What documents should I get from my employer when I start a new job?

Starting a new job is exciting. It’s also a moment where the foundations of your employment relationship are set. In New Zealand, the law is clear: employers have responsibilities to provide certain documents and information at the beginning of employment. These aren’t just nice to have, they protect your rights and help you understand what you’ve signed up for. So, what should you expect to receive from your employer before or when you start?

An Employment Agreement 

Most importantly, you should be given a written employment agreement before you start work. This is a legal requirement under New Zealand law.  At a minimum, your agreement should clearly set out:

• Your employer’s name

• Your job title or role description

• Your hours of work (or an indication of hours)

• Your place of work

• Your pay (wages or salary)

• How and when you’ll be paid

• Leave entitlements (annual leave, sick leave, etc.)

• Notice period for ending employment

• A plain explanation of how to raise problems (a dispute resolution clause)

Don’t be tempted to just skim read this document. You need to pay attention to:

Trial or probationary periods

If there is a 90-day trial period, it must be clearly stated. These clauses have strict rules and must be agreed to before you start.

Hours of work

Are they fixed, or can your employer change them? Watch for vague wording like “as required.”

Pay details

Check your hourly rate or salary matches what was discussed.

Deductions clause

This allows employers to deduct money (e.g. for overpayments). It must be reasonable.

Restraint of trade clauses

These can limit where you work after leaving. They should be reasonable in scope and duration.

Take your time reading through the contract. You are legally entitled to seek independent advice before signing. If you feel pressured to sign immediately, that could be a red flag so read with care.

A Job Description 

A job description is not strictly required by law, but most employers provide one, and it is best practice.  It defines what your role actually involves. This can be crucial if issues arise later about performance or expectations.  When you receive your job description you should check

• Are the duties realistic and clear?

• Do they match what was discussed in the interview?

• Is there a catch-all clause like “and any other duties”?

Keep a copy of your job descriptions and any updates to it. If your role changes significantly later, this document can help you challenge unfair expectations.

Health and Safety Information

Your employer must provide information about workplace hazards, emergency procedures, and how to report risks or incidents.  This is required under New Zealand’s health and safety laws. You should check for things like: 

• Have you been told about specific risks in your job?

• Do you know where emergency exits are?

• Have you received any training needed to do your job safely?

If something feels unsafe, speak up early. You have the right to refuse unsafe work in certain situations.

Workplace Policies

Many employers provide policies covering things like:

• Code of conduct

• Bullying and harassment

• Leave policies

• IT and social media use

• Disciplinary procedures

These may not be in your employment agreement, but they can still affect you.  It is a good idea to check with your employer:

• Where to access the policies?

• Whether they match or contradict what your agreement says?

• Whether there any strict rules (e.g. social media restrictions) that could affect you outside work?

Policies are not always legally binding in the same way as your employment agreement, but they can still be enforced in practice.

Information About Your Rights

A good employer will make sure you understand your basic rights, including minimum wage, break and rest entitlements, leave entitlements and your right to raise a personal grievance. 

What If My Employer Doesn't Provide These Documents?

This happens more often than it should. Here’s what to do.

Step 1: Ask for Them (In Writing)

Start simple. Send a polite message or email and make sure you keep a record of your request.

Step 2: Follow Up

If nothing happens, follow up again. Sometimes delays are administrative, but don’t ignore ongoing silence.

Step 3: Know Your Rights

If your employer fails to provide a written employment agreement, they may be in breach of the law. You may be able to raise this formally.

Step 4: Get Advice

If things don’t improve, consider talking to a union (if applicable), getting independent legal advice from an employment advocate or contacting Employment New Zealand for guidance.  

Step 5: Raise a Personal Grievance (If Necessary)

If the lack of documentation leads to disadvantage or unfair treatment, you may have grounds for a personal grievance.

New Employment Red Flags

When starting a job, keep an eye out for:

• Being asked to start work without signing an agreement

• Being told “we’ll sort the paperwork later”

• Vague or missing pay details

• Pressure to sign immediately without time to review

• Missing information about hours or duties

These don’t always mean something is wrong, but they should prompt caution.

Before or shortly after your first day, make sure you have:

• Signed employment agreement

• Job description

• Pay and tax details confirmed

• KiwiSaver information

• Health and safety briefing

• Access to workplace policies

If any of these are missing, follow up early.

FAQs

Do I have to sign my employment agreement straight away?

No. You have the right to take time and seek advice before signing. A good employer will allow this.

What if I started work without signing an agreement?

You are still legally an employee, and your rights still apply. However, your employer may be in breach of their obligations. Ask for the agreement immediately.

Can my employer change my agreement later?

Not without your agreement. Any changes must be discussed and agreed to by both parties.

What if I don’t understand something in the agreement?

Ask questions. You can also seek independent advice. It’s better to clarify now than deal with problems later.

Are workplace policies legally binding?

It depends. Some policies are incorporated into your agreement, making them binding. Others are guidelines but can still be enforced in practice.

What if my employer never gives me a written agreement?

This is a breach of New Zealand employment law. You can raise the issue, seek advice, and potentially take formal action.

Starting a job is more than just turning up on day one, it’s entering into a legal relationship. The documents and information you receive at the beginning set the tone for everything that follows.  Take the time to understand what you’ve been given. Ask questions. Keep copies. And don’t ignore missing information.  A good employer will act in good faith and make sure you are informed. If that’s not happening, it’s worth paying attention early, before small issues become bigger ones.  If you are starting a new job and have concerns about the contract or conditions, get in touch for a free consultation today.  MathewsWalker.co.nz | 0800 612 355

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Disclaimer: The information provided in this blog is for general informational purposes only and should not be considered legal advice. While we strive to keep the information accurate and up to date, we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability, or availability with respect to the blog or the information, products, services, or related graphics contained on the blog for any purpose. Any reliance you place on such information is therefore strictly at your own risk. For specific legal advice tailored to your situation, please contact a qualified legal professional.