Employee information form template

A new employee information form 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.

Use this template

Preview · answers aren’t saved

Legal name (required)

As it appears on your tax and right-to-work documents.

First name

Middle name (optional)

Last name

Name you like to be called

Have you used another name?

For example a name before marriage.

Date of birth (required)

Home address (required)

Street address (required)

Apt, suite, unit (optional)

City (required)

State (optional)

ZIP code

Mobile number (required)

Personal email (required)

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 (required)

Department or team (required)

Start date (required)

Employment type (required)

Your manager

Emergency contact

One person for now. We may send a separate form for more.

Emergency contact’s name (required)

Emergency contact’s mobile (required)

Confirm

Declaration (required)

The details above are correct, and I will tell HR if they change.

Signature

Draw your signature, or choose Type instead to type your name.

18 questions · about 4 min · logic · signature · prefill from the link

No sign-up to start
Unlimited responses on Free

Print it as a PDF Word version

Change the questions in Word, then print.

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: 21 Jul 1994
Home address: 14 Kent Street, Portland OR 97205, United States
Mobile number: +15035550142

and 10 more answers

A sample email with made-up answers.

submitted_at	Legal name	Legal name (First name)	Legal name (Middle name)	Legal name (Last name)	Name you like to be called
23 Sep 2026 09:41	Siobhan Claire Byrne	Siobhan	Claire	Byrne	Shiv

Export to CSV or Excel, or send responses to Google Sheets, Notion, Airtable, Slack or a webhook. All free.

What happens after someone submits

One set of answers from the new starter reaches HR, payroll and Google Sheets.

Submitted
A new starter sends their details

HR and payroll get an email with the details and the job the link filled in.
At the same time

Responses go to Google Sheets, one row per person and one column per question.
Their record is created

The new starter is added to People, so you can tag this month’s starters and email them as a group.

Set this up when you use the template

What this form asks, and why

The last column shows how often real employee information forms ask for it.

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.	6 of 10 forms
Home address Required	Where tax forms and pay stubs 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 checkbox.	3 of 10 forms
Signature	Optional. On 6 of 10 forms, but the checkbox 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 collects it on the official forms and keeps it with pay records.
Bank account numbers. Both UK forms ask. This form never takes bank numbers; payroll’s own process does.
Marital status and dependents. 5 of 10 forms ask marital status. If insurance needs it, ask on the benefits form.

What 10 real employee information forms ask

How many include each field, from forms organizations use today. Part of the Form Field Index.

Name 10 of 10
Home address 9 of 10
Any phone or mobile number 8 of 10
Date beside the signature 7 of 10
Job title, role or position 7 of 10
Government ID number 7 of 10
A signature line or signature field 6 of 10
An "office use only" / payroll-use block 6 of 10

Read September 2026 · US 7, UK 2, India 1 · Sources

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&manager=Sam Lee, plus ?start= with the first day, 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 Password protection in Settings → Access and limits, 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
Employers must complete Form I-9 for every new hire, to verify identity and the right to work. USCIS, Form I-9
US
New hires fill in Form W-4 so the right federal income tax is withheld from their pay. IRS, Form W-4
UK
Without a P45, a new employee fills in HMRC’s Starter Checklist so payroll can work out their tax code. HMRC, Starter Checklist
Australia
New employees give payroll a TFN declaration so the right tax is withheld. ATO, TFN declaration

Questions about this template

What else does a new hire fill in?

In the US, Form W-4 and Form I-9. In Australia, a TFN declaration. In the UK, the P45 from their last job, or HMRC’s Starter Checklist. This form replaces none of them; the official pages are linked above. Staff photos for your website go on a photo consent form.

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. Changes to working hours go on a work availability form.

Is there a UK new starter version?

Pick “UK new starter”: it adds gender for HMRC payroll and asks whether there is a P45.

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?

Not quite the job? One of these may fit, or browse all HR and employee forms.

Staff emergency contact form
For up to three people to call, re-sent each year.
Employment application form
Before an offer: work history, availability and references.
Offboarding form
For the record that closes the file when someone leaves.

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.