Free HR Templates for HR On Call+ Clients

As an HR On Call+ client, you have free access to all 140+ templates below.

AI and free templates can give you content. Our templates come from the ConnectsUs HR Toolkit for Small Business, developed and refined over nearly 20 years. They are the same base documents our consultants use in client work, built to work together and formatted as one consistent HR system.

Professionally formatted and consistent. Every template follows the same formatting standards, information hierarchy and Microsoft Styles. Your agreements, policies, forms, letters and guides look like they belong to the same company, and readers quickly learn where to find information.
Professionally written and consistent. Created by experienced HR professionals and reviewed by a professional writer with a Master’s in instructional design, giving the entire toolkit a consistent voice, structure and level of quality.
Built to work together. Templates within each HR area connect to one another, so you can create an end-to-end process instead of piecing together unrelated documents from different sources.
Clear, modern and easy to read. Plain English and gender-neutral language.
Instructions included. Templates come with a separate, customizable instruction document for your HR team or staff explaining how to complete the document, how to use it and what to do with it. A form is only useful if people know how to use it.
Built for Canadian employers. The content, terminology and compliance considerations are written for Canadian workplaces, not adapted from US material.
Fully customizable. Add your branding, colours and fonts, change the content, and adapt the documents to your workplace without rebuilding them from scratch.

HR Templates

Use simple keywords and singular terms. Example “Reference check” vs “Reference Checks”, “Applicant Tracking” vs “Position Applicant Tracking Spreadsheet”.

	DETAILS
CONTRACTS & AGREEMENTS
Offer Form	Ensures that all information about a candidate and position is consistently collected, summarized, and approved so that HR has the information they need to process an employment offer and agreement. Keywords: approve hire, approval to hire
Employment Agreement	Specifies the terms and conditions of the relationship between your company and an employee. Keywords: employee contract, employment contract
Independent Contractor Agreement	Specifies the terms and conditions of the relationship between your company and a contractor or consultant who is not an employee. Keywords: contractor contract, service agreement, service contract
Averaging Agreement	Contractual agreement between an employee and your company that allows you to bypass overtime rates by averaging the employee’s hours of work over a period of 1, 2, 3, or 4 weeks, depending on the Province of employment.
Hybrid & Remote Work Policy & Agreement	Robust formal agreement used to set expectations for remote employees who work outside your company’s premises. Keywords:, hybrid work, remote worker, telecommuting, telecommute, telecommuter, remote office, work from home, working from home, telework, teleworking, teleworker
Termination letter and Release	Termination release and options for termination letters including lay-off, without prejudice, termination with cause, termination without cause, recall notice, termination after lay-off period. A release is signed by employee to protect your company from the risk of future legal action. Keywords: Involuntary termination, fire, firing, letting go, let go, terminating an employee, terminate, sack, can, furlough, ax, axe, discharge, dismissal, dismiss,downsize, cut, cutback, downsizing, termination waiver
Termination Authorization Form	Calculates termination payments and all associated costs and outlines the authorization process for managers. Keywords: Cost of firing, cost of termination, firing costs, termination costs
Non-Disclosure Agreement for Exploratory Discussions	Protects business interests in situations where confidential information may be shared during exploratory discussions with prospective candidates. Keywords. Non disclosure, NDA
Reference Check Request & Consent Script	Email script used to obtain reference provider names and written consent from candidates to conduct reference checks. Keywords: Reference check consent, reference checks consent, reference consent form, reference check consent form.
Training Reimbursement Agreement	Agreement for reimbursement terms and conditions by employee embarking on a training initiative that exceeds a company-determined cost ceiling. Keywords: reimbursement contract, reimburse training costs, reimbursing training costs, reimburse training expenses, reimbursing training expenses, employee reimbursement, repayment of training costs, repayment of training expenses
Delegate Confidentiality Agreement Script	Agreement used when a manager needs to delegate work that may require access to sensitive or confidential information. Keywords: sensitive information, confidential information, expose sensitive information, access to sensitive information, access to confidential information.
Front Desk Service Agreement	Includes clear protocols to be followed by front office & reception services. Used to educate staff on the protocol & service levels required for performing front desk & reception duties, and to obtain signed confirmation of their understanding. Keywords: front desk employee, reception protocols, setting expectations for front desk workers, setting expectations for receptionist.
JOB DESCRIPTIONS	Pre-written job descriptions, consistently structured, formatted and written, that are common to most small businesses.
