Free form template · Word

New Employee Information Form

A new employee information form is a short intake sheet that collects the working details HR, IT and admin need to set a new hire up: contact, role, system access, uniform or T-shirt size and preferred name. It is lighter than a full joining form and is often sent before day one.

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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

Laptop Preference (Windows / Mac / As per policy)
Software or tools required
Access to shared drives / applications
Mobile phone or SIM required (Yes / No)

Section 4: Admin and Welcome Kit

T-shirt / Uniform Size (S / M / L / XL / XXL)
Dietary Preference (Veg / Non-veg / Jain / Other)
Transport Required (Yes / No) and Pick-up Point
Any accessibility support needed

Section 5: Short Introduction

Previous Company and Role
Hobbies or interests (for team introduction – optional)

Declaration

I confirm that the information above is correct and may be shared with the IT, admin and HR teams of [Company Name] for setting up my employment.

Signature of New Employee
[Employee Name]
Date: [Date]

Received by
[HR Name]
Date: [Date]

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What this template includes

Preferred name for email ID and ID card
Role and reporting details for system access groups
IT requirements (laptop type, software) for timely set-up
Work pattern (office, hybrid, remote, shift)
Sizes for uniform or welcome kit
Dietary preference for team events
Short declaration and signature

When to use it

A week before joining, to prepare email ID, ID card and seat
When IT and admin need details but do not need statutory data
For interns and consultants who do not need a full joining form
When collecting details from remote hires by email

How to customise this template

1Remove the uniform section if you do not provide one
2Add software or tools specific to the department
3Convert into an online form if you hire remotely
4Send it with the pre-joining email

HR tips

Keep it to one page so candidates fill it quickly
Do not ask for statutory or bank details here; use the joining form
Share the completed form only with the teams that need it
Confirm spelling of the name before printing the ID card

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 a new employee information form?+

It is a short form capturing the practical details needed to set up a new hire, such as preferred name, contact, role, IT needs and work pattern.

Is this the same as a joining form?+

No. A joining form is the full record with statutory, bank and nominee details. The information form is a lighter set-up sheet often sent before joining.

When should the information form be sent?+

Ideally five to seven working days before the joining date so IT and admin have time to prepare.

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]
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

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

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)

Form · Word

Employee Nominee Declaration Form

Download .docx

New Employee Information Form

Preview of the form

Section 1: Basic Information

Section 2: Role Information (to be pre-filled by HR)

Section 3: IT and Access Requirements

Section 4: Admin and Welcome Kit

Section 5: Short Introduction

Declaration

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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