Free form template · Word

Employee Biodata Form

An employee biodata form is a one-to-two page profile with photograph, personal particulars, education, work history, identification marks and references. It is widely used by Indian factories, shops, security agencies and SMEs, especially for staff who do not have a formal resume.

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[Company Logo][Company Name]

EMPLOYEE BIODATA

Company:: [Company Name]
Post Applied / Appointed:: [Designation]
Photograph:: [Paste passport-size photograph]

1. Personal Particulars

Full Name
Father's / Husband's Name
Date of Birth and Age
Native Place and District
Present Address
Permanent Address
Mobile Number
Marital Status
Height and Weight
Identification Marks (1) and (2)
Aadhaar (last 4 digits / masked copy)

2. Educational Qualification

Examination	School / Board / University	Year of Passing	Percentage / Grade
[10th / SSC]	[Board]	[YYYY]	[%]
[12th / HSC / ITI]	[Board]	[YYYY]	[%]
[Graduation / Diploma]	[University]	[YYYY]	[%]

3. Work Experience

Employer Name	Role	From – To	Last Salary (₹)	Reason for Leaving
[Employer]	[Role]	[MM/YYYY – MM/YYYY]	[Amount]	[Reason]
[Employer]	[Role]	[MM/YYYY – MM/YYYY]	[Amount]	[Reason]
[Employer]	[Role]	[MM/YYYY – MM/YYYY]	[Amount]	[Reason]

4. Skills and Languages

Skills / Trades / Machines handled
Languages Known

5. References (not relatives)

Name	Occupation	Address	Mobile
[Reference Name]	[Occupation]	[Address]	[Mobile]
[Reference Name]	[Occupation]	[Address]	[Mobile]

Declaration

I declare that the particulars given above are true. I have no criminal case pending against me. If any information is found false, the company may take action including termination of my services.

Signature / Left Thumb Impression
[Employee Name]
Date: [Date]

Witness / Verified by
[HR Name]
Date: [Date]

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What this template includes

Photograph box for identification
Personal particulars and native place
Education table with board and year
Previous work experience table
Identification marks, common in security and plant roles
Two local references
Self-declaration and thumb impression option

When to use it

When hiring workers, drivers or helpers who do not submit a resume
For security and housekeeping staff where identification marks are recorded
When a client or principal employer asks for a standard biodata of deployed staff
For walk-in hiring at plants and retail stores

How to customise this template

1Add a thumb impression box for workers who cannot sign
2Translate headings into the local language if helpful
3Add a police verification status field for security staff
4Shorten the education table for unskilled roles

HR tips

Help the worker fill the form if needed and read it back to them
Verify references by phone before deployment
Attach copies of identity proof with Aadhaar masked
Keep the photograph recent and clear

Personal data collected in this form should be used only for employment purposes, shared on a need-to-know basis and stored securely. Review it against applicable laws and your data-protection practices.

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Frequently asked questions

What is the difference between biodata and a resume?+

Biodata focuses on personal particulars, family and identification details with brief education and work history, while a resume focuses on skills and achievements.

Who uses an employee biodata form?+

Factories, security agencies, facility management firms, retailers and SMEs often use it for workers and support staff.

Can a worker give a thumb impression instead of a signature?+

Yes, many employers accept a thumb impression attested by a witness or HR representative when the worker cannot sign.

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[Company Logo][Company Name]
NEW EMPLOYEE JOINING FORM
Company:
[Company Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Please fill all sections in capital letters and attach self-attested copies of the documents listed in Section 7. Paste a recent passport-size photograph in the box provided.
1. Personal Details
Full Name (as per PAN)
Father's / Spouse's Name
Date of Birth (DD/MM/YYYY)
Gender
Marital Status
Blood Group
Nationality
Mobile Number
Personal Email ID
Aadhaar (last 4 digits / masked copy)
2. Address
Current Address with PIN Code
Permanent Address with PIN Code
Years at Current Address
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New Employee Joining Form
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[Company Logo][Company Name]
NEW EMPLOYEE INFORMATION FORM
Company:
[Company Name]
Expected Date of Joining:
[Date of Joining]
Section 1: Basic Information
Full Name
Preferred Name (for email and ID card)
Mobile Number
Personal Email ID
City of Residence
Section 2: Role Information (to be pre-filled by HR)
Designation [Designation]
Department [Department]
Reporting Manager [Reporting Manager]
Work Location [Work Location]
Work Pattern (Office / Hybrid / Remote / Shift)
Section 3: IT and Access Requirements
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[Company Logo][Company Name]
EMPLOYEE PERSONAL DETAILS FORM
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Purpose:
New record / Update of existing record
A. Identity
First Name
Middle Name
Last Name / Surname
Name as per PAN
Date of Birth (DD/MM/YYYY)
Place of Birth
Gender
Nationality
Religion (optional)
B. Family
Marital Status
Date of Marriage (if applicable)
Spouse's Name
Father's Name
Mother's Name
Number of Children
C. Contact and Address
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Employee Personal Details Form
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[Company Logo][Company Name]
EMPLOYEE MASTER DATA FORM
Request Type:
New Hire / Change
Effective Date:
[Date]
Prepared by:
[HR Name]
A. Identification
Employee ID [Employee ID]
Full Name (as per PAN) [Employee Name]
Date of Birth
Gender
Date of Joining [Date of Joining]
B. Organisation
Legal Entity
Business Unit
Department [Department]
Cost Centre Code
Work Location [Work Location]
State (for professional tax / LWF)
C. Job
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Employee Master Data Form
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Full Name (as per PAN)
Father's / Spouse's Name
Date of Birth (DD/MM/YYYY)
Gender
Marital Status
Blood Group
Nationality
Mobile Number
Personal Email ID
Aadhaar (last 4 digits / masked copy)

