New Employee Forms: Tips and Best Practices

An important part of the onboarding process for new hires is obtaining important information from them, including employment eligibility and contact details. You can also distribute documents that help the employee get acquainted with your company. Creating templates and checklists for your onboarding process ensures that you collect the right details from new employees.

 

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Related: How to Hire Employees: A Step-by-Step Guide

 

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A list of new hire forms 

This list includes new employee forms that are typically distributed during an onboarding process:

  • Employee information form
  • Form W-4 (federal income tax withholding)  
  • Form I-9  (employment eligibility verification)  
  • Job application form  
  • Employee handbook  
  • Background check forms  
  • Direct deposit form  
  • Confidentiality agreement  
  • Offer letter  
  • Benefits  

 

Employee information form 

An employee information form gathers personal and emergency contact details. Information you need to collect includes:

  • Full name
  • Mailing address
  • Phone number
  • Email address
  • Job title
  • Starting salary

Collecting this basic information is essential for record-keeping, employee performance evaluations, providing references and a number of other functions. 

For emergency contact information, you will need the person’s full name, relationship to the employee and phone number. To be thorough, you can also ask for a second phone number and address. 

Encourage employees to update their employee information if they make any changes. Additionally, update their records if they receive a raise or change their job title so you have accurate details. 

 

Form W-4 (federal income tax withholding) 

Employees complete a Form W-4 to indicate to their employers how much money they want withheld from their paychecks for federal government taxes. Instructions for completing the form are included with the W-4.  Employers should keep the latest copy in their records. 

 

Form I-9 (employment eligibility verification) 

Form I-9 confirms eligibility for employees to work in the United States. An employee fills out a section on identifying information and presents corresponding documentation, such as a driver’s license, passport or Social Security card. 

You need to verify your new hire’s documentation. Check that it’s not expired and verifies the information they listed on the I-9. Make copies for your records. To streamline this process, contact the new hire before their first day and ask them to bring the correct documents. A list of acceptable documents is included in the I-9 instructions. 

 

Job application form 

All new employees should complete job application forms. Applications should include fields for a new hire’s contact details, education and employment.

 

Employee handbook 

An employee handbook should provide a complete listing of your company’s procedures and policies. Give your new hire access to the employee handbook by including a physical copy in their onboarding packet or sending them a link to an electronic document. Have all new hires sign their employee handbooks to confirm they’ve received and acknowledge your company’s policies. 

 

Background check forms 

If you perform background checks for new employees, ask new hires to complete and sign forms giving permission to investigate their backgrounds. Depending on your business, you may need to check criminal records, driving records, or employment and education history. Ensure your background check form is clear so new hires know what you intend to review. 

 

Direct deposit form

A direct deposit form authorizes a company to deposit paychecks into employee bank accounts. The employee may opt out of filling out this form to receive a check each pay period instead. Add your payment schedule to this form so employees know when to expect a paycheck or deposit. 

 

Confidentiality agreement

You may add an employee agreement which could include a confidentiality clause or a non-disclosure agreement. A confidentiality clause limits the information an employee can share with the public. It could also restrict former employees from seeking employment with competitors for a specified period. Discuss terms with the employee before requesting their signature. 

It’s not mandatory to have a confidentiality agreement as one of your new employee forms. Use a confidentiality form if you need to safeguard information to protect your company’s intellectual or other assets. 

 

Offer letter

Add a signed copy of the offer letter in the onboarding documents so you can review the information with the new hire. Confirm items like salary, commission structure, benefits, paid time off and contract terms. 

 

Benefits 

Include forms for employee benefits, such as health insurance and retirement plans. If there’s a waiting period before new hires can enroll in benefits programs, inform them of details during onboarding, then notify them when they’re eligible to enroll. 

Related: How to Grow Your Business

 

New employee form tips

Here is a list of tips to review before you create new employee forms:

  • Make sure the employee signs all applicable forms. In addition to confirming information is accurate, employees must sign forms to make their agreements official in addition to confirming their information is accurate. Use your checklist to ensure signatures and required documentation has been collected.
  • Give employees their Form W-2s promptly. A Form W-2 gives employees the information they need to file their taxes, such as the amount withheld by the federal government and their EIN. Distribute W-2s quickly to ensure employees can file taxes in a timely manner. 
  • Email new employee forms. Email the forms they need to fill out a few days in advance so employees can complete documents prior to onboarding and training. 

 

New employee form template

Create templates for employee forms to make onboarding easier. Here’s a template you can tailor for your business. 

 

Personal Information

First Name: 

Middle Initial: 

Last Name: 

Home Address: 

City: 

State: 

Zip Code: 

Primary Phone Number: 

Secondary Phone Number:

Email Address: 

Social Security Number: 

Birth Date:

 

Employment Information

Position Title: 

Employee ID Number: 

Manager’s Name: 

Current Department: 

Work Phone Number: 

Work Email: 

Employee Start Date: 

Salary:

 

Emergency Contact Information

Contact’s First Name:  

Middle Initial: 

Last Name: 

Address: 

City: 

State: 

Zip Code: 

Primary Phone Number: 

Secondary Phone Number: 

Relationship to employee:

 

New employee form example

Review a completed example of an employee information form:

 

Personal Information

First Name: Brenda 

Middle Initial: S.

Last Name: Casey

Home Address: 321 1st Avenue South

City: St. Petersburg 

State: Florida

Zip Code: 33711

Primary Phone Number: 727-568-3805

Secondary Phone Number: N/A

Email Address: bcasey@email.com

Birth Date: 7/2/1978

 

Employment Information

Position Title: Accounting Manager

Employee ID Number: E7-S2-O1JK

Manager’s Name: Jeff Jackson

Current Department: Accounting 

Work Phone Number: 727-774-3321

Work Email: bcasey@flaccountingsystems.com

Employee Start Date: January 30, 2020

Salary: $72,000 annually 

 

Emergency Contact Information

First Name: John

Middle Initial: A.

Last Name:  Casey

Address:  285 Spruce Street 

City: Tampa

State: Florida 

Zip Code:  33607

Primary Phone Number:  813-476-0035

Secondary Phone Number: N/A

Relationship to employee: Brother

 

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