Mandatory records in the company

Verified 05 February 2026 - Entreprendre Service Public / (Prime Minister)

The employer must keep several records in the company. We take stock of these registers, their content and the penalties for non-compliance.

The single staff register ensures the transparency of jobs in each establishment of the company.

In particular, it must include mandatory information on the identification of employees, trainees and volunteers in civic service, the dates of entry and departure.

A staff register must be opened from the hiring of the 1er employee.

No specific form is imposed, but some statements are mandatory.

The register may be made available digitally after consultation of the Social and Economic Committee (CSE).

It is available to the labor inspectorate and CSE members.

Please note

The single staff register is not not required for associations and foundations using the associative employment voucher.

What does the Single Staff Register contain?

The information to be specified in the single staff register differs depending on whether the person concerned is an employee, a trainee or a volunteer in civic service.

Information about employees

The mandatory information concerning employees is as follows:

  • Surname and first names
  • Nationality
  • Date of birth
  • Sex
  • Employment
  • Qualification
  • Dates of entry and exit of the establishment
  • Where an authorization to hire or terminate employment is required, the date of that authorization or, if not, the date of the application for authorization
  • For foreigner workers for whom a document authorizing the exercise of an activity as an employed person is required, type and serial number of the document being equivalent to work authorization
  • For workers with a fixed-term employment contract, the term ‘fixed-term contract’ shall be used
  • For temporary employees, mention « temporary employee », name and address of the temporary work company
  • For workers made available by a group of employers, the words ‘made available by a group of employers’, the name and address of the latter
  • For part-time employees, mention « part-time employee »
  • For young workers on an apprenticeship or professionalization contract, the term ‘apprentice’ or ‘professionalization contract’.
Information about trainees

Trainees must be mentioned in a specific part of this register.

The mandatory particulars concerning trainees are as follows:

  • Surname and first names
  • Start and end dates of the work-based training period or internship
  • Name and surnames of the tutor and place of presence of the trainee.
Information about volunteers in civic service

Volunteers in civic service should be mentioned in a specific part of this register.

The mandatory particulars concerning volunteers in civic service are as follows:

  • Name
  • First names.

Please note

The information must be entered in the order of employment for employees and in the order of arrival for trainees and volunteers in civic service.

What documents are annexed to the Single Staff Register?

Employees seconded by a foreign company

For employees posted by a foreign company, the posting declaration must be annexed to the register of the company hosting the posted employees.

Foreigner employees

A copy of the documents authorizing foreigner workers to pursue an activity as an employed person shall be annexed to the register.

It shall be made available and accessible to the labor inspectorate, to the members of the CSE: titleContent as well as to the control officers of Urssaf: titleContent.

It shall be kept at their disposal either in the establishment or at each site or workplace distinct from the establishment for those of the foreigner workers working there.

What are the sanctions in the absence of a single staff register?

The absence of a register, the absence of updating or the omission of mandatory information may result in up to €750 fine per employee concerned.

The DUERP helps identify, assess and prevent occupational risks in a company.

The employer must establish an SPUR.

The DUERP shall be at the disposal of the members of the CSE: titleContent and the labor inspectorate.

What is the content of the DUERP?

This document lists all the occupational risks to which company workers are exposed.

The results of the risk assessment for the health and safety of employees should be listed and updated in this document.

What are the sanctions in the absence of DUERP or its update?

Criminal sanctions in the absence of DUERP or its update

An employer who does not include the occupational risks of the company in the DUERP: titleContent or who does not update the document is subject to the fine for contraventions of 5e class:

  • For a natural person, until €1,500 (up to €3,000 in case of recurrence)
  • For a legal person, until €7,500 (up to €15,000 in case of recurrence).

An employer who does not make the DUERP available to CSE: titleContent commits a obstruction offense. The penalty may be up to 1 year's imprisonment and €7,500 of fine.

Administrative fines in the absence of DUERP

Where the employer did not set up from DUERP: titleContent in the company and in the absence of criminal sanctions, it risks:

  • Either a warning,
  • Or an administrative fine of up to €4,000.

This penalty may be applied as many times as there are workers affected by the infringement.

In case of recurrence in the 2 years from the day of notification of a fine for a previous infringement of the same nature, the maximum amount shall be increased to €8,000.

In case of recurrence in the period of 1 year from the day of notification of a warning in the case of a previous infringement of the same nature, the maximum amount shall be increased to €6,000.

The register of public health and environmental alerts allows employees to report any serious risk to public health or the environment linked to the company's activity.

It is a special register whose pages are numbered. It shall be kept at the disposal of the members of the staff delegation to the CSE: titleContent .

The alert shall be recorded in writing. It must be dated and signed.

Please note

Where the company has more than one work site, a single register shall be set up provided that there is only one CSE.

Who can fill in the public health and environmental alert register?

The following people can give the alert:

  • Staff Representative at CSE, which directly or indirectly identifies a serious risk to public health or the environment
  • Employee which considers that the company is using products that pose a significant risk to public health or the environment.

The situation should be discussed with the staff representative who transmitted the alert. The employee must be informed of the follow-up that the employer intends to give to this alert.

What is the content of the public health and environmental alert register?

The following information must be entered:

  • Products or manufacturing processes used or implemented by the establishment which the worker considers in good faith to pose a serious risk to public health or the environment
  • Potential public health or environmental consequences
  • Any other information relevant to the assessment of the recorded alert.

What are the sanctions in the absence of a register of public health and environmental alerts?

The absence of a register of public health and environmental alerts may be punished by a fine of €10,000 .

