Every business is legally required to provide and securely store an Independent Employment Agreement (IEA) for each employee.

A signed employment agreement is held with restricted access to protect confidentiality and ensure compliance. Each agreement is comprehensive and aligned with current legislation, covering key clauses and supporting sub-clauses, including:

• Application Terms – including trial period provisions

• Terms of Engagement – workplace rules, policies, and procedures

• Remuneration & Benefits – including KiwiSaver obligations

• Leave Entitlements – including domestic violence leave

• General Provisions – including health and safety requirements

• Dispute Resolution – clear guidelines for managing workplace issues

• Termination Provisions – fair and lawful exit processes

• Employee Acknowledgement – confirmation of understanding and agreement

While a job description (JD) can be included within an Independent Employment Agreement (IEA), Ripple Recruitment recommends best practice is to maintain it as a separate document. This allows for greater detail, flexibility, and easy updates as roles evolve. Every employee’s JD should be stored securely with their IEA with restricted access to ensure confidentiality and compliance.

A comprehensive job description clearly outlines expectations and responsibilities, helping both the business and employee succeed. Key points typically included are:

• Tasks and Responsibilities – What needs to be done, and how the work contributes to business goals

• Time Commitments – Estimated hours per week and any specific scheduling requirements

• Skills and Competencies – Knowledge, experience, and key abilities needed to perform the role effectively

• Special Requirements – Any specialist equipment, software, or knowledge required

• Supervision – How the employee will be supervised, and whether they will supervise others

• Training – Induction and ongoing development opportunities

• Performance & Remuneration Reviews – Timing and process for assessing performance and pay adjustments

A Letter of Offer is a formal, one-page document presented by the employer to confirm a job offer to a potential employee. It is typically issued alongside the Employment Agreement and Job Description.

While not legally mandatory, a Letter of Offer is an important document. It welcomes the new employee and clearly communicates key information about their role, including:

• Position Title – the role being offered

• Start Date and Time – when the employment begins

• Remuneration and Benefits – salary, allowances, and KiwiSaver details

• Location of the Role – primary workplace or site

This document sets the tone for a positive onboarding experience and ensures the employee has a clear understanding of the fundamental aspects of their employment.

Policies and Procedures are formal guidelines established by employers to govern various aspects of the workplace. They provide a framework for consistency, fairness, and compliance with legal and ethical standards.

Most New Zealand businesses should consider documenting over twenty policies and procedures, with seven of these being legally mandated.

Some key workplace policies and procedures include:

• Employee Conduct and Behaviour

  • Outlines expected standards of behaviour, including anti-discrimination, harassment, and codes of conduct.

• Health and Safety

  • Ensures a safe working environment with clear procedures for reporting accidents, emergency protocols, and general safety practices.

• Leave and Absence

  • Details types of leave such as annual, sick, and parental leave, and explains how to request and approve leave.

• Employee Benefits and Entitlements

  • Clarifies entitlements such as health insurance, retirement plans, and other perks.

• Disciplinary and Grievance Procedures

  • Provides a transparent process for managing misconduct or workplace disputes fairly.

• Technology and Communication

  • Covers appropriate use of company devices, internet, and communication channels.

Note: Workplace policies and procedures are not static. They should be regularly reviewed and updated to reflect legislative changes, evolving business practices, and workplace needs.