HR templates are an essential tool for businesses looking to streamline their human resource processes. From recruitment and onboarding to compliance and offboarding, these pre-designed and customizable documents save time, ensure consistency, and improve overall efficiency.
In this guide, we explore 8 must-have HR templates, provide direct links to resources from Lark and other trusted platforms, and share best practices for using and updating templates. Whether you're managing job descriptions or performance reviews, this blog will help you simplify your HR tasks and enhance your employee experience.
Let’s dive into the details!
What are HR templates and why they matter
Managing HR processes can be overwhelming, especially when you're handling tasks like recruitment, onboarding, compliance, and employee management simultaneously. HR templates provide a game-changing solution to simplify these repetitive tasks. But what exactly are HR templates?
HR templates are pre-designed, customizable documents, forms, or checklists specifically tailored for human resource-related tasks. From job postings to exit interviews, these templates ensure consistency and efficiency while saving your HR team hours of manual work.
Imagine this: instead of drafting a new job description every time you have an opening, you can pull up a ready-made template, tweak a few details, and post it in minutes. This isn’t just convenient—it’s transformative.
Key components of effective HR templates
Not all HR templates are created equally. To maximize their usefulness and efficiency, effective HR templates should include several key components that ensure they meet both business needs and professional standards. Here are the essential elements to consider:
Clear section headers: Organized section headers, such as "Employee Details," "Job Responsibilities," or "Approval Workflow," make it easier to navigate and complete the template quickly and accurately.
Form fields for personalization: Editable fields allow templates to be easily customized to suit different business needs, departments, or employee situations. This flexibility saves time while ensuring consistency.
Consistent branding: Professional HR templates should include the company’s branding, such as logos, fonts, and colors, to project a cohesive image and maintain brand identity.
Compliance alignment: Include preset fields or clauses for legal compliance specific to your employment jurisdiction. This ensures the template adheres to local labor laws and reduces potential legal risks.
Accessibility across platforms: Templates should be easy to access, edit, and distribute digitally. Cloud-based tools like Lark make templates universally accessible and streamline HR workflows.
By emphasizing these vital components, your HR templates will not only improve operational efficiency but also reflect your company's professionalism and compliance with applicable regulations.
Benefits of using HR templates in your workplace
1. Save time and improve efficiency
HR templates eliminate the need to create documents from scratch. You don’t have to reinvent the wheel every time a process repeats—just use a pre-designed structure and fill in the blanks. This dramatically reduces time spent on administrative tasks.
2. Compliance and risk reduction
Using pre-approved HR templates ensures that your documentation meets legal and regulatory standards. Whether it’s a confidentiality agreement or an employee handbook, you can rest assured that the language aligns with labor laws.
3. Consistency across departments
Standardizing HR templates ensures that every team or department operates using the same process and language. This builds trust and minimizes errors in communication.
4. Better employee experience
Professional and organized employee-facing documents—such as onboarding plans or performance reviews—show that your company values structured and thoughtful HR processes. This enhances the employee experience and fosters engagement.
Eight HR templates every business needs
Efficient HR management starts with the right tools, and HR templates are essential to streamline key processes. Here are 8 must-have templates, tailored for recruitment, onboarding, employee management, compliance, and offboarding—all including direct links from Lark and other trustworthy sources.
Recruitment templates
Job description template
A structured job description template simplifies creating clear and comprehensive job postings, ensuring consistency across roles.
Image source: shrm.org
👉SHRM job description template: SHRM Job Description Templates
👉 Lark job description template: Lark Job Description Template
Candidate evaluation form
This form helps standardize candidate assessments for fair and consistent hiring decisions across interviewers and departments.
Image source: jotform.com
👉 Jotform candidate evaluation template: Jotform Candidate Evaluation Form
👉Lark candidate evaluation form: Lark Candidate Evaluation Form for Technical Interviews
Onboarding templates
Employee onboarding checklist
Ensure no detail is overlooked with a structured onboarding checklist that guides new hires through processes such as role training, compliance acknowledgments, and resources setup.
Image source: monday.com
👉Monday.com onboarding template: Monday Employee Onboarding Template Checklist
👉Lark onboarding checklist: Employee Onboarding Checklist for Project Teams
Welcome email template
Send a professional and warm welcome email to create an excellent first impression with new hires.
Image source: resources.workable.com
👉Workable email templates: HR Welcome Email Templates
👉Lark welcome email template: Simple Email Template by Lark
Employee management templates
Performance review template
A structured performance evaluation form helps ensure employee goals, achievements, and areas for development are well-documented and tracked over time.
Image source: servicenow.com
👉ServiceNow performance review templates: Performance Review Template
👉Lark Performance review template: Lark Performance Review Template
PTO request form
Simplify managing leave requests with a streamlined PTO (Paid Time Off) request form that allows easy tracking and approvals.
Image source: jotform.com
👉Jotform leave request templates: Leave Request Form Template
👉Lark PTO request template: Lark Time Off Request Form
Compliance templates
Confidentiality agreement (NDA)
Protect sensitive information shared with employees or contractors using a well-drafted non-disclosure agreement template.
Image source: shrm.org
👉SHRM NDA templates: Nondisclosure of Information and Assignments Agreement
👉Lark NDA template: Non-Disclosure Agreement for HR Use
Offboarding templates
Employee exit interview form
Gather valuable feedback from departing employees to improve retention strategies and organizational processes.
Image source: paperform.co
👉Paperform exit form templates: Exit Interview Form Template
👉Lark exit interview template: Employee Exit Interview Form
Best practices for using and updating HR templates
To maximize the benefits of HR templates, it’s crucial to implement best practices that ensure they remain efficient, relevant, and compliant. Here are five key tips to help you get the most out of your HR templates:
Centralize template storage: Store all your HR templates in a single and easily accessible location, such as a digital platform like Lark Base. Centralizing your templates not only saves time but also ensures that everyone on your team is using the latest version.
Customize for relevancy: No template is one-size-fits-all. Adjust your templates to align with your company’s specific needs, culture, and workflows. This ensures the templates remain practical and relevant as your business evolves.
Collaborate in real-time: Use collaborative tools like Lark Docs to allow multiple team members to review, edit, and update templates simultaneously. This improves accuracy and speeds up the approval process.
Conduct regular audits: Review your templates quarterly to ensure they comply with the latest labor laws and regulations. Regular audits also help you identify outdated processes and improve overall efficiency.
Automate processes: Leverage workflow automation tools to streamline repetitive tasks, such as approvals or compliance checks. Automation saves time and reduces errors, keeping HR operations running smoothly.
By following these best practices, you can enhance the functionality of your HR templates, improve team collaboration, and ensure compliance—all while saving valuable time.
Conclusion: take your HR efficiency to the next level
HR templates are powerful tools for optimizing human resource processes, ensuring consistency, accuracy, and professionalism. From creating job descriptions and completing employee onboarding to managing compliance documents, HR templates save significant time and reduce errors, allowing your HR team to focus on strategic tasks and driving business growth.
By using advanced productivity tools like Lark, you can easily centralize, customize, and collaborate on templates in real-time. Lark offers a comprehensive library of ready-made HR templates, including job descriptions, onboarding checklists, performance review forms, and offboarding documents, enabling you to quickly build a professional HR template collection. Additionally, Lark's automation features streamline approval workflows and enhance compliance tracking, further boosting operational efficiency.
Start leveraging Lark's HR templates today to enjoy a more seamless and effective human resource management process. With Lark, you can improve team collaboration, ensure compliance, and create more professional HR workflows with ease. Take action now and elevate your HR efficiency to the next level!
