Collect documents before the first site day
Send the self-onboarding link, or put its QR code up in the site office, so joiners enter personal, identity, address and bank details and upload a photo, Aadhaar, PAN and bank proof from their phone. The link works in English, Hindi and Gujarati, which helps supervisors and store keepers who prefer not to fill forms in English. Role-specific papers still need collecting: degree or diploma certificates for engineers, experience and relieving letters, and a medical fitness certificate for anyone who will work at height. HR approves or asks for changes, and approval creates the employee record, where those papers are then filed.
Appointment letters that name the site
Under the OSH Code, every employee must receive an appointment letter. For site staff, the letter should state the first site, a transfer clause covering the company's other projects, working hours and weekly off, site allowance and the probation period. For sales staff, add the incentive policy by reference and the weekday weekly off. A missing transfer clause causes the most trouble later, when an engineer refuses to move to a new project on the other side of the city.
First-day safety induction and site rules
No engineer should walk onto a slab before a safety induction. The site safety officer covers PPE, work at height, the emergency assembly point, permits for hot work and lifting, and who to call after an incident. Sales staff joining a gallery at the site gate need a short version too, since they walk buyers through a working project on site visits. Record the induction as a training program so each joiner's completion is on file.
Probation that reflects site performance
Six months is a common probation for engineers, long enough to see a full slab cycle or a phase of finishing. Three months often suits sales executives, who can be judged on site visits handled and bookings. As probation nears its end, HR and the project manager get daily reminders, the manager rates the review from 1 to 5 with a comment, and HR confirms, extends by a set number of months with a reason, or records not confirmed. The confirmation letter is saved to the employee's documents.
How to set it up in ZeniaHR
- Share the permanent self-onboarding link or its QR code at every site office and gallery, in English, Hindi or Gujarati as the joiner prefers.
- Keep a written list of role-specific papers, such as engineering certificates, relieving letters and medical fitness, and file them in each joiner's documents after approval.
- Approve, reject or ask for changes on each submission; approval creates the employee record, where HR sets location, project cost centre and reporting manager.
- Keep the appointment letter template in the HR letter library and file each signed letter in the employee's documents.
- In the Work terms policy, set probation months by employment type, reminder days, and notice days in probation and after confirmation.
- Create the site safety induction as a mandatory training program and enrol every site joiner in their first week.
- Work through the Probation & Confirmation queue, asking project managers for reviews before confirming or extending.
Read more about onboarding in ZeniaHR.
Roles this applies to
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What documents should a construction company collect from new site engineers?
Collect degree or diploma certificates, experience and relieving letters, PAN, Aadhaar or other ID and address proof, bank details, and a medical fitness certificate for work at height if your safety policy asks for one. Add emergency contacts and nominees, which matter more for staff who work on active sites.
Is an appointment letter mandatory for site staff?
Yes. The OSH Code requires an appointment letter for every employee, and site staff are no exception. For site roles, name the first site, the transfer clause for other projects, working hours, weekly off, site allowance and probation, so later transfers and disputes rest on a clear written basis.
What is a typical probation period for site engineers?
Six months is common for engineers and supervisors, since it covers enough of the construction cycle to judge their work. Sales executives are often on three months. Whatever you choose, state it in the appointment letter and get the project manager's written review before confirmation.
How do you onboard staff joining at a remote site?
Send the self-onboarding link before the joining date, so documents and bank details arrive in advance. On day one, the site safety officer runs the induction, the store keeper issues PPE, and the engineer's punches are limited to the site's check-in spot. HR approves the record remotely without visiting the site.