Employee Information Form Template
Free employee information form template for small businesses. Collect personal details, contacts, emergency info, and employment data in one form.
Last updated: 2026-02-09
Employee Information Form Template
Every employee who joins your team comes with a set of details you need on file -- personal contact info, emergency contacts, employment terms, and payroll basics. This employee information form template collects everything in one document so you are not chasing down scattered details later.
For small businesses handling onboarding without an HR department, a single, well-organized form simplifies the process and ensures nothing gets missed.
When to Use This Form
- During new hire onboarding to gather all essential employee details on day one
- When conducting an annual records review and asking employees to confirm their information is current
- When an employee has a life change (new address, name change, marriage) that requires updated records
- When setting up a new personnel filing system and consolidating existing data
Pair this form with your direct deposit form, tax forms (W-4 / state withholding), and I-9 to create a complete onboarding packet.
Employee Information Form
Company Name: _______________________________________________
Date Completed: ________ / ________ / ________
Section 1: Personal Information
| Field | Entry |
|---|---|
| Legal First Name | _______________________________________ |
| Legal Middle Name | _______________________________________ |
| Legal Last Name | _______________________________________ |
| Preferred Name (if different) | _______________________________________ |
| Date of Birth | ________ / ________ / ________ |
| Social Security Number | XXX-XX-________ (last 4 only; full SSN on W-4) |
| Gender | _______________________________________ |
| Marital Status | [ ] Single [ ] Married [ ] Other |
Section 2: Contact Information
| Field | Entry |
|---|---|
| Home Address | _______________________________________ |
| Apartment / Unit | _______________________________________ |
| City | _______________________________________ |
| State | _______________________________________ |
| ZIP Code | _______________________________________ |
| Personal Phone | _______________________________________ |
| Personal Email | _______________________________________ |
| Work Email (if assigned) | _______________________________________ |
Section 3: Emergency Contacts
Primary Emergency Contact
| Field | Entry |
|---|---|
| Full Name | _______________________________________ |
| Relationship | _______________________________________ |
| Phone (Cell) | _______________________________________ |
| Phone (Home/Work) | _______________________________________ |
| _______________________________________ |
Secondary Emergency Contact
| Field | Entry |
|---|---|
| Full Name | _______________________________________ |
| Relationship | _______________________________________ |
| Phone (Cell) | _______________________________________ |
| Phone (Home/Work) | _______________________________________ |
| _______________________________________ |
Section 4: Employment Details
| Field | Entry |
|---|---|
| Job Title | _______________________________________ |
| Department | _______________________________________ |
| Manager / Supervisor | _______________________________________ |
| Work Location | _______________________________________ |
| Start Date | ________ / ________ / ________ |
| Employment Type | [ ] Full-Time [ ] Part-Time [ ] Temporary [ ] Contract |
| Exempt / Non-Exempt | [ ] Exempt [ ] Non-Exempt |
| Work Schedule | _______________________________________ |
| Starting Salary / Hourly Rate | $_______________________________________ |
| Pay Frequency | [ ] Weekly [ ] Bi-Weekly [ ] Semi-Monthly [ ] Monthly |
Section 5: Tax and Payroll Information
| Field | Entry |
|---|---|
| Federal W-4 Submitted | [ ] Yes Date: ________ / ________ / ________ |
| State Withholding Form Submitted | [ ] Yes [ ] N/A Date: ________ / ________ / ________ |
| I-9 Completed | [ ] Yes Date: ________ / ________ / ________ |
| Direct Deposit Form Submitted | [ ] Yes Date: ________ / ________ / ________ |
Section 6: Additional Information
| Field | Entry |
|---|---|
| Do you have a valid driver\'s license? | [ ] Yes [ ] No License #: _________________ State: _____ |
| Do you have any professional licenses or certifications? | [ ] Yes [ ] No |
| If yes, list them | _______________________________________ |
| Are you authorized to work in the United States? | [ ] Yes [ ] No |
| Do you require any workplace accommodations? | [ ] Yes [ ] No |
| If yes, describe | _______________________________________ |
Section 7: Employee Acknowledgment
I certify that the information provided on this form is accurate and complete to the best of my knowledge. I agree to notify my employer promptly of any changes to the information above.
| Field | Entry |
|---|---|
| Employee Signature | _______________________________________ |
| Date | ________ / ________ / ________ |
For Office Use
| Field | Entry |
|---|---|
| Received by | _______________________________________ |
| Date Received | ________ / ________ / ________ |
| Employee ID Assigned | _______________________________________ |
| Added to Payroll System | [ ] Yes Date: ________ / ________ / ________ |
| Added to Benefits System | [ ] Yes [ ] N/A Date: ________ / ________ / ________ |
| Personnel File Created | [ ] Yes Date: ________ / ________ / ________ |
How to Use This Template
- Add it to your onboarding packet. Include this form alongside your W-4, I-9, direct deposit form, and employee handbook acknowledgment. Sending it before the employee's first day lets them gather the information they need in advance.
- Review for completeness. When the employee returns the form, check that every section is filled out. Follow up immediately on any blanks.
- Enter the data into your systems. Use the information to set up payroll, assign an employee ID, and create the employee's personnel file.
- Store securely. This form contains personally identifiable information. Keep it in a locked filing cabinet or a secure digital system.
- Request updates regularly. At least once a year, ask employees to review their information form and flag any changes. Good times to do this include annual reviews, open enrollment, or the start of a new calendar year.
Tips for Small Businesses
- Create a standard onboarding checklist. Use the "For Office Use" section at the bottom of this form as a mini-checklist to confirm all administrative tasks are done for each new hire.
- Do not collect more than you need. Only gather information that serves a legitimate business purpose. If you do not need a field, remove it.
- Keep paper and digital copies. A paper original with a digital backup protects you against loss.
- Be mindful of sensitive data. Social security numbers, medical accommodation details, and banking info should be stored with extra care and limited access.
If you are managing employee information across spreadsheets, email, and paper files, Boring HR's Team Tracker gives you a single, organized home for every team member's details -- from contact info to certifications and everything in between.