New Employee Form: What to Include (with Free Template)

Welcoming new employees is a crucial step in their journey with your company. A key part of this is creating a user-friendly new employee information form. This form gathers essential details to ensure smooth onboarding. However, making such a form can be challenging.

This article offers best practices for creating an effective new employee information form and provides a handy template to simplify the process. Following these guidelines can improve onboarding, collect data efficiently, and give new employees a great start.

A new employee information form, also called an onboarding form or data sheet, is used to gather essential details from new employees.

It collects personal information, contact details, emergency contacts, job history, tax information, and bank details for payroll.

This form ensures a smooth onboarding process and helps keep accurate employee records.

The new employee information form is essential during the onboarding process and throughout an employee's time with the company. Here are some key reasons why it's important:

Onboarding

This form collects necessary information like personal details, contact information, and emergency contacts. It helps HR communicate with new hires, facilitate orientation, and ensure they settle in smoothly.

Payroll and Benefits

The form captures important details such as social security numbers, bank account information, and tax preferences. This data is crucial for accurate payroll processing, benefits enrollment, and ensuring employees get paid on time.

Company Policies

Employees use this form to confirm they have received and understand company policies, such as codes of conduct and confidentiality agreements. This helps ensure everyone follows the rules and maintains an ethical workplace.

Emergency Preparedness

By gathering emergency contact information, the form ensures the organization can quickly reach out to someone in case of an emergency involving the employee.

Employee Records

The form is essential for creating and keeping accurate records of employees. It documents important information such as job title, department, and start date, which HR and administrators need for their work.

Future Reference and Communication

The information collected becomes a valuable resource for HR and managers. It’s useful during performance reviews, promotions, transfers, and for any future communication or administrative needs.

When creating a new employee information form, it is important to include key elements that capture the necessary information for a smooth onboarding process and ongoing employee management.

Below, are the key elements you should consider including:

1. Personal Information

• Full name

• Date of birth

• Gender

• Social security number or national identification number

• Address

• Phone number

• Email address

• Marital status

• Dependent information (if applicable)

2. Employment Details

• Job title

• Department

• Start date

• Employment type (full-time, part-time, contract)

• Work schedule

• Supervisor's name

• Employee ID number (if applicable)

3. Emergency Contact Information

• Name and relationship of emergency contact person(s)

• Phone number(s) of emergency contact person(s)

• Any specific instructions or medical conditions to be aware of in case of an emergency

4. Tax and Banking Information

• Federal and state tax withholding forms (e.g., W-4 in the United States)

• Bank account details for direct deposit (account number, routing number)

• Other financial information as required for payroll purposes

5. Legal and Compliance Information

• Employment eligibility verification documentation (e.g., I-9 form in the United States)

• Acknowledgment of company policies, including code of conduct, confidentiality agreements, and other relevant policies

• Consent for background checks (if applicable)

Use clear and simple language

Write in a way that everyone can easily understand, avoiding technical terms or complex language that might confuse employees.

Make the form easy to use

Divide the form into sections with clear headings and a logical order. Use checkboxes, drop-down menus, and fillable fields to make it easy for employees to fill out.

Include legal disclaimers and privacy statements

Add necessary legal notices and privacy statements to explain how personal information will be used and protected, complying with local data protection laws.

Provide clear instructions

Include detailed guidance for each part of the form to help employees provide accurate information and reduce mistakes.

Explain legal or technical terms

If you use legal or technical terms, provide explanations so employees understand what they mean.

Offer contact information

Include contact details, like an HR representative's name, email, and phone number, so employees can ask questions or raise concerns about the form.

By following these tips, you can create new employee forms that are effective, efficient, and supportive of a positive onboarding experience for new hires.

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