Summary. Employee information forms is a form that includes all the important information about a new employee for human resources to have. Information forms can be customized to fit your company the best. These forms should include information on an employee such as their name, emergency contact information, and job title or employee ID.
One of the first things an employer will ask a new hire to fill out is an employee information form. There are going to be a lot of forms and paperwork involved with the onboarding process at any company, but this one should be one of the easiest to complete.
Key Takeaways:
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An employee information form should include information such as their name, phone number, social security number, and emergency contact.
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Forms can vary for each company based on their needs and policies.
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Avoid asking any questions that are illegal, discriminatory, or offensive.
What To Include On An Employee Information Form
These forms can be customized, but the following information is pretty standard on a form and can form the basis of your questionnaire.
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Employee name
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Employee address
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Employee phone number(s)
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Employee email
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Employee birth date
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Employee social security number
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Employee marital status
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Spouse name and contact information
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Job title/Employee ID#
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Manager/Department
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Emergency contact person and their contact information
Optional information that some companies include revolves around hobbies, interests, favorite charities, information on children, favorite restaurants, favorite snacks, etc. These questions are not vital or necessary but are used to create positive incentives and rewards.
Employee Form Template
This employee form template can be used by your company, but we suggest looking it over carefully in case you want to add some customized information.
Employee Information
Full Name: __________________________________________________________________
Address: ____________________________________________________________________
Home Phone: (_____)____________________ Cell Phone: (_____)_________________
Email Address: ______________________________________________________________
Social Security Number or Government ID: ________________________________
Birth Date: __________________________ Marital Status:________________________
Spouse’s Name: ____________________________________________________________
Spouse’s Employer: ________________________________________________________
Contact information for Spouse:___________________________________________
Job Information
Title: ______________________________ Department: __________________________
Supervisor: _________________________ Location: ____________________________
Work Email: ________________________ Work Phone: ________________________
Start Date: ___________________________ Salary: _____________________________
Emergency Contact Information
Full Name: _________________________________________________________________
Address: ___________________________________________________________________
Home Phone: (_____)__________________Cell Phone: (_____)__________________
Work Phone: (_____)__________________ Relationship: _______________________
Alternate Contact (optional)
Full Name: ________________________________________________________________
Address: __________________________________________________________________
Home Phone: (_____)__________________Cell Phone: (_____)__________________
Work Phone: (_____)__________________ Relationship: _______________________
What Is an Employee Information Form?
An employee information form provides the employer with key details about the employee, such as their name, address, phone number, social security number, and their emergency contact person.
Some employee information forms ask for more information, like vehicle information if a parking permit is required, they might ask about spouses and some of their basic information, and there might be an area that keeps track of their start date, pay, and job title.
These forms can be customized, and now that they’re all computerized, you can add to them and change them easily as people move, get married, and change jobs within the same company.
When To Use Employee Information Forms
Employee information forms are a one-sheet snapshot of the individual, giving human resources quick access to information if they need it. Initially, the information will be critical as the employee is set up on benefits packages, payroll, and other critical pieces for HR.
In many situations, the employee form won’t come into play often, but it’s good to have on hand if the employee ever needs to be reached regarding a work concern or if there is an emergency at work and their emergency person needs to be contacted.
How To Create An Employee Information Form
An information form is a very basic piece of information. You’ll see one template below that can be used as a starting point. There’s no set rule on employee information forms, which means there could be some benefit to customizing one for your company.
Some companies like to have a little more personal information on files, like the employee’s birthday and their favorite snack. This information is great for companies who like to reward their employees on their birthdays by providing their favorite treat.
Other companies like to keep the forms as minimal as possible and don’t want to include any extraneous information. The human resources department and management should discuss what key pieces of data they think are most important.
Tips For Employee Information Forms
The biggest thing to remember when creating an employee information form is to stay away from asking questions that are illegal, could be considered discriminatory, and potentially offensive questions. Examples of things not to ask include information about race, religion, disabilities, pregnancy status, sexual orientation, and nationality.
The best tip here is to have a human resources professional who is well-versed in illegal interview questions create the form. If you still have concerns, then an employment attorney should review the form.
Employee Information Form FAQ
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What is an employee information form?
An employee information form is usually a brief form filled out by new hires. These forms typically ask for basic information, including contact details, emergency contact information, and other general data.
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What should be on an employee information form?
Employee information forms should contain basic information. Most of them want the individual’s name, address, phone, email, birthdate, emergency contact, as well as some basic information on their job.
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How do you gather employee information?
Gathering employee information for the form is done by asking the employee to fill it out. If there are some specifics that the company wants to be done in a certain way, like the job title and the supervisor, that information can be pre-completed by the hiring manager or the human resources representative.
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Who sees the employee information form?
An employee information form has sensitive information and should only be seen by human resources.
The information on this form is typically not information that most employees want to be shared, especially if their social security number is included in the form. There might be an emergency situation where someone else has to access the form to get emergency contact information, but otherwise, this form is strictly for human resources.
References
Author
Kristin Kizer
Kristin Kizer is an award-winning writer, television and documentary producer, and content specialist who has worked on a wide variety of written, broadcast, and electronic publications. A former writer/producer for The Discovery Channel, she is now a freelance writer and delighted to be sharing her talents and time with the wonderful Zippia audience.
