Legally Required HR Documents in Finland
In Finland there are various laws, directives, and recommendations concerning human resource management documents. Following and interpreting them can seem challenging.
Primarily, legally required HR documents ensure that the workplace complies with current legislation. They protect both the employer and employees from potential legal consequences. Additionally, they safeguard employees’ rights and promote a safe and healthy work environment. Every workplace should ensure that all necessary documents are up-to-date and easily accessible.
We have compiled a list of various documents mandated by law related to HR management and when companies are required to have them.
Occupational Health Care Action Plan
- Applicable to: All companies, according to the Occupational Health Care Act.
- Purpose: The plan guides cooperation with the occupational health care partner and ensures that matters related to work ability and employee health are handled systematically.
- Implementation: The plan is typically based on a workplace survey. The survey sets concrete goals for the plan, e.g. who is responsible, the timeline for implementation, and a possible cost estimate. Often carried out with the occupational health care partner.
Workplace Survey
- Applicable to: All companies, according to the Occupational Health Care Act.
- Purpose: The survey assesses the company’s workload factors, resources, and the impact of risks on occupational health and work ability.
- Implementation: Often carried out with the occupational health care partner at regular intervals.
Procedure for Addressing Harassment and Inapproriate Treatment at Work
- Applicable to: While the law does not require a formal procedure, it is recommended, as the Occupational Safety Act obliges employers to prevent and address inappropriate behaviour and harassment at work.
- Purpose: The procedure outlines how the company handles situations involving inappropriate behaviour or harassment. It provides clear instructions on how to act and address such cases.
- Implementation: The employer or their representative, such as HR, prepares the procedure in cooperation with relevant stakeholders, including occupational health care, the occupational safety organisation, and employer representatives.
Work Community Development Plan
- Applicable to: Companies with at least 50 employees, according to the Act on Co-operation within Undertakings.
- Purpose: The development plan supports statutory dialogue and promotes competence development and workplace wellbeing.
- Implementation: The employer or their representative, such as HR, prepares the plan in cooperation with employee representatives. The plan must be maintained and updated regularly, especially when changes occur in the operating environment or workplace needs.
Equality Plan
- Applicable to:Companies with more than 30 employees, according to the Equality Act.
- Purpose: The plan aims to prevent discrimination based on gender-related factors.
- Implementation: The employer or their representative, such as HR, prepares the plan in cooperation with employees and/or employee representatives. The plan can be integrated into the workplace development plan.
Non-Discrimination Plan
- Applicable to: Companies with more than 30 employees, according to the Non-Discrimination Act.
- Purpose: Often combined with the equality plan, the non-discrimination plan promotes equality and supports the development of a fair and non-discriminatory organisational culture.
- Implementation: The employer or their representative, such as HR, prepares the plan in cooperation with employees and/or employee representatives.
Occupational Safety and Health Programme
- Applicable to: All companies with at least one (1) employee, according to the Occupational Safety Act.
- Purpose: The programme aims to systematically improve workplace wellbeing and safety by setting goals to enhance employee work ability. Risk assessment helps create an overall picture of the state and development needs of occupational safety and health.
- Implementation: The employer carries out the risk assessment and programme. It is advisable to involve the company’s occupational safety organisation (the employer appoints a safety manager to represent the employer in co-operation, and employees elect a safety representative if there are at least 10 employees).
Additionally, the following documents are recommended:
Substance Abuse Programme
- Applicable to: Mandatory if drug testing is required; otherwise recommended.
- Purpose: The programme defines how the company addresses, prevents, and supports situations involving substance abuse.
- Implementation: Often carried out with the occupational health care partner.
Early support model
- Applicable to: Recommended for all companies.
- Purpose: The model outlines how the company prevents deterioration in work ability. It also provides concrete instructions on how to act when a colleague, subordinate or supervisor shows signs of reduced work ability.
- Implementation: Often carried out with the occupational health care partner.
HR Handbook for Employees
- Applicable to: Recommended for all companies.
- Purpose: informs employees about company rules and practices. It also helps minimise misunderstandings and unequal treatment.
- Implementation: The employer prepares the handbook in cooperation with relevant stakeholders.
We offer comprehensive HR services ranging from legally required documents to digital HR handbooks accessible via browser or mobile app. Our experienced specialists also conduct HR audits to identify missing documents or practices, such as whistleblowing channels, onboarding and leadership guides, recruitment instructions, or remote work policies. Explore our HR services