Hiring a house help, nanny, caregiver, cleaner, or cook is more than just agreeing on a salary and work schedule. Like any other employment relationship, it is important to keep proper employment records.
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| An employer's file containing essential employment documents, including a signed contract, identification records, salary records, leave records, and SHA and NSSF documentation for a house help in Kenya. |
Many employers only realize the importance of documentation after a disagreement, workplace injury, salary dispute, or when they need to verify employment details. Keeping organized records protects both the employer and the domestic worker while promoting transparency and professionalism.
Whether you employ a live-in or live-out house help, maintaining essential documents makes it easier to manage employment, resolve misunderstandings, and comply with Kenyan labour laws where applicable.
This guide explains the important documents every employer should keep after hiring a house help in Kenya.
Key Takeaways
- Keep a signed employment contract for every domestic worker.
- Maintain copies of identification documents and emergency contacts.
- Record salary payments and leave taken.
- Keep records relating to SHA and NSSF where applicable.
- Store documents securely to protect your employee's personal information.
- Update employment records whenever important changes occur.
Why Employment Records Matter
Domestic workers are employees just like workers in other sectors. Proper documentation creates clarity from the first day of employment.
Good record keeping helps you:
- Prevent salary disputes.
- Confirm agreed working conditions.
- Track annual leave and public holidays.
- Keep emergency information readily available.
- Support compliance with employment obligations.
- Build a professional employer-employee relationship.
Well-organized records can also save time if employment ends or if questions arise about salary, leave, or work history.
1. Signed Employment Contract
The employment contract is the most important document in your employee file.
A written contract should clearly state:
- Employer's name
- Employee's full name
- Job title
- Work location
- Date employment begins
- Working days and hours
- Salary
- Payment frequency
- Accommodation arrangements (if live-in)
- Rest days
- Leave entitlement
- Notice period
- Grounds for termination
Both parties should sign the agreement, and each should keep a copy.
Even if you know the worker personally, a written contract reduces misunderstandings later.
2. Copy of National ID or Passport
Always keep a clear photocopy or scanned copy of your employee's identification document.
This helps verify:
- Full legal name
- Date of birth
- Identity
- Nationality
For foreign domestic workers working legally in Kenya, keep copies of their passport and relevant immigration documents where applicable.
3. Passport-Size Photograph
Although not legally required, a recent passport-size photo is useful for identification purposes.
Many employers also use it when preparing employee records or identification files.
4. Employee Contact Details
Keep updated contact information, including:
- Mobile phone number
- Alternative phone number
- Home address
- Email address (if available)
If the employee changes residence or phone number, update your records immediately.
5. Emergency Contact and Next of Kin Information
Every employer should know who to contact in case of an emergency.
Record:
- Full name
- Relationship
- Phone number
- Alternative contact
- Home location
This information may become important if the employee becomes ill or is involved in an accident.
6. Salary Payment Records
One of the biggest causes of employment disputes is salary.
Always maintain payment records showing:
- Date paid
- Amount
- Payment method
- Any deductions
- Employee acknowledgment where possible
Whether you pay through:
- Bank transfer
- M-Pesa
- Cash
keep proof of every payment.
Bank statements, M-Pesa messages, receipts, or signed payment records provide valuable evidence if questions arise later.
7. Leave Records
Annual leave should be documented throughout employment.
Keep records showing:
- Leave requested
- Leave approved
- Dates taken
- Remaining leave balance
This helps prevent confusion and ensures both employer and employee know how much leave has been used.
8. Attendance or Work Schedule
While not every household requires daily attendance records, they can be useful where:
- The employee works flexible hours.
- Multiple domestic workers are employed.
- Overtime arrangements exist.
- Shift work is involved.
Simple attendance records make it easier to calculate payments and resolve disagreements.
9. SHA Records (Where Applicable)
Kenya's Social Health Authority (SHA) replaced the former NHIF.
