HR SERVICES CLIENT INTAKE FORM
Please complete all sections as fully as possible. This information allows us to understand your organisation's HR needs, tailor our service proposal, and confirm your fixed monthly retainer.
SECTION 1 — ORGANISATION DETAILS
Legal Company Name
Trading Name (if different)
Industry / Sector
Year Established
Registered Business Address
City / Town
Country
Primary Contact Name
Job Title
Telephone
Format: (000) 000-0000.
Email Address
example@example.com
Website
VAT Registration No.
SECTION 2 — WORKFORCE PROFILE
What is the total number of employees currently in your organisation? Tick one
1-5
6-10
11-15
16-25
26-35
36-50
How are your employees currently engaged? Tick all that apply
Full-Time
Part-Time
Contract / Freelance
Seasonal
How many of those employees hold supervisory or management responsibilities?
What is the approximate average length of service of your employees? Tick one
Less than 1 year
1-3 years
3-5 years
5+ years
Do you currently have any employees working on a probationary period?
Yes
No
If yes, what is your standard probationary period? Tick one
1 month
3 months
6 months
Other
Do you have any employees under 18 years of age?
Yes
No
Do you have any employees working remotely or on a hybrid arrangement?
Yes
No
Do you have any employees currently on a fixed-term contract?
Yes
No
Are you expecting to hire any new staff in the next six months? Tick one
No
1-3
4-10
10+
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SECTION 3 — HR DOCUMENTATION & POLICIES
Do all current employees have signed, up-to-date employment contracts?
Yes
No
If yes, when were your employment contracts last reviewed or updated?
Do you have a company employee handbook or HR policy manual?
Yes
No
If yes, when was it last reviewed or updated?
Do you have documented job descriptions for all roles in the organisation?
Yes
No
Do you maintain individual personnel files for each employee?
Yes
No
Do you have a documented disciplinary and grievance procedure?
Yes
No
Do you have a formal performance appraisal or review process in place?
Yes
No
Do you have a salary scale or structured pay framework in place?
Yes
No
Do employees receive written payslips for each pay period?
Yes
No
How often is payroll currently processed? Tick one
Weekly
Fortnightly
Monthly
Other
Who currently manages HR matters in your organisation? Tick all that apply
Business Owner
Office Manager
Dedicated HR Staff
External Consultant
No one
Do you currently use any HR or payroll software?
Yes
No
If yes, which system(s) do you use?
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SECTION 4—LEGAL COMPLIANCE
Are all employees currently registered with the National Insurance Board (NIB)?
Yes
No
Are you compliant with all requirements under the Occupational Safety and Health Act (OSHA)?
Yes
No
Are employees made aware of their rights and obligations under Trinidad and Tobago employment law?
Yes
No
Do you have any unionised employees or any active collective bargaining agreement?
Yes
No
Has your organisation ever had a matter before the Industrial Court or a labour tribunal in Trinidad and Tobago?
Yes
No
If yes, please provide brief details of the matter and its outcome:
SECTION 5—EMPLOYEE RELATIONS
Have you dealt with any formal disciplinary matters in the past 12 months?
Yes
No
Have any formal grievance complaints been filed by employees in the past 12 months?
Yes
No
Have you dismissed or terminated any employees in the past 12 months?
Yes
No
Are there any outstanding or pending employment-related claims against the organisation?
Yes
No
Do you currently have any employees on extended sick leave or long-term medical absence?
Yes
No
Do you conduct exit interviews when employees leave the organisation?
Yes
No
Are there any recurring patterns of misconduct, absenteeism, or poor performance you are currently managing?
Yes
No
Briefly describe how employee absences and sick leave are currently managed:
Please describe any active or pending employee relations matters we should be aware of:
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SECTION 6 — RECRUITMENT & ONBOARDING
Does your organisation have a formal, documented recruitment process?
Yes
No
Do you conduct structured, competency-based interviews when hiring?
Yes
No
Do you carry out background checks or reference checks before making a hiring decision?
Yes
No
Do you have a formal onboarding programme for new employees?
Yes
No
Do you provide new employees with a structured induction on company policies and procedures?
Yes
No
On average, how long does your recruitment process take from vacancy to hire? Tick one
Less than 2 weeks
2-4 weeks
1-2 months
More than 2 months
What roles are you currently recruiting for, or plan to fill in the next six months?
SECTION 7 — TRAINING & DEVELOPMENT
Do you currently provide any formal training or development opportunities for your employees?
Yes
No
Do you have a dedicated training budget?
Yes
No
Have you identified specific skills gaps in your current workforce?
Yes
No
Do you offer any management or leadership development programmes?
Yes
No
Please describe any known training needs or workforce development priorities:
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SECTION 8 — SERVICE PREFERENCES
Retainer Tier — all tiers are cumulative; higher tiers include all services from the tier below:
Which retainer tier are you interested in? Tick one
Starter TTD $2,500-$3,500/mo
Standard TTD $5,000-$7,000/mo
Professional TTD $8,500- $12,000/mo
I am unsure— please advise
Add-On Services:
Are there any additional services you are interested in? (These can be added to any tier.) Tick all that apply
Recruitment Support
HR Audit
Training & Development
Job Description Writing
Salary Benchmarking
HR Policy Development
Staff Survey / Engagement
Other
What is your preferred engagement model? Tick one
Monthly Retainer
Project-Based
Both
Preferred Start Date
Monthly Budget (if known)
Are there any specific requirements, priorities, or questions you would like us to address in our proposal?
SECTION 9 — DECLARATION
I confirm that the information provided in this form is accurate and complete to the best of my knowledge. I understand that the information will be used solely to prepare a tailored service proposal and to confirm pricing, and does not constitute a binding contractual commitment.
Authorised Signatory (Print Name)
Position / Title
Signature
Date
-
Month
-
Day
Year
Date
Please return this completed form to: jeneil@thesecurityzone.net | (868) 622-5247 | www.tszmanpower.net
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