Hiring a helper produces a stack of documents. Keeping the right copies, in one place, makes renewals, claims and any MOM queries much easier.
Documents to keep
- In-principle approval (IPA) letter: it states her salary, rest days and your details. Send her a copy before she travels; she needs it to enter Singapore.
- Security bond acknowledgement letter: print it from WP Online and send your helper a copy, as MOM asks.
- Insurance policies: medical insurance and personal accident insurance, with policy numbers, coverage dates and the insurer's claim contacts.
- Work Permit details: a copy of the card or a screenshot of the permit details, plus the expiry date in your calendar.
- Safety agreement: signed by you, your helper and the agency. MOM says each party keeps a copy.
- Employment contract and agency contract, including the refund policy.
- Medical examination results and six-monthly medical examination records.
- Salary records, signed by both of you for cash payments, or bank statements.
- EOP certificate if you are a first-time employer.
What your helper keeps
- Her Work Permit card, or her digital work pass in the SGWorkPass app.
- Her passport, in a safe place of her choice.
- Her own copies of the IPA, safety agreement and salary records.
- Her bank book and bank card: MOM does not allow employers to keep these.
How to organise it
- Create one folder, digital or paper, with sections for hiring, insurance, salary and medical.
- Scan every document and store it securely, for example in an encrypted cloud folder.
- Add key dates to your calendar: Work Permit expiry, insurance renewal and the next medical examination.
- Update the folder whenever something changes, such as a new passport or a salary review.
When you will need them
- Renewal: insurance and medical records.
- A hospital stay: the insurance policy and claim contacts.
- A levy waiver or concession query: travel dates or household documents.
- End of employment: salary records and the security bond details.
Privacy
These documents contain personal data about your helper. Store them securely, share them only when needed, and dispose of copies safely after the employment ends and any claims are settled.
Read more in our security bond guide and first-time employer guide.
A quick checklist for new employers
- IPA copy sent to your helper before she flies.
- Bond acknowledgement letter printed, with a copy for her.
- Both insurance policies saved, with claim numbers noted.
- Safety agreement signed and copied for all three parties.
- Work Permit expiry and medical examination dates in your calendar.
Common questions
Should I keep her original IPA letter?
She needs the IPA to enter Singapore, so send it to her before she travels and keep a copy for yourself.
How long should I keep salary records?
Keep them for the whole employment and some time after it ends, so you can answer any questions about payments.
Last reviewed: September 2026. Procedures change, so confirm the current steps on mom.gov.sg or with your licensed employment agency.
