Employee information form template
Collect a new starter’s own details for the HR file: legal name, how to reach them, the job they are starting and one emergency contact, with no ID or bank numbers.
18 questions · about 4 min · logic · e-signature · prefill from the link
- No sign-up to start
- Unlimited responses on Free
Legal name
As it appears on your tax and right-to-work documents.
Name you like to be called
Have you used another name?
For example a name before marriage.
Date of birth
Home address
Mobile number
Personal email
Until your work account is set up.
Your job
HR has filled in most of this from your offer. Tell us if anything is wrong.
Job title
Department or team
Start date
Employment type
Your manager
Emergency contact
One person for now. We may send a separate form for more.
Emergency contact’s name
Emergency contact’s relationship to you
Emergency contact’s mobile
Confirm
Declaration
Signature
What you get back
Every response lands in your results the moment it is sent. Turn on email notifications and each one arrives like this, and the same answers become a row in your spreadsheet.
From PulseFormCreator
Subject New response to Your details
- Legal name
- Siobhan Claire Byrne
- Name you like to be called
- Shiv
- Have you used another name?
- No
- Date of birth
- 1994-07-21
- Home address
- 14 Kent Street, Newtown NSW 2042, Australia
- Mobile number
- +61423555871
and 10 more answers
| submitted_at | Legal name | Legal name (First name) | Legal name (Middle name) | Legal name (Last name) | Name you like to be called |
|---|---|---|---|---|---|
| 2026-09-22T09:41:00.000Z | Siobhan Claire Byrne | Siobhan | Claire | Byrne | Shiv |
The first 6 of 34 columns. Export to CSV or Excel, or send each response to Google Sheets, Notion, Airtable, Slack or a webhook as it arrives, all on the free plan. The answers above are made up.
What this form asks, and why
The last column shows how many of the 10 real employee information forms we read ask the same thing.
| Question | Why it is there | Real forms |
|---|---|---|
| Legal name Required | Asked on 10 of 10 forms. Split into parts so payroll can match it to tax and right-to-work documents. | 10 of 10 forms |
| Name you like to be called | Our addition: payroll gets the legal name, the team gets the one people use. | Our own recommendation |
| Have you used another name? | Lets payroll match older records. 4 of 10 forms ask for a previous name. | 4 of 10 forms |
| Previous name Only when “Have you used another name?” is Yes | Shown after Yes. | 4 of 10 forms |
| Date of birth Required | Payroll and benefits need it; GOV.UK lists it for UK payroll. | 6 of 10 forms |
| Home address Required | Where tax forms and payslips go, asked on 9 of 10 forms. | 9 of 10 forms |
| Mobile number Required | The way to reach someone who has no work number yet. | 8 of 10 forms |
| Personal email Required | Onboarding links before a work account exists. | 5 of 10 forms |
| Job title Required | Filled in from the link, so the new starter checks it instead of guessing. | 7 of 10 forms |
| Department or team Required | Filled in from the link. Routes the record to the right manager. | 5 of 10 forms |
| Start date Required | Payroll’s first period. | 5 of 10 forms |
| Employment type Required | Decides leave, accruals and benefits eligibility. | 5 of 10 forms |
| Your manager | Optional: who to ask on day one. | 1 of 10 forms |
| Emergency contact’s name Required | One contact for now; the emergency contact form collects more. | 4 of 10 forms |
| Emergency contact’s relationship to you Required | Who the caller will be speaking to. | 3 of 10 forms |
| Emergency contact’s mobile Required | The number to call. | 4 of 10 forms |
| Declaration Required | The accuracy statement and the promise to report changes, in one tick. | 3 of 10 forms |
| Signature | Optional. On 6 of 10 forms, but the tick and the submission time already record the declaration. | 6 of 10 forms |
What we left out
- Social Security, TFN or National Insurance number. 7 of 10 forms ask for one. Payroll’s own secure onboarding collects it on the W-4, the TFN declaration or the P45, and keeps it with pay records.
- Bank account and sort code. Both UK forms put them beside the address. This form never takes bank numbers: payroll’s bank-details process does.
- Marital status and dependants. 5 of 10 forms ask marital status. If insurance needs it, ask on the benefits form after the offer is accepted.
What 10 real employee information forms ask
In September 2026 we read 10 employee information forms that organisations use today (US 7, UK 2, India 1) and recorded every field. This is how often each one appears. It is part of the Form Field Index.
The 10 forms we read
- Utah State University, Student Affairs Business Services · university department, US
- Wallace Community College Selma · community college, US
- Chelsea and Westminster Hospital NHS Foundation Trust · NHS trust (hospital), UK
- Independent Parliamentary Standards Authority (IPSA) · public body (payroll for MPs' staff), UK
- San José-Evergreen Community College District · community college district, US
- Washington College · college, US
- Jackson County, Illinois · county government, US
- StaffScapes · PEO (HR outsourcing firm), US
- FRM (PEO, Sarasota, Florida) · PEO (HR outsourcing firm), US
- Government of Himachal Pradesh (Personnel Management Information System) · state government, India
How the form changes as people answer
Most people see a shorter form. These questions and screens only appear when an answer calls for them.
-
When “Have you used another name?” is Yes
shows “Previous name”
Make it yours
-
Send each new starter their own link
Add ?role=Café supervisor&dept=Front of house&start=2026-11-02&manager=Sam Lee and the job section arrives filled in.
-
Match responses to your HR record
Add ?employee_id=E1042. The number is saved with the response as a hidden field; the employee never sees it.
-
Keep the link private
Turn on Settings → Password protection and put the password in the offer email.
Good practice and the law
This is general information, not legal advice. Rules differ by country and state, so check anything important where you operate.
- US
Every employer must complete Form I-9 for each new hire. This form does not replace it. USCIS, Form I-9
- UK
Payroll needs date of birth, gender, full address and start date, plus the P45, or a Starter Checklist when there is none. GOV.UK, get employee information
- Australia
Once someone is employed, a private employer’s records about them are exempt from the Privacy Act 1988. While they are still an applicant, they are not. OAIC, employment
Questions about this template
Why is there no box for a Social Security or tax file number?
Only payroll needs it, and payroll collects it on its own secure form and stores it with pay records. The thank-you screen tells new starters that form is coming.
Does it replace the I-9 or HMRC’s Starter Checklist?
No. It collects personal details. The UK new starter preset asks whether there is a P45 and, if not, ends by pointing to the Starter Checklist.
Can current staff use it to update their details?
Pick “Change of details” above the preview. It asks what is changing, shows only those questions, and records when the change takes effect.
Does the new starter have to type their job details?
No. HR fills them in through the link and the new starter only checks them.
Which form do you need?
The employee information form is one of the hr & employee forms. If it is not quite the job, one of these may be.
- Emergency contact form template
For up to three people to call, re-sent each year without touching payroll details.
- Job application form template
Before an offer: work history, availability and references.
- Employee availability form template
For shift workers telling you which days and hours they can work.
Start with the employee information form template
Open it in the editor, name your payroll contact on the thank-you screen and send each new starter their own link.
Updated 22 September 2026. Evidence read September 2026 from 10 real forms.