Official form guide
Form Record of employee details: Record of employee details
The Record of employee details is a template provided by the Fair Work Ombudsman for employers to keep a complete employment record for each staff member. Use it to meet the record‑keeping requirements under the Fair Work Regulations 2009.
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Form Overview
Fair Work Ombudsman Form Record of employee details - Record of employee details
The Record of employee details is a template provided by the Fair Work Ombudsman for employers to keep a complete employment record for each staff member. Use it to meet the record‑keeping requirements under the Fair Work Regulations 2009.
Risk Radar
Scan points- 1A common mistake is treating the asterisk‑marked fields as mandatory when they are only best‑practice.
- 2Leaving out asterisk‑marked details and later claiming they were required
- 3Failing to keep the record for the full 7‑year period
- 4Providing inaccurate or misleading information
- 5Not transferring employee records when the business changes hands
Plain English
Think of this as your employee file checklist. It helps you capture the key facts about a worker – name, DOB, pay details, super fund, and even termination info – so you stay compliant with Australian workplace law.
Submission Date
- Filing date: Create the record when a person starts work and update it whenever any of the details change; keep it for at least 7 years after the employee leaves.
- Preparation window: collect IDs, supporting records, and signatures in advance.
- Final review: verify names, dates, and required fields before submission.
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What this form is for
- When you need a comprehensive employment record for each staff member to meet Fair Work Regulations 2009 requirements.
- When you want to capture both mandatory and recommended employee information in one place.
- When you are starting a new employee and want to record details at the point of hire.
- When you need to document termination details for future reference.
- When you are transferring a business and must hand over employee records to the new employer.
Form selector
Use this form or another form?
Situation: New employee onboarding
Why it matters: Contract sets terms of employment, not just record‑keeping
✓ Check before you continue: Ensure contract is signed before completing the record
Likely form: Employment contract or award summary
Situation: Change of employee classification
Why it matters: Classification changes affect pay rates and entitlements
✓ Check before you continue: Update the classification field in the record after the amendment is approved
Likely form: Award/Agreement amendment notice
Situation: Workplace injury claim
Why it matters: Injury details are required for insurer, not the employee record template
✓ Check before you continue: Record the workers’ compensation policy name/number in the template but lodge the claim separately
Likely form: Workers’ compensation claim form
Situation: Business sale or transfer
Why it matters: Legal transfer of employee records is required by the Fair Work Ombudsman
✓ Check before you continue: Verify that all employee records, including this template, are handed over to the new employer
Likely form: Transfer of business documentation (e.g., Business Sale Agreement)
Deadline or filing window
Records must be retained for a minimum of 7 years from the employee’s termination date or from the last amendment, whichever occurs first.
Before you submit
- 1Employer details: Registered name, ABN and trading name (if any) are filled in.
- 2Employee details: Full name, DOB, TFN, address, phone and next‑of‑kin contacts are entered.
- 3Employment start date, status (ongoing, temporary, etc.) and ordinary hours are recorded.
- 4Pay information: method, period and day of week are specified.
- 5Award/Agreement name, classification or job title, and apprenticeship/traineeship details (if applicable) are entered.
- 6Superannuation fund name and employee membership number are captured.
- 7Workers’ compensation policy name and number are provided (if applicable).
- 8Termination section is completed if the employee has left, including notice date, last day, method and reason.
- 9All optional fields marked with * are filled only if the information is available and you wish to keep it.
- 10Signature or electronic acknowledgment of the record keeper (if your internal process requires it).
How to file this form
- 1Gather all required employer and employee information from HR files or payroll system.
- 2Print the template or open the editable PDF version.
- 3Complete the Employment details section first, then the Termination details if applicable.
- 4Review the completed record for accuracy and completeness.
- 5Store the completed record securely (paper file or digital folder) in line with the 7‑year retention rule.
- 6If required, provide a copy to the employee for their own records.
- 7Update any internal HR system with the same information for consistency.
Known limitations
- 1The form is a template, not a legally required document; compliance is achieved by keeping the required information, not the exact layout.
- 2Fields marked with * are optional; omitting them does not breach the Fair Work Regulations.
- 3Superannuation election details (†) must be kept separately as a record of the employee’s election date.
- 4The template does not include space for electronic signatures; employers must follow their own internal policy for digital records.
- 5Retention period is minimum 7 years; some awards or state laws may require longer storage.
Field map
Compact field-by-field guide
Applicant
1 items
Full name (and representative, if any), postal address, email, and phone number of the person or organisation lodging the application.
Respondent
1 items
The exact legal name and ABN of the employer or other party the application is made against.
The Matter
2 items
Identify the kind of matter — for example, unfair dismissal, general protections, or an agreement application.
A clear description of what happened, relevant dates, and the outcome you are seeking.
Dates
1 items
Relevant dates such as the date of dismissal or the date the issue arose — these determine whether you are within time.
Supporting
1 items
Any documents that support your application, such as letters, contracts, or notices.
Declaration
1 items
Sign and date the form. Applications may also require a fee or an application for a fee waiver.
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Fillable formOpen in Editor->The Record of employee details template is a best‑practice model provided by the Fair Work Ombudsman; it is not a statutory form and its content may be updated without notice. Not confirmed in official source.
What changed or needs a fresh check
- Confirm the asterisk‑marked fields are still optional under the Fair Work Regulations 2009.
- Verify the retention period (minimum 7 years) is still applicable.
- Check that the superannuation election note (†) reflects current super fund record‑keeping rules.
- Ensure any new pay‑method options (e.g., direct deposit) are captured in the "Agreed/required method of pay" field.
Quick Facts
Downloads & source
Sources
- SRCEmployer details fields: Registered name, Trading name, ABNconfirmed in source.
- SRCEmployee details fields: Full name, DOB, phone, address, TFN, start dateconfirmed in source.
- SRCEmployment status options (Ongoing, Temporary, Other)confirmed in source.
- SRCOrdinary hours, pay method, pay period, pay dayconfirmed in source.
- SRCAward/Agreement name and classificationconfirmed in source.
- SRCSuperannuation fund name and employee membership numberconfirmed in source.
- SRCWorkers’ compensation policy name and numberconfirmed in source.
- SRCNext of kin contact detailsconfirmed in source.
- SRCTermination details: notice date, last day, method, reason, person who terminatedconfirmed in source.
- SRCRetention requirement of minimum 7 yearsconfirmed in source.
Common confusion points
Assuming the asterisk‑marked fields are mandatory – they are optional under the Fair Work Regulations.
Leaving the "Other (specify)" employment status blank when the employee does not fit the standard categories.
Mixing up the pay period (weekly, fortnightly) with the pay day (Tuesday, Friday).
Failing to record the superannuation fund name or employee membership number, which are needed for super contributions.
Not updating the termination section when an employee resigns or is dismissed.
Overlooking the requirement to retain the record for 7 years after the employee leaves.
Confusing the workers’ compensation policy details with insurance claim forms.
Source transparency
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