Employee information form template
A new starter’s legal name, contact details, job and one emergency contact. No ID numbers.
HR form templates and employee forms
HR and employee forms
HR forms create records you may need to rely on later, so they have to be accurate, dated and signed, and they leave out what an employer should not hold. These employee forms cover a working life, from a new hire’s details and emergency contacts to time off, absences, warnings and a final separation record. Bank and tax numbers stay in your payroll system.
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Emergency contact form template
Up to three people to call, an optional health note, evacuation help and a signature.
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Employee availability form template
When shift staff can work: a tap per day, hours where needed, weekly hours and commitments.
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Absence form template
Report a day already missed: dates, type, who was told and when. No medical details.
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Return to work form template
A provider’s release: work status, restrictions and a return date. No diagnosis.
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Disciplinary action form template
A write-up: the facts, the action, what must change, and both signatures.
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Employee termination form template
The separation record: type and reason, rehire, final pay, benefits, equipment and access.
Which one do you need?
Each template is built for one job. Start from the closest and change the rest in the editor.
- A new hire’s personal details Employee information form template
- An employee updating their details Change of details form
- A new starter in the UK UK new starter form
- Who to call if something happens at work Emergency contact form template
- Emergency contacts for students or participants Student emergency contact form
- Next of kin details in the UK Next of kin form
- Shift workers telling you when they can work Employee availability form template
- Student workers around their classes Student availability form
- A monthly calendar for on-call and home care staff Monthly availability calendar
- An employee absence report after a missed day Absence form template
- A parent’s note for a school absence School absence note
- A manager’s log of call-ins Absence call-in log
- Clearing someone to come back after illness or injury Return to work form template
- A return-to-work interview (UK and Ireland) Return to work interview form
- An employee write-up (disciplinary action) Disciplinary action form template
- Coaching or a verbal warning Verbal warning form
- A disciplinary record in the UK (Acas) UK disciplinary form
- Recording the end of employment Employee termination form template
- An employee resigning Resignation form
- Offboarding, with equipment and access returned Offboarding clearance form
Other forms for staff
- Hiring for a job Job application form template
- Staff asking for time off Time off request form template
- An accident, injury or near miss at work Workplace incident report
- Honest feedback from staff or leavers Anonymous feedback form template
- Paying staff back for expenses Expense reimbursement form
- Recruiting volunteers Volunteer application form template
What HR and employee forms have in common
The details they ask for most often.
Each figure is the share of 91 HR and employee forms in the Form Field Index that ask for it.
Questions about HR and employee forms
Should these forms collect bank details or tax ID numbers?
No. Payroll details belong in your payroll system, which is built to secure them. These templates leave them out and say so on the form.
Can the employee and the manager both sign?
Yes, where the record needs both. The disciplinary action form has the supervisor’s signature, then the employee’s, with a box for when the employee declines to sign. The return-to-work form has the provider’s and the employee’s. The termination form is the manager’s record, so only the manager signs; in its resignation version the employee signs. The teacher observation form has the evaluator’s and the teacher’s. Every response is timestamped when it is submitted.
Do these replace government new-hire forms?
No. They sit beside them. In the US a new hire still completes the IRS Form W-4 and the USCIS Form I-9; in the UK, a P45 or the HMRC starter checklist; in Australia, a tax file number declaration. Use the official versions of those.
Can I restrict who can open an internal form?
Yes. Add a password in Settings so only people who have it can respond, and share the link on your intranet or staff channel. The same suits staff requests, such as a travel authorization form or a purchase requisition.
Can staff give feedback on training?
Yes. The training course evaluation form rates a whole course, and the workshop evaluation form rates a single session. Both come with anonymous responses turned on.