Employee Information Form – 30+ Examples in Word, PDF


Letting a new individual enter your company is not as easy as it sounds like. Being the employer, aside from preparing an employment contract, it also important to have a form that would enable you to know your employees more. Hence, in every new successful candidate, an employee information form should be completed, too. To know more about this document, read through this comprehensible article to simplify things up.

Different company, different policies. There is no specific employee information form that every employer utilizes, but it does not mean that there’s no such thing as good and bad form. Before learning the fundamentals of employee information form, why not take a look at first at the best form of its kind? To give a broader overview, here are some of the samples we gathered for you.

Basic Employee Information Form

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New Employee Personal Information and Bank Details

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What Is an Employee Information Form

An employee information form is just one of the documents needed every after a job offer. This refers to a sheet used to allow an employee to provide information about themselves that the company can utilize. It carries various spaces that could vary in length and width, labeled with the necessary information that the employee should provide.

On the other hand, data given by the employee are then organized in a document called employee information sheet. Employee information is important since it holds key data about a company’s employees and makes it easier to track this information along with the details about their hire date, W4, and insurance. These data are also helpful in cases of emergency. Usually, these are assessed by the HR of a company.

What Details Should an Employee Information Form Contain

Considering that each company are different from one another and follows diverse policies and measurements, it is expected that the data that they will ask also vary. However, there are pieces of information that will never be out of any form. With this said, if you are the employee, expect to give these following details:

1. Full Name

One of the most obvious details would be your complete name but have you ask yourself why? Well, the answer is apparently easy and clear. Full names are important because it gives you identity. First, that is the brand you carry through all of the documents you have encountered; hence, it would be easier for a company to trace them down. And second, it is most probable that you will not be the only employee there so providing your full name means enabling the whole workplace and management to recognize you as an individual. With this, it would be easier to measure your productivity, output, competency, etc.

2. Contact Information

Contact information is also an important matter in your career. Since there are cases that need you to be involved or requires your immediate response, providing valid details that would allow the company to reach you plays a vital role in the scene. It gives the company higher accessibility and hassle-free mode of relaying any message, whether it is urgent or not.

3. Address

Among all the information, the address would be one of the most questionable details. If you think of it, you might wonder why the company wants to know where you live. You know, if there are extremely critical cases that require your presence and when contacting you through distant communication is deemed ineffective, visiting you for a face-to-face talk would be a great option. It may sound creepy; however, the address is also an important detail for employment which is also important in opening a bank account.

4. Date of birth

Another important detail that you should not forget is the date of birth. This information provides the company with a verification of your age’s legality to work. Furthermore, with this information, companies that practice having birthday celebrations will also be notified of when to celebrate your birthday. Sounds exciting, right? However, do not be overjoyed since there are also businesses that do not commemorate their employee’s birthday. Hence, let’s better stick with the former reason.

5. Job title and department

In a company, there are several roles that people take part in, and these roles have certain scopes of responsibility. By determining your job title and department, it would be a less complex job to distinguish the range of your service and also know your place in the organizational structure.

6. Start date and salary

There are some works where compensation increases over a specific period of time or according to your performance and hierarchy. Indicating the date when you started working for the company would also provide them an easier experience in monitoring your development and have a basis for your salary increase. Nonetheless, it would be also great to have a mark on your first day.

7. Emergency contact information

As important as your own contact information, details that pertain to the point person when accidents come to happen are also critical. This is necessary because it gives the company a specific detail on whom should they transmit the message that relates to any incidents where you are involved.

Despite the different cultures and practical measurements that companies implement, especially in their employment process, forms could vary but expect to see all of these details to be asked. At the same time, as HR personnel, you could use these basic pieces of information in making a template of your employee information form. In fact, you can also include more details that you consider essential. Moreover, it is also vital to encourage employees to update their information regularly.

Plain Employee Personal Information Form

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Elements of a Comprehensive Employee Information Form

Listed below are some of the elements that you need to include and consider in an employee information form.

