Information Forms for New Employees

Every new employee or recruit must have their personal data and other pertinent information safeguarded, recorded, and compiled in the organization’s personnel management files. This is due to the fact that each employee uses these details throughout the course of their employment with the company. In essence, these records serve as one of the foundations for each person’s behavior, conduct, and output.

Create Employee Information Form

What to include in an employee information form

A formal document called an employee information form typically has five sections. Any information that an employee might perceive as discriminatory, such as that based on race, sex, religion, nationality, or disabilities, should be avoided.

A standard employee information form includes the following sections:

1. Employee information

An employee enters personal information in this section, including their full name, address, phone number, email address, birth date, marital status, Social Security number, and the names and contact information of their spouse or partner.

2. Job information

The position, department, employee ID, supervisor, workplace, work address, work phone number, start date, and salary of each individual are all included in this section.

3. Emergency contact details

An employee’s contact information for a relative or friend who the company can reach in an emergency is provided in this section.

4. Health information

Additional information

In order to determine what projects an employee might be interested in, some employers may also request that employees list their interests and hobbies. Obtaining additional personal data, such as a birthday, enables employers to congratulate staff on significant occasions, boosting morale.

What is an employee information form?

Every new hire must fill out and maintain an employee information form, which is a crucial HR document. It contains vital personal information about each employee, including their Social Security number, spouses’ contact information, and information about their employment, including their position, department, supervisor, and start date. Each employee must fill out the form with emergency information so that the business can get in touch with a family member or friend in the event of an accident or other major event.

Employee information form template

Heres a template of a standard employee information form:


Example employee information form

Here is a completed example of an employee information form:

Here are some pointers to assist you in producing a successful employee information form:

Frequently asked questions

The following are responses to some common queries you might have about employee information forms:

When should an employee information form be completed?

As soon as a new employee is officially hired by the business or organization, they should fill out the employee information form.

The former is a form that a new hire fills out, whereas the latter is a form that someone fills out when applying for a job.

What other forms might a new employee complete?

There are several forms that a new employee must fill out when they are hired by a company, including:

Other forms vary by company or industry but may include:

Who has access to the information on an employee information form?

Periodically, employers do divulge a worker’s personal information to outside parties, like for payroll administration. Additionally, a business is permitted to provide details about a former worker to a potential employer during a reference check. However, a business is not permitted to improperly share an employee’s private information.

How does a company store employee information forms?

Employers should ensure compliance with applicable data privacy laws. If your organization is global and there are different laws in different countries, make sure the employee forms are compliant, if necessary. A statement regarding the use and storage of employees’ personal information should be included in employee information forms.

Comprehensive data protection regulations treat some “sensitive data” with enhanced protection. Race, ethnicity, or national origin, sexual orientation, marital status, political affiliations, union membership, health-related information, and criminal history are a few examples of sensitive data.

Data privacy laws do not only apply to information about current employees; businesses also have obligations to non-employee groups like former employees, candidates for jobs, independent contractors, and consultants.


What should be included in employee information form?

An employee information form is a document that lists important details about each employee and is used to keep track of who worked for the company, how long they were employed there, and what position they held. In the event of any serious workplace injury, it can also be used as a form for emergency contact information.

How do you gather employee information?

The position, department, supervisor, employee ID, work email address, work location, work phone number, date of resume, and salary are all pertinent information that hiring managers can request under this section. These specifics are necessary for you to develop employee profiles.

What is employee data sheet?

8 Ways to Collect Employee Feedback
  1. New employee surveys. The first 90 days of a new employee’s employment are crucial for determining their level of engagement and satisfaction.
  2. Employee engagement surveys. …
  3. Pulse surveys. …
  4. Stay interviews. …
  5. Review sites. …
  6. Managers. …
  7. Employee suggestion box. …
  8. Exit interviews.

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