Job Description Form Template	Written statement of duties, responsibilities, success factors and qualifications associated with a position. Keywords: position description, job requirements, job specification, position requirements, position specification
Accountant job description	Responsible for day-to-day operations of the Accounting department with an emphasis on financial reporting and compliance. Keywords: bookkeeper, book keeper, auditor, financial
Accounting Clerk job description	Responsible for clerical and administrative accounting duties. General tasks include assisting with reporting, bookkeeping, research and resolving discrepancies. Keywords: accountant, accounting, finance, clerk
Controller job description	Responsible for managing part or all of the Finance or Accounting department. Keywords: Comptroller, Finance Director, Director of Finance, Accounting Manager
Office Manager job description	Organizes and coordinates office and facilities administration and procedures for day-to-day operations. Keywords: office supervisor, administration manager, office administration
Administrative Assistant job description	Provides administrative support to a manager or department. Keywords: administrator, executive assistant, secretary, PA, personal assistant, admin
Receptionist job description	Provides administrative support and responsible for reception, greeting and phone duties. Keywords: front office
Internal Help Desk Technician job description	Troubleshoots and resolves hardware, software and other computer systems related issues. Keywords: IT, technical support
IT Manager job description	Responsible for researching, advising, and implementing IT initiatives. Keywords: Technical Manager, Technical Director, Director IT, IT Director
HR Coordinator job description	Supports HR Manager and responsible for operational and administrative HR, benefits, payroll. Keywords: HR Generalist, Human Resources Assistant, HR Assistant, Staffing Coordinator, Staffing Assistant, HR Administrator
HR Manager job description	Recommends, creates and administers Human Resources best practices, services, and programs. Keywords: Human Resources Manager, Talent Manager, Staffing Manager, HR Advisor, HR Generalist, HR Supervisor
Recruiting Manager job description	Sources, interviews and hires staff. Keywords: Technical Recruiter, Staffing Manager, recruitment
Health & Safety Manager job description	Functional responsibilities for OHS initiatives. Keywords: Safety Specialist, OH&S, Safety Inspector
Sales Representative \| Account Manager job description	Prospects and closes sales and key liaison and representative for the customer relationship. Keywords: Sales Associate, Account Representative, Client Manager, selling
Sales Manager \| Director \| VP job description	Maximizes sales results from sales team or geographic area. Keywords: Sales job, selling
Customer Service Representative (CSR) job description	Acts as liaison between the business and its customers or clients. Keywords: customer complaints, support specialist, service representative, customer service manager, customer experience manager
Technical Customer Support Specialist job description	Provides technical support to customers. Keywords: Technical Support Manager, Service Desk Associate, Computer Technician
Customer Service Manager job description	Provides leadership and manages Customer Service team.
Graphic Designer job description	Creates and edits visual elements. Keywords: graphics, multimedia
Marketing Coordinator job description	Supports the marketing team. Keywords: Marketing Administrator, Marketing Generalist
Product Manager job description	Product expert who owns the product experience. Keywords: product development, product roadmap, product launch, product marketing,
Marketing Manager \| Director job description	Leads and manages the Marketing department. Keywords: Marketing Director, marketing strategy, marketing plan
CEO – Chief Executive Officer job description	Leads the organization.
COO – Chief Operating Officer job description	Responsible for company operations.
CFO – Chief Financial Officer job description	Leads the finance department.
CIO – Chief Information Officer job description	Maximizes business value through technology.
CTO – Chief Technology Officer job description	Leads the departments responsible for developing technology-related products.
CMO – Chief Marketing Officer job description	Leads the Marketing department. Keywords: marketing strategy, marketing plan, strategic marketing
CHRO – Chief Human Resources Officer job description	Leads the HR or Human Resources department. Keywords: People Officer, Human Capital Director, strategic HR
OPEN & ADVERTISE A POSITION
Process Guide for Managers – Opening & Advertising a Position	Step-by-step processes for stage 1 of the recruiting & hiring process. Tells staff who’s responsible for each step, and provides point-and-click access to other HR Toolkit documents used in the process.
Approval to Hire Form	Summarizes the details of a budgeted or replacement position that requires final approval before the search begins. Keywords: approve new hire, authorization to hire, approving new position
Position Justification Form	Summarizes the business case that justifies adding a new position and incurring unbudgeted expenses. Keywords: justify new headcount, justifying new headcount, justifying new position, add a new position, add new position
Position Information Checklist	Ensures alternatives have been explored and challenges the status quo and incurring additional headcount costs before opening a new position. For example, does the position need to be an employee? Full time?
Probationary Period Review Form Template	Defines a promoted or transferred employee or new hire’s position’s success factors.
