Employee Information Form For New Employees (Format And Tips)

By Indeed Editorial Team

Published 1 November 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Employee information helps organisations to keep critical details about every employee in a single accessible place. Many essential activities such as payroll, health insurance and taxation utilise the employees' information from the same database. Knowing about the information form and its importance can help you prepare a concise and practical information form and efficiently manage the employee data you collect. In this article, we discuss what an employee information form is, explore some essential details to include and look at a few frequently asked questions.

What is an employee information form?

An employee information form is a critical human resources (HR) document that every new employee should complete and keep updated. It provides vital personal information on each employee, such as their Aadhaar number, permanent account number (PAN), spouse's contact information and job information such as their position, department, supervisor and start date. The form also asks for emergency contact information, which the employer may use to notify a relative or friend in the event of an injury or emergency.

Why are information forms important?

Information forms always include information about the employee's emergency contact. If any problems emerge, the employer may be confident that they know how to contact someone. When employees fill the form correctly and the organisation stores the data in an accessible way, other departments, such as finance and human resources, can easily access the correct data without repeatedly collecting the details.

Employers may also require contacting former employees after they leave the company, which can be difficult without the information form. It is also beneficial to have this data if there is any conflict regarding the length of someone's employment or the duration they worked in a salary category. The organisation can utilise this to help with any legal issues that may occur. Analysing various critical data from information forms can help the management to efficiently plan some key employee benefits, such as pickup and drop service.

What to include in an information form

An information form is a formal document that usually contains four to six sections. This form can vary slightly depending upon the organisation and the local laws. While creating the form, avoid any information an employee may view as discriminatory, such as race, sex, religion and disabilities. A standard information form for employees includes the following sections:

Personal information

In this section, an employee provides personal data, such as their full name, address, phone numbers, email address, birth date and marital status. It also includes their Aadhaar number, PAN and the contact details of their spouse or family members. Depending upon the type of organisation, some of these personal details may be accessible to various departments of the organisation.

Job information

This section includes critical employment information, such as an individual's position, department, employee ID, supervisor, work location, work email address, work phone number, start date and salary. These are crucial details and often require referencing when deciding on a promotion or any particular employee benefit. The organisation updates the employee data when the employee earned a promotion or gets an assignment to a different department.

Emergency contact details

In this section, an employee provides the contact details of their spouse or a relative whom the company can contact in an emergency. In some organisations, there can be a separate employee emergency contact form. When and how the organisation uses these contact details can vary depending upon its emergency contact policies.

Health information

Often, companies may also ask employees health-related questions to determine potential allergies and special health requirements. These details are also helpful if employees are receiving health insurance through the company. Many workplaces also employ an in-house doctor. Having a piece of central, accessible health information helps the doctor to handle any emergency case.

Additional details

Some employers may also ask that employees mention interests and hobbies to ascertain what projects an employee may be interested in pursuing. Such data can help HR to plan more useful leisure activities for employees. Gathering additional personal information, such as birth date, also enables employers to congratulate employees on important dates, adding to employee morale.

Related: Why Is Human Resources Important To Every Organisation?

Information form template

Here is a template of a standard information form for employees:

Your Company Name Address
Contact info

Employee information

Name:
Address:
Phone number:
Mobile number:
Email address:
Aadhaar or Government ID:
PAN:
Birth date:
Special interests (optional):
Learning institution(s):
Marital status:
Spouse's name:
Spouse's employer:

Job Information

Title:
Employee ID:
Department:
Supervisor:
Work location Email address Work number Start date Salary:

Emergency contact information

Name:
Address:
Work number:
Contact number:
Relationship:
Health conditions (optional):

Related: Guide: How To Write A Welcome Message For A New Employee

Example of an employee information form

Here is an example of a completed information form:

Wavewood Hotel, New Delhi
#10, Mahatma Gandhi Road, Mohan Enclave, Saket, New Delhi, Delhi 110021
011 1234 1234

Employee information

Name: Rakesh Kumar
Address: #22, D - Block, Shiv Vihar, Dwarka, New Delhi, 110059
Phone number: 011-234-5678
Mobile number: +91 9999888777
Email address: rakesh@email.in
Aadhaar or Government ID: 9876 5432 1098
PAN: DKBPS1234L
Birth date: 23/11/1998
Special interests (optional): Chess, Snooker
Learning institution(s): Indian Institute of Management, New Delhi
Marital status: Married
Spouse's name: Priya Singh
Spouse's employer: N/A

Job information

Title: Sales Manager
Employee ID: WAVE0920111234
Department: Sales
Supervisor: Ravinder Singh
Work location: Saket, New Delhi
Email address: rakesh.kumar@wavewood.hotels
Work number: +91 9998887777
Start date: 20/11/2021
Salary: ₹80,000 per month

Emergency contact information

Name: Priya Singh
Address: #22, D - Block, Shiv Vihar, Dwarka, New Delhi, 110059
Work number: N/A
Contact number: +91 9999888777
Relationship: Wife
Health conditions (optional): Pre-diabetic

Tips for creating an information form

Here are some tips to help you create an effective information form for employees:

  • Clarity: Keep the information form and instructions straightforward and easy to understand.

  • Standard format: Create a common form for all employees. When new hires join, ensure they complete the form.

  • Logical order: Ensure the form follows a logical order that most people are used to completing.

  • Safe storage: Use cloud-based HR software and work with your information technology (IT) or data privacy professional to ensure you follow safe data practices for storing sensitive personal information. Ensure you learn all local and international laws, if applicable, regarding personal information.

  • Regular updates: As new employees joins, ensure they complete the information forms within a few days. When possible, request that employees review forms every six months or annually.

  • Data accessibility: Ensure that the appropriate parties, such as your HR team and the employee's manager, can access data.

  • Be transparent: Only ask for information that the business requires. Let employees know the organisation would not disclose their information to unauthorised company members.

Related: Essential Areas Of Improvement For Employees (With Tips)

Frequently asked questions

Here are answers to frequently asked questions you may have about information forms:

When does an employee fill in the information form?

Ideally, employees may fill the form within a few days of joining the organisation once the essential details such as work number, supervisor name and employee number are final. While filling the form, also ensure the employee knows how they can update their information in case of a change in any details, such as an address update or any contact detail update. Keeping the employee information up-to-date is as important as filling the form.

What is the difference between an information form and an application form?

An information form is a document that a new employee completes, whereas an application form is a document that an individual completes when applying for a job role. An information form may ask for more personal details, which are not typically asked in an application form. Also, an application form focuses more on work experience and skills, but those details are not usually part of an information form.

Related: What Is An Applicant Tracking System? Definition And Tips

How does a company store employee information?

Employers can ensure that they follow all applicable data privacy rules, such as The Information Technology Act, 2000. International laws differ and if you are a global firm, ensure compliance with employee forms for specific nations. The forms may include a statement about how they store and use personal information. The organisation's responsibilities extend to non-employee groups such as job candidates, independent contractors and consultants under data privacy regulations.

Related: Guide: What Does The IT Department Do In A Business?

Who has access to the employee information collected from the information form?

Employers routinely share personal information about their employees with third parties, such as the income tax department. During a reference check, the organisation may share information about a prior employee to a prospective employer. The organisation may not share an employee's private information inappropriately without the consent of the employee. Inside the organisation, the various relevant departments such as payroll, finance or legal have access to limited employee information essential for performing their duties.

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