  • Develop a timeline when specific employee information forms will be handed to employees. This can make it easier for the business to gather information in a timely and appropriate manner.
  • Do not forget to get the basic details of the employee. This includes the contact information of the employee as well as other personal details that are essential to be known by the business so that you can contact and reach the employee in a professional manner any time possible.
  • Aside from the basic information of the employee, make sure that you will also get details that are essential to be known by the business in consideration to the legal and lawful requirements of the state or country where the business is located. These include government numbers, citizenship information and the like.
  • Gather information about the health condition of your employees. This will allow the safety and security of the workplace to be highly regarded within the processes of employment.
  • The interest, skills and other deliverables of your employees may also be included in an employee information form. These details, though simple and basic, can help you assess the potential of your workforce. With this, you can align their work processes to what they really love doing and where they are good at.

Types of Employee Information Form

The completion of all the forms needed and necessary for employment can reflect the effectiveness and efficiency of the human resource department. Hence, it is essential for the management to always look into the HR form examples and other kinds of documents that the human resource department are using, keeping and maintaining. Moreover, it is important for these documents to always be updated to ensure that legal processes and transactions are done accordingly.

There are different kinds of employee information form depending on the purpose or the reason why they are created. How you use an employee information form can affect its content which is why you have to fully understand the objective of the employee information form so you can be aware of what to include in the document. Here are some types of employee information forms:

  • Employee information forms can be used as a document that includes confidential files and details related to the employee and his or her employment with the company. A few of the items included in this document are medical records, claims for compensation, drug test results, background check authorization, and employee investigation request acknowledgment.
  • Employee information forms can contain personnel files or the basic personal information of the employee. This is usually filled or answered by the employee during orientation or his or her first day of work. This type of employee information form contains details related to the hiring documents required by the business, the details of the employee’s previous work position and job designation and the like.

Simple Employee Information Form

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Employee Contact and Deposit Information Form

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When to Use an Employee Information Form

An employee information form is commonly prepared by the HR of the company and is then given to the candidate/s who passed the examinations, usually in job orientation, for them to fill out. That is the basic idea of employee information form and every newly hired employee simply fill them out. However, do you know where and when these documents are used? If not, here are some situations when employee information forms are utilized.

1. Employee Information Reference

In accordance with the Know Your Employee or KYE programs, it is an important measure for a hiring company to distinguish their worker’s profile and background to avoid being vulnerable to any probable losses. Since HRs are not psychic or like, the only source of employee information would be the employees themselves. Given that there are only a set of details the company requires, an employee information form is a great tool to gather them all. With these said, the first use of these documents is after the successful job offering.

2. Emergency Contact Information Reference

Though the basic use of these forms is for reference, it is important to take note that these are also useful in cases of emergencies or accidents. Using these documents, it would be easier for the company to trace who should be contacted and informed about the incident. Thus, do not underestimate the power of these documents because remember, life is full of uncertainty.

Why is an Employee Information Form Necessary?

An employee information form is one of the types of HR forms you need for small businesses. It is an important human resource document that should never be forgotten when plotting all the HR materials that should be made. Companies should always be knowledgeable of the background of their employees which is why this form should answer and filled up by all the employees of the business. Here are some of the reasons why we believe that an employee information form is necessary to be created and handed to employees for them to answer:

  • Making an employee information form is a legal obligation and responsibility of the business to its employees and business stakeholders. Moreover, there are also legal transactions where the details of employees are required.
  • Having an employee information form helps businesses to ensure that the company is responsible for the safekeeping of personal, sensitive and confidential information given by employees. Every employee information form should have a statement pertaining to the usage and bookkeeping of employee personal information.
  • Developing an employee information form can make it easier for employers to keep precise personal records that can lessen the disputes and misunderstandings between the human resource department and the employees. There may be instances where an employee information form can be used as a proof of termination especially if there are specified items that have been proven to be untrue.
  • Creating an employee information form can help the management assess the potential of the employee. The previous work experiences and other qualifications of an employee can be listed in this document. Hence, it can serve as one of the documents that can support the promotion or lateral transfer of an employee.
  • Using an employee information form can greatly affect the compilation and bookkeeping procedures followed by the human resource department. All the information given by the employee from the hiring process and actual employment up to performance evaluation and training can be put together in a more organized manner if an employee information form will be used.