Job Postings: Standard Senior Position Creative	3 versions:Standard. Generic all-purpose for below director level.Senior. For Director level+Creative. Add some flairKeywords: job ad, job posting, position ad, position posting
Job Openings Spreadsheet	Organizes & tracks open & closed positions. Keywords: competition tracker, position tracker, competition spreadsheet, open position, filled position, new position
Head Hunters & Recruiting Agencies Guide	Reference guide for deciding when to use external vs. internal recruiting resources to fill a position Keywords: staffing agency
TRACKING APPLICANTS
Process Guide for Managers – Tracking Applicants	Step-by-step process for stage 2 of recruiting & hiring process. Tells staff who’s responsible for each step, provides point-&-click access to other documents used in the process. Keywords: review resumes, CV, applications
HR Master Applicant Spreadsheet	Spreadsheet to track all applicants who apply for positions or prospects that you’ve identified as top talent. Keywords: applicant tracking
Reviewing Applications Guide	Guidelines and recommended procedures for reviewing, shortlisting, or disqualifying job applicants in a consistent manner. Keywords: resumes, screening applicants
Position Applicant Tracking Spreadsheet	Spreadsheet to help managers track, rate and shortlist candidates who have applied for a specific position. Keywords: applicant tracking
Sourcing Prospects Guide	Guide for all staff on how to approach and cultivate professional relationships with future employee prospects. Keywords: finding talent, finding employees
INTERVIEWING
Process Guide for Staff – Interviewing	Step-by-step process for stage 3 of the recruiting and hiring process. It tells staff who’s responsible for each step, and provides point-and-click access to other documents used in the process. Keywords: interview process, interviewer, interviewee
Interviewing Guide	Interview guide for managers. Keywords: how to interview
Interview Schedule Form	Creating schedule of interviews and list of participants. Keywords: schedule interviews, schedule interviewee, schedule interviewer
Non-Disclosure Agreement for Exploratory Discussions	Protects the interests of your company in situations where company-confidential information may be shared during exploratory discussions with prospective candidates. Keywords: IP, non disclosure, company secrets
Delegate Confidentiality Agreement Script	Instructions and a script for a conduct agreement between a manager and administrative-level staff who temporarily has access to confidential or sensitive information. Keywords: IP, non disclosure, company secrets
Phone Interview Questionnaire	Questionnaire for conducting preliminary telephone or web conference screen interviews. Keywords: Zoom interviews, web interviews, web conferencing interviews, web conference interviews, remote interviews, applicant screen, screening applicants, Interview form, interviewing form
Interview Questions	Comprehensive list of over 225 categorized example interview questions.
Q&A Style Panel Interview Questionnaire	Conducting in-person, question and answer (Q & A)-style interviews. Keywords: Interview form, interviewing form
Presentation Style Panel Interview Questionnaire	Template for conducting in-person, presentation-style interviews where the applicant is asked to prepare to make a presentation. Keywords: Interview form, interviewing form
Brochure for Interviewed Candidates	Marketing-style brochure, typically distributed to final-stage interview candidates, that summarizes the benefits of working at your company.
External Candidate Regrets Scripts	Sending regrets to external candidates who will not be proceeding further in the interview process. Keywords: rejected candidates, refection, rejected applicants, decline applicant, declining applicant, unsuccessful applicant, unsuccessful candidate
Internal Candidate Regrets Scripts	Sending regrets to internal candidates who will not be proceeding further in the interview process. Keywords: rejected candidates, refection, rejected applicants, decline applicant, declining applicant, unsuccessful applicant, unsuccessful candidate
CHECKING REFERENCES & HIRING	Keywords for this section: reference checks, checking references, employment verification, verifying employment, confirming employment.

Process Guide for Staff – Checking References & Hiring	Step-by-step process for stage 4 of the recruiting and hiring process/ It tells staff who is responsible for each step, and provides point-and-click access to other documents used in the process.
Reference Checking Guide	Reference checking guide for managers.
Reference Check Request & Consent Script	Obtain reference provider names and written consent from candidates to conduct reference checks.
Reference Check Questions	Comprehensive list of sample reference check questions.
Reference Check Form	Form for checking references consistently for each candidate.
Recruiting & Hiring Overview Guide	Overview of the recruiting and hiring process in your company.
PERFORMANCE – PROBATIONARY PERIODS	Keywords for this section: probation review,
Process Guide for Managers – Probationary Period	Step-by-step process for managers & explains who’s responsible for each step.
Probationary Period Review Form	Defines probation period success factors and performance expectations for new hire or transferred employee.
Probation Completion Letter	Written confirmation of successful completion of a probationary period.
