The audit file for each worker
Auditors usually sample workers from the muster and ask for their files on the spot. A set of files that is complete for 98 of 100 workers still produces findings for the other two, so check every file before each audit season rather than a handful.
- Age proof verified against the person
- Signed appointment letter
- Bank account details used for wage transfer
- Nominee forms signed by the worker
- Standing overtime consent, where your practice uses one
- Night work consent for women on night shifts
- Permanent and local addresses
Consent forms that stay current
Consent to overtime and consent to night work are not one-time papers. A woman who agreed to night work last year may no longer be able to, for family or travel reasons, and a worker who signed a standing overtime consent may change their mind. Date every consent, review consents once a year, and take anyone who withdraws off night rosters or overtime plans the same week.
Records for migrant workers
Migrant workers often have a permanent address in their home village and a temporary one near the factory, sometimes a room shared with others. Keep both, with a phone number for someone at home. These details matter when a worker disappears after a festival, when final dues must reach them, and when a nominee has to be traced.
Skill and training records
Operators' skill certifications, fire drill participation and POSH awareness sessions belong in the file as well. They show auditors that training happened, and they help supervisors rebalance lines. When an operator is certified on a new machine, record it the same week, so the file reflects what the floor can actually do today.
How to set it up in ZeniaHR
- Build the required-document checklist around the audit file: age proof, appointment letter, bank details, nominees and consents.
- Verify each upload in Employee Documents, and put review dates on overtime and night work consents.
- Record both permanent and local addresses and nominees in the employee profile, with changes approved by HR.
- Before each audit season, run the document reports to find any worker with a missing or unverified document.
- Hide salary and bank fields from line supervisors through Access Control masking, leaving full access with HR and payroll.
- Give auditors files through secure time-limited download links rather than photocopies.
Read more about employee documents in ZeniaHR.
Roles this applies to
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What documents do garment buyer auditors check?
They usually check age proof, the signed appointment letter, attendance and wage records, proof of bank transfer, overtime consent and records, night work consent for women on night shifts, and training and grievance records. They pick workers at random, so every file must be complete, not only a sample.
Should night shift consent be kept on file for women workers?
Yes. Night work by women is allowed only with their consent and the safety conditions the government has set, so a dated consent record for each woman on nights shows the rule was followed. Review consents every year and take anyone who withdraws off the night roster.
How should garment units keep records for migrant workers?
Record both the permanent home address and the local address, a phone contact at home, bank details and nominees. Update the local address whenever the worker moves. These details let the unit reach the worker for final dues, trace a nominee if needed, and follow up long absences after festivals.