A new hire’s first impression of your company starts before their first day. Making sure that what was agreed and what was signed match is the foundation of a smooth, orderly onboarding with no discrepancies.

Every new hire involves more moving parts than it seems: conditions to be negotiated, a contract to be drafted, a Social Security registration to be processed, and an information document the employee must receive before starting. When each piece is handled by a different person with no clear process, mismatches creep in. And a mismatch between documents is exactly what you don’t want at the start of an employment relationship.

In this article we explain how the employment contract and the information document fit together, which part of the process we take care of as part of your employment management service, which part falls to your HR team, and how we can take that burden off your hands too.

Two documents, one set of information

The employment contract sets out the conditions agreed with the employee. The information document is delivered before the employment relationship begins and is separate from the contract: it contains information specific to your organisation, such as internal policies, particular conditions or how the role is organised.

On paper it’s a simple step. In practice it takes time, follow-up and attention to detail with every new hire, especially when conditions change at the last minute.

Who does what in each registration

Why does the information document sit on your company’s side? Because it contains information specific to your organisation, so its preparation and delivery are the responsibility of your HR department and are not part of the employment management service. For everything else, we only need to receive the final data and conditions far enough in advance.

The workflow, step by step

1. You confirm the conditions and send us the new employee’s details.
2. We prepare the contract and process the registration.
3. Your HR team completes the information document and checks that it matches the contract, or we do it for you if you have taken on the additional service.
4. The employee receives the document before starting, and its delivery is recorded.

If any condition changes during the process, let us know and we will update the documentation so everything still fits together.

And if you’d rather delegate the information document too?

We know that preparing this document for every new hire takes time. That’s why we can support you in drafting it as an additional HR service, with the same team that already knows your company and prepares your contracts. Depending on the scope you choose, we can:

You provide and validate the company-specific information; we do the rest. What you gain:

It’s a flexible service, quoted separately from the contract and registration, and you can take it on according to your needs.