New Employee Information Form: Free Template for New Hires
Quick Answer
A new employee information form collects the details you need to set up a new hire: legal name, contact information, address, start date, job title, pay rate, payroll and direct deposit details, tax forms, emergency contacts and acknowledgments. Collect it after the job offer is accepted, separately from the job application. Store it securely with limited access, keep sensitive items like Social Security numbers and bank details protected and ask employees to update their information when it changes.
A new hire starts Monday. You need their address for payroll, their bank information for direct deposit, someone to call in an emergency and a handful of tax and employment forms. Without a standard new employee information form, details get scattered across texts, emails and sticky notes, and something always gets missed.
This guide includes a free new employee information form, explains what to collect and what to leave off, how to keep employee information secure and how it fits with your other onboarding paperwork.
Note: This is general information, not legal or tax advice. Required new hire paperwork varies by state. Check with your payroll provider, accountant or state agencies.
Job Application vs. New Employee Information Form
| Job application | New employee information form | |
|---|---|---|
| When | Before hiring | After the offer is accepted |
| Purpose | Decide who to hire | Set up payroll, records and contacts |
| Sensitive info | Avoid | Collected securely as needed |
| Examples | Work history, availability | Bank details, emergency contacts, tax forms |
Keep these separate. Information like Social Security numbers and bank details shouldn't be collected on a job application. See the job application form.
Free New Employee Information Form
[Company Name] New Employee Information
Please complete and return this form before or on your first day. Information is kept confidential and used only for employment purposes.
1. Personal Information
| Field | Answer |
|---|---|
| Legal first, middle and last name | |
| Preferred name | |
| Home address | |
| Mailing address (if different) | |
| Personal phone | |
| Personal email |
2. Job Information (completed by employer)
| Field | Details |
|---|---|
| Job title | |
| Department or location | |
| Start date | |
| Supervisor | |
| Status | ☐ Full-time ☐ Part-time ☐ Seasonal |
| Classification | ☐ Nonexempt ☐ Exempt |
| Pay rate | |
| Pay frequency | |
| Employee ID |
3. Payroll and Direct Deposit
| Field | Answer |
|---|---|
| Payment method | ☐ Direct deposit ☐ Paper check ☐ Pay card |
| Bank name | |
| Routing number | |
| Account number | |
| Account type | ☐ Checking ☐ Savings |
Many businesses use a separate direct deposit authorization form, collected through their payroll system, so bank details aren't on a paper form passed around the office. Some states have rules about requiring direct deposit, so check before making it mandatory.
4. Emergency Contacts
| Name | Relationship | Phone | Alternate phone |
|---|---|---|---|
For a standalone version, see the employee emergency contact form.
5. Forms and Acknowledgments
| Item | Completed |
|---|---|
| Form W-4 | ☐ |
| State withholding form (if required) | ☐ |
| Form I-9 | ☐ |
| Employee handbook acknowledgment | ☐ |
| Required state new hire notices | ☐ |
| Confidentiality or other agreements (if used) | ☐ |
| Benefits enrollment (if eligible) | ☐ |
6. Signature
I confirm that the information on this form is accurate. I will notify [Company] of any changes to my contact, emergency contact or payroll information.
Employee signature: __________ | Date: ______
Tax Forms: W-4
The IRS says employees complete Form W-4 so that the employer can withhold the correct federal income tax from their pay. Collect a W-4 from each new employee before their first payroll. Many states have their own withholding forms. See Form W-4: what employers need to know.
Form I-9
Form I-9 verifies identity and work authorization. USCIS says the employee completes Section 1 no later than the first day of work for pay, and the employer completes Section 2 no later than the third business day after the employee starts work for pay. Keep I-9s separate from personnel files, and don't staple copies of documents to the employee information form.
New Hire Reporting
Employers are required to report new hires to their state. The information usually comes from the W-4 and your new employee information form. Deadlines and methods vary by state. See new hire reporting requirements.
What Not to Collect
- Medical information, except as needed for benefits enrollment or specific legal requirements, stored separately.
- Race, religion, disability or other protected information on general forms. Some employers collect voluntary demographic information for reporting purposes; keep it separate and voluntary.
- Photos of identity documents beyond what Form I-9 procedures call for.