Where applicable, employers should keep records relating to:
- Registration details
- Contribution records
- Membership information
- Relevant correspondence
Maintaining these records helps confirm compliance and supports future reference if questions arise.
10. NSSF Records (Where Applicable)
Depending on the employment arrangement and applicable legal requirements, employers may also keep records relating to the National Social Security Fund (NSSF).
These may include:
- Registration details
- Contribution records
- Payment confirmations
- Membership information
Keeping these documents together makes employment records more complete.
11. Performance and Disciplinary Notes
If performance concerns arise, document them professionally.
Examples include:
- Repeated lateness
- Unexplained absenteeism
- Written warnings
- Performance improvement discussions
Avoid emotional or insulting language.
Record only factual information with dates.
Professional documentation supports fair treatment for both parties.
12. Training Certificates (If Available)
Some domestic workers have completed training in:
- Childcare
- Elderly care
- First aid
- Food safety
- Housekeeping
- Caregiving
Keep copies of any certificates the employee chooses to provide.
These documents may help when assigning responsibilities or verifying qualifications.
13. Medical Information, Shared Voluntarily
Only retain health information that the employee has voluntarily shared and that is genuinely necessary for the employment relationship.
Examples may include:
- Allergies relevant to workplace safety
- Emergency medical conditions
- Medication information shared voluntarily
Employers should respect privacy and avoid collecting unnecessary personal information.
14. Employment Changes
Employment records should be updated whenever changes occur.
Examples include:
- Salary increase
- Promotion
- New responsibilities
- Change of work schedule
- Change from live-out to live-in
- Updated emergency contacts
Keeping outdated records can create unnecessary confusion.
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| Parent introducing a new nanny or house help to children at home in Kenya |
Store Employee Records Securely
Employment records contain personal information and should be protected.
Good practices include:
- Keeping paper documents in a secure folder or cabinet.
- Saving digital copies in password-protected storage.
- Limiting access to authorised family members involved in employment decisions.
- Avoiding unnecessary sharing of personal information.
Protecting employee privacy helps build trust and demonstrates professionalism.
House Girls Village Expert Insight
At House Girls Village & Bureau, we have seen many employment disagreements that could have been avoided through proper documentation.
Simple records such as signed contracts, salary payment confirmations, leave records, and updated emergency contacts often make it easier to resolve misunderstandings before they become serious disputes.
Good record keeping is not about expecting problems—it is about creating a professional employment relationship where expectations are clear, responsibilities are understood, and both the employer and domestic worker are protected.
Common Mistakes Employers Make
Many employers unintentionally create problems by:
- Hiring without a written contract.
- Paying cash without keeping payment records.
- Failing to update emergency contacts.
- Misplacing important employment documents.
- Ignoring leave records.
- Collecting excessive personal information that is not necessary.
- Waiting until a dispute arises before organizing employee files.
Avoiding these mistakes can make employment smoother for everyone involved.
Frequently Asked Questions
Is a written contract necessary?
A written contract is strongly recommended because it clearly outlines the agreed terms of employment and helps prevent misunderstandings.
Should I keep copies of salary payments?
Yes. Whether payment is made through M-Pesa, bank transfer, or cash, keeping payment records provides useful documentation.
Should I keep my employee's original ID?
No. Employers should only keep a copy of identification documents. Original identification documents should remain with the employee.
How long should employment records be kept?
It is advisable to retain employment records throughout the employment relationship and for a reasonable period after employment ends.
Can I store documents electronically?
Yes. Many employers keep scanned copies in secure digital storage alongside paper records for easier access and backup.
Final Thoughts
Hiring a house help involves more than agreeing on a monthly salary. Maintaining accurate employment records helps create a professional, respectful, and transparent working relationship.
By keeping essential documents such as employment contracts, identification records, salary payment records, leave records, emergency contacts, and applicable SHA and NSSF documentation, employers are better prepared to manage day-to-day employment and address issues fairly if they arise.
A well-organized employee file protects both the employer and the domestic worker while supporting a more stable and trustworthy employment relationship.
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