Why does hiring in Turkey start before the first day?
In many companies, a new hire seems to begin on the morning of the first working day. Legally, however, the most important steps in Turkey must be completed before that day. If the SGK (Sosyal Güvenlik Kurumu, the Social Security Institution) start-of-employment notice is not filed before the employee starts work, the employer may face an administrative fine and lose some incentives. If the employment contract, the KVKK (Kişisel Verilerin Korunması Kanunu, Turkey's Personal Data Protection Law) privacy notice or personnel file documents are missing, the employer has little to rely on in a later dispute.
This guide is written for foreign companies hiring in Turkey. It walks through the period from offer acceptance to the first working day: which documents to request, which ones the employer prepares, what happens on the SGK and payroll side, and the most common mistakes. For the integration period after day one, see the employee onboarding process guide.
What are the steps of the hiring process?
- Written acceptance of the offer: Salary, start date, position and working arrangement (full-time, part-time, remote) are confirmed in writing.
- Document request: The candidate is asked for the documents needed for the personnel file, with a deadline.
- Employment contract: A contract suited to the position is prepared, with clauses such as probation and confidentiality.
- KVKK notice and any required explicit consents: The employee is informed in writing which data is processed and why.
- SGK start-of-employment notice: Filed before the employee starts work.
- Payroll and system set-up: Salary, bank details, tax and incentive status go into payroll; user accounts are created.
- Day-one preparation: Equipment, access, occupational health and safety training and a welcome plan are prepared.
Which documents are requested from the employee?
The content of the personnel file (özlük dosyası) varies by sector, position and company policy. The table below summarises common practice. Some occupations require additional documents by law; where you are unsure, confirm the current rules with the official source.
| Document | Why it is needed | Note |
|---|---|---|
| Copy of national ID card | Identity check and SGK notice | The Turkish ID number is mandatory for the notice |
| Residence information | Contact and service address | An e-Devlet (government portal) printout is usually accepted |
| Diploma or graduation certificate | Verifying position requirements | Professional certificates are requested separately where needed |
| Bank account details (IBAN) | Paying wages by bank transfer | Must be in the employee's name |
| Passport-size photo | Personnel file and staff card | Can be collected digitally |
| Health report | Fitness-for-work assessment | Depending on the job, a workplace doctor's assessment may be required |
| Criminal record certificate | Only for positions where law or the nature of the work requires it | Requesting it without need is a KVKK risk |
| Military service status | For information, for male employees | Depends on company policy |
| Family status information | Benefits and payroll set-up | Collect only what is needed |
| Employment certificate from a previous employer | Verifying experience | Optional |
If you are hiring a foreign national, the work permit process must be completed before the start date. Starting work without a permit can lead to serious administrative sanctions; check current conditions with the relevant ministry's official source.
Which documents does the employer prepare?
- Employment contract: It should state clearly whether it is open-ended or fixed-term, full-time or part-time. Salary, working hours, job description, place of work and probation period should be included.
- Job description: It supports performance reviews and any future termination.
- KVKK privacy notice: Explains for what purpose and on which legal basis the employee's data is processed and to whom it may be transferred.
- Explicit consent forms: Obtained separately, only for processing that genuinely requires explicit consent.
- Occupational health and safety training records: Training that must be given before or on the first day is recorded.
- Company policies: Disciplinary, information security, remote work and overtime policies are delivered to the employee.
- Asset handover form: Laptop, phone, access card and other assets are recorded.
How long can the probation period be?
A probation period can be added to the employment contract. It can be up to 2 months and can be extended to 4 months by a collective agreement. During probation, either party may terminate without notice or severance, but wages for days worked and other rights are still paid. To be valid, the probation period must be written into the contract.
When must the SGK start-of-employment notice be filed?
As a general rule, the SGK start-of-employment notice (işe giriş bildirgesi) is filed before the employee starts work. It is submitted through the e-Bildirge system and includes the employee's identity details, start date, occupation code, insurance type, working arrangement and any incentive information. Some sectors have specific exceptions; confirm the current rules with the official source.
Late filing can lead to an administrative fine and can also put at risk any SGK incentives available for the new hire. For the general conditions of incentives, see the social security incentives guide.
If the candidate withdraws at the last minute, the notice must be cancelled following SGK's deadline and procedure. Good practice is for the person who filed the notice to confirm on day one that the employee actually started and record the outcome.
The occupation code in the notice should match the job description in the contract. Different arrangements such as remote or part-time work must also be reported correctly. Remember that remote work must be agreed in a written contract.
How is the first salary calculated?
An employee who starts mid-month is paid pro rata for the days worked. A full-month example is shown below. For payroll details see how to calculate payroll in Turkey, and for your own figures use the salary calculator.
| Item (TRY 50,000 gross, January) | Amount |
|---|---|
| Employee SGK share (14%) | TRY 7,000.00 |
| Employee unemployment insurance (1%) | TRY 500.00 |
| Income tax base | TRY 42,500.00 |
| Income tax (6,375.00 minus 4,211.33 exemption) | TRY 2,163.67 |
| Stamp duty (379.50 minus 250.70 exemption) | TRY 128.80 |
| Net salary | TRY 40,207.53 |
| Employer cost, outside manufacturing (19.75% SGK + 2% unemployment) | TRY 60,875.00 |
| Employer cost, manufacturing (16.75% SGK + 2% unemployment) | TRY 59,375.00 |
For an employee starting on the minimum wage, gross pay is TRY 33,030, net pay is TRY 28,075.50 and total employer cost outside manufacturing is TRY 40,214.03. In 2026 the Treasury discount is 2 points outside manufacturing (employer SGK share 19.75%); in manufacturing the 5-point discount brings the share to 16.75% and the minimum wage employer cost to TRY 39,223.13.
What should the employer do under KVKK?
Most of the data collected during hiring is personal data, and some of it, such as health reports and criminal records, is special category personal data. The employer should collect only data that is relevant and proportionate, set a retention period for each document and limit access to authorised people. There should also be a separate deletion or retention policy for data on candidates who were not hired.
- Provide the privacy notice before the start date and document that it was received.
- Keep a physical personnel file in a locked cabinet, or a digital one in an access-controlled system.
- If documents are collected by email, delete the email copies once they are moved into the personnel system.
How do you build a timeline for the week before day one?
To stop paperwork, contracts and filings from piling up on the last day, it helps to plan backwards from the start date. The table below is an example for an offer accepted about two weeks before the start date. Adjust the timing to your own hiring pace.
| Timing | Owner | Task |
|---|---|---|
| Offer accepted (about 14 days before) | Recruitment | Written offer confirmation, document list sent |
| 10 days before | HR | Incentive eligibility check, contract draft, KVKK texts |
| 7 days before | HR and manager | Document review, missing items flagged, equipment request |
| 3 days before | HR and IT | Contract ready to sign, user accounts created |
| 1 day before | Payroll | SGK start notice filed, payroll set-up completed |
| Day one | Manager and safety officer | Welcome, health and safety training, asset handover form |
Filing the notice one day early may require a cancellation if the candidate does not turn up, but leaving it to the morning of the start day creates risk if the system is unavailable. Many companies therefore file on the last working day before the start and run the cancellation procedure if needed.
What are the most common mistakes?
- Filing the SGK start notice in the afternoon of the first day or the day after.
- Letting the employee start before the contract is signed.
- Leaving probation out of the contract or writing in more than 2 months.
- Collecting unnecessary personal data, such as criminal records from every candidate.
- Entering the wrong start date in payroll and paying the first salary for a full month.
- Noticing incentive eligibility only after the start date.