- Information you don't actually need.
The less sensitive information you collect, the less you have to protect.
Keeping Employee Information Secure
- Limit access to the owner, HR or payroll.
- Store paper forms in a locked cabinet.
- Use secure systems for digital records, with strong passwords and two-factor login.
- Don't email Social Security numbers or bank details in plain email.
- Shred old paper records when you no longer need them.
- Separate files: personnel, I-9 and medical records kept apart.
A data breach involving employee information can trigger state notification requirements. Ask your attorney or IT provider about protecting employee data.
Collecting Information Before Day One
- Send a welcome email with the forms after the offer is accepted.
- Use a secure online form or your payroll system when possible.
- Ask the new hire to bring I-9 documents on the first day.
- Review the forms for missing information on day one.
- Enter the information into payroll and your HR records.
- File the forms securely.
Pair the information form with your orientation plan. See the new hire orientation checklist.
Keeping Information Up to Date
- Remind employees to update addresses, phone numbers and emergency contacts when they change.
- Ask everyone to review their information once a year.
- Update records after name changes, promotions and pay changes.
- Verify direct deposit changes directly with the employee before processing.
Fraud warning: Scammers sometimes email payroll pretending to be an employee and asking to change direct deposit details. Always confirm changes with the employee in person or by a known phone number.
Example: A Small Restaurant
A restaurant owner collected new hire details by text and kept copies of IDs and bank information in a folder in the office. When a manager left, nobody knew which forms were complete. The owner switched to a single new employee information form collected through the payroll system, with I-9s in a separate binder and emergency contacts available to managers on each shift. Onboarding paperwork now takes one short meeting, and sensitive information stays locked down.
Common Mistakes
- Collecting sensitive information on the job application.
- Missing W-4s before the first payroll.
- Late I-9s.
- Insecure storage of bank details and Social Security numbers.
- Outdated emergency contacts.
- Processing direct deposit changes from an email without verification.
New Employee Information Checklist
| Step | Done? |
|---|---|
| Send forms after the offer is accepted | |
| Collect personal, job and payroll details | |
| Collect W-4 and state withholding forms | |
| Complete Form I-9 on time | |
| Collect emergency contacts | |
| Report the new hire to the state | |
| Store information securely | |
| Review information annually |
New Hire Paperwork Checklist
| Document | Who completes | When |
|---|---|---|
| Offer letter (signed) | Employer and employee | Before start |
| New employee information form | Employee | Before or on day one |
| Form W-4 | Employee | Before first payroll |
| State withholding form | Employee | Before first payroll, if required |
| Form I-9 Section 1 | Employee | By the first day of work for pay |
| Form I-9 Section 2 | Employer | Within three business days of start |
| Direct deposit authorization | Employee | Before first payroll |
| Emergency contact form | Employee | Day one |
| Handbook acknowledgment | Employee | First week |
| State new hire notices | Employer | As required |
| Benefits enrollment | Employee | Within your plan's window |
For writing the offer, see the job offer letter template.
Employee Information Update Form
Give employees an easy way to update their information.
| Field | New information | Effective date |
|---|---|---|
| Name | ||
| Address | ||
| Phone | ||
| Emergency contact |
Employee signature: __________ | Date: ______
Changes to tax withholding require a new W-4, and changes to direct deposit should go through your verified process.
Paper vs. Digital Forms
| Paper | Digital | |
|---|---|---|
| Security | Locked cabinet | Encrypted system with access controls |
| Errors | Handwriting and missing fields | Required fields and validation |
| Payroll entry | Retyped | Often imported directly |
| Updates | New paper form | Employee self-service |
Digital onboarding saves time and reduces errors, especially when the information flows straight into payroll.
Information Managers Need
Managers usually need a new hire's name, contact information, schedule and emergency contacts. They usually don't need Social Security numbers, bank details or pay rates for other employees. Give managers access to what they need and keep the rest with the owner or payroll.
Remote and Field Employees
For employees who don't come to an office, send forms through a secure online system. Plan ahead for how Form I-9 will be completed on time, and check USCIS guidance for remote hires. Make sure emergency contacts are available to whoever supervises the employee in the field.
