Mandatory records in the company

Verified 19 January 2023 - Directorate for Legal and Administrative Information (Prime Minister)

As soon as your employees are hired, you must keep several records in your company.

Are the Single Staff Register and the Single Occupational Risk Assessment Document mandatory? Do you need to set up a fire safety registry? What are you risking if you don't fulfill your obligations?

We're doing an update on the regulations.

A personnel register must be opened as soon as you hire your 1er salaried worker.

Trainees and civic service volunteers should be mentioned in a specific part of this register.

No specific shape is imposed, but certain particulars are mandatory.

The following information must be entered in order hiring (or arrivals) :

  • Employee identification: surname, given names, date of birth, sex, nationality 
  • Career: jobs, qualifications, date of entry and exit from the company 
  • Contract Type: DTA: titleContent, apprenticeship contract, employment contract, CSD: titleContent, made available by a group of employers or by a temporary company of work, working from home
  • For foreigner workers: type and serial number of the work permit title
  • For trainees and volunteers on civic service: name and forenames, start and end dates of the traineeship or vocational training, name and forenames of the tutor, place of presence of the trainee
  • For part-time employees: ‘part-time employee’
  • For employees whose authorization to hire or dismiss is required: date of this authorization or date of the application for authorization

The employee in a regular telework situation must be identified as a teleworker on this register.

In the case of a succession of employment contracts, the corresponding date of entry and exit shall be indicated for each contract on a new line in the register.

This register may be kept in digital form after consultation of the Social and Economic Committee (ESC).

It shall be made available to the Labor Inspectorate and the members of the EESC.

The absence of a register, the absence of updating or the omission of mandatory particulars may lead to €750 fines per employee concerned.

Please note

if your company has more than establishments, a register shall be opened in each establishment.

You must establish a DUERP.

This document lists all the occupational risks to which workers in your company are exposed.

You should list and update the results of your employee health and safety risk assessment in this document.

The DUERP shall be made available to members of the EESC and the Labor Inspectorate.

Failure to update the DUERP may result in a contravention of €1,500 (€3,000 in case of recurrence).

It's a special register with numbered pages. It shall be made available, under your responsibility, to the members of the staff delegation to the EESC.

The purpose of this report is to collect the following alerts:

  • Staff Representative Alerts at the SMC, which establishes directly or indirectly that there is a serious risk to public health or the environment
  • Employee Alerts which consider that the company is using products which present a serious risk to public health or the environment

The alert shall be recorded in writing. It must be dated and signed.

It must specify the products used by the establishment which the employee or employee representative at the EESC considers to pose a serious risk to public health or the environment.

The situation should be discussed with the staff representative who sent you the alert. Then you must inform your employee of the action you intend to take on this alert.

Please note

If your company has multiple work sites, only one register is set up provided there is only one CSE.

In companies with less than 50 employees where a ESC: titleContent, a register is required.

This register shall contain the written requests members of the staff delegation to the EESC and your reasoned answers.

It is at the disposal of your employees, the labor inspectorate and the members of the staff delegation to the EESC.

The absence of a register constitutes a obstruction offense the functioning of the EESC. This can be punished with a fine of €7,500.

In the presence of a serious and imminent danger, on ESC: titleContent indicate on a special register the following information:

  • Workstation concerned by the cause of the identified hazard
  • Nature of the hazard observed
  • Name of exposed workers

The pages of this register are numbered and authenticated by the CSE buffer.

This register shall be kept at the disposal of the members of the ESC under your responsibility.

If you do not comply with this obligation, you may be fined €10,000.

Repeated offenses shall be punishable by imprisonment for one year and a fine of €30,000. The fine shall apply to each employee concerned.

Special weekly rest record

Where weekly rest is not given all day on Sunday, a special register shall indicate the names of the employees subject to this special rest arrangement.

It specifies the weekly day of rest for each employee. This register shall be updated when the weekly rest period is changed.

It shall be kept at the disposal of the labor inspectorate concerned during its visit.

This register shall be made available to employees who so request.

If you do not comply with the obligation related to this register, you can be fined €1,500 per employee concerned.

A registry or table that organizes team work

In the case of shift, rotation or successive shifts, the composition of each shift shall be indicated 

  • either on a table displayed under the same conditions as the timetable,
  • or on a register.

That register or table shall be kept up to date.

It shall be made available to the labor inspection supervisor and to the members of the staff delegation to the EESC.

Please note

employees provided by a temporary company of work shall be entered in this register.

Fire safety register

This log tells all your teams or the public in the company what to do in the event of a fire or evacuation.

It must enable everyone to keep abreast of fire safety rules and to identify all fire-fighting equipment present in the establishment.

This register shall be kept at the disposal of the labor inspectorate.

Electrical Checks Register

This register shall contain the results of the electrical checks, the justifications for the work carried out and the modifications made to correct the defects found.

Reports resulting from these verifications carried out by an accredited body shall be annexed to this register.

This register shall be kept at the disposal of the labor inspectorate.

If you use a homeworker, you must have multiple documents.

Register of accounts for homeworkers

A register of the accounts for raw materials and supplies intended for the homeworker must be established.

The register of accounts shall be kept at the disposal of the labor inspectorate.

If you do not comply with these obligations, you may be penalized with a €450.

Newsletter or notebook of homeworkers

When handing over the work to your employee, you must draw up a bulletin or notebook.

Information shall be given on this bulletin or notebook when the work to be carried out is handed over to the home. Other entries are made on this bulletin or notebook when the work is delivered by the employee.

The report or log shall be kept at the disposal of the labor inspectorate.

If you do not comply with these obligations, you may be penalized with a €450.