PeopleMuster

Employee information form template

An employee information form collects the details HR needs on one page, the week someone joins. The template below has five sections. The new joiner fills in the first three, and HR or the manager completes the job record, so nothing gets typed twice.

Send it to a new joiner before their first day, and ask the whole team to review theirs once a year. Use it again when someone moves home, changes their name or swaps an emergency contact. Keep bank and pay details on your payroll provider's own form, where they're handled.

EMPLOYEE INFORMATION FORM
[COMPANY NAME]

SECTION 1: PERSONAL DETAILS (employee)
Full legal name: [FULL LEGAL NAME]
Preferred name: [PREFERRED NAME]
Date of birth: [DATE OF BIRTH]
Government ID type and number: [ID TYPE AND NUMBER]
Nationality: [NATIONALITY]
Blood group (optional): [BLOOD GROUP]

SECTION 2: CONTACT DETAILS (employee)
Personal email: [PERSONAL EMAIL]
Mobile number: [MOBILE NUMBER]
Home address: [HOME ADDRESS]
Postal address, if different: [POSTAL ADDRESS]

SECTION 3: EMERGENCY CONTACTS (employee)
Contact 1 name: [EMERGENCY CONTACT 1]
Relationship: [RELATIONSHIP 1]
Phone: [EMERGENCY PHONE 1]

Contact 2 name: [EMERGENCY CONTACT 2]
Relationship: [RELATIONSHIP 2]
Phone: [EMERGENCY PHONE 2]

SECTION 4: JOB RECORD (HR or manager)
Employee ID: [EMPLOYEE ID]
Job title: [JOB TITLE]
Department: [DEPARTMENT]
Reports to: [MANAGER NAME]
Employment type: [ ] Full-time   [ ] Part-time   [ ] Contract   [ ] Intern
Start date: [START DATE]
Work email: [WORK EMAIL]
Work location or shift: [LOCATION OR SHIFT]

SECTION 5: SKILLS AND EXPERIENCE (employee)
Main skills: [MAIN SKILLS]
Languages spoken: [LANGUAGES]
Previous employer and role: [PREVIOUS ROLE]
Anything we should know to support you at work (optional): [SUPPORT NEEDS]

DECLARATION
I confirm the details above are correct, and I'll tell HR when any of them change.

Employee signature: ____________________   Date: [SIGNATURE DATE]
Received by HR: [HR NAME]   Date: [RECEIVED DATE]

What to put in each blank

[PREFERRED NAME]
Ask for the name the person wants on their email, in the directory and on name badges. Using it from day one matters more than it seems.
[ID TYPE AND NUMBER]
Ask only for the ID your own records need. Collecting more personal data than you use gives you more to protect and nothing in return.
[EMERGENCY CONTACT 1]
Ask for two contacts, ideally in different places. A single contact who travels with the employee is no help in an emergency.
[MANAGER NAME]
Name one person. The reporting line drives approvals, the org chart and who gets called when something goes wrong.
[EMPLOYEE ID]
Use a fixed format, such as a short prefix and a number. The ID stays the same when a name or job title changes.
[SUPPORT NEEDS]
Keep this optional and let the employee decide what to share. Store the answer with HR, apart from the directory.

Before you send it

  • Send the form as a fillable document or form tool before day one. Filling it in at a desk on the first morning wastes the most awkward hour of anyone's week.
  • Keep the completed forms where only HR can open them. The directory needs name, title, department and manager; it doesn't need a date of birth or a home address.
  • Ask everyone to check their details once a year. Emergency contacts go out of date quietly, and you only find out when you need one.
  • Collect only the fields you'll actually use. Every extra field is data you have to store, protect and eventually delete.

PeopleMuster keeps each person's code, title, department, manager and join date in one directory, with a profile completion score

Questions people ask about this letter

What should an employee information form include?

Include personal details, contact details, two emergency contacts, the job record (ID, title, department, manager, start date) and skills. The template above covers all five sections on one page, with a declaration at the end.

Who fills in the employee information form?

The new joiner fills in their personal, contact, emergency and skills sections. HR or the manager completes the job record, because they hold the ID, title and reporting line.

How often should employee information be updated?

Update it whenever something changes, and ask everyone to review their details once a year. An annual check catches old addresses and emergency contacts before they matter.

Should bank details go on the employee information form?

Keep bank and pay details on your payroll provider's own form instead. It keeps the most sensitive data in the one system that pays people.

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