Know What Falls Due, Whose It Is, and Where the Evidence Sits
A facility firm answers to its own obligations as an employer, to what each client contract adds and to the standards it sets itself. Our policies, compliance and governance service separates the three, tracks client-specific requirements by site, keeps the evidence in one place and gets policy changes to every supervisor at the same time. We build tracking and readiness. We do not state what the law requires of you.
Not sure what you need? Tell us about your business in six short steps and we will come to the first meeting prepared.
Share your requirementsThe starting point
Could You Produce Your Records if a Client Asked This Week?
Client audits arrive with short notice, and a missing verification form or an out-of-date certificate can mean both an employment gap and a contract issue. Documents sit with the site supervisor, the area manager and head office. Policy changes issued from head office reach supervisors late and in different forms, and some never reach the frontline.
We help you build a calendar, a register and a record-keeping method that stay with the business, not with one person.
You may be experiencing:
- Obligations of the firm, of each client contract and of your own policy mixed together in one folder.
- Client-specific requirements, such as particular training, medical checks or uniform rules, known only to the site manager.
- Documents held at sites, so an audit means chasing supervisors.
- Several versions of a policy in circulation, with no record of who has seen the current one.
- A calendar of filings, renewals and certificates kept by one person.
- Audit findings closed verbally without a record of the fix.
- New sites started before the client's documentation list was checked.
What we can help with
Our Policies, Compliance and Governance Services for Facility Management
Obligation Register
List what the firm must keep track of, in three columns: employer obligations to be confirmed with your advisers, requirements from each client contract and your own standards. Each item gets an owner, a frequency and a place for evidence.
Client Requirement Tracker
For each client and site, record what the contract and site instruction ask of your people and records, such as training, ID, verification, dress, reporting and audits, and show the current status.
Compliance Calendar
Build a calendar of dates and renewals with reminders to named owners, covering filings, certificate expiry, licence renewals, audits and policy reviews, with a rule for what happens when something is late.
HR Policy Manual and Handbook
Write or update policies in plain language for frontline use: attendance, leave, conduct, uniform, safety, grievance, and a shorter handbook for site staff in the languages they read.
Policy Version Control
Set up a single master for each policy with a number, date and owner, a rule for issuing changes to all supervisors at once and a way to record acknowledgement.
Evidence and Documentation Checklist
Define what documents prove each requirement, and where each is stored, so a request from a client can be answered from a central file.
Internal Audit Routine
Create a checklist for self-audit of a site's records, run on a schedule by area staff or head office, with findings tracked to closure.
Audit Response Process
Prepare how you handle a client audit: who is told, how documents are pulled, how findings are logged and who closes each one.
The deliverables
What You Receive
Depending on your needs, your engagement can include:
- An obligation register in three layers.
- A client requirement tracker by site.
- A compliance calendar with owners.
- A policy manual and a short frontline handbook.
- A version control and acknowledgement method.
- A documentation checklist by requirement.
- A self-audit checklist for sites.
- An audit response procedure.
Step by step
How We Work
Gather What You Have
We collect policies, client contracts, past audit reports and the current calendar, and note where each lives.
Separate the Layers
We sort requirements into employer, client and internal, and identify where an owner or evidence is missing.
Build the Register and Calendar
We set up the register, tracker and calendar with owners, frequencies and reminders.
Write and Issue Policies
We draft or revise policies with you and set up how they are issued and acknowledged.
Audit and Review
Before work starts we record how complete your records are for a sample of sites, and we check again after the routine has run.
The difference
Be Ready When the Client Asks
A governed approach helps you:
We do not promise outcomes. We record a baseline before work starts, covering record completeness by site, open audit findings and overdue calendar items, and report against it, so you can see what changed and what did not.
- See which requirements belong to whom.
- Track client-specific conditions by site.
- Retrieve records from one place.
- Issue policy changes to everyone together.
- See what falls due and who owns it.
- Close audit findings with evidence.
Find your fit
Who This Service Is For
Facility Management Firms With Many Clients
Track different contract conditions without losing sight of the standard.
Housekeeping and Cleaning Companies
Keep training and uniform records ready for client audit.
Security and Manpower Outsourcing Companies
Maintain verification and training records that clients inspect.
Maintenance and Pest Control Companies
Track licences, certificates and product-handling records.
