Hiring in the Philippines comes with its own set of legal and compliance requirements. Whether you’re trying to build virtual teams or convert freelancers and VAs into full-time staff, understanding the essential HR documents is a crucial part of doing things right.
At Comply.ph, we specialize in helping businesses build compliant, professional teams in the Philippines. As your Employer of Record, we manage all the paperwork, processes, and compliance concerns—so you can focus on hiring the right virtual staff and growing your business.
Here’s a complete guide to the 8 key HR documents you need when hiring employees in the Philippines.
1. Employment Contract
An employment contract is the backbone of any hiring process in the Philippines. This document outlines the terms and conditions of employment and protects both you and the employee.
What to include:
- Job title and description
- Work schedule and location (for remote roles, clarify the virtual setup)
- Salary and benefits
- Probationary period (usually up to 6 months)
- Termination conditions
- Confidentiality clauses (especially if you’re building virtual teams handling sensitive data)
At Comply.ph, we prepare localized and compliant contracts that meet all legal standards, ensuring a smooth onboarding process for your Filipino virtual staff.
2. BIR Forms (1902 or 2305)
All employees in the Philippines must be registered with the Bureau of Internal Revenue (BIR).
- BIR Form 1902: For new hires who are registering as employees for the first time.
- BIR Form 2305: For updates on personal information and dependents.
Why it’s important: Without BIR registration, your employee won’t be able to receive a Tax Identification Number (TIN), which is required for payroll and compliance.
Comply.ph takes care of tax registration and filings as part of our Employer of Record service, saving you the hassle of dealing with local tax offices.
3. SSS E-1 or E-4 Form
Social Security System (SSS) coverage is mandatory for employees in the Philippines.
- Form E-1: For employees registering with SSS for the first time.
- Form E-4: For updates on membership data.
Key details needed:
- Employee’s full name and date of birth
- Contact information
- Beneficiaries and dependents
With Comply.ph, your employees are automatically enrolled in SSS, and we manage monthly contributions so you can confidently focus on performance, not paperwork.
4. PhilHealth Member Registration Form (PMRF)
PhilHealth provides healthcare benefits to Filipino workers. Employers are required to register their employees and remit contributions monthly.
Why it’s essential:
- Access to medical and hospital benefits
- Legal compliance with national health insurance regulations
Comply.ph ensures all your virtual staff are covered under PhilHealth as soon as they’re onboarded, offering them health security and boosting their loyalty.
5. Pag-IBIG Fund Membership Form (MDF)
The Pag-IBIG Fund helps employees with savings, housing loans, and calamity assistance.
Must-haves:
- Pag-IBIG Membership Identification Number (MID)
- MDF form duly accomplished by the employee
At Comply.ph, we take care of enrolling your Filipino team in Pag-IBIG and handling monthly remittances, which is critical for long-term employment stability.
6. Government-issued IDs
New hires are typically required to submit at least two valid government-issued IDs for identity verification.
Common IDs include:
- Passport
- Unified Multi-Purpose ID (UMID)
- Voter’s ID
- Driver’s License
These IDs are needed for opening bank accounts, government registrations, and ensuring employee authenticity. As part of our onboarding at Comply.ph, we verify these documents so your virtual staff meets all compliance requirements.
7. NBI Clearance or Police Clearance
These clearances serve as a background check and are often required by employers for both onsite and virtual staff roles.
Why it’s important:
- Demonstrates that the employee has no criminal record
- Adds a layer of due diligence to your hiring process
When building virtual teams, especially in finance or healthcare back-office roles, NBI or police clearance helps ensure you’re working with trustworthy professionals.
8. Pre-Employment Medical Certificate (Optional but Recommended)
While not legally required, a pre-employment medical certificate can help ensure your virtual staff is fit to work—especially for roles with health-sensitive responsibilities.
What it includes:
- General health evaluation
- Drug testing (if applicable)
Comply.ph can coordinate with local clinics to arrange pre-employment checks if your company policies require them.
Why These Documents Matter
Having the right documents is not just about following rules—it’s about building trust, transparency, and long-term commitment.
When you work with Comply.ph, you don’t have to worry about chasing paperwork or learning local labor laws. We handle the heavy lifting—from compliance and HR documentation to payroll and benefits—so you can build virtual teams that are committed, secure, and ready to scale with your business.
How Comply.ph Simplifies Document Compliance
Our platform was built to make HR and compliance easier for international businesses that hire virtual staff in the Philippines. Here’s how we help you manage all these essential documents without hassle:
1. One Centralized Platform
- Upload, collect, and store documents in one secure place.
- Easily access employee records, contracts, and government filings.
2. Done-for-You Compliance
- We handle registrations with BIR, SSS, PhilHealth, and Pag-IBIG.
- We ensure timely submission and monthly contributions.
3. Employee Conversion Support
- Already working with freelancers or VAs? We help convert them into full-time employees and manage all the legal documentation for you.
4. Local Legal Expertise
- Our team stays on top of changing labor laws and regulations, so you stay compliant without lifting a finger.
Common Mistakes You Can Avoid with Comply.ph
Hiring virtual staff in the Philippines can become complicated if you’re unfamiliar with local requirements. These are some of the most common mistakes businesses make:
- Not providing official employment contracts
- Failing to register employees with government agencies
- Misclassifying full-time staff as independent contractors
- Ignoring mandatory contributions (SSS, PhilHealth, Pag-IBIG)
- Forgetting about 13th month pay or holiday pay entitlements
With Comply.ph, we ensure you avoid all these pitfalls so your team is hired ethically and legally.
Final Thoughts: Make HR Compliance Easy with Comply.ph
Building virtual teams in the Philippines doesn’t have to be complicated. With the right HR documents in place, you’re not only meeting legal requirements—you’re showing your team that you value their contributions and are committed to their well-being.
When you partner with Comply.ph, we take the guesswork out of HR compliance. Whether you’re hiring new virtual staff or going through employee conversions, we make the entire process seamless, professional, and compliant.
Book your free consultation call today and find out how we can help you build a committed, long-term team in the Philippines.
- Turn freelancers into full-time employees
- Build loyalty and reduce churn
- Avoid compliance risks and penalties
- Focus on growth while we handle HR, payroll, and benefits
Ready to build your team the right way? Let’s talk about how Comply.ph can make hiring in the Philippines simple, safe, and scalable.
