What are new employee forms?

New employee forms are documents that new hires must complete before starting with the company. These documents are designed to track the employee’s hire date, tax information, direct deposit and compensation package details.

New employee forms include state-mandated compliance documents as well as company-specific new-hire paperwork, such as nondisclosure agreements or noncompete agreements.

“Employee forms are an important source of verification for maintaining accurate HR data about your workforce. Create a checklist of what forms your company will use to ensure consistency for all employee files.”

—Joe Scotto, HR leader

Common new employee forms

There are many types of new employee forms. Not every organization will utilize all of these forms. Some employers may also require additional new-hire forms, including those mandated by government regulations or internal forms, depending on the employee and the position. For example, an employee under the age of 18 may require state-approved working permits.

Here are some of the most common types of new hire forms:

• Employee application
• Results of a background check
• Offer letter
• Equal opportunity data form
• Employee contract
• Form W-4
• Form I-9
• Nondisclosure agreement
• Noncompete agreement
• Direct deposit form

Types of new employee forms

The following list outlines the three main categories and most common types of new employee forms:

Federal and state new employee hire forms

Equal opportunity data (EEO) form

An equal opportunity (EEO) data form is a voluntary self‑identification form employers may use to collect demographic information and assess the fairness of their hiring practices. Many employers include the EEO-1 Survey in the application process via a digital form.

Form W-4

Form W-4 is an employee’s withholding certificate used to tell an employer how much federal income tax to withhold from a worker’s paycheck. According to the IRS, new employees must complete Form W-4 before receiving their first paycheck. The Form W-4 includes information, such as their legal name, filing status, dependents and withholding amount.

Some employees may choose to withhold a larger amount of taxes, and this is the form they will use to request that. Many states require unique tax withholding forms in addition to Form W-4.

Form I-9

Form I-9, also referred to as an Employment Eligibility Verification Form, is used “to verify the identity and employment authorization of individuals hired for employment in the United States.” The United States Citizenship and Immigration Services (USCIS) may require employers to retain this document or request additional information or documents from the employee.

Depending on the information provided in the I-9, the employer may be required to request a work visa or additional credentials. I-9 documents are to be kept separate from an employee’s personnel file.

Employee benefits documents

Any employer that offers formal employee benefits, such as health insurance or retirement plans, may be required to document them internally and for tax purposes. This may not apply to small or informal perks (like free coffee, occasional meals or social events).

These benefits can vary by company and type, but the most common benefits documents may include:

• Health insurance
• Life insurance
• Retirement
• Beneficiary documentation

New hire reporting

New employee hire forms typically include reporting documents, as federal law requires employers to report new hires to the relevant state agency within 20 days. Some states may require reporting in a shorter timeframe.

Internal new employee forms

Employee application

An application for employment form or job application form typically includes fields such as name, address, contact information, previous experience and education. Some employers may also request references on the employment application.

Many organizations retain an applicant’s application after they are hired, making it part of the official employee file. If an applicant is not hired, this form may be stored by the employer.

Employment contract

An employment contract is a signed agreement between an employer and an employee. The employment contract outlines the position’s requirements and expectations, ensuring both parties are clear on the agreement. The employment contract may also include information about temporary employment if the employee is hired on a temporary basis.

Offer letter

An offer letter is the document that follows the employer’s agreement to hire the candidate. While an employer might initially make a verbal offer, it’s important to follow up with a written offer letter.

The written offer letter includes key details of the employee’s terms of employment, such as their start date, pay rate and any additional benefits. If the employee agrees to the offer letter’s terms, they will sign and return it to the employer for inclusion in their employee file.

Results of the background check

Some employers require a background check for new employees. If a background check is completed and the employee is hired, the results may be included in the employee’s file.

Direct deposit form

Many employees prefer to receive payment directly deposited into their bank accounts. A direct deposit form authorizes the employer to automatically deposit funds into the employee’s bank account. It also permits them to store the bank information. To complete this process, the employer requires a direct deposit form on record.

Policy acknowledgment forms for employees

Nondisclosure agreement

A nondisclosure agreement, also known as an NDA or confidentiality agreement, is used to protect proprietary information within an organization. New employees will often have access to an organization’s business plans, employee contacts, client information and other proprietary information.

A nondisclosure agreement requires the employee to agree to confidentiality, whether they continue employment with the organization or not.

Noncompete agreement

Similar to an NDA, a noncompete agreement protects an organization from employees who may leave the business to work for another in the same industry. Working for a new company that is a direct competitor of the previous employer could be considered a conflict of interest.

A standard noncompete agreement prevents an employee from working for a direct competitor for a specified period and within a defined geographic area. Many states prohibit the use of these agreements, so check with your state or legal team before using them.

Employee handbook acknowledgment

Many businesses maintain an employee handbook that outlines company policies, guidelines, and other information for new hires. It might also contain important information concerning safety and legal liability.

It’s best practice for companies to require employees to acknowledge the handbook’s information, including each time a policy changes or a new policy is added. This helps ensure all new hires are aligned and understand the key information needed to succeed in their new roles.