How it usually shows up in facility management
Compliance in facility management has three layers: the firm's obligations as an employer of a large, mobile workforce, the obligations each client's contract adds, and the standards the firm sets itself. Many staff are engaged on contracts that depend on the client, so what applies at one site may not apply at another. Documents are kept by the site supervisor, the area manager and head office, and clients audit them. A missing verification record or a missing training certificate is both an employment matter and a breach of the contract. Policies are issued centrally and reach frontline supervisors late and in varying forms.
Common challenges
Where it goes wrong in facility management
Three layers overlap
Employer duties, client contract terms and the firm's standards are mixed in the same documents.
Client requirements are not tracked
Each client's special rules are in the contract and not in a register supervisors use.
Records are with the site
Documents are held by supervisors, and clients audit them without warning.
Policies reach the field late
Revisions are sent to head office contacts and reach supervisors in weeks.
A better process
What a working version looks like
- 01
Separate the layers in a register
One list: what applies to all sites, what applies to this client and what is the firm's own standard. The HR policies and governance work builds it.
- 02
Track client requirements per site
A one-page list of each client's special rules, issued to the supervisor.
- 03
Keep evidence centrally
Verification, training and attendance records held where an audit can reach them quickly.
- 04
Issue policy changes to everyone at once
A single channel and an acknowledgement from each supervisor.
What to check this week
- Ask a supervisor for the client's special requirements for his site and see if they are written.
- Look for the compliance register and check whether it separates the three layers.
- See how long it takes to assemble the records for a client audit.
- Check how a policy change reaches a frontline supervisor.
- Confirm with a qualified professional which obligations apply to your workforce, sites and clients.
Confirm with a qualified professional. What applies depends on your establishment, your state and your sector, and it changes. This page describes a practice; it does not state a legal position.
What this looks like in facility management
The parts of policies, compliance and governance that are specific to this sector, rather than general.
Verification and Records
Staff placed at client premises.
What this coversHide
Verification and Records
Staff placed at client premises.
What this coversHide- Identity verification
- Address verification
- Background verification
- Police verification where applicable
- Photograph and ID card issue
- Uniform issue and return
- Records available for client audit
- Re-verification on redeployment
Questions on this, in facility management
No. GullyHR does not give legal advice and does not state what the law requires. We build the register, calendar and records. The obligations that apply to you should be confirmed with a qualified professional, such as a labour law adviser or your auditor.
Employer obligations come from the rules that apply to the firm. Client requirements come from each contract and may differ by site. Your own standards are a third layer. Keeping them separate prevents confusion about what is negotiable.
Hold one central record per person, with the site as a field and not as the place of storage. Site copies are working papers, while the central file is the evidence.
Issue the revised policy to all supervisors on the same date, brief them, and have each acknowledge receipt. Staff are told through a briefing or a notice in the local language, and acknowledgement is recorded.
We can design the self-audit checklist, run sample reviews of site records with you and help you track findings to closure. A formal statutory or client audit remains the responsibility of the relevant party and your own advisers.
Where useful, yes. We can configure reminders, owners and approvals on the platform or your own system. The dates themselves should be confirmed with a qualified professional.
Verification records, attendance, training certificates and uniform and ID issue. Which obligations apply depends on your contracts and workforce, so confirm them with a qualified professional.
Keep a register for each site listing the client's rules, and brief the supervisor. A one-page list is easier to follow than a contract.
Keep evidence centrally and up to date, so an audit is a request for records you can produce in hours.
A named person with a back-up, supported by site-level owners. Shared responsibility is often no responsibility.
Build Records That Survive an Audit and a Resignation
If compliance sits in a few people's heads and a few supervisors' cupboards, a register and a calendar will bring it into the open.
Prefer to talk first? Call +91 80958 58589 or write to hello@gullyhr.com.
Book a Compliance Governance Consultation
Tell us how records and policies are kept across your sites.
The general method — what policies, compliance and governance covers, the questions it answers and what an engagement produces — is the same whatever the sector, and is set out on the hr policies and governance page. What is above is the part that differs for facility management.
To run this in a system rather than on paper, see policy and document centre.
Other HR topics for facility management
Where to start
Most engagements begin with a review of how this runs in your business today, then a written process and the sequence to implement it.
See all HR topics for facility management, or another industry.