For any employer, it is essential to comply with legal requirements and to properly document internal processes. Internal regulations (IR) and local documentation are key tools that define the rules, rights, and obligations within a company. The absence of such documents, or poorly prepared ones, can lead to conflicts, inspections, and fines – and in the case of a labor dispute, even to losing the case.
What qualifies as internal regulations?
Internal regulations refer to documents that govern the internal organization of work and interaction with employees. These include, for example:
Their main purpose is to clarify legislative requirements in the context of the specific company and to minimize legal and HR-related risks.
- internal rules and disciplinary procedures;
- bonus and incentive policies;
- personal data protection policies;
- occupational health and safety instructions;
- interdepartmental cooperation regulations;
- corporate ethics and conduct codes;
- orders, directives, and internal memos.
Their main purpose is to clarify legislative requirements in the context of the specific company and to minimize legal and HR-related risks.
What does the law require?
According to the Labor Code of the Republic of Moldova, every employer is obligated to have certain local acts in place. Some are mandatory regardless of staff size, while others depend on the company’s structure or the nature of its activity.
Failure to present these documents during a Labor Inspection audit may result in fines and mandatory corrective actions. In the event of a dispute with an employee, internal policies will serve as a foundation for defending the company’s position.
Failure to present these documents during a Labor Inspection audit may result in fines and mandatory corrective actions. In the event of a dispute with an employee, internal policies will serve as a foundation for defending the company’s position.
Common mistakes in documentation
A frequent mistake is using templates found online or borrowed from other companies, without adapting them to the company’s specific operations, internal processes, or organizational structure. While such documents may appear to fulfill formal requirements, they are often ineffective in practice: they don’t reflect real working conditions, may confuse employees, and create a false sense of legal protection.
Another critical mistake is failing to review documents regularly. Legislation in the Republic of Moldova evolves, HR management practices change, new technologies are introduced – but internal documentation remains untouched for years. This creates legal risks and undermines employee trust. It’s also common to encounter inconsistencies between various internal documents, or contradictions between local policies and individual employment contracts, which may be used against the employer in case of a dispute.
Another critical mistake is failing to review documents regularly. Legislation in the Republic of Moldova evolves, HR management practices change, new technologies are introduced – but internal documentation remains untouched for years. This creates legal risks and undermines employee trust. It’s also common to encounter inconsistencies between various internal documents, or contradictions between local policies and individual employment contracts, which may be used against the employer in case of a dispute.
How to properly organize the development process
Creating effective local documentation requires a systematic approach. First, it is important to audit any existing documents, then define the list of required regulations. The development process should include legal drafting, coordination with management, and – if applicable – with the labor union or employee representative. Once approved, employees must be formally introduced to the policies, and the documents must be kept up to date.
Documents should not be just formalities – they must actually work. This is only possible if they reflect real company processes and are written in clear, legally accurate language.
Documents should not be just formalities – they must actually work. This is only possible if they reflect real company processes and are written in clear, legally accurate language.
FlagMAN-D services
FlagMAN-D provides assistance in developing internal documentation – from individual regulations to comprehensive document packages tailored to the company’s specific activity.
How we can help you:
Proper internal documents are real protection against business risks.
How we can help you:
- audit existing documents;
- identify gaps and risks;
- develop or adapt documentation to suit your business;
- provide consulting on implementing and updating internal regulations.
Proper internal documents are real protection against business risks.
Contact FlagMAN-D – we’ll help you build a clear and reliable internal documentation structure so your business is prepared for any situation.