What Legal Documents Do I Need to Hire Someone?

What Legal Documents Do I Need to Hire Someone?

When a startup hires someone, the legal paperwork matters from day one.

This article is general guidance only and is not legal advice. Employment obligations can change, so founders should check official guidance and take professional advice where needed.

Start with the offer letter

An offer letter confirms the key commercial points before the full employment paperwork is completed.

It usually covers:

1. Job title

2. Start date

3. Salary

4. Reporting line

5. Location or remote working arrangement

6. Conditions of offer, such as references or right-to-work checks

7. Any probation period

Keep it clear and consistent with the contract.

Provide a written statement or employment contract

Employment document requirements vary by country. In the UK, employers must provide written employment particulars. In practice, many startups use a full employment contract that includes the required written statement.

This should cover the main terms of employment, such as pay, hours, holiday, notice, place of work and job role.

Do not leave this until after someone starts. It creates avoidable risk.

Right-to-work records

Before someone starts, you must check they have the right to work in the UK.

Keep proper evidence of the check and follow the correct process. This is one of the basics founders should never skip.

Policies and acknowledgements

As the business grows, you will need workplace policies. At first-hire stage, keep it practical.

Useful documents include:

1. Data protection notice

2. Health and safety information

3. Disciplinary and grievance procedures

4. IT and equipment policy

5. Remote working policy if relevant

6. Equality, diversity and anti-harassment policy

The aim is not bureaucracy. It is clarity.

Confidentiality and intellectual property

Startups should protect confidential information, customer data, product ideas and intellectual property.

Make sure the contract deals with confidentiality and ownership of work created during employment.

This is particularly important for product, technology, marketing and commercial roles.

Final thought

Hiring someone properly means putting the basics in writing before day one.

A clear offer, contract, right-to-work process and core policies protect the founder, the employee and the company.

How Spinwell Startups can help

Spinwell Startups helps founders make onboarding and compliance part of the hiring process, not an afterthought.

As a specialist recruitment company for startups, we can help coordinate role scoping, candidate screening, references, right-to-work considerations where relevant and structured onboarding. For international hiring, we also help founders understand where local professional advice may be required.