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Employee information form template

Keep each employee’s personal, job and payroll details on file.

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How to make a employee information form

  1. 1

    Check the questions: rename, add or delete any field, or change how it’s answered.

  2. 2

    Add your organisation’s name, a contact line and your logo if you like.

  3. 3

    Choose fillable PDF, printable PDF, Word or HTML, and the paper size.

  4. 4

    Download the employee information form and share it, print it or add it to your website.

About this employee information form

An employee information form is the master record for each person on your team: legal name, contact details, job title, start date, payroll and tax details, and who to call in an emergency. HR teams ask new joiners to complete it on day one and to update it when anything changes.

Bank and tax fields are written generically (account, IFSC/routing number, tax ID) so the form works in India and elsewhere. Remove anything you collect through your payroll provider instead.

What’s on the employee information form

The template has 5 sections and 24 questions. Every one can be renamed, moved or deleted.

  • Personal details: Full legal name; Preferred name; Date of birth; Gender (choose one: Female, Male, Other, Prefer not to say); Personal phone; Personal email; Home address
  • Job details: Employee ID; Job title; Department; Manager; Start date; Employment type (choose one: Full-time, Part-time, Contract, Intern); Work location; Work email
  • Payroll and tax: Bank name; Account holder name; Account number; IFSC / routing / sort code; Tax ID (PAN, SSN or other); Social security / PF / UAN number
  • Emergency contacts: Emergency contacts table (Name, Relationship, Phone, Alternative phone)
  • Declaration: Agreement: “The information above is correct. I will tell HR when any of it changes.”; Employee signature with date

Tips

  • Store completed forms in a locked cabinet or a password-protected folder.
  • Ask employees to review and re-sign their form once a year.
  • Share emergency contacts only with managers who need them.

Four ways to save it

A fillable PDF has typing boxes, tick boxes and choices built in. A printable PDF gives clean boxes and writing lines for pen and paper. The Word file can be edited further, and the HTML code adds the same questions to a website. Browse more form templates, or design a completely different layout in the custom form builder.

Frequently asked questions

What information should an employer keep about employees?

Typically identity, contact details, job and pay details, tax and social security numbers, bank details for salary, and emergency contacts. Local law may require or limit specific items.

How is this different from the onboarding form?

The information form is the employee’s data record. The onboarding form is a checklist of tasks (equipment, accounts, training) to complete when someone joins.

Can I put the employee information form on my website?

Yes. Choose “HTML” to copy ready-made form code with labels and a simple style. Set the form’s action to the address that should receive submissions, such as your own form handler.

Can I get the employee information form as a Word document?

Yes. Choose “Word” under “Save as” to download a .docx file you can keep editing in Microsoft Word, Google Docs or LibreOffice.

Can I change the questions on the employee information form?

Yes. Rename any question, change its answer type (short answer, tick boxes, rating, table and more), move it, or delete it. You can also add whole new sections.

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