Employee documents Thai employers must keep — and for how long
Draft article — the legal points are still being checked against the statutes. Anything marked [to verify] is not yet confirmed.
Employee paperwork falls into two groups: documents the law requires you to prepare and keep, and documents the company keeps for its own use. Both must be handled in line with data protection law.
Documents required by labour law (employers with ten or more employees)
| Document | What it must contain | How long to keep it |
|---|---|---|
| Employee register | Name, sex, nationality, date of birth or age, address, start date, position, wage rate, end date (sections 112–113 [to verify]) | At least 2 years after employment ends (section 115 [to verify]) |
| Records of wages, overtime and holiday pay | Working days and hours, output (if paid by output), rates and amounts paid, with the employee's signature or proof of transfer (section 114 [to verify]) | At least 2 years after the payment date (section 115 [to verify]) |
| Work rules | Working days and hours, holidays, leave, discipline, grievances, termination and so on, in Thai and announced to employees (section 108 [to verify]) | For as long as they are in force |
Social security and tax paperwork
- Registering employees as insured persons with the Social Security Office, and reporting when they leave, within the deadlines [to verify].
- Proof of monthly contribution payments [to verify].
- Withholding tax on salaries, and the withholding tax certificate (50 Tawi) issued to each employee [to verify].
Check form details and deadlines with the Social Security Office and the Revenue Department, or with your accounting firm.
Documents companies usually keep as well
- Employment contracts and job applications.
- Copies of ID cards and bank books.
- Leave forms and medical certificates.
- Warning letters and appraisal records.
Data protection principles
- Keep only what the purpose requires, and tell employees what you keep and why.
- An ID card copy shows religion, which is sensitive data — redact it before filing.
- A medical certificate is health data; keep access to the bare minimum.
- Set a retention period and delete or destroy documents once it ends, without going below what labour and tax law require.
Keeping them in PANN HR
PANN HR keeps the employee register, working time, leave and each person's documents in one place. ID and bank account numbers are encrypted, files can be opened only by authorised users, and there is a log of who viewed what and when. Payroll is not part of the system yet, so wage payment records still come from your payroll system.
This article is general information, not legal advice. For your company's specific situation, consult a professional.