Employee details form: all the info you need to collect (plus, free template)
Every time you hire someone new, you need to collect their personal details and safely store them on file.
But for most small businesses, doing this properly and accurately takes time and hassle — especially if you don’t have a reliable database system.
But that’s where an employee details form can help.
An employee personal details form is an easy way to consistently gather the same information for every new member of your team. This includes:
- Full name
- Gender
- Home address
- Contact details (phone and email address)
- Nationality and passport number
- National Insurance Number (NIN for UK employees)
The only problem is that recording information on an employee details form is prone to human error.
So to help you collect information, I've put together this guide. And if you don’t have time to read it right now, you can still download our free employee details form PDF.
Why should you collect employee details?
Employers need to collect information about their employees to stay compliant with HM Revenue & Customs (HMRC) regulations.
Employee details are necessary for tax withholding and payroll processing, and overlooking something important could get you in legal trouble.
Safely retaining employee details and keeping employee records up-to-date is also crucial. Whether they're newly employed or leaving the company, you need to be able to get in touch with your team outside of a work context. And you could be in breach of GDPR if your employee details are incorrect, out-of-date or not stored securely.
Why should you use an employee details form to collect information?
First of all, using an employee details form is a practical solution (it’s easier and faster to gather and record information with a pre-populated form), but it also ensures you keep your employee records neat and tidy.
As soon as you take on a new hire, you need information like their bank details, email address and phone number, and it makes sense to simply hand them a form to complete.
They fill out their details on the employee personal details form and you then store it somewhere safe. This is preferable to having information scattered across several emails, and inaccuracies are much less likely if you ask your employee to complete it rather than do it yourself. You then refer to their employee details form whenever you need.
And if a paper employee details form feels a bit old fashioned and clunky, there are options out there that automate the entire process (and remove a job from your task list at the same time!).
With an applicant tracking system like Charlie Recruit, for example, you go straight from hiring to onboarding in a seamless flow. The successful candidate’s information is transferred from Charlie Recruit to our HR software in one click – no need for copy and paste, and goodbye to paper files.
What information should you collect with an employee details form?
So you’re ready to onboard a new team member. Before they can start work, there are some personal details you need to collect first.
Employee details form: personal info
This includes the basics:
- First name
- Surname
- Gender
This is also the perfect time to ask for people's pronouns and demonstrate that you’re an inclusive workplace where everyone feels seen and respected for who they are.
Employee details form: ID
Next up, we have personal identification details:
- Passport number and copy
- Date of birth
- Nationality
These are non-negotiable for regulatory compliance to ensure you’re hiring people who can legally work in the UK.
Employee details form: contact info
You always need to be able to contact an employee, so you need to collect their:
- Phone number
- Personal email address
- Home address
Employee details form: financial info
You want to make sure every new team member gets paid!
- Bank details
- National Insurance Number (NIN)
Employee details form: P45 or employment starter checklist
It makes sense to have a section on your employee personal details form to remind every new hire to supply their P45 (or complete an employee starter checklist) so you’re in line with HMRC regulations.
Employee details form: next of kin
Marital status and the name and contact info of their next of kin is important for emergencies. (If a team member gets sick or injured on the job, you’ll want to inform their loved ones and file a workplace accident report.)
Employee details form: additional information
Now’s a good time to ask new employees for anything else that could be useful, so you might also consider asking for information like allergies and dietary requirements via your employee details form.
Bear in mind that all information collected through an employee personal details form is confidential. So if you use a paper form or save as a PDF, you’ll need to ensure secure storage where others don't have access.
To avoid the chance of data breaches, you can use HR software as an automated employee details form and guarantee the secure storage of all your records.
With HR software like Charlie, employees add their details directly to the system and save them under their personal profile. They can amend this information whenever anything changes, so you don't have to worry about updating anything. And you know exactly where their information is when you need it!
Employee details form PDF (free template, copy and paste or download)
Welcome to [Your Company Name]! We are thrilled to have you join the [Your Company Name] team!
As you embark on this exciting journey with us, we want to make sure we have all the necessary information to ensure a smooth and successful onboarding experience.
This Employee Details Form is designed to collect essential information about you, which will help us get to know you better, understand your needs, and ensure that you have everything you need to excel in your new role. Please take a few moments to complete this form carefully and accurately. Your responses will remain confidential and will be used exclusively for onboarding and HR-related purposes.
If you have any questions or need assistance while filling out this form, don’t hesitate to reach out to our HR department. We’re here to support you every step of the way. Thank you for choosing [Your Company Name] as your employer. We look forward to working together and building a successful future!
- Personal details
- First name:
- Last name:
- Date of birth
- Nationality
- Start date at [company name]
- Home address
- Next of kin information
- Next of kin’s full name:
- Address line 1:
- Next of kin relationship to yourself:
- Next of kin’s phone number:
- Financial information:
- Bank name and branch address:
- Account number:
- Sort code:
- Right-to-work information:
- Passport issue country:
- Passport number:
- National insurance number:
- Visa: please send it to HR department if any is required
When should you use an employee personal details form?
Pre-employment
There are certain details that you absolutely must have before a new employee can even step through the door. These are your pre-employment checks.
Pre-employment details include right-to-work information like passport and national insurance numbers. Collecting these before an employee's start date ensures your HR processes are legally compliant from day one.
First week of employment
As the new employee is learning the lay of the land and getting their bearings, you can collect any remaining personal details.
So their first week is a good time to collect their personal email address, emergency contact details, and dietary requirements.
The pros and cons of using an employee details form
Traditional, old-hand methods like pen-and-paper and filing cabinets are at odds with the modern workplace. Let’s look at the pros and cons of using an employee details form.
Pros of an employee details form
Saves money
If you’re in the early stages of your venture, you may not feel ready to invest in an employee database software.
So using an employee details form PDF is a great alternative to automating the process.
Easier to onboard new starters
An employee details form means you won't have to search for employee information in different places. Simply create a file for every new employee and add all documents and new information to it.
Cons of using an employee information form
Looks unprofessional
Juggling paper forms and updating spreadsheets is an almost guaranteed way for sensitive employee data to get lost or fall through the cracks.
Different formats and missing data = a messy HR environment. This looks unprofessional and makes it difficult to manage your team effectively.
Time-consuming
Filling out employee personal details forms by hand isn’t just tedious and haphazard, but incredibly time-consuming.
Every minute you spend manually collecting employee details is time wasted. Time you could have spent on more strategic and important HR initiatives like conducting employee performance reviews.
Exposes you to security breaches
Emails and paper records have a habit of disappearing into the ether. The lack of a secure storage method for employee details recorded this way leaves you wide open to security leaks. And that’s bad for your employees and bad for your business.
You can neatly sidestep all the disadvantages of old-school employee details forms with HR software like Charlie. And if you pair it with Charlie Recruit, then you have everything you need to move seamlessly and automatically from hiring new employees to onboarding them — giving you peace of mind and time back to focus on your business.