Minimalist Personal Employee Information Form

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Personal Information Form for Employees

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Benefits of Having an Employee Information Form

Both the business and employees can benefit from having an employee information form. A few of the advantages that have an employee information form can provide include the following:

  • An employee information form can ensure the management that necessary employee information are already at hand whenever it is needed by the company.
  • An employee information form can be of help for employment assessment and employee evaluation.
  • An employee information form can be used by the human resource department to ensure that all the rights of the employee are given and considered.
  • An employee information form can serve as the document that will be used as a guide whenever references are requested from the business in relation to their employees.

Tips You Can Use for Developing the Format and Content of an Employee Information Form

Making an employee information form is not an easy task. To help you create an effective employee information form, here are some tips that you may find useful when incorporated in the processes of the document development:

  • Come up with a standardized form that you can use every time there is a new employee hired by the company. This will help you have an easier process implementation during on-boarding.
  • Be consistent with the information that you would like the employees to supply. This can help you create cohesion with the awareness that you have with each employee that is working for the business.
  • Remember that an employee information form is created for employees. It may be basic and easy to understand but there are actually companies who already provide these forms to applicants, which is actually wrong. There is some information that is too sensitive which can only be asked to individuals who have already agreed to be an employee of the business.
  • Be transparent, reasonable and objective when asking for personal and professional information. You should make sure that all the items that you will ask the employee are relevant to the information that is needed by the business.

Aside from these tips, make sure to browse through and download the samples that we have in this post. Use these as your references and guides so you can easily develop an employee information form on your own.

Employee Information Form Template

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New Hire Information Form: Sample Template

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What Are the Required Forms when Hiring an Employee?

As an employer, it is important to register yourself first for matters like an Employer Identification Number (EIN), state tax accounts, and workers’ compensation insurance. After you are done with these compliances, you can now proceed in hiring your employees. Likewise, the employees also have to submit some requirements. In this section, we are going to talk about the forms that employees need to fill out in their employment. Read through to learn more.

Entering a job involves two gates: examination and submission, before proceeding to the working proper. You may have passed the examination, but unless you complied all of the required documents, working on the company is still uncertain. Hence, to avoid that, here are the key forms you need before starting to work on your job:

1. Form W-4

Also known as the “Employee’s Withholding Allowance Certificate,” the form W-4 is an Internal Revenue Service (IRS) tax form finished by an employee to specify the situation of his/her tax to the employer. This form also shows to the employer the precise and correct amount of tax that should be retained from the paycheck of an employee for the federal taxes. Completing this form prevents an employee from overpaying taxes; as a result, an employee could potentially have a bigger balance due at tax time.

2. Form I-9

Per mandated by the Immigration Reform and Control Act of 1986, Form I-9 or officially called the Employment Eligibility Verification is a form used to certify the legal permission and identity to work of all paid employees. Employers should secure proper completion of this form for every person they accept for employment.

3. Emergency contact form

If you want the company wants to have a separate form for the emergency contact information, this form should be completed by an employee. As mentioned above, this holds the information on who and how to contact the point person in times of accidents or emergencies.

4. Employee handbook acknowledgment form

An employee handbook is generally a compilation of the procedures, working conditions, policies, etc. that would basically guide the employee to his privileges and limitations in the working environment. In common cases, employee handbooks also consist of information about the company, an official welcome letter from the higher executives such as the CEO or president, the vision, mission, goals, and objectives of the company, and many more. Furthermore, a handbook also serves as the company’s ethical basis; hence, it is important to provide an employee handbook acknowledgment form to secure that the employee already read and understand all of the agreed matters inside the handbook.