Repeat offenses are punishable by 1 year's imprisonment and a fine of €30,000. The fine applies for each employee concerned.

The CSE Register of Questions is used to record all questions put to the employer by CSE representatives, as well as written and reasoned answers from the employer.

In companies with fewer than 50 employees where a CSE is set up, a register is mandatory.

It is available to employees, the labor inspectorate and members of the staff delegation at CSE.

What is the content of the CSE Register of Questions?

This register contains the written requests members of the staff delegation to CSE and reasoned responses of the employer.

What are the penalties for the absence of the CSE Register of Questions?

The absence of a register is a obstruction offense the functioning of the CSE. This can be punished by a fine of €7,500.

The register of serious and imminent hazards shall indicate the alerts triggered. They can be indicated by an employee or a member of the CSE: titleContent which identifies a situation presenting a serious and immediate risk to the health or life of workers.

The CSE indicates on a special register everything serious and imminent danger.

The pages of this register are numbered and authenticated by the CSE buffer.

This register shall be kept, under the responsibility of the employer, at the disposal of the members of the CSE.

What is the content of the register of serious and imminent hazards?

The CSE shall indicate on the register:

  • Workstation concerned by the cause of the identified hazard
  • Nature of the hazard identified
  • Names of exposed workers.

What are the sanctions in the absence of a register of serious and imminent dangers?

The absence of a register of serious and imminent dangers may be punished by a fine of €10,000.

Repeated offenses are punishable by 1 year's imprisonment and a fine of €30,000. The fine applies for each employee concerned.

Where all employees of the company do not benefit from the same weekly rest (e.g. on Sundays), a special register lists the names of employees subject to this special rest scheme.

He shall be kept at the disposal of the labor inspectorate, which shall examine him during his visit.

This register shall be communicated to employees who request it.

What is the content of the special weekly rest register?

It specifies the weekly rest day of each employee. This register is updated when the weekly rest period is changed.

What are the penalties in the absence of a special weekly rest register?

The absence of a special register of weekly rest may be punished by a fine of €1,500 per employee concerned.

In the case of the organization of work by relay, rotation or successive teams, a register or a table shall be kept up to date.

It shall be kept at the disposal of the labor inspectorate and members of the staff delegation in the CSE: titleContent.

Please note

Employees made available by a temporary work company are entered in this register.

What is the content of the register or table organizing teamwork?

This register or table indicates the nominative composition of each team.

What are the sanctions in the absence of a register or table organizing teamwork?

The absence of a register or table organizing teamwork may be punished by a fine of €1,500 per employee concerned.

The Electrical Checks Register is a collection of documents (certifications, instructions, reports, etc.) relating to the electrical checks that the employer performs or has performed.

This register shall be kept at the disposal of the labor inspectorates.

What is the content of the Electrical Verification Register?

This register contains the results of the electrical checks, the justifications of the works and modifications made to correct the defects found.

What documents are attached to the Electrical Verification Register?

The reports resulting from these verifications carried out by an accredited body shall be annexed to this register.

The Home Worker Accounting Register is used to accurately track the works given to home workers, their remuneration and the supplies made available to them.

In case of hiring a home worker, the employer must complete a register of accounts for raw materials and supplies intended for the worker.

It is kept at the disposal of the labor inspectorate.

What is the content of the home care worker accounting register?

On entry into the establishment, the register shall contain the following information:

  • Date of entry
  • Quantity
  • Nature of each item.

When the work is handed over to the workers, the register must contain the following information:

  • Date of delivery
  • Quantity
  • Nature of each article
  • Nature of the work
  • Name of the worker.

On delivery of the work by the workers, the register must include the date of delivery.

What are the penalties for the absence of an accounting register for home workers?

The absence of a register of accounts of home workers may be punished by a fine of €450

The register of processing activities allows identify data processing and to have an overview of the uses of this personal data.

Please note

Any company that carries out data processing at obligations regarding the protection of personal data (GDPR).

Which companies are affected by the register of personal data processing activities?

The obligation to keep a register does not apply to all companies. Depending on the size of the company and the data processed, it may be mandatory.

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Less than 250 employees

Keeping the register is mandatory when the company proceeds to one of the following treatments :

  • Non-occasional treatment
  • Processing that may pose a risk to the rights and freedoms of individuals
  • Treatment of sensitive data or data relating to criminal convictions or infringements of the lawfulness of processing.

From 250 employees

When the company employs at least 250 employees, the keeping of a register of the processing of personal data is mandatory.

What is the content of the register of personal data processing activities?

For each treatment activity, the register form shall contain at least the following elements:

  • Name and contact details of the data controller
  • Purposes of treatment
  • Categories of people concerned
  • Categories of personal data (examples: identity, family, economic or financial situation, banking data, login data, location data)
  • Recipient Categories to which the personal data have been or will be disclosed
  • Transfers of personal data to a third country or to an international organization and, in very specific cases, guarantees provided for such transfers
  • Deadlines for erasure the different categories of data, i.e. the retention period, or otherwise the criteria for determining it
  • General description of security measures technical and organizational implementation.

What is the form of the register of personal data processing activities?

The register shall be in written form, including electronic form.

The Cnil: titleContent make available processing register templates.

What are the penalties for not having a register of personal data processing activities?

The absence of a register of personal data processing activities may result in a fine.

The amount of the fine is determined by the Cnil restricted training on a case by case basis taking into account, in particular:

  • Nature or gravity of the breach
  • Number of persons concerned
  • Whether the violation is committed deliberately or by simple negligence
  • Categories of data concerned
  • Size and financial situation of the body insofar as the amount of the fine must be proportionate.

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