | Retention Period |
| Labour Law & Social Security (Law No. 5510) | 10 years |
| Occupational Health and Safety (Law No. 6331) | 15 – 40 years |
| General employment records (Code of Obligations) | 10 years after termination |
Employers should establish internal retention policies aligned with these timelines to ensure full compliance.
Penalty for Not Keeping a Personnel File
Under Article 104 of the Turkish Labour Law, failure to maintain personnel files as required by Article 75 results in an administrative fine.
The fine amount is 21,213 TRY per employee as of 2025.
This penalty may increase annually in line with the revaluation rate, and additional sanctions may apply if other legal obligations (e.g., SSI notifications or payroll documentation) are also violated.
Mandatory Documents in the Personnel File
The documents required in the personnel file in Turkey may vary depending on the company’s industry, but generally include the following:
At the Time of Hiring
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- Employment contract and job application form
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- ID card photocopy and residence certificate
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- Population registration sample
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- Passport photographs (2 pcs)
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- Criminal record certificate
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- Diploma copy and health report
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- Military service certificate (for male employees)
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- Marriage certificate and dependents’ ID copies (if applicable)
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- SSI (Social Security Institution) Employment Entry Notification
Special Cases
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- Parental consent for employees under 18
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- Disability report (if applicable)
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- Work permit for foreign nationals
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- İŞKUR registration certificate (for ex-convicts or victims of terrorism)
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- Certificates of incentive or exemption used
During Employment
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- Signed payslips and wage records
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- Annual, unpaid, and maternity leave petitions
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- Performance evaluations, promotions, and transfer letters
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- Occupational health and safety training acknowledgments
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- Disciplinary warnings, incident reports, and defense statements
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- Work accident notifications and medical reports
Upon Termination
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- Resignation petition or termination notice
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- SSI termination notification with code
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- Release form and notary notifications
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- Payrolls for severance and notice compensation
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- Supporting evidence for justified termination (if applicable)
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- Employment and service certificates
Employer’s Broader Obligations Under Turkish Labour Law
Beyond documentation, the Turkish Labour Law and the Turkish Code of Obligations (Articles 401 – 426) define key employer responsibilities, including:
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- Payment of wages not less than the legal minimum wage (Art. 401).
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- Overtime pay at least 50 % above normal hourly wage (Art. 402).
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- Protection of employee personality and health — ensuring occupational safety and preventing mobbing (Art. 417).
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- Confidential and lawful use of personal data (Art. 419).
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- Granting of weekly rest days and annual leave (Arts. 421 – 425).
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- Issuance of a service certificate upon employee request (Art. 426).
These obligations reinforce the employer’s duty to respect workers’ rights and maintain transparent employment practices.
Why Personnel File Compliance Matters
A properly maintained personnel file in Turkey serves as the primary line of defense for employers in Turkey.
It enables them to:
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- Prove legal compliance during labour or SSI inspections;
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- Protect the company in disputes before labour courts;
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- Demonstrate adherence to occupational safety and data protection standards;
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- Maintain transparent HR processes aligned with corporate governance requirements.
Neglecting this obligation not only leads to administrative fines but may also weaken the employer’s position in potential legal conflicts.
Partnering with a reliable EOR provider in Turkey ensures full compliance with local employment laws, reduces administrative risks, and enables your business to expand confidently with a trusted local team by your side.
