What is an employee information form?
An employee information form is an internal document used to record key details about a staff member. It helps employers track personal and professional information, such as contact details, job titles, start dates and emergency contacts. These forms are useful for a range of administrative needs, such as responding to reference checks, managing employee records and preparing internal reports.
Maintaining accurate, up-to-date employee information also helps ensure compliance with recordkeeping requirements and supports efficient HR processes. Employers should store these forms securely and retain them for a defined period based on applicable regulations.
Common fields on an employee information form include:
- Full legal name
- Mailing address and phone number
- Job title and department
- Social Security number
- Employment start date
- Salary or compensation details
- Emergency contact information
- Educational and professional history
When to use employee information forms
Employee information forms typically serve as a central resource for employee details in both routine operations and urgent situations. For example, if an employee is injured or becomes ill at work, these forms provide emergency contact information that can support a timely response. They also offer alternate ways to reach an employee if immediate contact is needed outside of regular channels.
On a day-to-day basis, employee information forms support HR operations by offering quick access to job titles, start dates, employment status and verification documents. Employers are responsible for ensuring the accuracy of this information and retaining the necessary forms in compliance with federal guidelines.
These forms can also support onboarding, performance tracking and internal reporting, helping HR teams manage employee records efficiently throughout the employee life cycle.
How to create an employee information form
An employee information form should include the essential details. Whether you’re building a template for HR files or preparing a checklist for new hires, consider the following sections:
1. Personal details
Collect basic identification and contact information first. Include fields for full legal name, preferred name, home address, date of birth, phone number and personal email. This section helps ensure you can reach the employee quickly and accurately if needed.
2. Professional background and training
Rather than focusing solely on formal education, create space for employees to share relevant training, certifications, courses or other learning experiences that support their role. You might include optional fields for degrees or diplomas, but consider emphasizing hard and soft skills to support a more inclusive, skills-based workforce.
3. Work history
Ask employees to provide a brief overview of previous employment. Include fields for company names, job titles, dates of employment and a short summary of responsibilities or accomplishments. Consider making this section optional.
4. Government-issued identification and other data
Include fields for the employee’s Social Security number, which is required for tax reporting and verification. If relevant to your industry or location, you may also collect military service status, professional licenses, visa or work authorization details or other identifiers that support legal compliance or internal tracking.
Before collecting sensitive information, make sure your form complies with applicable data protection laws and internal privacy policies. Clearly communicate how the information will be used, stored and secured.
Tips for employee information forms
To ensure your employee information forms are effective, easy to use and secure, consider the following best practices:
- Use clear language. To help ensure employees complete the form accurately, avoid overly technical terms and include brief explanations or examples if a section may be unclear. Consider using
- Standardize your format. Use a consistent template for all employee information forms across your organization to help streamline comparing, retrieving and updating records. If you’ve updated your form layout or fields, ensure that legacy employee data is migrated or mapped to the current format to maintain consistency and completion.
- Organize logically. Consider organizing your form in a logical, easy-to-follow sequence by grouping related information together. For example, keep contact details in one section, job-related information in another and emergency contacts at the end. A clear layout may reduce confusion and save time for both the employee and HR.
- Secure employee data. Employee information often includes personal and sensitive data, such as phone numbers, Social Security numbers and emergency contacts. Store this information using secure, encrypted systems. Ideally, use a cloud-based HR platform with access controls and audit logs. Follow your company’s security policies to ensure your practices align with local, state and federal data protection laws.
- Keep records up to date. Ask new employees to complete the form within their first few days. Since job titles, addresses and emergency contacts can change over time, consider requesting that employees review and confirm or revise their information annually or when experiencing a life change, such as marital status or relocation.
- Ensure appropriate access. Consider allowing role-based access for HR teams, direct supervisors and the employees themselves, allowing them to access to the employee information form, provide updates and help ensure privacy.
- Collect only what you need. Limit your questions to job-relevant information. Avoid asking for unnecessary personal details or anything that might violate privacy laws. Be upfront about how the information will be used, who will have access to it and how long it will be stored. This transparency builds trust and encourages employees to provide accurate, timely information.
Employee information form template
Here is a template you can use to create an employee information form for your own organization:
| Section | Field | Notes |
|---|---|---|
| 1. Personal Details | Full legal name | Include middle name if applicable |
| Preferred name | Optional, if different from legal name | |
| Date of birth | Required for identification and verification | |
| Home address | Street, city, province, postal code | |
| Personal phone number | Primary number for contact | |
| Personal email address | For communication outside work hours | |
| Emergency contact name | Should not be the employee | |
| Emergency contact relationship | e.g., spouse, sibling, parent | |
| Emergency contact phone number | Primary contact in case of emergency | |
| 2. Professional Background and Training | Relevant certifications or training | List any industry-recognized credentials or in-house training completed |
| Key job-related skills | Focus on practical or technical abilities relevant to the current role | |
| Languages spoken (if relevant) | Optional, especially if applicable to the position | |
| Degrees or diplomas (optional) | Capture only if employee chooses to include them | |
| 3. Work History | Most recent employer | Include company name |
| Job title | Most recent or most relevant role | |
| Employment dates | Month and year format preferred | |
| Brief summary of responsibilities | Focus on transferrable skills and impact | |
| Additional past roles (optional) | Space to list earlier jobs if applicable | |
| 4. Government-Issued Identification and Other Data | Social Security number | Required for tax and payroll; store securely |
| Work authorization status | e.g., citizen, permanent resident, visa holder | |
| Professional licenses or registrations | Required only if relevant to job duties | |
| Military service status (if applicable) | Optional, only if relevant to employer’s requirements | |
| 5. Optional Information | Health accommodations or conditions | Only if voluntarily disclosed and job-relevant; do not require a response |
| Special interests or hobbies | Optional; can be useful for engagement or internal events | |
| Additional notes | Space for the employee to provide anything else they’d like the employer to know |
Employee form sample
Here is a sample of a completed employee information form:
| Full name | Chuck Ferris |
| Phone Number | 304-555-0192 |
| Address | 3327 Garden Street |
| Email address | chuckferris@email.com |
| Emergency contact details | Ellen Lu |
| Learning institution(s) | Acme University |
| Job positions held | Regional Sales Manager |
| Last position held | Regional Manager |
| Health conditions (optional) | N/A |
| Special interests/skills | Coding in C+ and Python |
Employee Information Form Template for PDF & Excel
Check out our employee info form template for keeping up-to-date information on your employees.
