What documents are required from an employee when hiring?

Hiring a new employee almost always begins the same way: checking documents, not taking anything extra, and recording everything correctly. This is important both for the employer (to avoid problems during inspections) and for the employee (to ensure that their work experience, guarantees, and accounting data are correct).

This article covers:

• the minimum set of documents required by law;
• what may be required “under certain conditions” (position/category of employee);
• what the employer has no right to demand;
• a checklist table for HR;
• typical cases and mistakes.

The importance of correctly compiling documents when applying for a job

The correct set of documents is a prerequisite for legal employment. It helps to:

• hire an employee legally and without unnecessary risks;
• correctly enter data into personnel documents and records;
• not miss any mandatory items, such as military registration;
• not request unnecessary information and not violate personal data regulations.

What documents are required for employment?

According to Article 24 of the Labor Code, the employer requests documents from the employee confirming their identity, tax number, and employment history. Some of the documents are not required for everyone, but only in certain cases.

Minimum package “for most cases”

Identity document: passport/ID card/e-passport.
RNOKPP (TIN) or a note about refusal of RNOKPP (if it is in the passport).
Information about employment (electronic data) or a paper employment record book — if the employee wants to use it.

Documents “required under certain conditions”

• Military registration document — for conscripts, persons liable for military service, reservists, as well as for certain categories of women in cases provided for by military registration rules.
• Education/qualification document — if the position is regulated or the employer legally links educational requirements to the position.
• Medical documents — only for positions where examinations/medical records are expressly required by law.

Internal checklist: what we request only under certain conditions/for specific positions

Practice shows that it is advisable for employers to have their own internal checklist of documents that are not always requested, but only under certain conditions or for specific positions.

Particular attention should be paid to documents confirming the employee’s right to additional labor guarantees. This applies, in particular, to:

• pregnant women,
• employees with children under three years of age
• and persons with disabilities, for whom the law provides for special conditions and protection.

Electronic and paper employment record books in 2026

A paper employment record book is not mandatory if the data on work experience is confirmed in the electronic register. The transition period for digitization lasts until June 10, 2026: during this time, a paper employment record book may be used at the employee’s request (for example, to make a note), after which it remains with the employee for safekeeping.

Military registration during hiring: what the employer must do

If an employee belongs to a category for which military registration is mandatory, the employer must:
check for the presence of a military registration document (paper or electronic with QR code);
enter the data into the internal personnel records within 5 days;
notify the relevant authority within the time limits specified in Order No. 1487 (within 7 days).

HR checklist: documents for hiring

Below is a handy checklist of documents required for employment, with explanations of what is mandatory, for whom, and where they can be obtained.

Additional documents

In addition to the minimum package, in some cases, the employer has the right (and sometimes the obligation) to request additional documents. The list of these documents depends not on the “internal rules of the company,” but on the category of the employee, working conditions, and legal requirements.

Medical documents

Medical certificates and examinations are not required for everyone, but only for positions where this is expressly stipulated by law. The most common cases are:

• working with children (educational institutions, clubs, camps, childcare facilities);
• production, storage, and sale of food products;
• work in harmful or hazardous working conditions;
• certain areas of service and medicine.

Important: requesting medical documents for “ordinary” office positions without justification is illegal and may be considered a violation of employee rights.

Education and qualifications

Documents relating to education, qualifications, or special permits are only required if the position demands them. This applies to so-called regulated professions, in particular:

• doctors, nurses, pharmacists;
• teachers and scientific and pedagogical workers;
• drivers (with the appropriate category license);
• certified accountants or auditors;
• specialists in occupational safety, electrical safety, etc.

The employer has the right to check:

• diploma or other document of education;
• certificates, licenses, permits;
• their validity period (if limited).

Documents for benefits and guarantees

Certain employees are entitled to tax, social, or employment benefits, but these apply only if supporting documents are provided. These include:

• documents of internally displaced persons (IDPs);
• birth certificates of children (for tax social benefits);
• disability documents;
• certificates of combatants or other privileged categories.

Such documents are not mandatory for employment, but are required if the employee wishes to take advantage of the relevant guarantees or benefits.

Foreigners and stateless persons

The standard set of documents is not sufficient for the employment of foreigners and stateless persons. The following are also required:

• a permit to employ a foreigner (in certain cases);
• a temporary or permanent residence permit;
• a document certifying the identity of the foreigner.

