什麼是 Personnel File？🗂 加州員工如何申請查看自己的人事檔案（2025 版）
在美國加州，每位員工都有一項重要但常被忽略的權利：
你可以依法要求公司提供你的 Personnel File（人事檔案）。
這不是人情，而是加州勞工法 Labor Code §1198.5 給你的權利。
不論你是在任何企業，只要你是加州員工，這項規範一律適用。
🗂 一、什麼是 Personnel File（人事檔案）？
Personnel File 是公司保存的 跟你工作表現、紀律、任職歷程 有關的正式紀錄。
通常包括：
- 你入職時的文件
- 績效評估（Performance Review）
- 目標與 KPI 評分
- 訓練紀錄
- 升遷或調職紀錄
- 警告信（Verbal/Written Warning）
- 員工投訴（你對別人）
- 針對你的投訴與 HR 調查結果
- 你寫給管理階層的正式抱怨信（例如你寫給某位主管的 email）
- 公司對事件的回覆或備忘錄
- 任何涉及你工作表現的重要文件
簡單來說，就是：
「公司用來評價你、管理你、決定你升遷或處分的所有正式紀錄。」
📌 二、哪些東西不算 Personnel File？
以下通常不會提供：
- 同事對你的非正式留言
- 管理者個人的私人筆記（not shared with HR）
- 公司的法律意見書
📅 三、加州法律規定（2025）公司必須怎麼做？
依據 California Labor Code §1198.5：
- 員工可要求查看或複製自己的 Personnel File
- 雇主必須在 30 天內提供
- 不可拒絕
- 不可刁難
- 不可報復（Retaliation）
- 公司可收取「合理影印費」但大多數公司不會
你不需要理由。
你單純想確認紀錄是否正確，也完全合法。
📝 四、如何正式向 HR 申請？（建議 Email）
你可以寫一封簡單的官方信件，例如：
Subject: Request for Personnel File (California Labor Code §1198.5) Hi HR Team, I would like to request access to my Personnel File in accordance with California Labor Code §1198.5. Please advise on the next steps for viewing or obtaining copies of the records. Thank you.
HR 通常會回覆你如何安排、提供 PDF 或安排時間查看。
👀 五、什麼情況下員工會去申請 Personnel File？
- 你想知道公司是否誤記、漏記或紀錄不正確
- 你曾投訴某主管，想知道後續 HR 如何記錄
- 你被警告，但想確認文件內容
- 你準備離職希望保留紀錄
- 你感覺工作環境不公平，想先收集文件
- 你擔心公司對你有不實紀錄
離職前要求副本是非常常見且完全合法的作法。
💡 六、常見誤會：申請 Personnel File 會不會被報復？
依法不可以，報復屬於重大違法行為。
HR 不會問你「為什麼要看？」
你也不需要解釋。
這是你的權利，而且寫在法律裡面。
✔ 總結
- Personnel File 是你所有正式的人事與績效紀錄
- 加州法律給你完整存取權
- 公司必須在 30 天內提供
- 不能拒絕、不能報復
- 離職前申請紀錄是常見作法
保護自己的職場權益，從了解「Personnel File」開始。🛡
🔗 建議下一篇：
What Is a Personnel File? 🗂 A California Employee’s Guide to Accessing Your Records (2025 Update)
In California, every employee has an important legal right that many people don’t realize:
You have the right to request and obtain your Personnel File.
This right comes from California Labor Code §1198.5,
and applies whether you work at “Dada Company” (fictional name) or any other employer in the state.
🗂 1. What Exactly Is a Personnel File?
Your Personnel File includes formal records related to your:
- Performance
- Conduct
- Training
- Employment history
Common items include:
- Offer letter and onboarding forms
- Performance reviews
- Goals and KPI evaluations
- Training certifications
- Promotion or transfer records
- Verbal or written warnings
- Complaints you filed
- Complaints filed against you
- HR investigation summaries
- Any formal emails or documents you submitted to HR
In short:
“Everything your employer uses to evaluate, promote, or discipline you belongs in the Personnel File.”
📌 2. What Is NOT Included?
Common exclusions:
- Private manager notes not shared with HR
- Peer-to-peer comments
- Legal opinions from company attorneys
📅 3. California’s Requirements (2025)
Under California Labor Code §1198.5, your employer must:
- Allow you to view or obtain a copy of your Personnel File
- Provide it within 30 days
- Not refuse the request
- Not delay or obstruct
- Not retaliate
You do not need a reason for requesting it.
📝 4. How to Request Your Personnel File
Email template:
Subject: Request for Personnel File (California Labor Code §1198.5) Hi HR Team, I would like to request access to my Personnel File in accordance with California Labor Code §1198.5. Please advise on the next steps for viewing or obtaining copies of the records. Thank you.
👀 5. Why Do Employees Request Their Personnel File?
- To confirm their records are accurate
- To review the outcome of a complaint they filed
- To understand a warning or disciplinary action
- Before transferring or resigning
- To keep a copy for future reference
- To check whether unfair notes were added
It is very common — and completely legal — to request your file before leaving a job.
💡 6. Will HR Retaliate If You Request Your File?
No. Retaliation is illegal.
HR cannot question your motive or deny your request.
This is your right under state law.
✔ Key Takeaways
- Your Personnel File contains all formal employment records
- You have a legal right to access it
- Your employer must provide it within 30 days
- No refusal, no delay, no retaliation
- Requesting it before leaving a job is normal and smart
Understanding your Personnel File is the first step to protecting your rights at work. 🛡