Articles / After you sign or leave
How to request your personnel file and payroll records in California
The three written requests that cover what you signed, your personnel file and your payroll records, with the deadlines and penalties.
Last reviewed November 6, 2026. General information about California law, not legal advice.
The short answer
Send one written request that names three statutes: Labor Code 432 for a copy of anything you signed, Labor Code 1198.5 for your personnel file within 30 calendar days, and Labor Code 226 for your payroll records within 21 calendar days. The last two carry a $750 penalty for failing to comply.
The three statutes
| Statute | What it covers | Deadline |
|---|---|---|
| Labor Code 432 | A copy of any document you signed relating to getting or keeping the job | On request |
| Labor Code 1198.5 | Your personnel file | 30 calendar days |
| Labor Code 226 | Your payroll records | 21 calendar days |
How the request is usually made
- In writing, dated, to an address the employer uses for HR or records.
- Naming each statute. “I am requesting my personnel file under Labor Code 1198.5” is routed differently than “can you send my file.”
- Asking for the records to be sent to a personal email or address you control.
- Keeping a copy of the request and any reply.
Why it matters after a separation
Access to work systems usually ends on or before the last day. A written request gives you a route to your own records with deadlines attached, without collecting anything you should not keep.
Common questions
Does a phone call count?
Make the request in writing, with a date. A written request is what starts the deadlines.
What if they miss the deadline?
The penalty is not automatic. People usually claim it through the Labor Commissioner.
Not legal advice
This article explains how California and federal rules generally work. It does not tell you what to do in your situation, and reading it does not create an attorney-client relationship. Every example on this site is a fictional story. For advice, seefree and low-cost help in California.