Free form template · Word

Employee Photograph Submission Form

An employee photograph submission form collects passport-size photographs for the personnel file and ID card and records separate consent for any wider use, such as the intranet, newsletters or social media. It gives clear photo specifications so ID cards look consistent.

Editable Word (.docx)
Made for India
9 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the form

[Highlighted] = fill in

[Company Logo][Company Name]

EMPLOYEE PHOTOGRAPH SUBMISSION FORM

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Department:: [Department]
Date:: [Date]

1. Photographs Submitted

Purpose	Paste Photo / File Name	Received (Yes / No)
Personnel file	[Paste photo]	[Yes / No]
ID card	[Paste photo]	[Yes / No]
Statutory forms (PF / ESI / insurance)	[Paste photo]	[Yes / No]
Digital copy for HRMS	[EmployeeID_Name.jpg]	[Yes / No]

2. Photo Specifications

Recent colour photograph taken within the last 6 months
Passport size (35 mm x 45 mm) for print; JPG for digital
Plain white or light background, face clearly visible
No caps or sunglasses, except religious headwear

3. Consent for Internal and External Communications (optional)

I agree to my photo being used on the company intranet and internal directory
I agree to my photo being used in new-joiner announcements and newsletters
I agree to my photo being used on the company website and social media

I understand that this consent is optional, that my photo will be used for my ID card and records regardless, and that I may withdraw the communications consent at any time by writing to HR.

4. Admin Record

ID card printed on
ID card number
Issued by

Declaration

I confirm the photographs submitted are my own recent photographs.

Signature of Employee
[Employee Name]
Date: [Date]
Place: [Work Location]

Received by
[HR Name]
Date: [Date]

Download Word (.docx) — free

What this template includes

Photo boxes for file, ID card and statutory forms
Photo specifications (size, background, recency)
Digital photo file name convention
Separate opt-in consent for communications use
Right to withdraw communications consent
Admin record of ID card issue

When to use it

At joining, for ID card and personnel file photos
When reissuing ID cards after a rebrand
Before using employee photos in announcements or social media
When an employee's appearance has changed significantly

How to customise this template

1Change the number of photos to what you need
2Add a dress-code note for ID photos if required
3List the channels where photos may be used
4Set the file naming convention for HRMS uploads

HR tips

Keep ID card use and marketing use as separate consents
Do not post an employee's photo publicly without consent
Use a plain light background for ID cards
Delete marketing photos if consent is withdrawn

Use the information only for employment and verification purposes and store it securely. Review the wording against applicable laws and your data-protection practices.

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

How many photos are needed when joining?+

Usually two to four passport-size photographs for the personnel file, ID card and statutory forms, plus a digital copy.

Can the company use my photo on social media?+

Only with your consent. This form keeps that consent separate from the photo used for your ID card.

Can I withdraw consent later?+

Yes, you can write to HR to withdraw consent for communications use; the photo will still be used for ID and records.

All 50 joining & new employee documents →

[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
Form · Word
New Employee Joining Form
Download .docx
[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
Form · Word
New Employee Information Form
Download .docx
[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
Form · Word
Employee Personal Details Form
Download .docx

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

[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

Form · Word

Employee Biodata Form

Download .docx

[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
Form · Word
Employee Master Data Form
Download .docx

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

Download .docx

[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
Form · Word
Employee KYC Form
Download .docx
Form · Word
Employee Identity Verification Form
Download .docx

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

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

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

Employee Photograph Submission Form

Preview of the form

1. Photographs Submitted

2. Photo Specifications

3. Consent for Internal and External Communications (optional)

4. Admin Record

Declaration

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates