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Official Employee Information Form

An employee information form for new-hire onboarding that captures personal, emergency and tax details, exported as PDF.

All Industries

About this template

This employee information form template runs on Formester's drag-and-drop form builder, so you can adjust fields to match your onboarding workflow without writing code. Capture every detail a new hire needs to submit: personal info, emergency contacts, tax withholding, direct deposit, and signed consent in one flow.

Send the form link as part of the offer letter or first-day welcome email. New hires fill it out on any device, sign with e-signature, and submit. HR receives a clean PDF on file and the structured data lands in your Formester dashboard. Every submission is encrypted in transit and at rest, so SSN, direct deposit, and home address data stays secure.

Use conditional logic to surface tax fields for W-2 employees only, hide direct deposit fields when the employee opts for paper checks, or reveal additional fields for international hires. Autoresponder Email sends each new hire a copy of their submitted info, and HubSpot or Zapier routes the data directly into your HRIS.

Running a specialized onboarding flow (remote, contract, seasonal)? Generate a tailored variant with the AI form generator in minutes.

Questions we get a lot

HR and new-hire questions about data security, signatures, and integration.

Is direct deposit information handled securely?
Yes. Submissions are encrypted in transit and at rest. Use a custom subdomain on paid plans for added brand trust.
Can the employee fill the form before day one?
Yes. Share the form link in your offer letter or first-day welcome email so paperwork is ready before the new hire walks in.
Can I add I-9 or W-4 fields?
Yes. The template includes a tax block you can adapt to W-4 or country-specific equivalents. Use e-signature for tax acknowledgment.
Can I sync the data to my HRIS?
Yes. Push submissions to HubSpot, BambooHR, Gusto, or any HRIS via Zapier or a direct webhook.
Can I split the form for contractor vs employee?
Yes. Use conditional logic to switch between W-2 fields and W-9 contractor fields based on the employee-type selection.
Where is the information stored?
Every submission is saved to your dashboard with a PDF copy. Filter by name, hire date, or department, and export the archive for HR audit.

How to use this employee information form

Seven steps to a working new-hire onboarding flow. Most HR teams finish in under 15 minutes.

Open the template

Click Use Template. Conditional rules, signature flow, and PDF layout load into the Formester builder.

Brand the form

Drop your company logo, brand colors, and welcome copy in the header. New hires meet your brand on day one.

Adapt fields to your handbook

Add or remove fields based on your employment policies, payroll provider, and benefits plan.

Apply conditional logic

Use conditional logic to surface W-4 fields for W-2 employees and a W-9 block for contractors automatically.

Configure signatures

E-signature fields for tax forms, direct deposit authorization, and handbook acknowledgment.

Send the link

Drop the form URL into your offer letter or first-day welcome email. New hires complete it before they walk in.

Sync to your HRIS

Push submissions to HubSpot, BambooHR, Gusto, or any HRIS via Zapier or a direct webhook.

When to use this employee information form

Six onboarding and refresh scenarios across full-time, part-time, contractor, and remote teams.

Pre-day-one onboarding

Send the form link in the offer letter. New hires fill out personal details, tax setup, and direct deposit before day one; HR has the file ready before the desk is set up.

Restaurant and retail seasonal hires

Onboard twenty hires in a weekend. The form pre-fills role-specific fields, captures I-9 docs via file upload, and routes the data straight to the payroll system.

Contractor onboarding (1099)

Switch the form to W-9 mode for contractors. The form hides W-2-only fields and surfaces the 1099 tax classification and preferred payment method.

International remote hires

Country dropdown switches the form to the right tax framework. Capture local ID, country-specific tax withholding, and the international payment account.

Annual HR record refresh

Annual or quarterly refresh of personal info, emergency contacts, and dependents. Pre-fill the current record so employees only update what changed.

Direct deposit change mid-cycle

Employee changing banks mid-cycle. The form re-verifies identity, captures the new account, and notifies payroll automatically; the change is on file before the next pay run.

Fields included in this template

Every onboarding detail HR needs in one form. Drop the ones you do not need; the rest work on the free tier.

  • Full legal name Short text

    Must match government ID for tax filings.

  • Date of birth Date picker

    For age verification and benefits eligibility.

  • Social Security Number Short text + masking

    Required for tax reporting.

  • Personal email and phone Email + phone

    For HR communication.

  • Home address Full address

    For payroll and tax records.

  • Emergency contact Repeatable line

    Name, relationship, phone. One or more contacts.

  • Job title and start date Short text + date

    Role and tenure tracking.

  • Direct manager Short text

    Reporting structure.

  • Federal tax withholding (W-4) Form section

    Filing status, allowances, additional withholding.

  • State tax withholding Form section

    State-specific withholding details.

  • Direct deposit details Bank routing + account

    Optional, with conditional reveal.

  • I-9 employment eligibility Document upload

    Identity and work authorization docs.

  • Handbook acknowledgment Checkbox + e-signature

    Confirmation of receipt.

  • Signed consent E-signature

    Final authorization.

Questions we get a lot

HR and new-hire questions about data security, signatures, and integration.

Is direct deposit information handled securely?
Yes. Submissions are encrypted in transit and at rest. Use a custom subdomain on paid plans for added brand trust.
Can the employee fill the form before day one?
Yes. Share the form link in your offer letter or first-day welcome email so paperwork is ready before the new hire walks in.
Can I add I-9 or W-4 fields?
Yes. The template includes a tax block you can adapt to W-4 or country-specific equivalents. Use e-signature for tax acknowledgment.
Can I sync the data to my HRIS?
Yes. Push submissions to HubSpot, BambooHR, Gusto, or any HRIS via Zapier or a direct webhook.
Can I split the form for contractor vs employee?
Yes. Use conditional logic to switch between W-2 fields and W-9 contractor fields based on the employee-type selection.
Where is the information stored?
Every submission is saved to your dashboard with a PDF copy. Filter by name, hire date, or department, and export the archive for HR audit.