Seasonal and Rehired Employees
Seasonal workers who return each year should review and update their information at the start of each season. Check whether a new I-9 or W-4 is needed based on how long they were away and your payroll provider's guidance.
How Long to Keep Employee Records
Federal and state laws set minimum retention periods for payroll, tax and I-9 records, and they differ by record type. Ask your accountant or attorney for a retention schedule, and securely destroy records once the retention period ends.
Welcome Email With Forms
Subject: Welcome to [Company]! A few forms before your first day
Hi [Name],
We're excited to have you start on [date]! To get you set up for payroll, please complete the following before your first day:
• New employee information form: [secure link]
• Form W-4: [secure link]
• Direct deposit authorization: [secure link]
On your first day, please bring documents for Form I-9. You can see the list of acceptable documents on the USCIS website.
If you have any questions, contact [name] at [phone/email]. See you soon!
[Your name]
Information for Specific Roles
| Role | Additional information |
|---|---|
| Drivers | Driver's license number and expiration, with consent for driving record checks |
| Licensed trades | License numbers and expiration dates |
| Employees using company equipment | Equipment issued; see the equipment checkout form |
| Employees with building access | Keys, fobs or codes issued |
| Tipped employees | Tip reporting procedures acknowledgment |
Track keys and equipment with the key control log and equipment checkout form.
Reviewing Forms on Day One
- Check that every required field is filled in.
- Confirm the legal name matches tax and I-9 documents.
- Make sure the W-4 is signed.
- Complete Form I-9 Section 2 on time.
- Enter the information in payroll and double-check pay rate and classification.
- File each form in the right place.
New Employee Information Quick Tips
- Collect after the offer, not on the application.
- Use secure systems for sensitive data.
- Keep I-9s separate.
- Verify direct deposit changes.
- Ask for updates once a year.
Common Questions About New Employee Forms
- Can I require new hires to use direct deposit? Rules vary by state. Check before making it mandatory.
- Do I need a separate emergency contact form? Not necessarily, as long as the information is collected and easy for managers to find.
- Can I ask for a copy of a driver's license? Only collect what you need. For I-9 purposes, follow USCIS procedures.
- Should part-time employees complete the same forms? Yes, the same paperwork generally applies to part-time employees.
Getting Started This Week
- Copy the template into your payroll or HR system, or a secure online form.
- Remove anything you don't need.
- Create a welcome email with links to the forms.
- Set up separate storage for I-9s.
- Decide who can access employee information.
- Use it for your next hire and adjust.
A consistent form means every new hire gets the same smooth start, and you never scramble for an address or emergency contact again.
Sample First-Day Paperwork Agenda
| Time | Task |
|---|---|
| 9:00 | Welcome and tour |
| 9:20 | Review new employee information form for missing items |
| 9:30 | Form I-9 Section 1 and document review |
| 9:50 | W-4, state withholding and direct deposit (if not done online) |
| 10:10 | Emergency contacts and handbook acknowledgment |
| 10:20 | Issue keys, equipment and logins |
| 10:30 | Start training |
Keeping paperwork to the first hour lets new hires spend the rest of the day learning the job and meeting the team.
Who Should Handle New Hire Paperwork?
Assign one person, often the owner, office manager or payroll lead, to collect and review new hire forms. A single point of contact keeps forms consistent, makes sure deadlines like the I-9 aren't missed and limits how many people see sensitive information. Train a backup so hiring doesn't stall when that person is out.
Information Changes After Hire
| Change | What to update |
|---|---|
| Name change | Payroll, tax records and personnel file; ask about I-9 procedures |
| Address change | Payroll and mailing address for tax forms |
| New bank account | Direct deposit, after verifying the request |
| Promotion or pay change | Job title, pay rate and classification |
| New emergency contact | Emergency contact records available to managers |
Year-end tax forms are mailed to the address on file, so up-to-date addresses matter. Remind employees each fall to confirm their address before year-end.
Finally, review your new employee information form once a year. Remove fields you never use, add anything new your state requires and make sure the form still matches your payroll system. A short, accurate form is easier for new hires to complete and easier for you to protect.
Onboard New Hires With Updoot
Updoot's hiring and onboarding tools collect new hire information and documents in one place, HR software keeps employee records organized and secure and the new hire toolkit helps you prepare for day one.