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New Employee Details Form Template

Streamline your onboarding process with our effective template

Collecting the right information from new hires can be a daunting task. This New Employee Details Form Template is designed for HR managers and recruiters who want to streamline onboarding and ensure a smooth integration process. Capture essential information like contact details, emergency contacts, and tax forms in a structured way, saving time and reducing errors. This compliant form enhances clarity, improves data collection efficiency, and aligns with WCAG standards for accessibility. You can easily customize and use this template right away.

Use this Template (FREE) Live Preview
Full legal name
Preferred name (if different)
If you selected 'Prefer to self-describe', please specify your pronouns
Date of birth
Personal email address
Mobile phone number
Pronouns
She/her
He/him
They/them
Prefer to self-describe
Prefer not to say
Street address
City or town
State/Province/Region
Postal/ZIP code
Country
Job title
Department or team
Manager or supervisor name
Employment type
Full-time
Part-time
Temporary/Fixed-term
Intern
Contractor
Other
Please Specify:
Start date
Work location arrangement
On-site
Hybrid
Remote
Field-based
Are you legally authorized to work in the country of employment?
Yes
No
Will you now or in the future require employer-sponsored work authorization?
Yes
No
Country of tax residence
Tax identification number (SSN/NIN/TIN)
Tax filing status
Single
Married filing jointly
Married filing separately
Head of household
Other/Not applicable
Account holder name
Bank name
Account number or IBAN
Routing number / Sort code / BIC
Pay delivery preference
Direct deposit
Paper check
Not applicable
Payment frequency
Weekly
Biweekly
Semimonthly
Monthly
Other/Not sure
Primary emergency contact full name
Primary emergency contact phone
Primary emergency contact email (optional)
Relationship to you
Spouse/Partner
Parent
Child
Sibling
Relative
Friend
Colleague
Other
Please Specify:
Equipment required for your role
Please Specify:
If 'Other', please specify equipment
If you require accommodations, please describe
Do you require any accessibility or workplace accommodations?
Yes
No
Prefer not to say
Gender identity
Woman
Man
Non-binary
Prefer to self-describe
Prefer not to say
Age band
Under 18
18-24
25-34
35-44
45-54
55-64
65+
Do you consider yourself to have a disability or long-term condition?
Yes
No
Prefer not to say
I have received or have access to the Employee Handbook and understand my responsibilities
Yes
No
I agree to abide by the Acceptable Use of IT Systems policy
Yes
No
I acknowledge the Data privacy notice and consent to the processing of my employment data
Yes
No
I have reviewed the Health and Safety guidelines relevant to my role
Yes
No
Do you have consent from your emergency contact(s) to share their information with us?
Yes
No
Signature
Signature date
Best contact method before your start date
Email
Phone call
Text message
No preference
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Paper art illustration highlighting a new employee details form template for FormCreatorAI

When to use this form

Use this form right after a candidate accepts your offer and before day one. It gathers the essentials you need to set up payroll, benefits, IT access, and badges in one pass. HR, hiring managers, and IT all benefit: less back-and-forth and fewer data errors. For example, send it to a remote engineer to capture shipping address and equipment needs, or to seasonal staff to confirm availability and tax basics. If you already sent the offer via the Offer letter submission form and got an acceptance, this keeps momentum. Teams that began with a New hire request form can align position details here. For a single packet that covers broader onboarding data, pair it with the New hire information form.

Must Ask New Employee Details Questions

  1. What is your legal name, preferred name, and pronouns?

    Your legal name ensures payroll and compliance records are correct. Preferred name and pronouns set up directories, email, and badges the way you want, reducing fixes later.

  2. What are your home address and personal contact details (mobile phone and personal email)?

    We use these to ship equipment, verify tax jurisdiction, and reach you before your work email is live. Accurate info avoids delays with benefits and access.

  3. What are your start date, job title, department, manager, and primary work location?

    These fields route onboarding tasks, permissions, and training to the right teams on time. If any of this changes later, submit an Employee change form.

  4. How should we set up your pay and time: pay schedule, direct deposit details, and tax withholding status?

    Collecting this now helps ensure your first paycheck is accurate and on time. For official updates to compensation or FTE status, HR can record them with a Personnel action form.

  5. Who is your emergency contact (name, relationship, and phone), and are there any safety considerations we should know?

    This lets us act fast and responsibly in an emergency. We limit access to this information to people who need it.

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