5. Form SS-5

Form SS-5 is also called the Social Security form and is the only form that is required for you to submit in applying for a new Social Security card. Social Security is any government system that acts as the economic foundation that provides monetary assistance to people who have inadequate to no income. Beneficiaries of this system include retirees, people with disability, and families of the retired. Completing this enables your company to recognize your account or Social Security number.

These are some of the prerequisite documents you need to complete before proceeding in the proper working. Some of these forms are needed by the government while others are required by your company. Since employment policies from different countries vary, there is a big possibility that there are additional documents you need to comply. Nevertheless, you can ask more to your HR on your job offer.

Fundamental Employee Information Form

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Downloadable Employee or Contractor Details Form

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Single-Paged Employee Information Form

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Generic Employee Information Form

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Clean Employee Information Form

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Non-Employee Information Form

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Employee Payroll Service Information Form

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Employee Information Form Example

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Basic Employee Information Form

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New Employee Information Form

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Human Resources Non-Employee Information Form

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Printable Employee Information Form

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Sample Employee Information Form

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Confidential Employee Information Form

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Employee Information Form Format

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The Best Way to Store an Employee Information File

Going back to the traditional means of storing employee information is through the use of paper. This way of storage has been already practiced by several companies for decades; thus, you can’t blame some businesses to settle. However, if you think of it in the long run, you will uncover how inefficient it is.

There are numerous reasons why paper-based file storage is not a smart idea. First, papers are made from trees and continuous patronization to hard copies would also promote ceaseless cutting. Second, it is vulnerable. Considering that papers are exposed to different risks such as getting wet or being burnt, sticking with paper-based documents is quite unsafe. Third, considering that paper is a matter, it requires space and over time, it would need more drawers. Lastly, paper-based employee information file storage is costly.

Given that paper is no longer a practical option to store various information about the employees nowadays, innovators have thought of a bright solution that could assess the shortcomings of the traditional file storage. This answer is what we call “cloud-based HR software or system” which integrates data for a centralized platform that provides better, quicker and easier management of HR deliverables. It basically uses a local device and internet connection as its component.

Here are some of the reasons why cloud-based HR software is yet the best option in keeping information files of your employee:

1. It offers an accessible and fast management experience.

The cloud-based HR software is an accessible and convenient system that basically functions anytime and anywhere as long as you are connected to the internet and a device such as smartphones, laptop, or desktop. It also offers quick accessibility; as a result, it reduces the required time to work on your deliverables.

2. It reduces costs.

The cloud-based HR software is also an economically wise option, Unlike the common computerized storage of files where you need to have professional help to troubleshoot the sensitive aspects of the hardware and software which also adds up to the company’s bills, cloud-based HR software does not. This method does not include installation fees, hidden fees, and maintenance fees; hence, it surely helps the company to save money with ease. In here, you don’t need to buy new hardware or software, simply use it with the internet and you’re good to go.

3. It requires no paper.

We’ve been talking about the disadvantages of paper-based file storage; hence, getting rid of the paper itself is a great way to get out of those drawbacks. In using cloud-based HR software, saving information is less risky since it secures data in a cloud. Also, it does not require space from your device or office and is also an economical choice.

With its numerous beneficial features, cloud-based HR systems have emerged rapidly in the field of industry. Nowadays, some companies treat it, not as a wanted option but a requirement used to productively and smoothly assess all of their HR needs. This best fool-proof method of storing documents is yet to be discovered. However, as of now, the cloud-based HR software is making a revolutionary innovation in this field that is way beyond the others.

Simplified Employee Information Form

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Neat Employment Information Form

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Stylish Employee Information Form

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Formal Personal Information Form

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Employee Personal and Emergency Contact Information Form

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