An Employers Guide to Employee Information Forms

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October 13, 2022
Employer carrying a employee information form

In business, you can't always be there to answer questions and solve problems. That's where employee information forms come in handy. When you create employee information forms for your business, you make it easier for team members to find information about their job duties, training documentation, benefits, and more. 

These documents also help maintain accurate HR records and streamline the hiring process in case you need to hire new employees again in the future. Employee information forms are standard documents businesses use to store key employee details and track various aspects of their employment with a company. 

These forms usually take the form of an online document that new employees can fill out electronically, saving HR staff time with data entry and saving paper from printing out endless Word files. This article will help you create your employee information forms so that all your team members can access essential job details at all times.

happy couple about the employee information form

What Is an Employee Information Form?

An employee information form is a document that contains key details about an employee's employment. This form can also be known as a candidate form, recruitment form, or hiring form. Regardless of the name, this form should be used at every stage of the hiring process. 

When creating your employee information forms, don't forget to include details about the job, benefits, and any other information your employees will need to know. Employee information forms are versatile documents that can be used in any industry. They can be used to store information about employees at every level, from hourly employees to top executives. As you create new forms, make sure you keep them consistent so that all employees have access to the same information.

Why Are Employee Information Forms Important?

Employee information forms help ensure accurate HR records. With one place to store all employee information, you don't have to worry about information getting lost or incorrect details affecting important decisions. Furthermore, they save employers time looking up relevant employee information like their personal details, supervisors, job descriptions and emergency contact information. 

When you have all your employee information in one place, you don't have to spend time searching for it whenever you need it. Examining these forms will also help you identify areas of improvement within your hiring process. For example, if you notice that most people drop out of the hiring process during a certain step, you can use these forms to identify the cause of the problem and make adjustments as needed.

What to include in an employee information form?

While employee information forms vary from one company to another, the main categories of an employee information form include the following;

  • Employee information
  • Job information
  • Emergency contact information
  • Employee health information
  • Training documentation
  • Employee benefits information

Employee information 

At the top of every employee information form, include the name and contact information of the person who created the form. This way, employees have a single place to go if they have questions or need to update their information. 

Next, include the name of each employee who will be using the form. Next, you can include the names of managers and supervisors responsible for reviewing these forms. Finally, you should include the names of your company's HR representatives who will be responsible for storing the forms. 

Job information  

This is a crucial section of your employee information forms. In this area, you want to include details about the job title; the hours worked, and the location of the position. If applicable, you should also include the type of insurance coverage employees will receive. 

In case you have a large company with hundreds or thousands of employees, it is also necessary to include such information as the branch the employee is employed at, their supervisor and the department. This could make it easier to identify and locate an employee within your workforce with minimal effort. 

Emergency contact information

This section includes information about the employee's emergency contact. This could be a close friend of the employee, a spouse or a family member. The relevant information to have about the emergency contact is their name, relationship to the employee, phone number, email address, and their residence, if possible. 

This information would be important if an employee falls ill or has an injury on the company premises. Since this information is so important, you need to update them to make sure you have the most up-to-date emergency contact information regularly. 

Employee health information

Depending on the nature of work your business is in, it may be necessary for your HR department to request health information from a new employee. This could help you identify if the new employee has any severe allergies that could affect their ability to work in your workplace.  

For example, if an employee has a severe peanut allergy. Considering that such allergies could be potentially fatal, it is important to have that information to make the necessary changes to the workplace to keep that employee safe. For example, you might choose to eliminate peanuts from your break room or cafeteria and ensure that there is always an EpiPen on hand.   

Training documentation  

This section includes details about any training employees will need to perform their job duties. When you include details about required training, employees have a reference they can use when requesting time off for training. This will help you avoid scheduling conflicts and ensure that employees receive all the training they need to do their jobs correctly. 

Benefits information 

Include details about any benefits employees will receive by working for your company. This can include health insurance, retirement plans, bonuses, sick time, and paid time off. If applicable, include details about other non-wage benefits, like an on-site gym membership or free parking.

Is an ROE different from an employee information form?

Yes, it is. A Record of Employment (ROE) form is one that employers file on behalf of their employees for them to use as proof of employment if the employees receive insurable earnings. In addition, this form helps employees claim unemployment benefits if something happens that interrupts the employee's ability to work. 

As you can see, this form is for the employee's benefit, not the employer's. Employees need the form to claim their insurable earnings and access certain benefits if they are out of a job for whatever reason.

Is an application form different from an employee form?