The employer is obliged to ensure that the employee has the right to legally reside and work in Ukraine. Without this, hiring is a violation of migration law.

Minors

There are additional restrictions and requirements for hiring persons under the age of 18. Depending on the age of the employee, the following may be required:

• written consent from a parent or legal guardian;
• medical examination before starting work;
• compliance with restrictions on the types of work and working hours.

Minors may not be engaged in harmful, dangerous, or night work, even with their consent.

How can HR quickly check documents?

To avoid mistakes and unnecessary requests to the candidate, documents should be checked according to a clear algorithm.

Verify identity

Check passport or other identity document:

• Full name (correspondence with other documents);
• Date of birth;
• Validity of the document and absence of obvious signs of invalidity.

Check the taxpayer registration number or alternative

Verify the taxpayer’s registration number. If the person has refused the RNOKPP on religious grounds, check that there is a corresponding note in their passport.

Check your electronic employment record book (ETK) or paper copy

• availability of information about insurance experience;
• correctness of full name and dates;
• absence of obvious discrepancies in records.

Check military registration documents

Persons liable for military service should check the availability and validity of their military registration documents in accordance with the requirements of the law.

Check special requirements for the position

Depending on the position, these may include:

• documents on education or qualifications;
• medical certificates (only if expressly required by law);
• certificate of no criminal record — only for positions where this is mandatory.

Record copies and grounds for processing personal data

Make copies of only the necessary documents and ensure:

• the existence of a legal basis for the processing of personal data;
• compliance with storage and access requirements.

What documents does an employer not have the right to request?

When hiring, it is prohibited to request documents and information that are not directly related to the performance of job duties.

The employer has no right to request:

• information about marital status, presence or plans for children;
• medical documents without a clear legal basis;
• information about political, religious, or other beliefs;
• excessive personal data that is not related to the specific position.

Such requirements may be considered discriminatory and violate labor and personal data protection laws.

Common cases when hiring

In practice, hiring an employee does not always follow a standard scenario. Below are typical situations and the correct actions for an HR manager.

First job

There may be no paper employment record, so work with electronic data and prepare a standard package.

Part-time employment

Usually, an identity document, RNOICP, and documents “as needed” (education/certificates) are sufficient. Work experience is confirmed through the ETC; paper employment records are not usually submitted.

Candidate without military registration documents

Check whether he is subject to registration, explain the requirements of military registration, and record the next steps without using discriminatory language.

Foreigners

Check the validity and expiration date of your residence and work permit and ensure that your documents are appropriate for the position.

Change of surname

Request the supporting document (e.g., marriage certificate/decision) and verify the data before entering it into the system.

5 common mistakes HR professionals make when checking documents

Even experienced HR professionals make mistakes when checking documents. As a result, they can lead to re-issuing documents, additional checks, or even fines.

How does Vchasno.Kadry simplify the hiring process?

Vchasno.Kadry is a native digital HR service that provides a complete employee onboarding cycle in a single environment. The system automates key stages of the process, eliminates manual data duplication, and reduces the risk of errors.

Diia.Sharing

Employee personal data is obtained exclusively with their consent and directly from state registries via Dія.Шеринг. This allows HR specialists to avoid manually checking documents and transferring information from paper or electronic copies, ensuring that data is up-to-date and accurate.

AI assistant

The built-in AI assistant helps to automatically fill out HR documents, pulls up the necessary data, and checks its logic. This reduces the number of technical errors, speeds up document preparation, and standardizes HR processes.

Required HR documents

Orders, applications, additional agreements, and other HR documents can be:
uploaded to the system as ready-made templates;
or generated directly in Vchasno.Kadry with automatic data filling.

Signature of the electronic signature

All documents are signed with a qualified electronic signature (QES) without the need to print, scan, or send files. Signing is possible both in the mobile application and through the web version of the service, so the user can choose the most convenient format. This ensures the legal validity of documents and significantly reduces processing time.

Transparent process

HR specialists and employees have access to clear status logic for the process — from data entry to the final stage of “Employed.” This increases control, predictability, and trust in HR procedures.

Conclusion

When hiring, it is important to maintain a balance: collect what is mandatory and do not ask for anything extra. A simple approach works best: a checklist of documents + a short verification algorithm + separate rules for non-standard cases (concurrent employment, foreigners, military registration).