Police ask employers for documents about employee reservations: what should businesses do?

Some Ukrainian employers have begun receiving letters from the National Police requesting them to provide documents and information regarding employees who were reserved from mobilization during 2023–2026.

This includes, in particular, personnel documentation and materials related to the company obtaining the status of critical importance.

Lawyers advise not to ignore such requests, but at the same time not to automatically transfer the requested documents – first, you need to check the authenticity of the request and the legal grounds for obtaining information.

What documents are requested by the police

In letters, employers may be asked to provide:

orders on hiring employees;

employment agreements or contracts;

time sheets;
documents on the basis of which the company was granted the status of critical importance;

other information related to the employment and reservation of military personnel.

At the same time, employers may be asked to provide a response as soon as possible, and in case of refusal, to explain its reasons with reference to the legislation.

What do employers advise?

Before sending any information, experts recommend that you first check whether the letter really came from the National Police.

Particular attention should be paid to the sender’s email address, the details of the document, the official who signed it, and other data that allows you to confirm the authenticity of the request.

This is important, since the letter may turn out to be fraudulent or contain an attempt to illegally obtain information about the company and its employees.

Should documents be sent immediately

Even if the authenticity of the request is confirmed, the employer should establish the legal grounds for providing the requested information.

Documents on employment, working time accounting, and reservations may contain personal data of employees. Accordingly, their transfer must be carried out in compliance with the legislation on personal data protection.

Experts recommend that in the event of insufficient justification of the request, contact its author in writing with a request to specify the legal grounds, the purpose of obtaining information, and the procedure within which the documents are requested.

Can the police check bookings

Lawyers draw attention to the fact that the National Police is not a body authorized to conduct routine checks of enterprises regarding the correctness of employee bookings.

At the same time, law enforcement officers can receive documents and information within the framework of criminal proceedings – provided that the procedure prescribed by the Criminal Procedure Code of Ukraine is followed.

The mere reference to the need to check possible fictitious employment may not be enough to automatically provide the entire array of personnel documentation outside the procedure established by law.

Thus, employers are recommended not to leave law enforcement inquiries unanswered, but before transferring documents, check the authenticity of the application, its legal justification and the legality of transferring employees’ personal data.