Current Address with PIN Code
Permanent Address with PIN Code
Years at Current Address

Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Work Location	[Work Location]
Work Pattern (Office / Hybrid / Remote / Shift)

First Name
Middle Name
Last Name / Surname
Name as per PAN
Date of Birth (DD/MM/YYYY)
Place of Birth
Gender
Nationality
Religion (optional)

Marital Status
Date of Marriage (if applicable)
Spouse's Name
Father's Name
Mother's Name
Number of Children

Employee ID	[Employee ID]
Full Name (as per PAN)	[Employee Name]
Date of Birth
Gender
Date of Joining	[Date of Joining]

Legal Entity
Business Unit
Department	[Department]
Cost Centre Code
Work Location	[Work Location]
State (for professional tax / LWF)

[Company Logo][Company Name]

EMPLOYEE REGISTRATION FORM

Register Serial No.:: [Reference Number]
Date of Registration:: [Date]
Unit / Plant:: [Work Location]

Part 1: Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Father's / Spouse's Name
Date of Birth
Mobile Number
Designation	[Designation]
Department	[Department]
Date of Joining	[Date of Joining]
Category (Permanent / Probationer / Trainee / Contract)
Contractor Name (if contract worker)

Part 2: Attendance Enrolment – Time Office

Biometric ID / Card Number
Shift Assigned (General / A / B / C)
Weekly Off
Gate Entry Permitted From (date)

Part 3: Facilities Enrolment – Admin

Form · Word

Employee Registration Form

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[Company Logo][Company Name]
EMPLOYEE KYC FORM
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
KYC Type:
Fresh / Periodic Update / Change
Date:
[Date]
1. Personal Details
Full Name (as per PAN)
Date of Birth
Father's / Spouse's Name
Mobile Number
Email ID
Photograph (affix)
2. Proof of Identity
Document Type (PAN / Passport / Voter ID / Driving Licence)
Document Number
Issue Date and Expiry Date
3. Proof of Address
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Full Name (as per PAN)
Date of Birth
Father's / Spouse's Name
Mobile Number
Email ID
Photograph (affix)

Document Type (PAN / Passport / Voter ID / Driving Licence)
Document Number
Issue Date and Expiry Date

Document Type
Document Number (masked where applicable)
Name as on Document
Date of Birth as on Document
Valid Till

Document Type
Document Number
Name as on Document

[Company Logo][Company Name]

NOMINEE DECLARATION FORM (COMPANY DUES)

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Date of Joining:: [Date of Joining]

1. Scope of Nomination

This nomination covers amounts payable by [Company Name] in the event of my death while in service, including unpaid salary, leave encashment, pending reimbursements, performance bonus or incentive due, and any other company benefit not covered by a separate statutory nomination.

2. Nominee Details

Nominee Name	Relationship	Date of Birth	Address	Share (%)
[Nominee Name]	[Relationship]	[DD/MM/YYYY]	[Address]	[%]
[Nominee Name]	[Relationship]	[DD/MM/YYYY]	[Address]	[%]
[Nominee Name]	[Relationship]	[DD/MM/YYYY]	[Address]	[%]

3. Guardian Details (if any nominee is a minor)

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Employee Nominee Declaration Form

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Full Name
Preferred Name (for email and ID card)
Mobile Number
Personal Email ID
City of Residence

Employee Biodata Form

Preview of the form

1. Personal Particulars

2. Educational Qualification

3. Work Experience

4. Skills and Languages

5. References (not relatives)

Declaration

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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