Probation Extension Letter	Provides formal, written notification of extended probationary period extension.
Extended Probation Completion Letter	Provides formal, written confirmation of successful completion of a probationary period that had been extended.
Performance Management	Keywords for this section: appraisal, performance evaluation, performance assessment, evaluate performance
Process Guide for Managers – Performance Reviews	Step-by-step processes for the performance review process, tells managers who’s responsible for each step, and provides point-and-click access to other documents used in the process.
Annual Performance Review Form	Comprehensive form for conducting formal annual performance reviews.
Interim Performance Review Form	Condensed performance review form for reviews that occur outside the regular annual review cycle.
PERFORMANCE IMPROVEMENT PLAN
Process Guide for Managers – Performance Improvement Plans	Step-by-step process for the performance improvement plan process, tells staff who’s responsible for each step, and provides point-and-click access to other documents used in the process. Keywords: PIP, progressive discipline
Performance Improvement Plan Form	Form for managers to document and track the Performance Improvement Plan for a direct report. Keywords: PIP, progressive discipline form
INVOLUNTARY TERMINATIONS	Keywords for this section: fire, firing, letting go, let go, terminating an employee, terminate, sack, can, furlough, ax, axe, discharge, dismissal, dismiss, downsize, cut, cutback, downsizing,
Process Guide for Managers – Involuntary Terminations	Step-by-step process for conducting an involuntary termination, including who’s responsible for each step. It also provides point-and-click access to other documents used in the process.
Performance Management Overview Guide	Guide for managers with direct reports. Provides overview information and guidelines regarding all 4 areas of performance management.
JOB EVALUATION
Job Activity Log	A spreadsheet that records employee activities during a defined period. When an employee is feeling overworked, provides managers with a tool to understand where an employee is spending their time and determine whether additional headcount is required or if the employee may need to eliminate less value-added work, or requires training. Keywords: productivity, overworked.
List of Competencies	Guide that provides a ‘menu’ of categorized behavioral competencies and success traits. A competency is a skill or quality that an employee needs to have in order to succeed in their role.
Job Procedures Form	Form to capture and record the responsibilities and tasks in a position, as well as how to do each one. Ideal for succession planning or knowledge management.
Job Description Form	Form for creating consistently structured job descriptions.
COMPENSATION
Contractor Rate Calculation Form	Spreadsheet used by HR or Managers for calculating a fair rate for an independent contractor or consultant. Keywords: what to pay a consultant, what to pay a contractor
Annual Salary Review Spreadsheet	Spreadsheet used by HR and management to annually review base salaries and determine increases or adjustments. Keywords: annual increases, annual wage increase, annual salary increases, annual raises, payroll budget, payroll increase
Short-Term Incentive Plan	Description of the company incentive plan. Keywords: bonus plan, bonuses, commissions
Salary or Title Change Confirmation Letter Script	Script for a letter to confirm a change in an employee’s salary or position title.
Process Guide for HR – Annual Salary Reviews	Step-by-step process for conducting annual salary reviews, tells staff who’s responsible for each step, and provides point-and-click access to other documents used in the process. Keywords: annual increases, annual wage increase, annual salary increases, annual raises, payroll budget, payroll increase
Request & Justification for Compensation Adjustment Form	Form for HR to propose and justify a compensation adjustment for an employee.
Short-Term Incentive Plan Calculation Spreadsheet	Spreadsheet used by HR for calculating short-term incentive plan/bonus plan payouts.
Staffing Costs Calculation Spreadsheet	Spreadsheet used by HR to record, calculate, and report on all staff-related costs. Keywords: payroll budget, payroll cost
Salary Increase Decline Letter Script	Letter script for HR to deny or postpone a salary increase. Keywords: wage increase request, salary increase request
Bonus/Incentive Plan Payment Confirmation Letter Script	Letter script for HR to notify an employee of a bonus or incentive plan payment.
Employee Total Compensation Calculation Spreadsheet	Spreadsheet used by HR to calculate the value of total compensation per employee, including base salary, paid time off, statutory remittances, benefits, and additional cash compensation. Used to provide a statement to employees periodically to understand the often misunderstood hidden employee costs incurred by the employer.
EMPLOYEE ENGAGEMENT
Recognition Award Nomination Form	Form for nominating colleagues to receive annual recognition awards.
Employee Survey Questionnaire	To solicit feedback from employees about their work experience. Can be used to input into survey software. Keywords: climate survey, engagement survey, employee feedback
Employee Feedback Form	Captures employee feedback and/or question. Can be implemented using survey software. Keywords: suggestion box
Annual Social Events Plan	Template for planning and budgeting for annual company social events. Keywords: social club, social committee.