Yes, it is. An application form is a form that candidates for a job have to fill in order for the HR department to determine if the candidate is a good fit for the position that they are applying for. Companies get hundreds, sometimes thousands, of application forms for each position.

Employers typically ask a series of questions regarding the candidate's academic background, qualifications, previous work experience and any other information they deem necessary to decide which of the various candidates to extend a job offer to. 

Sometimes employers will keep the application forms of the candidates that were impressive but not selected in case a vacancy arises. If someone impressed them but could not be hired at the time, they could refer to old application forms to invite that candidate for another interview. 

4 important steps to follow when creating employee information forms 

Step 1: Determine Which Forms are Most Important

Before you begin creating employee information forms, it's helpful to determine which forms are most important. Of course, all businesses will have different needs, but the following employee information forms are recommended for most companies. 

Employee information form: 
This is the first step in getting new employees up to speed. This form should include a new employee's name, contact information, and a place for them to indicate their expected start date. It should also ask employees to fill in their previous employment information and any other relevant details. This is also the form employees should use to update their information throughout their employment.  

Job description form: 
This form is where you'll share your company's mission with new employees. It will also contain information about the job title, the hours worked, and any other key details related to the position. 

Benefits form: 
This form will contain details about your company's benefits, including insurance coverage and retirement plans. 

Training form:
 This form details the training required for each job title and the date employees must complete the training by.

Step 2: Create a Consistent Format for All Forms

When creating employee information forms, it's important to create a consistent format for all forms. This will help ensure that your employees have an easy time navigating their way through the forms and finding the information they need. When creating their employee information forms, consider using the following format: 

Title of Form:

 Information Provided inside the Form:  

  • Employee information –
  • Company name – 
  • Employee name – 
  • Contact information 
  • Start date 
  • Expected retirement date 
  • Previous employment information 
  • Education/training information 
  • Job title 
  • Hours worked per week 
  • Insurance details 
  • Other details 

You can also use consistent terminology and abbreviations wherever possible to make your forms more concise. You don't want your employees feeling overwhelmed by long forms, so keeping them as short as possible is important.

Here is a free employee information form template of an employee information form that you could use to get started.

Step 3: Add the Required Content for Each Form

Now that you've established a format for your employee information forms, it's time to add the required content for each one. First, review the list of forms you've decided to create. Then, use the following content guide to determine what information you need to add for each form. 

Employee information: When creating your employee information form, you'll want to include basics, such as an employee's name, address, and contact information. You may also want to include details about an employee's previous employment and any other relevant details. Other details you may want to include in this form include an employee's retirement plan information, benefits, and salary. 

Job description:
 When creating your job description form, you'll want to include key details about the job title, the hours worked, and the location of the position. If applicable, you should also include the type of insurance coverage employees will receive. 

 When creating your benefits form, you'll want to include details about any benefits employees will receive by working for your company. This can include health insurance, retirement plans, sick time, and paid time off. If applicable, you can also include details about other non-wage benefits, like an on-site gym membership or free parking. 

When creating your training form, you'll want to include the date training is expected to be completed and the type of training required for each job title. This will help ensure employees receive the training they need to do their jobs correctly and receive the benefits they're entitled to.

happy couple about the employee information form

Step 4: Add HR Record-Keeping Content

After you've created the content for each form, you'll want to add HR record-keeping content. This content will help ensure that your employee information forms comply with record-keeping requirements and give you a place to track important details. 

General information: 
This section is where you'll include general information about the form, including the name of the form, the date the form was created, and the date the form was last modified. You can also include contact information for the person who created the form. 

Record-keeping requirements:
 In this section, you'll want to include details about the record-keeping requirements for the forms, including how long records will be kept and who has access to them. 

Data retention:
 In this section, you'll want to include details about which data must be retained, how long you must retain it, and how it should be stored. 

Data storage: 
This section details where you have this data stored and when it was last updated. It should also include who has permission to access this data and what clearance is required. 

What software can I use for employee information forms?

While many HR software platforms offer employee information forms, no one does it better than Push Operations. We offer an integrated payroll, HR, scheduling and time-tracking solution to ease operations and management of employee affairs.

Our HR features allows employers to create employee information forms for all their employees and make them accessible to all relevant team members for decision-making and employee management. 

Our software keeps all your forms in one place so you can access them easily for any one of your employees. 

Book a demo with us today to get started creating employee information forms for your employees. You will not regret it.

Want to learn more about employee hiring, onboarding, interviews and more? Check out our free resources hub!

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October 2022


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