How to Set Up and Manage an Employee File in Mexico: A 6-Step Guide

Keeping accurate and organized employee records is a must for businesses operating in Mexico. A well-maintained employee file not only ensures compliance with labor laws but also protects employers in legal matters, streamlines payroll processing, and supports HR decision-making.

Follow these six essential steps to set up and maintain a legally compliant and well-structured employee file.

Step 1: Collect Personal and Identification Documents

Start by gathering key personal details and official identification for every employee. These include:

📄 Full Name, Date of Birth, and Address
📄 Official ID (Passport, INE – Mexico’s National ID)
📄 CURP (Unique Population Registry Code – Mexico-specific)
📄 RFC (Federal Taxpayer Registry – Mexico-specific)
📄 Social Security Number (IMSS Registration)

These documents confirm an employee’s legal status, ensuring compliance with Mexican labor and tax laws.

Step 2: Secure Hiring and Onboarding Documents

Your employee file should include all documents signed during the hiring process, such as:

✔️ Signed Job Offer Letter
✔️ Employment Contract (Fixed-term or Indefinite)
✔️ Privacy Notice (Personal Data Protection Compliance)
✔️ Workplace Policies and Code of Conduct Acknowledgment
✔️ Training and Onboarding Records

Having complete hiring documentation protects employers in case of legal disputes, audits, or payroll verifications.

Step 3: Track Work Certificates and Compliance Documents

Throughout an employee’s tenure, various certificates and compliance records should be added to their file, including:

📂 Recommendation or Employment Verification Letters
📂 Certificates of Training and Professional Development
📂 Tax and Social Security Contribution Records

Properly documenting training and certifications is crucial for performance tracking and career development planning.

Step 4: Maintain Performance and Disciplinary Records

Tracking employee performance and workplace compliance is essential for HR management. Be sure to include:

📑 Annual Performance Reviews
📑 Disciplinary Actions (Warnings, Suspensions, Termination Notices)
📑 Bonus and Incentive Records

Having well-documented performance records supports HR decision-making, particularly for promotions, salary adjustments, and dispute resolution.

Step 5: Store Termination and Exit Documentation

When an employee leaves the company, their file should be updated with termination-related documents, including:

🔹 Resignation Letter or Termination Notice
🔹 Final Payroll and Benefits Settlement
🔹 Exit Interview Documentation

Properly closing an employee file ensures compliance with Mexican labor laws and prevents potential legal claims.

Step 6: Keep Employee Files Updated and Digitized

Employee records must be continuously updated to reflect any changes in employment status, including:

🔄 Job Promotions or Position Changes
🔄 Salary Adjustments and Bonus Payments
🔄 Updated Training or Certifications

📌 Pro Tip: Switch to a Digital Employee File System to store, organize, and manage employee records efficiently—reducing errors, ensuring compliance, and making audits easier.

Why a Well-Managed Employee File Matters

✔️ Ensures compliance with Mexican labor laws
✔️ Protects employers in case of legal disputes or audits
✔️ Improves HR efficiency by reducing paperwork and retrieval time
✔️ Supports payroll and tax reporting requirements

Go Digital with Sora’s Employee File Management Solution

Sora’s Digital Employee File System makes it easy to:

✅ Digitize and centralize employee records
✅ Automate compliance with labor regulations
✅ Grant secure access to HR personnel
✅ Eliminate paperwork and human errors

📩 Want to streamline employee file management? Contact us today!