TRAINING & DEVELOPMENT
Skills Gap Assessment Form	For assessing the immediate training needs of new hires, or existing employees transferred or promoted into new positions.
Conference or Training Report Form	For documenting participation in a conference or training activity.
Training or Conference Pre-Approval Form	For approving staff participation in accredited courses, training, conferences, or other events.
Training Reimbursement Agreement	Contractual agreement between your company and an employee embarking on a training initiative that exceeds a company-determined cost ceiling.
Course Completion and Reimbursement Form	For staff to submit their final marks for accredited courses and receive approval for reimbursement.
HR ADMINISTRATION
Relocation Assistance Guide	Reference guide for HR staff, used to outline company policy regarding relocation assistance, including eligibility for reimbursements and allowances.
Employment Confirmation Letter Script	Letter script used to confirm a staff member’s employment with your company.
Status Report Template	Provides a structured format for an employee to record their weekly activities, accomplishments, and results and can be used to track productivity – not hours worked.
Employee Status Change Form	To record the details of, and obtain approval for, a proposed change to an employee’s status. Keywords: employee change form, employee status form, address change
Absence & Overtime Approval Form	Used for pre-approving employee absences and overtime. Keywords: vacation form, sick form, leave of absence, medical leave, illness form, bereavement leave form, training absence, jury duty form,
Timesheet Master Templates	For recording employee hours and calculating payroll. Includes timesheets for weekly, bi-weekly, and monthly pay periods. Keywords: Attendance
Employee Reference Letter Scripts	Series of scripts for creating an employee reference letter.
Harassment Complaint Form	Provides a structured format for an employee to document and submit a grievance concerning inappropriate or illegal misconduct witnessed in the workplace. Keywords: Investigation, incident, violations, claims, bullying, sexual, discriminatory, physical, psychological
Employee Data Spreadsheet	Example template is used to manage and report on employee data. Think of it as one-stop shopping for all your employee information.Keywords: HRIS. H.R.I.S., HR Information system, Excel HRIS, employee database, workforce data, HRIS spreadsheet.
New Hire Data Collection Form	A form to collect information from new hires (both contractors and employees).
ORIENTATION & ONBOARDING
New Hire Preparation Guide for Administrators	Specifically created for administrators such as IT, office management and facilities staff. Step-by-step process for bringing a new hire on board, and provides those responsible with point-and-click access to the documents needed for each step. Keywords: new employee
Process Guide for HR & Managers – New Hire Preparation	Step-by-step process for new hire preparation, tells staff who’s responsible for each step, and provides point-and-click access to other documents used in the process.
Orientation Presentation	Presentation template used for orientation of new hires.
OFFICE ADMINISTRATION
Employee Self-Attestation Form for Sick Leave	As of October 28, 2024, Ontario employers can no longer require a doctor’s note for statutory sick leave. Use this self-attestation email template to document absences Keywords: Sick leave verification form, No doctor’s note sick leave form, Employee sick leave confirmation, Sick leave declaration form, Sick leave acknowledgment form, Absence verification form, Proof of sick leave form, Work absence self-attestation, Employee leave verification.
Travel Authorization & Cash Advance Request Form	For estimating travel costs, obtaining approval prior to travel, and requesting cash advances.
Trip Report Form	Used to document and report on the outcomes of a business trip.
Expense Report Form	For submitting requests for reimbursement of work-related expenses.
Annual Budget Process Guide	Guide for managers outlining the budgeting process and guidelines.
Meeting Planner Form	For planning and documenting formal meetings.
Business Card Order Form	For requesting and authorizing an order for staff business cards.
Fax Template	Cover page used to ensure consistent use of company brand and standard formatting when sending company faxes.
Employment Application Form	Print-ready 1-page, s-sided application form that allows walk-in applicants to apply for positions in the company.
STAFF DEPARTURES
Exit Interview Form	List of exit interview questions and accompanying instructions for conducting exit interviews and soliciting feedback from employees who are leaving your company. Can we submitted into online survey software.
Staff Departure Checklist	Describes and assigns the steps to be followed when an employee leaves your company. Terminated employee, leaving employee
STAFF DIRECTORY AND ORGANIZATIONAL CHART
Staff Profile Form	Helps colleagues learn more about each other.
Staff & Telephone Directory	Company directory listing staff names and contact information, with a link to each staff member’s personal profile.
Administrative Staff Directory	Company directory listing all company administrative assistants and areas of responsibility, including back-up.